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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 25 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.

How do I identify large emails?

 If you are having trouble staying below quota, it may be useful for you to locate large message attachments which are clogging up your mailbox. Email messaging systems are not designed to be a primary file repository. If you find that you have several messages with large attachments, you can search for these messages and move the attachments to the appropriate file storage location. To do so:

  1. Open the Outlook Client.

  2. Go to the Search Folders below the *Sent Items* folder and click on the Large Mailsearch folder. This will show all messages larger than 500 KB. It will also sort it from "Very Large (500 KB- 1 MB" to "Huge (1 - 5 MB)" to "Enormous (>5 MB)".

  3. Open each message where a large attachment resides, right click on the attachment and choose "Save as", browse to your file location and select "Save".

  4. Right click on the attachment again and select "Remove".

  5. When you close the message you will be prompted to save changes, select yes.

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

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?

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

Outlook 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.

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;
    Tools;
    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;
    Next;
    Finish.

    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.