Frequently Asked Questions - Outlook

This was caused when we updated all HSC contacts with phone number and job titles. The problem was quickly identified and resolved. However, HSC contacts that had been cached by Outlook were modified to have the invalid email address format.

If the problem is only with one or two addresses, create a new email and start typing the users name that has the invalid address associated with them. When outlook tries to autocomplete the address, select the address from the drop-down and delete it.

If the problem exists for a lot of addresses,  the simplist fix might be to delete Outlook's contact cache.  To delete the cache, do the following:

• Open a window and enter the following in the address bar: %userprofile%\Application Data\Microsoft\Outlook
• Locate the outlook.nk2 file and rename or delete it.

1. In Calendar, open the meeting request.
2. On the Meeting tab, click Scheduling Assistant.
3. Check the names in the All Attendees list.

1. On the Tools menu, point to Send/Receive, and then click Download Address Book.

2. Under Information to download, click Full Details or No Details.

You would use Mailbox Cleanup tools. In Outlook 2007, click Mailbox Cleanup on the Tools menu, and click the 'View Mailbox Size'. Unfortunately, the data totals are listed in kilobytes (KB), so it may seem misleading. Remember that roughly 1,000 KB is 1 MB (megabyte). You are allowed 500 MB in your mailbox, so that's equal to 500,000 KB. For example, a mailbox that is 39,500 KB in size translates to 39.5 MB.

You will see also see two tabs in the Mailbox Cleanup window: one tab is for the Local Data, one is for Server Data. Keep in mind that with Exchange, we are operating in 'cached mode', this means that all your mail account data you have is transmitted to your desktop from the servers in Exchange. It is thus possible for your Exchange mailbox to have a different amount of data than on your local machine, so it's important to check both to insure you are not at risk of reaching your quota.

Remember, all users have a 500MB (appx. 500,000 KB) mailbox quota, and this is enforced in the 'Server Data' areas, not on the 'Local Machine'.

Additionally, from the Mailbox Cleanup dialog box, you can use any one of the following features:
• Find items that are older than a specified number of days.
• Find items that are larger than a specified size.
• Move old items to the archive file by clicking AutoArchive.
• Empty the deleted items folder.
• Delete all alternative versions of items in the mailbox.

When you write the e-mail, select the Options tab, and click "show bcc".

Microsoft Office Outlook 2007 provides a way to recover items after you delete them permanently by pressing SHIFT+DELETE, and even after you empty the Deleted Items folder.

1. From the Tools menu > click Recover Deleted Items

2. Click an item and then click Recover Selected Items .
(You can select multiple items by pressing CTRL as you click each item.)

3. Then the recovered item is restored to the folder from which it was deleted.

Note: This feature requires you to use a Microsoft Exchange Server 2000,
Exchange Server 2003, or Exchange Server 2007 account. Most home and
personal accounts do not use Microsoft Exchange. This feature is not
available for web or Mac users.

If you delete messages and then empty the box from Outlook Web Access (OWA), you cannot recover it from Outlook.

Your Exchange administrator specifies the retention time for items that are deleted permanently on the server. After this time elapses, you cannot recover the deleted items.

Outlook and Outlook Web Access (OWA) include a feature where you can create a new rule by right clicking on a message and selecting Create Rule. This allows you to quickly create a rule that will process mail by the sender, subject line or recipient.

Reference link: Microsoft Exchange Team Blog

Top 3 reasons why PST’s are not supported on over a network:

1. All operations take longer.

2. Write operations can take approximately four times longer than read operations.

3. Outlook has slower performance than the Exchange Client.

The .pst files are not meant to be a long-term, continuous-use method of storing messages in an enterprise environment. Two alternatives are suggested: using .ost files or Microsoft Windows Terminal Services.

The Microsoft Exchange Server 4.0 team created .pst files with the intent of letting a person maintain a copy of their messages on their local computer. The .pst files also serve the purpose of a message store for users who do not have access to a Microsoft Exchange Server computer (for example, Microsoft Outlook Internet Mail Only (IMO) mode users). Although it is possible to specify a network directory or a Universal Naming Convention (UNC) path as a storage location for a .pst file, network usage is not meant to be a long-term, continuous-use method of storing messages in an enterprise environment.

A .pst file is a file-access-driven method of message storage, the computer uses special file access commands that the operating system provides to read and write data to the file. This is not efficient on WAN or LAN links, because the operating system has to send those access commands over the network since the file is not on the local computer. This creates a great deal of overhead and increases the time it takes to read and write to the file. Additionally, the use a .pst file over a network connection may result in a corrupted .pst file if the connection degrades or fails.

Reference link: Microsoft Help and Support

You can manage rules by logging into Outlook Web Access (OWA).

With Exchange Server 2007 Service Pack 1 you can now manage rules by logging into Outlook Web Access.

In the OWA options section is where you will find the rules management page. This page allows you to create, edit, delete, and prioritize rules. Rules that have errors will be highlighted in red. Client side rules that require Outlook to complete an action will show up in gray.

Server-based rules If you have a Microsoft Exchange account, the server can apply rules to your messages even if Outlook is not running. These are called server-based rules. The rules must be set to be applied to messages when they are delivered to your Inbox on the server, and the rules must be able to run to completion on the server. For example, a rule cannot run to completion on the server if the action specifies that a message be printed. If a rule cannot be applied on the server, it is applied when you start Outlook.

Client-only rules A "client" is the e-mail program that runs on an individual's computer. A rule that cannot be applied by the server is a "client-only rule" because it runs only on the individual's computer. If your list of rules contains rules that can be run on the server as well as those that cannot, the server-based rules are applied first, followed by the client-only rules.

Reference link: Microsoft Exchange Team Blog

Outlook does not archive as expected because the date that is used to determine when an item is archived depends on the type of item.

The following actions will change the mail message's modified date/time: Forwarding, Replying, Replying to All, Editing, Saving, Moving, and Copying.

Reference:

Microsoft

Yes. Just as with GroupWise, you will be able to share contacts, folders, calendars, etc.

No. Not with any certainty.

Yes. To those who also have Exchange mailboxes, they will see the flagged mail with the followup times and alarms. Other systems may not see those, but should display some indication that they have been flagged.

There is an archive feature in Outlook under the File menu.

Bulk Mail is filtered at main UNT mail incoming gateway. This is also where mail is checked for viruses. That part will remain the same. Outlook 2007 does provide you with Junk Mail filters to further configure spam filtering to meet your specific needs.

For more information on how we tag mail as BULK, see this explanation here.

Bulk mail rules, as well as other rules, will need to be recreated after you move to the new system.

In essence, yes though it is handled differently than you are used to in GroupWise. In Outlook, you would share the calendar with someone. This would cause it to show up in their list of calendars. Click the checkboxes next to the calendars that you would like to view side by side. I will discuss more about sharing calendars in a later tutorial.

We will be implementing LCS, Microsoft Live Communication Server.

While there are many layers of security that protect us from attacks, viruses, worms, etc., we take security very seroiusly and are configuring the system with this in mind.

As part of the UNT Campus Agreement, copies of the Office 2007 suite are available in the UNT bookstore for $14. I will be posting a tutorial on how to attach to Outlook 2007 from home, see http://messaging.unt.edu/outlook

The current list follows. For details, see this Microsoft article.

.ade
Access Project Extension (Microsoft)

.adp
Access Project (Microsoft)

.app
Executable Application

.asp
Active Server Page

.bas
BASIC Source Code

.bat
Batch Processing

.cer
Internet Security Certificate File

.chm
Compiled HTML Help

.cmd
DOS CP/M Command File, Command File for Windows NT

.com
Command

.cpl
Windows Control Panel Extension (Microsoft)

.crt
Certificate File

.csh
csh Script

.der
DER Encoded X509 Certificate File

.exe
Executable File

.fxp
FoxPro Compiled Source (Microsoft)

.gadget
Windows Vista gadget

.hlp
Windows Help File

.hta
Hypertext Application

.inf
Information or Setup File

.ins
IIS Internet Communications Settings (Microsoft)

.isp
IIS Internet Service Provider Settings (Microsoft)

.its
Internet Document Set, Internet Translation

.js
JavaScript Source Code

.jse
JScript Encoded Script File

.ksh
UNIX Shell Script

.lnk
Windows Shortcut File

.mad
Access Module Shortcut (Microsoft)

.maf
Access (Microsoft)

.mag
Access Diagram Shortcut (Microsoft)

.mam
Access Macro Shortcut (Microsoft)

.maq
Access Query Shortcut (Microsoft)

.mar
Access Report Shortcut (Microsoft)

.mas
Access Stored Procedures (Microsoft)

.mat
Access Table Shortcut (Microsoft)

.mau
Media Attachment Unit

.mav
Access View Shortcut (Microsoft)

.maw
Access Data Access Page (Microsoft)

.mda
Access Add-in (Microsoft), MDA Access 2 Workgroup (Microsoft)

.mdb
Access Application (Microsoft), MDB Access Database (Microsoft)

.mde
Access MDE Database File (Microsoft)

.mdt
Access Add-in Data (Microsoft)

.mdw
Access Workgroup Information (Microsoft)

.mdz
Access Wizard Template (Microsoft)

.msc
Microsoft Management Console Snap-in Control File (Microsoft)

.msh
Microsoft Shell

.msh1
Microsoft Shell

.msh2
Microsoft Shell

.mshxml
Microsoft Shell

.msh1xml
Microsoft Shell

.msh2xml
Microsoft Shell

.msi
Windows Installer File (Microsoft)

.msp
Windows Installer Update

.mst
Windows SDK Setup Transform Script

.ops
Office Profile Settings File

.pcd
Visual Test (Microsoft)

.pif
Windows Program Information File (Microsoft)

.plg
Developer Studio Build Log

.prf
Windows System File

.prg
Program File

.pst
MS Exchange Address Book File, Outlook Personal Folder File (Microsoft)

.reg
Registration Information/Key for W95/98, Registry Data File

.scf
Windows Explorer Command

.scr
Windows Screen Saver

.sct
Windows Script Component, Foxpro Screen (Microsoft)

.shb
Windows Shortcut into a Document

.shs
Shell Scrap Object File

.ps1
Windows PowerShell

.ps1xml
Windows PowerShell

.ps2
Windows PowerShell

.ps2xml
Windows PowerShell

.psc1
Windows PowerShell

.psc2
Windows PowerShell

.tmp
Temporary File/Folder

.url
Internet Location

.vb
VBScript File or Any VisualBasic Source

.vbe
VBScript Encoded Script File

.vbs
VBScript Script File, Visual Basic for Applications Script

.vsmacros
Visual Studio .NET Binary-based Macro Project (Microsoft)

.vsw
Visio Workspace File (Microsoft)

.ws
Windows Script File

.wsc
Windows Script Component

.wsf
Windows Script File

.wsh
Windows Script Host Settings File

.xnk
Exchange Public Folder Shortcu

The "red envelope" in GroupWise had no real function other than to give visual feedback that the item was of High Priority. You may change the message options to send it as a High Priority message which will display the "red envelope" style of vidual feedback.

Flagged items may be interpreted by the reciever similarly, though a flagged item also contains a follow up (task reminder if you will) feature along with an alarm. In this sence, it's a little more than the "red envelope" than we have had in GroupWise.

Yes. Any rules that you have in GroupWise will need to be recreated as necessary in Outlook. Unfortunatly, rules do not migrate from GroupWise to Outlook.

Absolutely! Everyone will be available in a centralized directory just as they are now.

To turn off Junk Mail on the Outlook 2007 client:
1. Choose from Menu TOOLS > Options
2. Click on Preferences tab if you need to, then click on Junk E-Mail button under Email
3. Choose the proper junk email protection you want then click OK

As with our current system, attachments are limited to 15MB.

Each message will appear with a rounded square symbol and a flag next to it. The rounded square is the "category" button. Click on it with your right mouse button and follow the menu to configure the categories.