This page has been imported from our previous wiki and is still in the process of being reviewed. It may be out of date or inaccurate.

Introduction

The only supported Mail client in the Campus Managed Desktop (CMD) is Outlook, in either its application (part of MS Office) or Web (http://owa.ncl.ac.uk_ guise (students other than !PhDs have restricted Office 365 accounts and are limited to a Web interface). Your mail (both new and old) is stored on the Exchange server so may be accessed from any CMD machine on campus via Outlook (if you have a full account), and any machine anywhere via a Web browser.

Here is the NUIT guide to Outlook/Exchange.

Configuring Outlook

Outlook supports several different types of e-mail account of which Exchange Server is just one example. If you ran Outlook before you were registered for Exchange you may have created a different type of account in which case you need to change it by selecting E-mail Accounts from the Mail control panel. Make sure you choose an Exchange Server account and specify the Exchange server name as largo.

/!\ You MUST ensure your mail is left in the Exchange server and not delivered to a "personal folder'" on your local hard disk, otherwise your mail will not be backed up, you will only be able to see old mail from the current machine, and others will not be able to see your Calendar even if you want them to.

Outlook Preferences

The number of options and customisations you can make in Outlook is so great it can be hard to find your way around; here are a few common ones fro Outlook 2007 (which ideally would be preset for everyone <:( ) :

  • To stop Outlook interpreting HTML : select Read all standard mail in plain text from Tools -> Trust Center, -> E-mail Security, under Read as Plain Text, select Read all standard mail in plain text. )

  • To get "traditional" ">" style replies i.e. ones in which you can annotate the original instead of simply repeating the whole thing: Select Tools -> Options - Preferences -> E-mail options. In When replying to a message and When forwarding a message choose Prefix each line of the original message.

  • To use commas to separate e-mail addresses: Select Allow comma as address separator from Tools -> Options -> E-mail Options -> Advanced E-mail Options.

  • To have your Contacts looked up before the Global Address List when entering mail addresses: In Tools -> Address Book -> Tools -> Options .. set the order appropriately (You will probably also want to set Show this address list first: to Contacts at the same time, and in Tools -> Address Book set Show names from the: to the Address Book field.

The option so that your mail is sent as plain text should be on by default, if not see Tools -> Options -> Mail Format and select plain text for Send in this message format.

Dealing with spam (junk mail)

Spam and Phishing explains the system for scanning e-mail, how you can deal with spam and how you can control the level of spam filtering.

To set up your own Outlook filter:

  1. /!\ Do not use on Outlook's automatic Junk E-mail Filter as it is inferior to the NUIT mail hub's spam detection and has been known to make more false positive decisions (check that No Automatic Filtering is set in * Actions-> Junk-E mail -> Junk E-Mail Options ...*).

  2. Right click on a message identified as suspected or certain spam (marked SP? or SP?! respectively) and select Create Rule

  3. Enable on Subject contains and edit the field to contain just SP? or SP?!

  4. Enable Move e-mail to folder: and select one. To avoid confusion, do not use the built in Junk E-Mail folder but create your own to use in its place.

(!) There is a Public Folder in Exchange called "SPAM", where users can drop spam messages which have escaped the mail hub filters. Drop into it any unmarked spam messages, and also any "SP?" marked messages. The latter are important to reinforce the filter's ability to recognise spam.

There's another folder there called NOT-SPAM: drop into this folder any messages which have been marked "SP?" which are not spam. Naturally you will want to keep such a message yourself as well: in Outlook, as in Explorer, a right click drag will give you you the choice to Move, Copy or Cancel.

Messages dropped into these folders will be used to refine the mail hub spam filters automatically. The more examples you contribute the better the filter should work. If you wish to contribute to this refinement of the NUIT mail filtering, it is best not to move or copy mail to the shared folders as this will only reinforce any errors made by the current filter rules.

Outlook Attachments

Attachments are held in the Exchange server. When you open an attachment it is first copied to temporary space on the local hard disk. If you edit an attachment it will be copied back to the server either when you close the enclosing message or exit Outlook (depending upon whether or not you opened the attachment directly from the preview pane).

/!\ Note that when you send an attachment a copy is kept in your Sent Items folder, which could end up taking up a significant part of your Exchange server mailbox quota.

{i} Remove an attachment without deleting a message as follows:

  1. Open the message,
  2. Select the attachment,
  3. Right click and select Remove.

Unfortunately no record of the attachment is left behind in the message :( .

(!) Add the Large Mail folder (inside Search Folders) to your Favorites Folder (select Large Mail and right click) so you can easily see messages with large attachments which are taking up valuable Exchange Server space.

Exchange Server Mailbox Quotas

Here is the NUIT guide to Exchange server mailbox quotas. Once you go over that a certain limit limit you will start getting automatic messages asking you to reduce your usage. You will typically find that attachments are taking up much of your space; see the previous section for ways of handling this. If you still need more space then consider requesting an Exchange Personal Archive.

Exchange Archive Service (EAS)

The Exchange Archive Service became available to staff a few years ago to overcome mailbox size limits but has been replaced by Exchange Personal Archives.

Outlook Keyboard Shortcuts

There are many, as the on-line help will tell, but a few particularly useful ones are:

<Ctrl> K Force an address list look up when entering a mail address
F4 Search text
<Ctrl> <Shift> V Move to Folder
<Ctrl> R Reply
<Ctrl> 1 Switch to Mail
<Ctrl> 2 Switch to Calendar
<Ctrl> 3 Switch to Contacts

Cached Exchange Mode

If you use a laptop, are concerned about being able to see your mail/calendar when the network and/or Exchange server is unavailable, or wish to reduce network traffic, then you may want to check that Cached Exchange Mode is enabled. For Outlook 2010:

  1. In the File tab, select Account Settings ...
  2. Open your @newcastle.ac.uk account
  3. Use Cached Exchange Mode should be ticked, if not set it.

When Cached Exchange Mode is enabled Outlook will try and maintain a cached copy of your mail on the local hard disk and synchronise it in the background (it will take a while to perform the initial synchronisation).

This Microsoft article has some detailed information about how cached mode works.

Alternative ways of Accessing the Exchange Server

When off campus you can connect to the Exchange service via several alternative methods - the following are the most commonly used:

Outlook Web access

The NUIT RAS service

Outlook Anywhere

Personal Folder Files

A Personal Folder file (.pst / PST) is the place where Outlook stores its data on the local disk when used without Exchange Server. When using Exchange Server you may still have .pst files e.g. one you use to archive messages (named "Archive Folders"). Each Personal Folder file contains a set of Outlook folders, including the Inbox, Calendar, and Contacts. Use of pst files is now deprecated by NUIT who recommend use of the Exchange Archive Service if you cannot keep below your mail quota.

OutlookMail

This page has been imported from our previous wiki and is still in the process of being reviewed. It may be out of date or inaccurate.

Outlook Mail

Why can't I run Outlook?

If you get a message such as "Your Exchange Server Admin has blocked this version of Outlook. Please contact for assistance" when running Outlook or have other problems when running it for the first time, yet can still log in to Outlook Web Access, then it means you only have an OWA account. You should ask at NUIT reception for a full Outlook account (which is unavailable to undergraduate and Msc students).

Can I have more space for my mailbox?

Unfortunately not; but you can request a Exchange Personal Archive. Before doing that, please try and reduce your mailbox size as suggested in Exchange Server Mailbox Quotas.

Why is Outlook running slowly/crashing

There are many possibile solutions.

  • Reboot: the problem may go away
  • Give yourself a fresh Outlook profile from the Mail control panel ((E-mail Accounts ... -> E-mail).
  • Try "repairing" or even deleting and recreating your account, from the Mail control panel
  • If you are running in cached mode, try repairing the cache:

If running Outlook 2010:

If there is an issue with a specific folder, you can resync the folder: Right-click the folder and then click Properties, in the dialog box that appears, click the Clear Offline Items button and then click OK. On the Outlook 2010 ribbon, click the Send/Receive tab, then click Update Folder.

Alternatively delete the cache i.e. exit Outlook and delete the .ost file from C:\Users\user\AppData\Local\Microsoft\Outlook, then restart Outlook and and let it download information again from Exchange (as explained by
Re-create an offline Outlook Data File (.ost)).

If running Outlook 2007/2003: Use "the "Outlook Offline Folder (.ost) integrity check tool (scanost.exe)" as explained in Repair Outlook Data Files (.pst and .ost)

How do I delete unwanted autocomplete address entries?

When the drop-down autocomplete list appears after typing a few letters of an address, press the Cursor Down key to select an entry then press the Delete key to delete it. You can't delete a single item list, but if you add another similar address you can then delete the unwanted entry. To do this type an address with the same first 3 letters, then control K to expand it (force a lookup in contacts etc.), now type the first three letters and the drop down list should appear.

If you'd like to do more editing of your autocomplete list run NK2edit in Misc menu of the CS Portable Apps.

Where have my auto-complete entries gone?"

/!\ The drop down list of "auto-complete" mail addresses which Outlook displays you when you type into an address field is not stored in the roaming profile - if you find this valuable then you can use NK2edit in the CS Portable Apps to back it up.

Can I use Gmail instead of Outlook?

  • You can forward all your mail to your gmail account by setting up a rule to "redirect" everything (to do this from Outlook itself rather than OWA don't select a condition to check, and when you hit next Outlook will offer to apply the rule to all messages) . /!\ If your mailbox is still on Exchange 2007 then the sender will be correctly displayed in gmail, but you will lose addressing information information eg any other message recipients.
  • You can set your gmail account to send as if from your newcastle account, see Send mail as: in Accounts and Import in gmail. If you choose "Send through Gmail (easier to set up)" rather than "Send through ncl.ac.uk SMTP servers" (since the latter will require you giving google your campus password), Outlook will display messages sent via your gmail account as from "yourgamailid@google.com on behalf of yourname"; other clients vary.
  • You can get at your gmail account from Outlook via IMAP, but you cannot get at your Exchange account from gmail via IMAP as gmail only supports POP for getting at external accounts.
  • If, rather than redirecting all messages, you set up an Outlook rule to redirect any message which is a meeting invite update to your gmail account then you will be able to add invitations your google calendar.

How do I stop Outlook displaying messages in HTML format?

Select Read all standard mail in plain text from:

Outlook 2003 Tools -> Options... -> E-mail Options...

Outlook 2007 Tools -> Trust Center .. ->E-mail Security

Outlook 2010 File -> Options -> Trust Center-> Trust Center Settings ...-> E-mail Security

You can tell if a message has been been converted to plain text from the info bar at the top of the message. If you wish to see the message in its original form, click on the bar and select Display as HTML.

In Outlook 2003 this setting will also result in embedded pictures being converted to attachments. Links purporting to be from your bank, but actually from someone hoping to steal your bank details will also be seen for what they are.

In Outlook 2007 or 2010 you may also wish to check the Automatic Handling and Automatic Download settings in Tools -> Trust Center .. -> E-mail Security (2007) or File -> Options-> Trust Center-> Trust Center Settings ... (2010)

Why should I avoid sending mail in HTML format?

Because "HTML email can be dangerous, is not always readable, wastes bandwidth and is simply not necessary." as explained in 7 reasons why HTML e-mail is EVIL!!!. A more reasoned discussion is available in Wikipedia and below .

To switch off HTML email:

in Outlook, navigate to Tools -> Options -> Mail Format and set Compose in this message format to Plain Text (this setting is enforced in Outlook 2010 CMD systems).

in Outlook Web Access (in IE only i.e. not available in Outlook Web Access Light) select Options .> Messaging and set Compose in this message format to Plain Text

How do I see all the mail headers of a message?

Select the message in a folder, then right click and choose Options, or in Outlook 2010: open the message then Click on File -> Info -> Properties

How do I change the name which my mail comes from?

The From field which Outlook displays comes from your Active Directory Display Name and is also displayed in the XP style Start menu. If you wish to change it you must ask NUIT reception; see the NUIT document Changing Display Name for more details.

Why can't I open the mail I've archived to CD/DVD

Outlook needs to read/write access to the pst file: you must copy it to the local hard disk before opening it with File->open->Outlook Data file .. .

How do I resend a message?

Select Resend This Message from the Actions menu of an open message window. If you get the error message "You do not have permission to send the message on behalf of the specified user" when you subsequently send the message, make sure the From field is empty and try again. You can cause the From field to appear by selecting From Field in the View menu.

Why have I received a message with the subject prefixed by {Disarmed}?

The postmaster@ncl.ac.uk said (June 2005):

" ...use of HTML in e-mail poses a serious security risk to our systems and to the privacy of e-mail users. It also allows "phishing" and other scams to be perpetrated on unwary e-mail recipients.

The consensus among my colleagues is that NUIT should ban HTML e-mail on campus and strip HTML tags out of all incoming messages. I agree with this view. However the implementation of such a policy is some way off if it happens at all.

In the meantime I have to take the necessary steps, short of a full ban on use of HTML in e-mail, to protect the integrity of systems, protect user privacy and avoid exposing them to fraud attempts. I have been doing this for some years now by way of "disarming" or "stripping" certain HTML tags in e-mail - these include "Iframe", "Object Codebase" and "Script" tags. More recently I have also been disarming !WebBugs in HTML messages.

The consequences of these action have until now been only visible if it effects the rendering of HTML in a delivered e-mail. With the latest release of !MailScanner I can make the disarming explicit with the "{Disarmed}" tag in the Subject line. In all cases it should come after the "{SP?}" tag if that is present."

What are the Outlook command line switches?

See Outlook Command-Lines Switches for 2003, 2007, 2010 or Outlook's on-line help (search for command line) e.g.

/safe Starts Outlook without extensions, Reading Pane, or toolbar customization.

/select foldername starts Outlook and opens the specified folder in a new window. For example, to open Outlook 2007 and display the default calendar use:

`c:\Program Files\Microsoft Office\Office12\Outlook.exe /select outlook:calendar`  (if running Office 2003 it's `Office11` , `Office14` if Office 2010)

or on a 64 bit system:

`c:\Program Files(x86)\Microsoft Office\Office12\Outlook.exe /select outlook:calendar`  (if running  Office 2010 it's  `Office14` )

Can I recover a deleted message?

See the NUIT web page on recovering deleted mail messages (for outlook/exchange). Note also that as from June 2008, NUIT are not willing to use their backup system (intended for disaster recovery) to recover individual outlook mailboxes.

Why doesn't Outlook feature xxx work?

Various Outlook problems can be "cured" by giving yourself a new Outlook profile (at the cost of losing some preference settings) from the Mail Control Panel; see the NUIT document Outlook Profiles for more details.

Why has my email address changed from ncl.ac.uk to newcastle.ac.uk?

The postmaster@ncl.ac.uk said (May 2002):

"There is a W2K "Recipient Policy" rule that applies when a new mailbox is added to the Exchange environment. This policy automatically generates a recipient address that consists of the username with "@bond.campus.ncl.ac.uk" appended.

This recipient address is also used as the sender address on outgoing mail from the Exchange server. When the message is relayed via our Mail Hubs the sender address is used as the key to a lookup table and gets replaced ("re-signed") by the corresponding Full.Name@newcastle.ac.uk form of address.

This is no different to what currently happens to most of our non-Exchange mail users and it is important that this continues as we move to Exchange.

However the exception to this, as always, have been those users who are able to set the From: address. These are typically Eudora and Pegasus-in-POP-mode users and they invariably chose to us the Full.Name@newcastle.ac.uk form of address. Thus they present a problem when they move to Exchange.

NUIT have agreed that for these users we will manually override the default address that is generated by the "Recipient Policy". This can only be done currently by members of the PC Group. Send a message to Postmaster requesting that the From: address generated by Exchange be changed to @ncl.ac.uk and I will see that it is done."