Information Services, Outlook FAQ



	Home Forms Help Desk Valuable FAQs Templates HIPAA Procedures Enterprise Resource Plan SunGuard Communications to employees			Outlook FAQ Mailbox Full? If you get messages from the System Administrator saying your mailbox is at or close to its limit, it is time to clean up your mailbox. Every mailbox on campus gets 100MB of storage space, no exceptions! Most likely, your Inbox, Sent Items and Deleted Items are the areas where the majority of your 100MB is being used. To see what folders in your mailbox are causing it to fill up, follow these steps in Outlook: On the Menu bar, click Tools Choose Mailbox Cleanup... from the menu (you may need to expand the menu) Click the View Mailbox Size... button If you do not want to delete items from your mailbox because you need to hold onto them, check out the Archiving E-mail section below. Archiving E-mail Are you getting messages from the System Administrator saying your mailbox is at or close to its limit? Do you have e-mail taking up space in your mailbox but you do not want to delete the messages? If so, you should archive your e-mail. Archived e-mail is stored on your computer's hard drive, where you shouldn't have to worry about running out of space. The only downfall is these e-mails are no longer backed up by the server. Be careful... creating folders inside your mailbox is not archiving your e-mail. If you need assistance archiving your e-mail view this file, starting on Page 4: Managing your mailbox. Junk Mail/Spam View this file to learn some simple steps to take to reduce unwanted messages in your Inbox. Not receiving messages? Your Outlook is probably "Offiline" Have Outlook open. In the very bottom right corner does it say "Offline"? If so, click there and then click "Work Offline" The checkbox for "Work Offline" should not be there anymore and your messages will start arriving. The bottom right corner will not show "Connected". Creating a Signature for your e-mail From the main Microsoft Outlook window, on the Tools menu, click Options, and then click the Mail Format tab. In the Compose in this message format list, click the message format that you want to use the signature with. Under Signature, click Signatures, and then click New. In the Enter a name for your new signature box, enter a name. Under Choose how to create your signature, select the option you want. Click Next. In the Signature text box, type the text you want to include in the signature. You can also paste text to this box from another document. To change the paragraph or font format, select the text, click Font or Paragraph, and then select the options you want. These options are not available if you use plain text as your message format. To add an electronic business card — vCard — to the signature, under vCard options, select a vCard from the list, or click New vCard from Contact. Click Finish when you are done editing the new signature. Once you've created a signature, you can insert a signature in a message. Does Outlook prompt you for a password? You need to change your password. As long as you are logged in, you can do this very easily by yourself by... pressing Ctrl + Alt + Delete click the "Change Password" button fill in the appropriate fields press the "Log Off..." button log back in with your new password and open Outlook Viewing E-mail away from work (Web Mail) You cannot use Outlook at home to view your Palmer E-mail. You must use Web Mail. Don't worry, Web Mail looks just like Outlook on your office computer. It can be accessed from any computer with an Internet connection. The following guide will show how to access your E-mail while away from your office computer: Webmail Instructions Phishing As defined by Webopedia: "Fishing" is the act of sending an e-mail to a user falsely claiming to be an established legitimate company in an attempt to scam the user into surrendering private information that will be used for identity theft. The e-mail directs users to visit a website where they are asked to update personal information, such as passwords and credit card, social security, and bank account numbers, that the legitimate organization already has. The Web site, however, is bogus and set up only to steal the user’s information. Example: 2003 saw the proliferation of a phishing scam in which users received e-mails supposedly from eBay claiming that the user’s account was about to be suspended unless they clicked on the provided link and updated the credit card information that the genuine eBay already had. Because it is relatively simple to make a website look like a legitimate organizations' site by mimicking the HTML Code, the scam counted on people being tricked into thinking they were actually being contacted by eBay and were subsequently going to eBay’s site to update their account information. By spamming large groups of people, the “phisher” counted on the e-mail being read by a percentage of people who actually had listed credit card numbers with eBay legitimately. Chain E-mails Chain e-mail is e-mail that encourages recipients to forward them on to someone else and can grow exponentially and be hard to stop, wasting a company's bandwidth. Some of these e-mails even ask recipients to send money. Others may seem fairly harmless, for example, a grammar school student wishing to see how many people can receive his/her e-mail for a science project. Others may contain false information, such as the famous "Forward this to everyone you know and if it reaches 1000 people everyone on the list will receive $1000" type e-mails. They may also be politically motivated, such as "save the scouts, forward this to as many friends as possible". Some recent chain e-mails say that a company "will stop its free email service if you don't send this message to X people". Some threaten users with bad luck if not forwarded. Forwarding chain e-mail may increase a user's risk of getting viruses and trojans, and may also increase the amount of spam received, since participant's e-mail addresses are sometimes visible and may end up in the hands of spammers, either directly or via mailing lists archives on the web.