Information Technology Services
What to Remember After Moving to Exchange for Outlook Users
Now that the technician has left, what do you do? Below is a list of items to help you further configure your new E-Mail environment.
Detailed instructions on how to use Outlook with Exchange can be found on the HLS website at: /administration/its/how-tos/exchange.php.
- Understand your Username and Password
- Access your mail from the web using Outlook Web Access (OWA)
- Understand your Display Name
- Recreate your Signature
- Reconfigure your Rules
- Understanding Quota
- Move "Working" E-Mail to the Exchange Server
- Configure your AutoArchive settings
- Configure your Junk Mail Settings
- Configure your Views
- Understanding the Global Address Book (GAL) and your Personal Address Book (PAL)
- Understanding Groupings
- Stationery
- Pictures will not Appear in Outlook by Default
- Exchange Account Management
- Using the Find Features
- The new email system utilizes your domain account (the username and password you use when you log into your computer).
- You will only need to use your password when you access the email web client. You will not be prompted for a password when you log into Outlook. You should always lock your computer when you leave your desk. To lock your computer press Windows key and the letter L on your keyboard (you can also press Control + Alt + Delete and click "Lock").
- To change your password press Control + Alt + Delete on your computer and click "Change Password". You can also change the password with the email web client. To change the password online, visit https://email.law.harvard.edu and login. Click "Options" and then scroll down the page to the Change Password section. Your domain is "hls" (excluding the quotes) and your your username is the what precedes @law.harvard.edu in your email address.
- You can access your E-mail from the web by connecting to https://email.law.harvard.edu.
- You need to use your domain username and password (the ones you use to log onto your computer) to connect.
- OWA will fully work in Internet Explorer. Other browsers such as Firefox and Safari will not have the full OWA interface.
- When you send a message to someone, the display name the receiver will see will be your Firstname Lastname.
- If you were using Outlook previously, and had signatures setup, you will need to re-enable them.
- On the menu, go to Tools to Options. Click on the Mail Format tab, and then select your signatures in the appropriate pull-downs.
- If you did not have any signatures previously, you can set them up by clicking the Signatures button from the same location.
- Any rules you had previously created will not migrate to the new system. As a result you will need to recreate them.
- On the menu, go to Tools to Rules and Alerts to recreate your rules.
- The new email system has a quota of 250 MB (more than double the quota from the old CAMail system)
- If your quota exceeds 200 MB, you will get a warning message every night alerting you. If your quota exceeds 250 MB, you will no longer be able to send e-mail messages or calendar appointments. If your quota exceeds 275 MB, any incoming messages will be returned to the senders.
- After your migration, all your previous email will be left in a personal folder (labeled Local Folders in Outlook) that resides on your computer.
- Mail in your local folders does not affect your quota.
- However, the mail in the local folders will only be visible from the computer where the file resides. In other words, you will not see it from OWA or if you check your email from a different computer.
- If you want access to your mail from anywhere, you can move your email up to the Exchange Server by clicking and dragging any message, group of messages, or folder into your Exchange mailbox.
- However, be mindful of the quota and be sure to only drag "working" emails up to the server. It is recommended that messages that are truly archival remain in the local folders.
- NOTE: You can right-click on any folder within your local folders and click on properties to find out the size of that folder. Once the properties dialog opens up, click on the folder size button.
- Click here for additional tips on moving subsets of data to your Exchange server mailbox.
- To assist you in further managing your quota, configure the AutoArchive feature to automatically move old Exchange items to your local folders. The default AutoArchive settings are:
- Anything older than 6 months will be MOVED from the server into a folder of the same name under Local Folders.
- You will be prompted to do this every 30 days.
- On the menu, go to Tools to Options to Other tab to Click AutoArchive button.
- Most junk mail will be caught before it even gets to your system. However, Outlook 2003 can provide you with an added layer of protection.
- To modify your junk mail settings go to Actions to Junk E-mail to Junk E-mail Options.
- Setup the way you like to view your E-Mail by clicking on the View menu.
- On the menu, go to View to Arrange By to setup how you want the mail sorted, if you want it in groups, or if you want to setup filters.
- On the menu, go to View to Reading Pane if you want to alter the setup of the reading pane or turn it off. (Please note the reading pane will need to be changed in each folder view.)
- To change the size of the font in your inbox, click View to Arrange By to Custom. Click Other Settings and then change the Row Font.
- With Exchange, you will have two address books. The Global address Book, or GAL, will contain all faculty and staff at HLS (this will update as more people migrate to Exchange). The Personal Address Book, or PAL, will contain only your personal contacts.You will only have the ability to add and delete people from you PAL.
- By default, email is grouped by Today, Yesterday, Days of the week, Last Week, etc.. If you want to change how your email is grouped, click on Arrange By at the top of your inbox. Options include From, To, Subject, etc..
- Please do not use Stationery. Some reasons not use stationery include:
- It will slow down how fast your email is sent.
- People that do not have Outlook will not see your stationery, instead they will receive your stationery as an attachment.
- Having pictures automatically appear within the actual email can take a long time. To help you receive your email quicker, the download pictures option has been turned off. If you receive an email and you would like to see the pictures either:
- Click on the Download Pictures link at the top of your email message (you have to double - click to completely open the email) or
- To always download pictures, click on Tools to Option and then click Security. Click Change Automatic Download Settings and then de-select the first checkbox. This checkbox will say, "Don't download pictures or other content automatically in an HTML email.".
- Unlike the POP server, which removes your mail from the server when you check it, the Exchange Server stores all of your data (messages, attachments, appointments, contacts, etc.) on the server until you explicitly remove them by moving them to Personal Folders (.pst files), which can be stored on a network drive (H:) or on your hard drive (C:). If you store Personal Folders (.pst files) on your hard drive, you will want to make sure you regularly back them up to a CD or to a network drive.
- Transfer read messages from your Inbox on the Exchange server to other mail folders or delete those that you don't need to keep. To create a new mail folder, right-click on "Mailbox - your name" and select New Folder, type a name for the new mail folder (e.g., Faculty), in the Folder contains field: select Mail and Post Items,and click OK. To transfer a message to the new mail folder, select the message and drag and drop it into the mail folder you wish to transfer it to (e.g., Faculty).
- Use your Inbox for new incoming messages only--not as a storage area for all of your messages.
- You can also create Outlook Personal Folders (.pst files). To create a new Outlook Personal Folder (.pst) file, select File | New | Outlook Data File… and choose Office Outlook Personal Folders File (.PST). Select the location you would like the file to be stored in and give the file a name (i.e. 2004-05.pst). You will be prompted to label the file and this name is the name you will see in the Outlook Navigation Pane folder tree (a common name is the "Academic Year 2004-2005").
- Delete or transfer copies of messages that you have sent (stored in the Sent Items mail folder) to other mail folders. If you don't automatically empty the Deleted Items folder, you will manually need to do that on a regular basis.
- Outlook has two find features. The first features is a basic find and the other is an advance find.
- Basic Find: On the Standard toolbar in Outlook there is a button that says "Find". (If this button does not appear, click Tools to Toolbars to Standard.) When this button is selected, a find toolbar will appear. Type what you are looking for (e.g. someone's email address or a last name) and then select the folder you want to search. Then click "Find Now".
- Advance Find: Click Tools to Find to Advance Find. Type your criteria and then click "Find Now".