Using Outlook

  • Space (Quota) Limits

    • UVU is using a tiered system of quotas to keep the Exchange system healthy and manage costs.
      A limited amount of premium storage is used to house all of the main mailboxes. This provides a quick and responsive system for frequently accessed email. A second large storage array of cheaper disks is used to store emails that are infrequently accessed. The Archive mailbox is housed on this cheaper storage and as such we can provide users with a much larger quota limit for archived email. The Archive mailbox provides users a way to keep important emails for a very long period of time (possibly indefinitely depending on what you want to keep).
    • Mailbox Quota Tiers

      • The mailbox tiers’ quotas are described in the following table:
        Quota Criteria
        100MB Default quota for all users
        512MB User must request a quota upgrade from the Service Desk after approaching the 100 MB limit. This should not be requested before 90 MB has been used.
        1024MB (1GB) User’s supervisor must request this quota upgrade based on special requirements of the user’s job. Alternatives (like archiving) should be explored prior to this upgrade to ensure this is the best course of action.
        2048MB (2GB) User’s supervisor must request this quota upgrade based on special requirements of the user’s job. Alternatives (like archiving) should be explored prior to this upgrade to ensure this is the best course of action. The user’s department will be charged $10 per month for the additional disk space required. This is the final tier.
    • Archive Tiers

      • To request an archive, use the Quota/Archive tool.
      • The archive tiers’ quotas are described in the following table:
        Quota Criteria
        1GB Default quota for all users
        2GB User must request a quota upgrade from the Service Desk after approaching the 1 GB limit. This should not be requested before 950 MB has been used.
        4GB User’s supervisor must request this quota upgrade based on special requirements of the user’s job. Alternatives should be explored prior to this upgrade to ensure this is the best course of action. The user’s department will be charged $10 per month for the additional disk space required. Additional tiers of archive storage are available at a charge of $10 per month for each 2 GB of space.
      • Mac

        • At this time, Microsoft Outlook for the Mac (Outlook 2011) does not support the Archive Mailbox feature of Exchange. You can still utilize this extra storage space by using Outlook Web App to setup your archive policies and view/manage your archived email.
      • Note


        Quotas listed above are not additive – the numbers shown represent the total quota for each tier.
    • Checking Usage

      • Windows (Outlook 2010)

        • 1. Click on the File tab
          2. Select Info
          3. Click the Cleanup Tools button in the Mailbox Cleanup section
          4. Select Mailbox Cleanup
          5. Click the View Mailbox Size... button
          6. Look at the Total size (including subfolders) value. This value is in KB.
      • Mac (Office 2011)

        • 1. Click the Outlook Menu item
          2. Click Preferences
          3. Click the General Settings button
          4. Make sure that the check box for "Hide On My Computer" folders is unchecked. Close the Preferences window.
          5. In the left pane find the item titled UVU (it can also be named something else – the key is to look for the header item that has all of your sub folders) and right click or Ctrl click on it
          6. From the Right Click/Ctrl click menu select Folder Properties
          7. In the folder properties dialog box click on the Storage tab. Look at the value for Total size (with subfolders). This is the amount you are using on Exchange in KB.
    • Increase Quotas

      • To request an upgrade to your quota(s), use the Quota/Archive tool.
      • Quota upgrades for your main Exchange Mailbox are granted based on the following criteria:
        Quota Criteria for this Tier
        100 MB Default quota for all users
        512 MB User must request a quota upgrade from the Service Desk after approaching the 100 MB limit. This should not be requested before 90 MB has been used.
        1024 MB (1GB) User's supervisor must request this quota upgrade based on special requirements of the user's job. Alternatives (like archiving) should be explored prior to this upgrade to ensure this is the best course of action.
        2048 MB (2GB) User's supervisor must request this quota upgrade based on special requirements of the user's job. Alternatives (like archiving) should be explored prior to this upgrade to ensure this is the best course of action. The user's department will be charged $10 per month for the additional disk space required. This is the final tier.
        Quota upgrades for your Archive Mailbox are granted based on the following criteria:
        Quota Criteria for this Tier
        1 GB Default quota for all users
        2 GB User must request a quota upgrade from the Service Desk after approaching the 1 GB limit. This should not be requested before 950 MB has been used.
        4 GB User's supervisor must request this quota upgrade based on special requirements of the user's job. Alternatives should be explored prior to this upgrade to ensure this is the best course of action. The user's department will be charged $10 per month for the additional disk space required. Additional tiers of archive storage are available at a charge of $10 per month for each 2 GB of space.
    • Mailbox Maintenance

      • The Exchange email system does not perform any type of automatic message removal or mailbox maintenance. It is the user’s responsibility to perform daily mailbox maintenance so that their mailbox stays within the designated quota limit. Here are ways to perform daily maintenance or use tools to automate some of the daily maintenance tasks.
      • Finding old or large messages to delete

        • In the message list (for each folder): click “Arrange By:” and select “Date” or “Size”. Highlight a range of old or large messages, then hit the “Delete” key.
      • Emptying trash

        • Right-Click the “Deleted Items” folder and choose Empty Folder.
        • You can also set the trash to empty automatically when you close Outlook. Follow these steps to set this option:
          • Windows (Outlook 2010)

            • 1. From the Outlook Main Window: File > Options > Advanced
              2. Under Outlook start and exit, click Empty Deleted Items folders when exiting Outlook
          • Mac (Outlook 2011)

            • 1. Go to the Tools menu and click on Run Schedule and then click Edit Schedules
              2. Double-click on Empty Deleted Items Folder
              3. Under the "When" section, change Manually to On Quit
              Empty Trash
    • Clean up sent items

      • Sent items can consume a large amount of space in your mailbox if they are not regularly deleted. You will want to remove or archive old sent items on a regular basis. Follow the steps above to preform manual sent item removal or use the automated options below that utilize an Archive mailbox.
    • Automating maintenance

      • Once an Online Archive has been provisioned for you, Retention Policies and Archive Policies become available to help you automatically stay within your mailbox and/or archive quota.

        Note


        At this time, Microsoft Outlook for the Mac (Outlook 2011) does not support the Archive mailbox feature of Exchange. You can still utilize this extra storage space by using Outlook Web App to setup your archive policies and view/manage your archived email.
      • Retention policies

        • Retention policies automatically delete mail times that reach a certain age. This type of policy can be set on any User defined folder or on any individual mail item. Retention Policies set at the folder level will apply to all mail items in that folder. Retention policies cannot be set on system folders but can be set on individual items in these folders. Here’s the list of folders that cannot be assigned a retention policy - Inbox, Drafts, Sent Items, Deleted Items, Junk EMail, Outbox, RSS Feeds. These folders may be set to automatically archive but not automatically delete.

          Set a Retention policy on a folder
          Right-Click the folder from which you wish to delete items automatically, choose “Properties” and select the “Policy” tab. Under “Retention Policy” click the dropdown for “Folder Policy” and choose the policy you wish to use. Click “OK” to save this setting.

          Set a Retention Policy on an individual mail item
          Right click on the desired mail item and move your cursor over Assign Policy in the menu. Find your desired Retention Policy in the menu and click on it.
      • Archive policies

        • Archive Policies automatically move mail items to the same folder in the online Archive mailbox. This type of policy can be set on any folder or mail item in your mailbox. Archive Policies set at the folder level will apply to all mail items in that folder.
        • Windows (Office 2010)

          • Set an Archive Policy on a folder
            Right-Click the folder from which you wish to archive items automatically, choose “Properties” and select the “Policy” tab. Under “Online Archive” click the drop down for “Move Items to the Archive when older than:” and choose the policy you wish to use. Click “OK” to save this setting.

            Set an Archive Policy on an individual mail item
            Right click on the desired mail item and move your cursor over Assign Policy in the menu. Find your desired Archive Policy in the menu and click on it.
        • Outlook Web App

          • Set an Archive Policy or Retention Policy on a folder from inside OWA:
            Right click on the desired folder and mouse over the desired Policy option. From the menu that appears click on the desired policy setting.

            To set an Archive Policy or Retention Policy on a mail item from inside OWA:

            Right click on the desired mail item and mouse over the desired Policy option. From the menu that appears click on the desired policy setting.
        • Note


          At this time, Microsoft Outlook for the Mac (Outlook 2011) does not support the Archive Mailbox feature of Exchange. You can still utilize this extra storage space by using Outlook Web App (OWA) to setup your policies and view/manage your archived email.
  • Adding Email Accounts

  • Email Archives

    • UVU is not allowing the use of personal archive Outlook Data (.pst) files. Instead, we will create an online Archive mailbox which is a separate mailbox stored on the Exchange server.

      The online Archive is a separate Exchange server mailbox that utilizes slower cheaper disk on our SAN. This cheaper disk allows us to provide a much bigger mailbox but because of the utilization of slower disk the Archive mailbox should only store infrequently accessed mail. All user mailboxes utilize expensive fast disk to ensure the best performance possible. We have a limited amount of this type of disk space available so we must limit quotas to ensure that we do not run out of storage space. The Archive mailbox is accessible from any computer running Outlook 2010 or from OWA. You can assign Policies to your folders that will automatically move mail messages to the online Archive based on the age of the mail message. Folder structure in the Archive will mimic the structure in your main mailbox.

      The archive account will be empty when it is first created. The user should move these messages from the Inbox to the Archive account to free up space in their mailbox. Messages can be moved manually or through the use of policies.

      Please contact the UVU IT Service Desk at 801-863-8888 to request an online Archive account.
    • Set up email archive retention policy

      • It is important to note that the policy will not show up for 24 hours in most cases, and once you have assigned the policy, it will not begin work retroactively for up to 48 hours (after which it will create duplicate folders for all items already meeting the criteria).
      • Create a policy for your inbox (and/or other email folders as needed) to move emails to the email archive account.

        • 1. Right-click on the Inbox
          2. Select Properties
          3. Select the Policy tab
          4. Under Online Archive, click the down arrow to select how often you want emails moved to archives
          5. Click OK
          6. In the Home tab, Tags group on the ribbon bar, click Assign Policy
          7. Under the Archive Policy section, select Use Folder Policy

          On a Mac, the Archive mailbox will not show up in Outlook 2011 or Mac mail. You will need to use OWA to manage the Archive mailbox and policy settings.
    • Outlook does not give options for archive policy

      • Note:This article is only for when an archive inbox is already created

        This is only if the button for creating a policy is not present under properties for a folder/inbox or the Home tab when an inbox is highlighted. (If there is not a policy button the ribbon/tabs should like these screenshots.)

        On a Windows 7 machine:

        1. Go to Start then Search then Windows Updates
        2. Under optional updates, check to see if Microsoft Office 2010 Service Pack 1 is available. If so please check the box, if not move on to step 6.
        3. Check under Important Updates to ensure that no Service Packs for the OS are needed: SP1 for Win7; SP3 for XP
        4. If you do see a Service Pack, check that for install as well.
        5. If you do not see Office 2010 update, but do see a Service Pack, check that box for install.
        6. Install updates and restart computer when prompted.
        7. After all updates have completed start Outlook and you should now see the items correctly and now can set up your archive policies as needed.

    • Mac Outlook client limitations

      • The archive feature of exchange server is not supported on the MAC Outlook client. It is also not available for Mac Mail. OWA can be used on a Mac to archive email.

    • Checking archive folder size

      • 1. Select the archive account on the left hand side from the Mail menu.
        2. Right-click the status bar at the bottom of the screen.
        3. Click Quota Information, it will change to 'On'.
        4. View your space free in the lower left of Outlook on the status bar.

  • Delegation vs. Sharing

    • Any Exchange resource can be shared with another user. For example, sharing calendars allows users to view or "pencil in" events and receive calendar invites and notifications for someone else. Although calendar sharing gives another user read or write access, ownership of the calendar stays exclusively with the original user.

      Delegation allows users to permit other Exchange users to view and send email and calendaring information on their behalf, allowing, for example, an assistant to answer invitations on behalf of a supervisor.
    • Sharing

      • Set up calendar sharing

        • Outlook 2010 (Windows)

          • 1. Open the Calendar view. Right-click or control-click the calendar you want to share.
            2. Click Properties and the Permissions tab.
            3. Click Add and enter the UVID or name of the person you want to share your calendar. If necessary, click Go.
            4. Select the user or group and click Add. Click OK.
            5. With the person's name highlighted, choose the appropriate permission level. Click OK.
        • Outlook 2011 (Mac)

          • 1. Open the Calendar view. Right-click or control-click the calendar you want to share.
            2. Click Sharing Permissions and Add User.
            3. In the Find field, enter the UVID or name of the person you want to share your calendar with. If necessary, click Find.
            4. Select the user or group and click OK.
            5. With the name highlighted, choose the appropriate permission level. Click OK.
      • View a shared resource

        • After sharing an Exchange resource the user that has been granted view/edit permissions will need to open the shared resource in Outlook.
          The following instructions apply to both Outlook 2010 (Windows) and Outlook 2011 (Mac).
          1. Click the File tab. Click Open and Other Users Folder.
          2. Enter all or part of the display name for the user or resource.
          3. Select the type of folder to access. Click OK.
          4. Select the resource and click OK or Select.

          If you have sharing privileges to the folder, it will now be visible. In some cases, it may be necessary to select the other user's name in the Global Address List. Once an item has been shared, it is "remembered" until deleted.
      • Share other folders

        • Outlook 2010 (Windows)

          • 1. Option-click or right-click the folder. Click Properties and the Permissions tab.
            2. Click Add and enter the UVID or name of the person you want to share your folder. If necessary, click Go.
            3. Select the user or group and click Add. Click OK.
            4. With the username highlighted, apply "Folder Visible" to the user who will be opening the folder on login and set the appropriate permission level. Click OK.
            5. From the workstation connecting to the shared folder, click the File tab, Info, and Account Settings.
            6. Select the account that will open the shared folder and click Change. Click More Settings.
            7. Click the Advanced tab and add the shared mailbox name to be opened on login. Click OK.
        • Outlook 2011 (Mac)

          • 1. Option-click or right-click the folder. Click Folder Properties.
            2. Click the Permissions tab. Click Add User.
            3. In the Find field, enter the UVID or name of the person or Exchange distribution group you want to share your folder. Select the user or group. Click OK.
            4. With the name highlighted, apply "Folder Visible" to the user who will be opening the folder on login and set the appropriate permission level. Click OK.
            5. From the user account accessing the shared mailbox, click Outlook and Preferences. Click Accounts and Advanced.
            6. Click the Delegates tab. In the "People I am a delegate for" section, click Add.
            7. In the Find field, enter the UVID or name of the shared account. If necessary, click Find. Select the user and click OK.
            8. Click OK. The account should now appear under the folder list.
    • Delegation

      • Delegation allows you to permit another Exchange user to view and send email and calendaring information on your behalf. The person you delegate must be in the Exchange Global Address List.
      • Add delegates

        • Outlook 2010 (Windows)

          • 1. Click the File tab and Info. Click Account Settings and Delegate Access.
            2. Click Add.
            Note: If you don't see the Add button, ensure the Outlook status bar displays Connected to Microsoft Exchange or Online.
            3. Enter the UVID or name of the person to designate as your delegate, or search and select the username in the search results.
            4. Click Add. Click OK.
            5. Accept the default permission settings or select custom access levels for Exchange folders. By default, the delegate is granted Editor permissions (can read, create, and modify items) to your Calendar folder. When the delegate responds to a meeting on your behalf, it is automatically added to your Calendar folder.
            Note: Checking the "Delegate can see my private items" box allows the delegate to access all of your Exchange folders, including Mail, Contacts, Calendar, Tasks, Notes, and Journal.
            6. Click OK. Messages sent with Send on Behalf permissions include both the delegate's and manager's names. When a message is sent with Send As permissions, only the manager's name appears.
        • Outlook 2011 (Mac)

          • 1. From the Outlook menu, click Preferences and Accounts. Click Advanced.
            2. Click the Delegates tab.
            3. Designate the user to act as a delegate on your behalf or enter the username of someone who has designated you as a delegate.
      • Auto-open another user's mailbox

        • Note


          Your account must already have been given delegate status by the user whose account you are accessing. The delegate must be in the Exchange Global Address List.
        • Outlook 2010 (Windows)

          • 1. Click the File tab and Info. Open the Account Settings for the account accessing the mailbox. Click Change.
            2. Click More Settings. Click the Advanced tab.
            3. Click Add and enter the UVID or name of the shared account. If necessary, click Go.
            4. Select the user and click Add. Click OK.
        • Outlook 2011 (Mac)

          • 1. From the Outlook menu, click Preferences and Accounts. Click Advanced.
            2. Click the Delegates tab. In the "People I am a delegate for" section, click Add.
            3. In the Find field, enter the UVID or name of the shared account. If necessary, click Find.
            4. Select the user and click OK.
            5. Click OK to save changes.
    • Full Access Delegation

      • Use the Delegate Tool to configure access for those who need full access to the Generic Account.
        • Once given access, the account will be an option on the left side of the Outlook window.
        • To open the generic account, click on the account name
  • Rules

  • Address Book/Contacts

    • The Address Book is a compilation of different Address Lists made available to you from the Exchange server as well as personal address lists you have stored in Outlook.  Contacts are one of the address lists that make up the Address Book.
      The Contacts folder is your email address book and information storage for the people and businesses you want to communicate with. Use the Contacts folder to store the email address, street address, multiple phone numbers, picture, and any other information that relates to the contact, such as a birthday or anniversary date.
    • How to display a contacts folder in your address book

      • 1. In the Navigation Pane, click Contacts.
        2. Under My Contacts, right-click the Contacts folder you want to view in the address book, and then click Properties on the shortcut menu.
        3. Click the Outlook Address Book tab, and make sure that the Show this folder as an email address book check box is selected. If the check box is unavailable, you need to add the Outlook Address Book to your profile (see instructions below).
        4. Click OK.
    • Change the default sort order of my contact list

      • 1. On the File menu, click Options, and then click Contacts.
        2. In the Default "file as" order list, click the order that you want to use to sort your contacts. You can sort by:
        • Last Name, First Name
        • First Name, Last Name
        • Company
        • Last Name, First Name (Company)
        • Company (Last Name, First Name)
    • Using the Global Address List in the address book to address email messages

      • Start a new email message and click on the To: button. This will launch the Address Book with the Global Address List open by default.
        Address Book 
        Use the search functionality to find individuals that you want to send messages to. If you would like to search by last name click the More Columns button at the top. With the More Columns button selected you can now type in just the person’s last name in the search box and get results for this name when you press the go button or enter on your keyboard. Outlook will remember your search selection so that the next time you use the address book it will default to the More columns button if that is what you selected when you closed the Address Book.
        Once you find the desired person, click on the name and then press either the To, Cc, or Bcc buttons to add them to your email. If you press the enter key on your keyboard or double click on the name they will be entered into the To field by default.
    • Choosing your own address list to be the default in the address book

      • You can set one of your own address lists to be the default view in the address book. To do so, open the address book from the Home ribbon. Click tools, and then select Options. The addressing window is now available. From the bottom drop down menu select the desired address list to set as the default.
        Address Book
  • Automatic Reply

    • Enabling and disabling the Out of Office assistant from OWA

      • 1. In the upper right corner of the OWA window, click Options.
        2. In the resulting window select Set Automatic Replies.
      • To enable the Out of Office assistant

        • a) To set a time frame for the Out of Office auto-replies to begin and end, check Send replies only during this time period:
          b) Next to "Start time:", use the menu to select the month and day, and then the time you want the Out of Office Assistant to start sending the auto-replies.
          c) Repeat for the "End time:".
      • To send a different message to users outside your organization

        • Check Send automatic reply messages to External Senders. Then, choose from the two options available:
          a) Send replies only to senders in my Contacts list (Use this option to send the reply to senders outside of your organization but in your Contacts list.)
          b) Send replies to anyone outside my organization
      • 3. Compose the auto-reply in the text boxes provided; you can also send a different message to external senders.
        4. Click Save in the bottom right corner.
        5. To disable the Out of Office assistant, on the right, select Don't send automatic replies.
    • Enabling and disabling the Out of Office assistant in Outlook 2011 (Mac)

      • 1. Open Outlook and click on the Tool tab
        Auto  Reply
        2. Click the Out of Office button
        Auto Reply
        3. Click the Send Out of Office messages button
        4. In Reply to messages with: text field enter the message you would like sent out in your absence.
        5. Select a date for the messages to begin and end.
        6. You can also have a different message sent to emails from outside of your organization. To do this click the Send replies outside my company to box. You can also use the buttons below this box to select who outside of your organization to send messages to.

  • Calendaring

    • What is the difference between an appointment, a meeting and an all-day event?

      • An appointment is an activity that involves only you. Use an appointment when you want to show that you're busy but no one else in your organization is involved. You might enter an appointment to block out time in your calendar when you need to meet with a client, visit the dentist, or research a project you're working on.
        A meeting is similar to an appointment. The difference is that you invite other people to it.
        An all-day event is an activity that lasts all day long but doesn't block out time in your Calendar. Use an all-day event when you want to show an activity that occurs on a specific day without having it clutter up all of the time slots in your calendar. Here are some types of entry for which you might use an all-day event:
        • A holiday
        • A recurring annual event such as a birthday or anniversary
        • Other items that last all day, such as your vacation schedule
    • Scheduling a meeting with other people

    • Cancel a meeting

    • Create a Calendar Appointment

      • Appointments are activities that you schedule in your calendar that do not involve inviting other people or reserving resources.
    • Create a meeting or appointment in Outlook 2011 (Mac)

    • Share an Outlook calendar with other people

      • Outlook 2010

      • Outlook 2011 (Mac)

        • 1. Click Calendar in the Navigation Pane. Depending on how you have Outlook configured, under either My Calendars or a heading like UVU Exchange, you will see your calendar listed. You may also see other calendars you manage.
          2. Right-click (or ctrl-click) on the calendar you want to share. Make sure you are not selecting a calendar listed under On My Computer.
          3. From the drop-down menu that appears, select Sharing Permissions.
          4. On the Folder Properties dialog box, click the Permissions tab.
          5. Click Add User.
          6. In the field at the top of the Add Users dialog box, type all or part of the group name, then click Find. Accounts that match what you typed will be displayed. In the first column of the search results you will see the Display Names of the matches. The second column is labeled Email, and there you can see the actual name of the groups (presented as an email address. Just ignore everything from the "@" symbol on).
          7. Click on the group you want to share with, then click OK.
          8. Back on the Folder Properties dialog box, click on the group's name, then choose from the Permission Level drop-down list. (What do the choices mean? Short version: if you just want to let the members of this group see what's on your calendar, use Reviewer. If you want the members of the group to see what's on your calendar AND be able to create new events, use Non-editing Author.)
          9. Click OK.
  • Scheduling Assistant

    • Outlook 2010 (Windows)

      • A common problem when trying to arrange a meeting with more than 2 or 3 attendees is finding a common time when everyone is available. This is where a very under used part of Outlook 2010 comes in. The Scheduling Assistant allows you to see attendees’ free time slots in their calendars without them actually sharing their calendars with you.
        To schedule a new meeting, follow these steps:
        • Click New Appointment.
        • Fill in the Subject, Location and tentative Date.
        • Click on Scheduling Assistant in the Show group on the ribbon.
        • In the Scheduling view, on the left hand side of the window, you will see your own name.
        • Add the names of the attendees into the boxes under your name.
        Scheduling Assistant
        • As you add attendees, blue boxes should appear on the line to the right, depending on appointments they have scheduled. Unless they have shared their calendars with you, you will not see appointment details.
        • At the bottom right of the screen the Scheduling Assistant will suggest times when all of the attendees are free.
        • You can select an appropriate time by clicking on it in the scheduling assistant and then dragging either the green or red bar to set the length of the appointment.
        Scheduling Assistant
        • Click Send. The appointment will be sent to all attendees and provisionally block out that time in their calendars.
    • Outlook 2011 (Mac)

      • Microsoft Exchange accounts are used by organizations with many users. They make it possible to synchronize e mail, calendars, and contacts between multiple computers., you can look up the schedule of someone in your organization.
        This procedure instructs you to set up a meeting invitation. However, you can then delete the invitation without sending it.
        1. On the Home tab, click New, and then click Meeting.
        Scheduling Assistant
        2. In the To box, type the name or address of the person whose schedule you want to look up.
        3. If you have more than one account in Outlook, on the From menu, select the Exchange account for the organization that you want.
        4. In the Starts field of the meeting, enter the day for which you want to check the schedule.
        5. Click the Scheduling Assistant tab, which is located under the date and time text boxes.
        A calendar appears that indicates the free/busy times for the person in the To box.
        6. To show all the hours in the day — not just the hours of your work day — clear the Show work hours only check box.
        7. To delete the event without sending it, close the meeting window.

        Tip: When you look up someone else's schedule, the information that you see reflects how they have set their free/busy, a feature of Microsoft Exchange Server that allows Microsoft Exchange users within an organization to see each others' availability when organizing events. When creating an event, after adding contacts to the Invite box, you can click the Scheduling button to see each person's availability.
        When creating events or editing events on your Microsoft Exchange calendar, you can click Status on the event's toolbar to set availability status during that event to be "Free," "Busy," "Tentative," or "Out of Office." status for each event. If someone has marked a meeting status as "Free," you will not see that meeting on their calendar.
    • Outlook Windows App

      • 1. Click New on the Calendar Toolbar.
        2. Click Meeting Request.
        3. Click the Scheduling Assistant tab.
        4. Select a start and end time for the meeting.
        5. Add a name to select attendees from the Global Address List.

        Availability is determined by each user’s personal calendar. Unavailable time will appear as a purple block in the row next to an attendee’s name. You can easily see when people and resources are available and select an appropriate meeting time.
        • Adjusting the vertical green and red lines will change the start and end time of your meeting.
        • The suggested times section on the right side of the screen will automatically populate with dates and times where all resources and people are available.
        Scheduling Assistant
  • Groups

  • Attachments

    • Message size restrictions

      • Setting message size limits for email messages is required to ensure system stability and keep costs in check. E‐Mail systems administrators set the maximum message size based on several factors, related to both the environment in which the system is used and characteristics of the email system being used. UVU’s Communications Core Team has approved a limit of 25 Megabytes (MB) for use in UVU’s e‐mail systems. The limit of 25 MB was arrived upon after researching what other email systems allow. Most corporate and public e‐mail systems allow only 5 or 10 MB, but Gmail and other online public mail systems allow 25 MB. Since many UVU employees, students, and those with whom they interact electronically use Gmail or similar services, 25 MB was chosen for UVU.
    • Sharing documents

      • How then, does a person collaborate on a large document with colleagues? UVU would prefer that no documents were shared through email. Instead, we suggest using document libraries found in the new collaboration system called UVShare. UVShare can be accessed in a number of ways, including over the Internet via web browser (http://uvshare.ad.uvu.edu). You can also map a drive to specific document libraries, create shortcuts to them, or even access these locations via your Outlook client.
    • Big file transfer

      • What about transferring larger files to colleagues who aren’t UVU employees? UVU has provided a system for transferring large files (up to 1 GB in size). This system is called Big File Transfer (BFT). You can access BFT by pointing your web browser at http://bft.uvu.edu. After a file is uploaded to BFT, an email is sent to the recipient providing a link to download the file. A link is also available to the sender in order to include it in his/her own message if desired. Files uploaded to BFT are available to download only for one week, so server storage resources will be available to others later on. If too large a message is sent to or from UVU’s Exchange system, the message will be returned to the sender, with a note and link, directing them to the BFT system.
    • Blocked attachments

      • To help protect your computer, Microsoft Outlook does not allow you to receive files of certain types (such as .exe files) as attachments, because of their potential for introducing a virus into your computer. Outlook blocks these files by default. If your organization uses Microsoft Exchange, only the e-mail server administrator can unblock these file types. End users of Outlook cannot unblock these file types.

        Please review Microsoft's Blocked Attachments in Outlook article for a list of file attachments that are not allowed and for additional details.
    • How-to for file attachment

  • Forwarding

    • Auto forwarding (in Gmail)

      • Using rules to Auto-forward to off-campus email addresses is not allowed. You can use auto-forward rules to send messages to other UVU Exchange mailboxes. If you would like to access your UVU email in a third party mail system such a Gmail you will need to use the POP3 connectors provided by the service. Here are the steps for Gmail. Other services (such as Hotmail) may provide similar functionality.
        1. Open a web browser and login to your Gmail account.
        2. Click on the "Settings" link in the upper right-hand corner of the Gmail interface and click Mail settings.
        3. Click on "Accounts and Import" tab.
        4. See the "Check mail using POP3" field. Click the "Add POP3 email account" button
        5. Enter your UVU email address and click next.
        6. Type your UVID in the user name field and enter your password in the password field
        7. Change the POP Server field to say owa.uvu.edu and pick port 995.
        8. Decide if you want to leave a copy on the Exchange Servers
        9. Check the box to Always use a secure connection (SSL)
        10. Decide on how you want to set the rest of the settings
    • Forwarding multiple messages as a combined single message

  • Signatures