OIT Tech 32px

About Exchange Email

To submit an FAQ about the Exchange Email system, visit http://www.ohio.edu/oitech.

What is my quota in Exchange?

The default space allocations are as follows:

1 GB - default for faculty and staff, retiree, Emeriti and oit- accounts.
256 MB - default for graduate students

If your quota was larger than the above default, your Exchange quota will not be lower than it was on Oak.

If you require an increase in storage, please place a work order here: http://www.ohio.edu/oitech

What size attachments can I send with Exchange e-mail?

The maximum file attachment size allowed is 20 MB.

A limit on the size of an email doesn't imply you can send attachments that approach that size. Because of the expansion caused by text encoding, the size of attachments you can include is typically much smaller.

Email encoding can increase the size of your attachments by 37%.

A good way around this would be to ZIP the file first to compress it.

Can I recall an e-mail message after it is sent?

Yes. If the recipient opens the original message first, however, the recall will fail, and both the original and recall messages are available. Here's how: How to recall an e-mail message

What is cached mode?

Cached Exchange Mode allows you to work with your e-mail and calendar when your connection to the Exchange server is interrupted or unavailable. A copy of your mailbox is stored on your computer by automatically creating an offline folder file (an .ost file), into which it downloads and maintains a synchronized copy of the items in all the folders of your mailbox. Outlook automatically manages your server connection and data updates; when your connection is restored, Outlook synchronizes your cached mailbox with your mailbox on the server. It is a Microsoft best practice that copies each user's mailbox from the mail server to his or her office computer hard drive. The Outlook software frequently checks for changes on the server and synchronizes both Outlook Inboxes. New items arriving in your Inbox and items you send out are immediately synchronized, so there is no significant delay in sending or receiving mail.

Benefits of Operating in Cached Mode

  • Work offline if the network loses connectivity. New messages are held in the Outbox. Once network connectivity is restored, the new e-mails are automatically sent. Remember that you won't receive new messages if working offline.

  • Desktop productivity tools, such as Windows Desktop Search, are faster and more useful because they search the mailbox copy stored on your local (office) computer.

How can I tell if I'm working offline or connected to the mail server?

Your connection status is indicated in the bottom right corner of your Outlook window. How to use Cached Mode

I don't like the default view in Outlook 2007. Is it possible to change it?

Outlook has a lot of options for customizing the view. Here is a document from Microsoft on how to change your Outlook view.

I used Outlook before being moved to Exchange, and now when I send a message, I get the following error: "Delivery has failed to these recipients or distribution lists: 'Alexander, David' The recipient's e-mail address was not found

In Outlook, addresses or aliases you enter repeatedly are cached, and appear automatically after you type the first few letters. When you need to delete one of the cached addresses (e.g., when it is a misspelling or an alias changes), you can either delete individual addresses or empty the entire cache. Follow the appropriate steps below.

Delete an individual address

1. In Outlook, start typing the address as usual until the list of cached addresses come up. The list often contains only one address, but there may be more.

2.Use the arrow keys on your keyboard to select the address to delete. If the list has only one item, that item should already be highlighted.

3. Press the Delete or Del key.

Clear the entire cache

1. Close Outlook.

2. Configure Windows to show hidden files.

3. Search for files on your hard drive that contain the keyword *.nk2.

4. In the search results, find the .nk2 file with the name of the profile that you want to reset. Right-click the filename, and select Rename.

For example, if your Outlook profile is named alexandd, right-click alexandd.nk2 and select Rename. Keep in mind that unless you specifically named your Outlook profile after your username, you probably won't find yourusername.nk2 in the search. You will have to know your profile's name to identify the correct file in the search returns. In most cases, only one file will be found.

5. Change the file's extension to anything other than .nk2 . For example, if the file you located is named alexandd.nk2, change it to something like alexandd.bak or alexandd.old .

UITS recommends against deleting the .nk2 file entirely. If Outlook won't launch, or something within Outlook malfunctions, you may need to recreate your .nk2 file by restoring the .nk2 at the end of the renamed file's name.

6. Restart Outlook. The program will automatically generate a new .nk2 file.

Is it possible to open my Inbox and Calendar at the same time in Outlook?

Yes. If you right-click on the "Mail" or "Calendar" in the navigation pane in the bottom left of Outlook, you have the option to open in a new window.

How do I recover a deleted e-mail message in Outlook?

Use the following instructions to recover deleted items from the Outlook Folder. By default, Exchange saves deleted items in the "Deleted Items" folder on the Exchange server.

Using Outlook

  • Click on the Deleted Items folder

  • Select the item(s) you want to recover

  • Click on the right mouse button

  • Select Move to Folder

  • Select the folder you want to move the mail items to and click OK

From the Dumpster

If mail items are no longer in the "Deleted Items" folder, you'll need to recover them from the dumpster. When you empty your Deleted Items folder they are held in the "dumpster" for 7 days.

Using Outlook

  • Select "Deleted Items" folder

  • Go to the top menu and select Tools, Recover Deleted Items

  • Select the item(s) you want to recover

  • On the menu bar in this window, click on the icon with the envelope (Recover Deleted Items)

  • They will be restored to your Deleted Items folder

  • Move them to their original folder by using the instructions in the prior section

Using Outlook Web Access (https://mail.ohio.edu) with Internet Explorer

  • Select "Options" from upper right

  • Select "Deleted Items" along the left panel

  • You can select the item(s) you want to recover

  • They will be restored to your Deleted Items folder

From the Dumpster of Another Folder

With Outlook 2007 you can get access to dumpster under any folder. To recover mail items from any folder in Outlook 2007:

  • Click on the folder (Deleted Items, Inbox, etc.)

  • Go to the top menu and select Tools, Recover Deleted Items

  • Select the item(s) you want to recover

  • On the menu bar in this window, click on the icon with the envelope (Recover Deleted Items)

  • They will be restored to the folder they were originally deleted from (Deleted Items, Inbox, etc.)


When I try to open an attachment in Outlook 2003/2007/2010, I get the error message "Outlook blocked access to the following potentially unsafe attachments". What is wrong and what should I do?

Outlook 2003/2007/2010 has a security feature that blocks access to file types that Outlook deems unsafe. For more information, refer to Microsoft's You may receive an "Outlook blocked access to the following potentially unsafe attachments" message in Outlook page.

Link "You may receive an "Outlook blocked access to the following potentially unsafe attachments" message in Outlook " to http://office.microsoft.com/en-us/outlook-help/blocked-attachments-in-outlook-HA001229952.aspx

Is my Exchange server data backed-up, and, if so, how often?

 OIT backs up the Exchange servers on a regular schedule. One full backup is performed every seven days and incremental backups run on a staggered schedule throughout the week between full backups. The environment is engineered with multiple levels of redundancy to prevent data loss and service outages. The backup includes all Exchange mailbox content including e-mail and attachments, calendar data, user-entered contacts, tasks, notes, categories, delegate settings, sharing permissions, etc. The backup does not include any data that exists only on a user's computer, such as information stored in a PST file. Backup of that data is the user's responsibility. As a matter of policy, Exchange backups are generally restored only in the event of a disaster and are not designed or intended to be used as a means to recover data accidentally deleted by users. Backups are retained for approximately thirty (30) days. Backup functionality is tested quarterly to ensure that backups can be successfully restored if needed. Users are able to restore their own deleted data from their Exchange mailbox for a period of seven (7) days from the date it was deleted. (See the FAQ page and the question titled "How do I recover a deleted e-mail message in Outlook?")

How do I administer Resource (room, projectors etc.) permissions in OWA?

To administer Exchange Resource Calendars, you MUST use Outlook Web Access (OWA) Premium in Internet Explorer:

1.    Log into OWA (https://mail.ohio.edu) using your Ohio ID and password.
2.    In the upper-right corner, click the down arrow next to your name.
3.    In the Open Other Mailbox window, enter the resource name.
4.    Click Open.
Result: The resource folder opens in a separate IE window.
5.    To display the resource calendar, click on the Calendar icon in the left-hand navigation pane.
6.    In the toolbar at the top of the window, click Options.
7.    In the left-hand Options navigation pane, scroll down and click Resource Settings.
8.    In the Resource Settings window you may set options for the behavior of the resource, and specify individuals and groups who can schedule the resource.
9.    Under Resource Scheduling Permissions, specify individuals and groups who can schedule the resource.
To set permissions for individuals, enter their username or last name.
To set permissions for members of a list or group, enter the list name.
Note: Separate multiple names with a semicolon.
10.    Click Save at the top of the window.
Result: If the name or list you entered has more than one match in the GAL, a list will be displayed from which you can select the correct name or list. When saving is complete, the message "Saved successfully" appears at the top of the window.

Can I share specific folders other than the Inbox with my colleagues?

 You may have a need to share an individual (personal) folder within your mailbox other than the most commonly shared items like Calendar, Tasks, Inbox, Contacts, Notes and Journal.  This procedure also applies to multiple calendars you create within your mailbox since by default only your "personal" calendar can be shared.  If you want to share your individual mail folders (including calendars other than your personal calendar), do the following:      

    1)  First, you must give at least "Folder" Visible" rights to your Mailbox-Name (Note: this is the very Top level of your Mailbox Folder which contains everything else underneath it):

    From your Outlook Folder tree view (left pane);
    Select your Mailbox-Name (Last-name, First-name);
    Right click, Select Sharing...
    In the Permissions Tab;
    Add button;
    Find and select the name of the person you want to give rights into your mailbox;
    Doubled click the person's name or click the Add button, then OK.
    With the name of the user highlighted, click the checkbox next to "Folder Visible"; Note that Permission Level will be "None".
    Click Apply and OK to save the changes.
    You now have made your Mailbox visible to that user.

    2)  Next, you need to explicitly share the folder item that you intend to share (which is actually a sub-folder beneath your Mailbox Name):

    Select the Folder name (i.e. "My Shared Folder", "My Group's Calendar" - your additional Calendars can be found in the Calendar Navigation left pane, etc);
    Right click, Select Sharing...
    In the Permissions Tab;
    Add button;
    Select the name of the person you want to share this folder with -  - should be the same person as above;
    Press the Add button at the bottom of the screen;
    Press OK;
    Edit the Permission Level, Select the appropriate Role (at a minimum, you need to give him/her a "Reviewer" role at this level - read access);
    Press OK to exit.

    3)  Finally, ask the person to access your shared folder.  Note that the person will have to view it as an 'additional' mailbox which needs to be added in the Advanced Tab of his/her Outlook profile.  This is the only method to view such shared folders.  The additional mailbox will be listed as part of his/her Outlook folder tree.  Note: Only your Mailbox-Name plus any explicitly Shared folder will be shown.

    The following steps will accomplish this:
    From his/her Outlook client;
    E-mail Accounts;
    Next button;
    Change button;
    More Settings button;
    Advanced tab;
    Add button;
    Fill in the name of the account (your account);
    Press OK button;
    Now press OK;

    4) He/she should now see your Mailbox-name and right below it your shared mail folder in the Outlook left Navigation Pane under "All Mail Folders".  If this is an additional Calendar you shared out, then he/she will find it listed as an additional calendar in his/her main Outlook Calendar view.