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ITS Exchange Service

Email

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Frequently Asked Questions

How does Exchange protect me from viruses and spam?

The university takes virus protection very seriously. All email entering the U-M system is scanned for viruses, and if it matches the current definition set then the infected message is rejected. The ITS Exchange Service also uses Microsoft Forefront as additional anti-virus protection.

Microsoft Forefront also provides anti-spam protection to tag suspected spam. However, Exchange users must create a rule that will direct tagged mail into a folder of their choice. If your system administrator created your account, you are probably already set up.

To create your own rule, see Setting Up Outlook/Exchange on a Windows Computer.

Forefront does not need to be trained to filter spam.

Outlook: What happens when I delete a message, and how can I recover it?

Your deleted email goes to your Deleted Items folder. It stays there until you actively empty it in one of two ways:

To recover a message in your Deleted Items folder, open the folder and drag the message to a different folder.

Even after you've emptied your Deleted Items folder, you can still recover messages within 14 days of emptying. Select the Deleted Items folder and then, from the Folder tab, click Recover Deleted Items. Select the items to recover and click recover.

Full details are available by searching the Outlook Help and How-to. (external site)

Outlook: Can I bounce email for groups I moderate?

Outlook does not support bouncing, which returns unwanted or undeliverable email to the sender.

Outlook: Can I change the From box so that the message appears to come from another person?

Yes, if someone has granted you the Send On Behalf or Send As privilege. If you have "Send on Behalf" permission, you can place that person's name in the From: box. Your recipients' From: box will have your name or email address followed by "on the behalf of" and the name or email address you typed.

Full details are available by searching the Outlook Help and How-to. (external site)

Outlook (Win): How do I delegate my mailbox and calendar to another person?

Full details for you and your delegate are available by searching the Outlook Help and How-to. (external site)

See also Microsoft's Delegate Access training. (external site)

Outlook (Win): Is there a limit to the number of rules I can have?

There is a size limit, so the maximum number of rules varies. You can't have more than 64K (64 kilobytes) of rules.

That means you should be able to have 100-120 rules. If they're complex, however, you may not be able to have that many. The more complex the rule, the bigger its size.

For information on creating rules, search the Outlook Help and How-to. (external site)

Outlook (Win): Why aren't I getting any new mail?

If you can still see existing email, Outlook is probably disconnected from the Exchange server. When offline, Outlook runs in cached mode and only displays information previously downloaded from the Exchange server.

Look at the bottom right corner of your Outlook window. If it says Offline, click on the word and then click the Work Offline selection to un-select it and reconnect.

Offline and Work Offline image

You may be prompted for your password.

If the bottom right corner of your Outlook window says Connected, follow these steps:

  1. At the bottom right corner of your Outlook window, click Connected and select Work Offline.

    Connected and Work Offline image
  2. Now click Offline and once more select Work Offline to reconnect.

    Offline and Work Offline image

The bottom right corner of your Outlook window should once more indicate that you're connected.

Outlook (Win): How do I reconnect to the Exchange server if I get a "disconnected" message?

See the question "Why aren't I getting any new mail?" on this page.

Outlook (Mac): What happens when I delete a message, and how can I recover it?

Your deleted email goes to your Deleted Items folder. It stays there until you actively empty it one of two ways:

To recover a message in your Deleted Items folder, open the folder and drag the message to a different folder.

Even after you've emptied your Deleted Items folder, you can still recover messages within 14 days of emptying.

For more information on Outlook, visit Outlook Basics. (external site).

 

More Details

For more in-depth instructions on email, see this documentation:

Windows:

Macintosh:

Mobile Devices:

For FAQs and docs on using mobile devices with Exchange, see the Mobile Devices page.

External Resources