Outlook/Exchange

Instruction

 

General:

- Delete Gannon contacts in your personal address book and use the addresses from the Global Address List (this will be populated with business information). They will not be recognized if you use that contact information for scheduling or sharing.

 

- Any rules will need to be redone.

 

- You have a 500MB quota and you will receive an email if you start to reach your limit.

 

- If you disconnect from the network (either intentionally or unintentionally) you will need to do the following to retrieve your locally stored Outlook folders

1.) Exit out and re-start Outlook

2.) Log off and back on to the network OR

3.) Re-start your computer

 

- Re-do signatures

 

- You may need to re-subscribe to listserves. You are identified as username001@gannon.edu and if you did not subscribe with that address, you may need to resubscribe.

 

Offline Folders:

Specify the folders you want to be available for offline use.

The Inbox, Outbox, Deleted Items, Sent Items, Calendar, Contacts, Tasks, Journal, Notes, and Drafts folders are automatically made available offline when you set up offline folders. To use any other folder offline, you must specifically enable it for offline use by following the steps below.

1.      On the Tools menu, point to Send/Receive Settings, and then click Define Send/Receive Groups.

2.                  In the list, click a Send/Receive group containing an Exchange Server account, and then click Edit.

3.                  Under Accounts, select your Exchange Server account.

4.                  In the list, select the folders that you want to use offline in addition to your default folders.

If you want to apply a filter to a specific folder, click the folder, click Filter Selected Folder, and then select the options that you want.

Do not limit the size of messages to download when you synchronize folders unless you are connecting through Dial-in and you expect large messages. By clicking on Limit Message Size, and then click the options that you want.

 

Addressing an email message

 

Click on New to compose a new email message.

 

Click on To… the Select Names dialog box displays, allowing you to insert the intended recipients of the email.

 

The Show Names from the dropdown list box contains address books you can select from.  By default, the Global Address List contains all of the names of Gannon students, faculty, and staff.  If you select a different list, such as faculty address list, only Gannon faculty will be displayed.

 

If you type a name in the Type Name or Select from List text box, Outlook will automatically jump to the corresponding entry in the Name combo box.  If there are multiple similar names in the list, then as you type, Outlook will jump to the nearest spelling of the name.

 

Quick Email Addressing

 

Once an initial email has been sent to a specific contact, Outlook remembers the contact in a cache file.  After you have sent one email to a contact you can save time, by typing last names directly into the To, Cc, and Bcc fields.

 

As you start to type a name, Outlook recognizes it and automatically completes the name based on email sent previously to the same recipient.  This feature is called AutoComplete addressing.

 

If there is more than one name with the same or similar spelling, Outlook provides a list so that you can choose the correct name.

 

Outbox vs. Sent Items Folder

 

In your Folder List, you can tell whether there has been a delay in delivering the mail by checking your Outbox.  A number in parenthesis indicates that there is now one or more delayed emails.  The number stays there only until the server has sent the mail successfully.  By default Outlook is set to hold messages in the Outbox before they are sent.

 

Once the messages are actually sent they will be stored in your Sent Items folder.

 

 

 

Creating a Shared Folder:

Before you start to share folders, you must make your Outlook Today visible to those you are going to share to. In Outlook, right click on your Outlook Today folder and select properties and then the permissions tab. Add the users you would like to share with and check “folder visible”.

 

Outlook folder permissions

With this permission level (or role)

You can

Owner

Create, read, modify, and delete all items and files, and create subfolders. As the folder owner, you can change the permission levels others have for the folder. (Does not apply to delegates.)

Publishing Editor

Create, read, modify, and delete all items and files, and create subfolders. (Does not apply to delegates.)

Editor

Create, read, modify, and delete all items and files.

Publishing Author

Create and read items and files, create subfolders, and modify and delete items and files you create. (Does not apply to delegates.)

Author

Create and read items and files, and modify and delete items and files you create.

Contributor

Create items and files only. The contents of the folder do not appear. (Does not apply to delegates.)

Reviewer

Read items and files only.

Custom

Perform activities defined by the folder owner. (Does not apply to delegates.)

None

You have no permission. You can't open the folder. 


1.) Right click on the folder that you would like to share and select properties.

2.) Select the permissions tab

3.) Add the usernames that will access the folder and add the permissions and Apply.

 

To view the folders:

            File…Open…Other users folders

            Select the name and folder type and OK

To make it permanent:

1.) Right click on Outlook Today and select properties

2.) Select Advanced and then the Advanced tab.

3.) Under Mailboxes select Add…

4.) Type the full name of the user you are adding to your account.

Appointments:

When you are in a Calendar, select Actions and Plan a Meeting from the menu.

 

Invite Attendees -

1.) Open a new or existing appointment

2.) Select Invite Attendees and invite the same way you would address an email (be sure you are using the Global Address List to ensure all features when scheduling with the Gannon community).

3.) Select a time for the meeting. You can also select scheduling to view calendar conflicts.

4.) When you are ready, select send and invitation emails will be sent and added to the invitees’ calendars when they accept.

 

Outlook Web Access

 

www.gannon.edu/exchange

 

Please note, Dial-In connection may be slow for certain tasks. Each window is a web page that will need to be downloaded to view. Also, although the interface is similar to your desktop Outlook client, it is a web page and is limited to features of the web browser.

 

- Log on using your existing username and password

- Select Shortcuts and Options to change OWA settings.

- To find an email you can browse by page number or use the search option to search by folder.

- Items may take a moment do delete. You can delete multiple items by selecting them while holding down the Ctrl key.

 

NOTE: Depending on the system you are connecting from you may need to enter your entire email address as your username.

 

EXAMPLE:

Username: networkid001@gannon.edu

Password: *********