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Frequently Asked Questions


How do you recover deleted items?

  1. Select the folder from which the item was deleted.
  2. Select Tools | Recover Deleted Items
  3. Select the item to be recovered and click the envelope with curved arrow icon at the top.

How do you invite attendees and resources to a meeting?

  1. Click Calendar.
  2. On the Actions menu, click Plan a meeting.
  3. Click Invite Others.
  4. In the Type name or select from list box, enter the name of the person or resource you want at the meeting.
  5. For each name entered, click Required, Optional, or Resources. The Required and Optional attendees appear in the To box, and Resources appear in the Location box.
  6. Click OK, and then use the scroll bars to view the free/busy time for invitees.

How do you fix blank meeting responses from going to the Deleted Items folder?

  1. Go to Tools | Options | Email Options | Tracking Options.
  2. Uncheck Delete blank voting and meeting responses after processing.
  3. Click OK.

How do you insert a picture into the body of an email?

  1. Change message format to "Rich Text."
    • Tools | Options then select the Mail Format tab.
    • Change "Compose in this message format:" to Rich Text.
  2. Go to the clip art item and right click it. Select copy.
  3. Open your new email message and right click in the body of the message and click Paste.
  4. To view the actual picture click the Smart Tag and click Picture.

Where can I find the Phone Message Shortcut?

X:\suny\exchange\Phone Message

How do you change the order that address lists are searched?

To change where Personal Addresses are located or how addresses are searched for when completing the To: field:

  1. Click Tools | Address Book.
  2. In the Address Book window click Tools | Options.

What are the file extensions blocked by Outlook XP?

.ade, .adp, .asx, .bas, .bat, .chm, .cmd, .com, .cpl, .crt, .exe, .hlp, .hta, .inf, .ins, .isp, .js, .jse, .lnk, .mdb, .mde, .msc, .msi, .msp, .mst, .pcd, .pif, .prf, .reg, .scf, .scr, .sct, .shb, .shs, .url, .vb, .vbe, .vbs, .wsc, .wsf, .wsh

How do you add another person's mailbox to your account?

Requirements to view another's mailbox:

  • Microsoft Exchange
  • Been granted at least reviewer permission by the owner of the mailbox.
  1. Click Tools | E-Mail Accounts.
  2. Click View or change existing e-mail accounts and click Next.
  3. With Microsoft Exchange selected click Change.
  4. Click the More Setting button and then click the Advanced tab.
  5. Click Add and type in the mailbox name (eg: careyto).

How do you log into Outlook Web Access (OWA)?

  1. Use your Internet Service Provider to gain access to the internet.
  2. Open your Internet Browser and type into the address bar.
  3. Click the Log On box.
  4. In the next dialog box type in SYSADMIN\your username and your password and click OK.
  5. Be sure to click Log Off when you are done.

Outlook Web Access (OWA)

What to do if you get an "over quota" message?

Check the size of each Outlook folder:

  • Right click the Outlook Today folder then click Properties.
  • Click Folder Size button.
  • Scroll through your folders to see the size of each. Check in any extra large folders for large file attachments or duplicate attachments and permanently delete them by holding the Shift key while hitting the delete button.

Another thing to check is be sure your Deleted Items folder and Sent Items folder is cleaned up. Permanently delete those messages no longer needed.

Note: For additional tools with detailed instructions for maintaining your Outlook mailbox please review this file: Controlling Mailbox Quota

How do you add Holidays to the Calendar?

  1. Click Tools | Options
  2. Click the Calendar button.
  3. Click Add Holiday and select the country and click OK.

How are delegate Access permissions used?

With author or editor permissions, the delegate has send-on-behalf-of permission. Sent messages contain both the manager's and delegate's names. Message recipients see the manager's name in the Sent On Behalf Of box and the delegate's name in the From box.

If a delegate needs permission to deal with meeting requests and responses only, the manager can select the Send meeting requests and responses only to my delegates, not to me check box on the Delegates tab and does not need to grant permission to his Inbox. Meeting requests and responses will go directly to the delegate's Inbox. The delegate will, however, need editor permission to the manager's Calendar folder, because once they respond to the meeting on behalf of the manager, the meeting is automatically added to the manager's Calendar folder.

What are the e-mail quotas setup by Lan Services?

  • Can't send email at 200MB.
  • Can't send or receive at 300MB.
  • After 300MB messages are bounced with "The recipient was unavailable to take delivery of the message."

How do you send an external e-mail message and add the address to your Outlook Contacts?

To send an e-mail message to an address external to SUNY System Administration type the address in the To: field of a new mail message. For example, if the Helpdesk were an external address you would type the following in the To: line of the new message:

Saving an External E-Mail Address:

The above method of sending external mail is one-time only and does not save the address for subsequent use. If you are going to use the same external address in the future it is recommended that you create a Contact for that person.

Creating a Contact:

To create a Contact select the Contacts icon on the Outlook Shortcut bar or the Contacts folder in the Folder List. This will open the Contacts window. Under the word File in the upper left corner is a button on the menu bar for New Contact. Clicking this button will open a window for entering new Contact information.

You can enter as much information as you like. To create a Contact for mailing purposes you will need to fill in the Full Name and the E-mail fields. When you are done entering information click the Save and Close button in the upper left corner and your Contact will be saved.

Using the Contact list to Send a Mail Message:

Once you have created a Contact you can use it to send mail to the e-mail address you gave the Contact. Open the Contacts folder by clicking the Contacts icon on the Outlook Shortcut bar or the Contacts folder in the Folder List. Locate the Contact by either scrolling left or right or clicking the alphabet bar on the right side of the window.

Click and drag the Contact to the Inbox icon on the Outlook Shortcut bar or the Inbox folder in the Folder List. This will open a new mail message window that is already addressed to that Contact.

External Email Contacts

How do you administer a Public Folder or Calendar?

The following file will describe how you, as an owner of a Public Folder, can set user permissions for that folder:

Administering Public Folders

User Services