Faculty & Staff

Email FAQ

Am I required to use Outlook to check my e-mail?

No. However, in order to get the full integration and features of Exchange, we recommend the Outlook client.

What settings do I enter for the Mail Server when using a non-exchange client (e.g., Eudora)?

Incoming Mail Server:
Outgoing Mail Server:

How do I set Outlook as my default e-mail client?

Launch IE (Internet Explorer) and choose Tools/Internet Options/Programs and set e-mail = Microsoft Office Outlook and click OK.

What is Cached Exchange Mode and who should use it?

Cached Exchange Mode provides quick access to your data by storing a local copy of your mailbox. It is frequently updated from the mail server and is recommended for most Exchange users.

  1. Select Tools | e-mail Accounts
  2. Make sure "View or change existing e-mail accounts" is selected and click Next
  3. Highlight Microsoft Exchange Server and click Change
  4. Check "Use Cached Exchange Mode" and click Next
  5. Click Finish
  6. Exit from the File menu and restart Outlook

Why would I use MS Word instead of the Outlook editor for my messages?

Using Word as your e-mail editor allows access to features such as:

  • AutoCorrect - as you write, automatically correct common typos
  • Automatic spelling and grammar checking
  • Automatic bullets and numbering
  • Tables - when you use Word as your editor and HTML as the default message format, Outlook preserves table formatting, even for recipients who do not use Word.
  • Automatic conversion of e-mail names and Internet addresses to hyperlinks.
  • Autoformat - automatically format your message as you type.

Your message editor defaults to MS Word when you install Outlook 2003. To verify or change, choose Tools | Options | Mail Format. Set the check box 'Use Microsoft Office Word 2003 to edit e-mail messages' as desired.

When I create a new message, how can I display the "From" or "Bcc" fields?

Choose New and from the Options drop down, you can choose either to display the From field and/or the Bcc field.

When I create a new message and fill in the To: field, where does it look to verify the address?

By default, addresses are verified against the Global Address List (Exchange Only) and then your Contacts list.

Can I have replies sent to someone else?

Yes, choose Options, select 'Have replies sent to' and specify the e-mail address you wish the replies to go to.

Can I create canned messages in Outlook?

See Using Outlook to Create "Canned Messages"

Can I add stationary to create backgrounds for my messages?

You can, but if you send to people outside of Exchange, the recipients may not be able to correctly view your messages. Using stationary increases the size of your messages and can negatively impact your quota.

How do I re-send a message?

Open the message in your "Sent Items" folder and then choose Actions/Resend This Message.

Can I recall a message?

Outlook 2003 allows you to cancel (recall) messages that you have sent to other Outlook users. However, the Recall feature is somewhat limited due to the following reasons:

  • You can only recall messages from recipients who are currently logged onto the network and using Outlook.
  • You can only recall messages that have not been read or moved out of the recipient's Inbox.
  • When you attempt to recall a message, a recall notification appears in the recipient's Inbox and remains there while the recall process is taking place. If the recipient has the Outlook Inbox open, this notification may prompt them to immediately open the message you are attempting to recall.
  • The recall process can take several minutes, during which time the recipient can see the recall notice in their Inbox and can open and read the message you are attempting to recall.

To recall a message, open your Sent Items folder, display the message and choose Actions/Recall This Message.

How do I direct outgoing messages from a shared/dept. account to that account's Sent Items folder instead of to my own Sent Items folder?

You can create a Rule to move a copy of outgoing messages from your personal Sent Items folder to the shared accounts Sent Items folder. If multiple people manage a departmental account, each person should create the following rule, so that everyone will have access to outgoing messages sent from the shared account, no matter who actually sent the message.

  1. Select Tools/Rules and Alerts.
  2. Click on the New Rule button.
  3. Click the Start from a blank rule radio button.
  4. Select Check messages after sending and click Next.
  5. Check the box with specific words in the subject under Step 1.
  6. Click the specific words link under Step 2.
  7. Enter a short text string in the Search Text box (e.g., HR, CLAS) and click OK.
    Note: You will need to add this text somewhere in the "Subject:" line each time you send a message from the shared account, so you will want to choose something short-your department abbreviation, for example.
  8. Click the Next button.
  9. Check the box move a copy to the specified folder under Step 1.
  10. Click the specified link under Step 2.
  11. Select the Sent Items folder under your shared/dept. Mailbox and click OK.
  12. Click the Next button twice.
  13. Specify a name for the rule you just created (e.g., Copy2Sent) and click Finish.

Note: You will still have copies of the shared/dept. outgoing messages in your personal Sent Items folder-you can delete them.

What are the send/receive limits on the Exchange server?

When sending or receiving Internet mail, there is a 20 MB size limit for sending and a 10 MB size limit for receiving.

Is there a limit to the number of people I can send to from Outlook through the Exchange server?

Yes. However the limit is based on the size of contacts, not the number of contacts. Each distribution list can not exceed 29 KB. This limit applies when the members of the distribution list are selected from the your Contacts folder, entered as full e-mail addresses or selected directly from the GAL.

If you use very basic information for contacts (for example, only the name and the e-mail address), your distribution list limit may be 125 to 130 contacts. If you have a lot of information for each of your contacts, you will have fewer addresses per list. For more information see:;en-us;238569&Product=out

Workaround: Create multiple distribution lists and nest them within one master distribution list or save the distribution list locally in a personal folder (.pst file).

When I send a message, the time displays as an hour earlier than the actual time.

Open the Control Panel and double-click on the Date and Time icon. Click on the Time Zone tab and check the box Automatically adjust clock for daylight saving changes and click OK.

Can I move the messages I send directly to a Sent Mail folder in a .pst file?

You first need to create a rule to put a copy of the messages you send into the "Sent Items" folder in the .pst file.

  1. Choose Tools/Rules and Alerts.
  2. Click the New Rule button.
  3. Click Start Blank Rule.
  4. Click Check messages after sending and click Next.
  5. Check "through the specified account".
  6. Click "specified" and choose the account this rule applies to (e.g, Microsoft Exchange Server) and click OK.
  7. Check "Move a copy to the specified folder".
  8. Click "specified" and choose the folder to copy the messages (e.g, your Sent Mail folder in a .pst file) and click OK.
  9. Click Finish.

You can also prevent a message copy being saved on the Exchange server.

  1. Choose Tools/Options/e-mail Options.
  2. Deselect "Save copies of messages in Sent Items folder".
  3. Click OK.
  4. Click OK on the client-rule message
  5. Click OK.

Can I redirect an e-mail message to someone else?

There is no redirect option available in Outlook. However, you can Forward messages.

Can I automatically forward mail to a non-Exchange e-mail account?

To automatically forward mail, use the Outlook Rules Wizard. Create two rules with the same action of "forward it to people or distribution list". To forward all messages, one rule should check the condition "where my name is in the To box" and the other rule should check the condition "where my name is not in the To box". Specify your e-mail address (e.g., in the "To:" field when entering the value for people or distribution list.

Sometimes when I try to forward a message with an attachment, the computer seems to lock up.

If you open the message attachment and then try to forward the message while the attachment is open, a dialog box appears, but sometimes it is hidden behind another screen. There are a couple of options-either close Word (or whatever application you are viewing the attachment with), or minimize the screen so that you can see the dialog box and then click Yes.

How do I queue messages so that they can all be sent at the same time?

To queue messages, select Tools/Options and click on the Mail Setup tab. Under the Send/Receive section, uncheck "Send immediately when connected". Messages will be held in the "Outbox" folder until you click Send/Receive (F9). The Send/Receive action has the affect of doing an immediate Receive after Sending messages that were held in the Outbox. If you want to "Send only" then you can select Send All from the Send/Receive pull-down menu.

What happens to the message when I queue a message for future delivery?

To queue a message for delivery in the future, create the message and then:

  1. Click the Options button and check the Do not deliver before: box.
  2. Set the date and time that you want the message delivered and click the Close button.
  3. Click the Send button, even though the message will be sent in the future.
  4. The message is moved to your Outbox.
    Note: If you open your Outbox, you will see the message summary in italics. Notice that the Sent date is the date/time you clicked the Send button to queue the message - not the date/time it's actually going to be sent.
    Note: If, for any reason, you open a message that is queued for future delivery you will need to click the Send button again; otherwise it will no longer appear in italics in your Outbox - nor will it ever be sent.
  5. The message will move to your Sent folder when the future date/time arrives.

Note: The message will still retain the original date, but when the recipient opens the message, the future date/time is displayed.

Is there an option to Send As (e.g., my boss wants the e-mail to look like it came from him/her, not "on behalf of" him/her )?

Yes, however there is no client side option to 'Send As'. If you need this capability your Departmental Exchange Liaison should send a request to its-exchange at and provide the following information 1) NID of the Account Owner and 2) NID(s) of Who needs the 'Send As' function.

Does Exchange support Designates?

Yes, Outlook calls them Delegates. Select Tools | Options | Delegates to add Delegates and set permissions.

Can I 'send mail on behalf of' someone without them granting me full rights?

Yes, by default, anyone listed as a delegate can "send mail on behalf of". To prevent someone from accessing the mailbox folders, set Calendar, Tasks, Inbox, Contacts, Notes and Journal permissions to NONE.
Note: the person should still be listed as a delegate on the main page, even with these restrictions.

When I work as a Delegate for my boss, where do "sent message copies" I send on the boss' behalf go?

When you are working as a delegate, messages that you send go into YOUR "Sent Items". The same is true when you are working as a delegate and delete a message, it goes into YOUR "Deleted Items", not your bosses.

Mail is missing in my Inbox?

Check to what you have set for your 'Current View' of your Inbox. Sometimes users change it to 'Unread Messages in This Folder' and therefore see nothing when all messages have been read.

When I receive e-mail in Outlook, the text is wrapped - how can I prevent this?

Choose Tools/Options/e-mail Options and select 'Remove extra line breaks in plain text messages'. Or, on a message by message basis, you can click on the gray bar at the top of the message that says 'Extra line breaks in this message were removed.' and select 'Restore line breaks'.

I have multiple accounts but only want to check messages for certain accounts and not others, how do I turn "check mail" on/off?

If the additional accounts are IMAP or POP accounts, you can create Send/Receive groups and control when to send/receive messages for each group. Select Send/Receive | Send/Receive Settings/Define Send/Receive Groups. Create Send/Receive groups with their own rules for when to send and receive.

If the additional accounts are Exchange accounts, you must define a separate profile for each Exchange account. Go to Start/Control Panel and select the Mail icon. Then select the Show Profiles button to add a new profile. When you launch Outlook, you can choose the profile corresponding to the Exchange account you want to use.

I subscribe to several departmental lists. Sometimes a message is sent to multiple lists that I am subscribed to, but I only receive one copy of the message.

The Exchange server detects and eliminates duplicate copies of messages.

Why do I sometimes get a pop-up window that says "Please open this HTML message to print it."

If you receive a message that has been sent in HTML format this may happen. Open the message to print it. Or, set the Current View for messages to use the Reading Pane.

Is the Outlook Reading Pane a security risk?

A variety of security layers integrated into Outlook to allow both the Preview Pane and opening the message to be as secure (and often more so) than other e-mail clients. Outlook 2003 filters the majority of attachments that are deemed harmful and limits the ability of html/scripting within messages to do anything pro-active, execute, or even link directly to an outside website. (Note: All HTML-based messages are treated as if they are in a restricted zone.)

You can use whichever preview method is most productive for you (Auto Preview or Reading Pane) - security should not be a concern. Most e-mail-born viruses now rely on the user to manually open them - something that can be mitigated with good user education/awareness and up-to-date anti-virus software.

With Auto Preview selected, am I actually viewing the messages?

The Preview Pane does actually open your messages.

How do I turn off the Reading Pane in a mailbox?

Choose View/Reading Pane/Off.
Note: this is not a global setting, so you will need to select this for each folder.

Is there a way to globally turn off the Preview Pane in Outlook?

Yes. You will need to make the following changes:

  1. Create a shortcut to Outlook.exe (In C:\Program Files\Microsoft Office\OFFICE11 or wherever Outlook is installed). Note: you can't use the default shortcuts that Office creates when you install it (e.g., in the Start Menu) - these are special shortcuts that cannot be modified.
  2. Open the Properties of the shortcut that you created.
  3. In the "Target" field add the option /nopreview to the end of the path. So the target field should display similar to: "C:\Program Files\Microsoft Office\OFFICE11\OUTLOOK.EXE" /nopreview
  4. This will remove the Preview Pane from every folder in Outlook. You can still turn the Preview Pane on for certain folders while using Outlook, but as soon as you restart Outlook, all Preview Panes will be turned off again.

How can I set Outlook to automatically download pictures when I open an HTML e-mail message?

Choose Tools/Options/Security/Change Automatic Download Settings and de-select "Don't Download pictures or other content automatically in HTML e-mail". NOTE: this applies to all messages that you receive. If you would like to only download pictures from certain senders, you can add the sender to your Safe Senders list.

  1. Right click on the message.
  2. Select "Junk e-mail".
  3. Select "Add Sender to Safe Senders List". The pictures will show in e-mails from that sender.

When I send a message with an attachment, the attachment icon appears in the body of the message.

This is a feature of the "Rich Text" message format and allows the user to enter an attachment description, then the attachment below and so on. Select a diffrent message format if this is undesirable.

When I receive a message with an attached MS Access file, I get this message: "Outlook blocked access to the following potentially unsafe attachments: filename.mdb".

Outlook may block some MS Access file types: .mdb, .mda, .mde, .adp, .ade. You can use a Registry key to open access to blocked attachments. Note: Be sure to make a backup before editing the Registry. If you are not comfortable editing the Registry, ask your departmental IT staff for help or contact the ITS PhoneDesk for assistance. Run "regedit" to edit the Registry navigate to:

  • HKEY_CURRENT_USER\Software\Microsoft\Office\11.0\Outlook\Security
  • Under the key, add a new string value: Level1Remove
  • The value should be a semicolon-delimited list of file extensions to unblock. For example: mdb;mda;mde

How do I get long URLs to act as hyperlinks in Outlook and other e-mail clients?

E-mail programs wrap long lines of text to fit the screen and text beginning with 'http:\\' is auto-converted into a clickable link. Occasionally the conversion only detects a single line of the web link-anything that has been wrapped to the second line is ignored. Copy the link into the address bar of your web browser, then copy the wrapped text and paste it at the end of the link in the address bar and press Enter.

How can I disable "Automatic" checking for new mail?

  1. Select Tools/Options.
  2. Click on the Mail Setup tab
  3. Click on the Send/Receive button
  4. Under Setting for group "All Accounts", uncheck Schedule an automatic send/receive every 5 minutes

How do I remove an address from the AutoComplete list?

To remove an address from the AutoComplete list, use the arrow keys to select it and press the Delete key. If you wish to remove all of the addresses from the AutoComplete list:

  • Exit Outlook.
  • Search for the file Outlook.NK2. Create a backup by renaming the file to Outlookbkp.nk2.
  • NOTE: The search must include hidden files and system folders and display file extensions.
  • A new file will be automatically created the next time you launch Outlook .

Does the Junk e-mail Filter work if I am not in cached mode?

Yes, but you may see the following message when you select Actions/Junk e-mail/Junk e-mail Options: "The Junk e-mail Filter is not availablefor your Microsoft Exchange Server e-mail account because you are working online. To enable the Junk e-mail Filter for this account, switch to Cached Exchange Mode."

If you use Cached Exchange Mode or automatically download to a Personal Folders file (PST file): your Junk e-mail Filter lists that are available to you from any computer are also used by the Exchange server to evaluate mail. This means that if a sender is on your Blocked Senders list, mail is moved to your Junk e-mail folder on the Exchange server and is not evaluated by Outlook 2003.

If you work online (Cached Exchange Mode Not Checked): The Junk e-mail Filter lists that are available from any computer are also used by the server to evaluate mail. This means that if a sender is on your Blocked Senders list, mail is moved to the Junk e-mail folder on the server and is not evaluated by Outlook 2003.

How can I prevent someone's messages from going to my Junk e-mail folder?

Add the person to your "Safe Senders List". Choose Actions | Junk e-mail and select "Add Sender to Safe Senders List".

Can I permanently delete a message?

Press Shift + Delete to permanently delete a message. Otherwise, the message will be moved to your "Deleted Items" folder.

Is there a way to make a shortcut for another user's Inbox, like you can for another user's Calendar?


Is there a limit on the number of rules you can have in Exchange?

There is not a limit on the number of rules; however, there is a rules size (quota) limit per folder. For more information see:;en-us;147298

How do I send a Personal Folders File (.pst) file to someone?

You should zip your .pst file before you send it.

I get the Error Message: "The e-mail account does not exist at the organization theis message was sent to" but I know the user has an exchange account.

When using "Cached Exchange Mode", your Offline Address Book may need to be updated. this happens automatically every morning at 5:00 AM. You can manually update by closing and restarting Outlook, or select Tools | Send Receive | Download Address book.

My question isn't answered here... How can I get an answer?

You can ask the IT Cougtech or 335-4357 (1-800-608-3839)

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