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Information Technology Services

Using Outlook with Exchange

Deleting and Restoring Messages

Items that you have purged from your "Deleted Items" folder can be retrieved within 30 days.

  1. Click on the "Deleted Items" folder on the Navigation pane.
  2. Click TOOLS to RECOVER DELETED ITEMS.
  3. Select the items you want to recover and then click the "Recover Selected Items" button on the toolbar.

recovered

  1. The e-mail will automatically be recovered from the exchange server and moved into your "Deleted Items" folder.

Note: Messages deleted with a Shift+Delete are not retrievable.

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Using Free/Busy Time

Free/Busy time is a tool available to Exchange users who want to determine when others are available for meetings.
By default, others can only see two months of your Free/Busy time.   If you want others to see more than two months:

  1. Click TOOLS to OPTIONS.
  2. Click the "Calendar Options" button on the toolbar.
  3. Click the " Free/Busy Options" on the toolbar.
  4. Modify the number of months you wish to make viewable to others.

freebusy

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Creating an Out of Office Reply

Using AutoReply in Outlook gives you the opportunity to send an automatic email message to all of your senders when you are out of the office. This will notify senders that you are out of the office and are unable to respond to email.

To set an AutoReply:

  1. Click on TOOLS to OUT OF OFFICE ASSISTANT. Result:: This will open the Out of Office Window.
  2. From the Out of Office Assistant window, select the radio button next to I am currently Out of the Office.
  3. Next type in a message that you would like email senders to receive upon sending you an email message. This message can be as long as you like.

out_of_office

  1. If you would like to use the advanced features of the Out of Office Assistant, select Add Rule. The Edit Rule window provides options for you to use for a more detailed response to your senders.
  2. Once you have completed your auto-reply message, select OK.

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Sharing a Calendar

If you would like to grant access for other people at HLS to have access to your calendar:

  1. Click on the "Calendar" folder on the Navigation pane.
  2. Click " Share My Calendar" on the Navigation pane.

share

  1. Add the people you want to have access and then assign them the appropriate permissions (see the permissions section for a detailed description of permission levels).  Click OK.

shared-properties

  1. Inform the user that they can now access your Calendar.

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Viewing a Colleague's Calendar

Note:  To view another person ’s calendar, he/she must grant you access to their calendar first. Please see "Sharing a Calendar" to give another user access to your calendar.

  1. Click on the "Calendar" folder on the Navigation pane.
  2. Click "Open a Shared Calendar" on the Navigation pane.

open-calendar

  1. Type in the name of the user whose calendar you want to view or click the "Name" button and browse for the user.  Click OK.

choose-user

  1. The user’s calendar will now display.

side-by-side

  1. From now on, this user’s calendar will be listed in the "My Calendars" list.  To access this user’s calendar, check the box next to the calendar name that you want to view.

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Sharing Contacts

If you want to grant access for other people at HLS to have access to your contacts:

  1. Click on the "Contacts" folder in the Navigation pane.
  2. Click " Share My Contact" on the Navigation pane.

share-contacts

  1. Add the people you want to have access and assign them the appropriate permissions (see the permissions section for a detailed description of permission levels).  Click OK.
  2. Inform the user that he/she can now access your Contacts.

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Accessing your E-mail from the Internet (Outlook Web Access)

Harvard Law School email can be securely accessed from any computer in the world that has internet access. Outlook Web Access (OWA) is ideal for users who need full access to their mail, schedule, contacts, and public folders when they are not at their office computer. To access OWA, visit https://email.law.harvard.edu. Log on using the username and password you use to log into your computer (your domain password).  OWA shares many of the same features as the Outlook 2003 and Entourage 2004 desktop clients, including:

***Please note that most of these features are only available when using Internet Explorer.***

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Using Directories

As part of the HLS Exchange environment, you will have access to the Harvard Law School’s “Global Address Book", an internal list of all faculty/staff email addresses on campus.  In Outlook, your Address Book includes the Global Address List and your personal Contacts.

There are many ways to access your address books in Outlook.  The quickest way to access it is to click the "Address Book" icon on the toolbar. 

addressbook

From there, you can search for any HLS faculty or staff member's email (provided they are using Exchange). 

addressbook2

You can also access the address book when you are composing an email. When the email composer is open, click on the word "To".

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Delegating Rights

With Microsoft Exchange you can give access to another person to access your Inbox and other folders to help you manage your mail, calendar, or contacts. The process of granting someone permission to open your folders, read and create items, and respond to requests for you is called "Delegate" (delegate: Someone granted permission to open another person's folders, create items, and respond to requests for that person. The person granting delegate permission determines the folders the delegate can access and the changes the delegate can make.)

As the person granting permission, you determine the level of access the delegate has. You can give a delegate permission to read items in your folder or create, modify, and delete items. You can give a delegate permission to send mail and to respond to mail on your behalf. The delegate can also organize meetings on your behalf and respond to meeting requests and task requests sent to you. By default, if you grant someone access to your folders, that delegate has access to the items in the folders (except items marked private). You must grant additional permissions to allow access to private items.

To delegate your Exchange mailbox, use the following steps:

  1. Click TOOLS to OPTIONS.
  2. Click on the "Delegates" tab.

delegates

  1. Click ADD.
  2. From the "Add Users" window find the appropriate delegate, add them, and click OK.

add-delegate

  1. In the Delegate Permissions window, modify the permissions you want to provide your delegate and click OK.
    1. If you want the delegate to be able to send mail on your behalf, choose the "Author" or "Editor" permission for your Inbox.
    2. If you want the delegate to able to edit your calendar, choose the "Author" or "Editor" permission for the Calendar.  Note:  if you want the delegate to be able to receive copies of meeting-related messages that are sent to you, you need to make them an editor of your calendar and check the box next to "Delegate receives copies".
    3. Select the box next to "Automatically send a message to delegate summarizing these permissions".
    4. NOTE:  you can prevent your delegate from seeing your private appointments by de-selecting the box next to "Delegate can see my private items".     

delegates-permissions

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Scheduling a Meeting

With Exchange you have the ability to send out meeting requests by e-mail to prospective meeting participants. These participants can then accept or decline the meeting invitation or can propose a new time.  By utilizing the free/busy time, you will be able to proactively see when the participants are available.
Follow these steps to create a meeting request:

  1. Open the Calendar folder and select a block of time for the meeting.
  2. On the File menu, click NEW to MEETING REQUEST. (Note:  If you begin by creating an appointment, you can make your appointment into a meeting by clicking the INVITE ATTENDEES button within the meeting.)
    1. Click "To" and select your attendees from your "Address Book". invite
      1. Select the attendees you would like to attend the meeting and click "Required".
      2. Select the attendees who can optionally attend the meeting and click "Optional".
    2. Enter a Subject to describe the meeting.
    3. Enter a Location for your meeting.
    4. Click the "Scheduling" tab.
      1. You will then see a chart for when the participants are available. 
      2. Based on all free/busy time, choose the best time for your meeting. 
      3. You can also click the "AutoPick Next" button to pick the next available time range for when all your participants are free.

schedule

  1. Click Send, and then click Yes. Outlook sends the meeting request to the specified recipients.

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Using Public Folders

With Exchange you will have access to public folders, specifically, department will have access to a shared calendar and a shared contact list.  Everyone within the department will be able to view, write, edit, and delete items within the departmental calendar and contacts section.  

To access the public folders, use the following steps:

  1. Click on the "Folder List" icon in the Navigation Pane.

folderlist

  1. Click the "+" next to "Public Folders" to expand.
  2. Click the "+" next to "All Public Folders" to expand.
  3. Click the "+" next to "Departments" to expand.
  4. Click the "+" next to your department to expand.
  5. The shared calendar and shared contacts for your department are accessed from this location.

public-folders

  1. To access to these two shared items easier and quicker, right-click on each of them and click ADD TO FAVORITES. Now your departmental shared calendar and contacts will be accessible from your "Favorites" folder in the "Public Folders".
  2. Additionally, once you add the departmental calendar to your favorites, it will appear in your list of “Other Calendars” under the Calendar folder on the Navigation Pane.  The departmental shared contact will appear under “Other Contacts” in the Contacts folder on the Navigation Pane.
public-access public-contacts

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Managing your Server Data

With Exchange your mail will be delivered to your mailbox on the Exchange Server.  In addition to mail, calendar information, personal contacts, tasks, and notes can all be stored on the Exchange server.  Therefore, all this information will be available to you from whatever computer you log on to at Harvard Law School, or from Outlook Web Access from any web-enabled computer in the world.  

There is a 250 MB quota on the Exchange server.  If you were to reach this quota, you will need to manage/archive your data on the exchange server.  At anytime you can move data to a local folder on your hard drive to free up space on the server.

folders

You will only have access to your local folders from the computer where the local folders reside.  You will not see them through Outlook Web Access. 

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Creating and Using Rules

Outlook rules are a powerful, time-saving way to manage your e-mail.  By using rules, you have the ability to automatically move messages from an individual or a group of people to a designated folder.  You can also use rules to automatically delete messages based on content or sender.  Or, you can set up a rule that forwards your email to another account. 

The following example illustrates how to create a rule to move a message from someone to a specified folder.

  1. On the menu, click on TOOLS to RULES AND ALERTS.
  2. From the "Rules and Alerts" dialog box, click NEW RULE to begin the Rules Wizard.  new-rule
  3. Choose to "Start creating a rule from a template".
  4. Choose "Move messages from someone" to a folder and click NEXT.

rules-wizard1

  1. In the rule description area, click on the blue underlined phrase people or distribution list to set from who you want to move messages.
    1. In the Rule Address dialog box, select the appropriate user and click OK.
    2. Click Next.
  2. In the Edit a Rule Description" box, click on the blue underlined phrase specified to set the location of where you want to move the messages.
    1. In the "Rules and Alerts" dialog box choose the appropriate location and click OK.
    2. Click NEXT.

rules-wizard2

  1. Click NEXT to bypass setting any exceptions
  2. Review your rule.  If you want, choose to Run this rule on messages already in “Inbox”.

rules-wizard3

  1. Click Finish

In an Exchange environment there are two types of rules – server-based rules and client-only rules.   Server-based rules are applied on the server as a message enters your inbox and will be run regardless of if you have Outlook open or not. For example, a rule can't be applied on the server if the action specifies that a message be moved to a personal folder that resides on your hard drive. 
A rule that can't be applied on the server has the words "client-only" added to the end of the rule's name. Client-only rules are applied after all other rules once you open Outlook. If your list of rules contains rules that can be run on the server as well as those that can't, the server-based rules are applied first, followed by the client-only rules.

rules-client

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