E-mail

By using Outlook (Windows) or Entourage (Mac OS X), Exchange integrates your e-mail, calendar management and other useful features. Exchange also features a built-in Global Address List (GAL) that shows everyone at the University of Michigan. You can use the GAL to send e-mail and calendar invitations.

ITS's other e-mail service only handles your e-mail. You must use another service — such as Meeting Maker — to manage your calendar. To search for U-M faculty and staff, you must access a third resource — the MCommunity Directory.

When you're away from campus, you can access most of Exchange's features in one location on the web using Outlook Web App (OWA). The services mentioned in the second paragraph are also available on the web but must be accessed separately.

It's possible, but we don't recommend it. Here's why.

When using your Exchange account, you're able to see all of your e-mail, regardless of who sends it. However, when you use your IMAP account (such as the web-based web.mail.umich.edu), you won't see any messages sent to you from other Exchange users. You also won't be able to see mail you have sent from your Exchange account.

To avoid confusion, we recommend you only access your mail through your Exchange account.

1. Go to the MCommunity Directory.
2. Search for your uniqname.
3. Click Bind and log in with your uniqname and UMICH password.
4. Add your uniqname plus "@adsroot.itcs.umich.edu" as a forwarding address.
5. Click Save.

NOTE: Be sure to unbind when you are finished.

The university takes virus protection very seriously. All e-mail entering the U-M system is scanned for viruses, and infected messages are 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:

• Setting Up Outlook/Exchange on a Windows Computer

• Setting Up Entourage/Exchange on a Macintosh

Forefront does not need to be trained to filter spam.

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

• from the Tools menu, select Empty "Deleted Items" Folder.

• configure Outlook to automatically empty the Deleted Items folder when you quit the program.

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 .

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

Outlook does not support bouncing, which returns unwanted or undeliverable e-mail to the sender.

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 e-mail address followed by "on the behalf of" and the name or e-mail address you typed.

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

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)

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)

If you can still see existing e-mail, 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.

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.

   

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

   

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

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

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

• holding down the Control key, click on the Deleted Items folder and select Empty 'Deleted Items'.

• configure the e-mail program to automatically empty the Deleted Items folder when you quit the program.

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).

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

• holding down the Control key, click on the Deleted Items folder and select Empty 'Deleted Items'.

• configure the e-mail program to automatically empty the Deleted Items folder when you quit the program.

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.

When a message includes an attachment, Entourage downloads a copy to your computer. The original attachment is not affected and is still part of the original message. This attachment remains on the Exchange server and takes up space on your profile.

It may be tempting to use the Remove All Attachments command in the Message menu, but it only deletes the attachment stored on your computer, not on your Exchange account.

In order to remove the attachment on the Exchanger server while preserving the message, you will need to create a local copy of the message, remove the attachment, and replace the new copy with the original version on the Exchange server.

1. In the folders list, locate the On My Computer section, and then drag the message with the attachment into Inbox.

   

2. In your Exchange Inbox, select the original message and then click Delete.

   

3. Return to the Inbox located under On My Computer and select the copy of the message.

4. In the Message menu, click Remove All Attachments.

   

5. A dialog box appears asking you to confirm removing the attachment. Click Delete.

   

6. Drag the message back into your Exchange Inbox.

   

7. In the On My Computer Inbox, delete the message.