Exchange Accounts
Managing my Exchange Mailbox/AccountHow big is my Exchange Mailbox quota?
How does my Exchange Mailbox work?
How can I manage my Exchange Mailbox?
My Outlook Reminders do not work?
How do I add or remove national holidays in my Calendar?
How do I download a new address book (Global Address List) in Outlook?
Other
I am not able to send or receive emails?I get a bounce message when sending an email, what should I do?
How can I specify which folders (including personal folders) to search for an email in Outlook?
How do I prevent Outlook from automatically removing what it considers extra line breaks?
I do not have the option to send an email to any of my personal contacts?
How do I delete a name from the AutoComplete list?
My web browser security settings are preventing me from accessing the Webmail or Outlook Web Access service?
Attachments are greyed out or I am denied downloading in an email using microsoft outlook in an IT Area?
I have a problem with spam?
My name is missing from the Global Address List (GAL) or my details are incorrect?
I have a duplicate entry in the Global Address List (GAL)?
Exchange Accounts
Managing my Exchange Mailbox/Account This will cover the following issues:- How big is my Exchange Mailbox quota?
- How does my Exchange Mailbox work?
- How can I manage my Exchange Mailbox?
How big is my Exchange Mailbox quota?
The Staff only Exchange quota is set at 175Mbs, upon exceeding this, users will receive a warning message asking them to reduce their mailbox. If their mailbox increases to 185Mbs they will receive a further warning and will not be able to send email. At 200Mbs there is a final warning to inform the user that they will not be able to send or receive email.
How does my Exchange Mailbox work?
On Exchange all mail folders count towards the quota. This includes Deleted Items, Drafts, Inbox, Junk E-mail, Sent Items, and even items in your Calendar and Contacts.
How can I manage my Exchange Mailbox?
Exchange users already benefit from having larger inboxes than IMAP users. Unlike IMAP the system will not automatically archive emails that exceed quota for a set duration; the responsibility lies solely with the user.
We offer the following advice on managing an Exchange mailbox.
- As all folders count towards the quota, clearing out deleted items and sent items is often a quick way to get under quota. Deleting emails from your sent items folder will only move them to your deleted items folder, so remember to delete them again from your deleted items.
- Focus on deleting emails with attachments as these will take up the most space. If you need to keep the attachment, save it to your CFS.
- Archive your emails to your CFS or your machines hard drive, by creating Personal Folders. See our helpsheet - E10: How to create Personal Folders for archiving content in Outlook for more information on setting up Personal Folders.
- The above helpsheet also contains useful information on how to look up your mailbox size.
My Outlook Reminders do not work?
Check the following:
On the ‘Tools’ menu, click ‘Options’.
Click the ‘Other’ tab, and then click ‘Advanced Options’.
Click ‘Reminder Options’.
Select the ‘Display the reminder’ check box.
If you display reminders, select the ‘Play reminder sound’ check box, and then, if you want, enter the path of a sound file.
Other than that, here's some other things which may work:
The Outlook program itself controls reminders, and must be running in order to receive those reminders. Make sure your Outlook program is running in order to receive reminders.
Reminders are only activated from within the primary. The Calendar or Task reminder must be in your primary folder, the primary folder being where you receive your messages. For example, if emails are received in the Exchange mailbox location (the primary location) and a Task reminder is set up on an email in the personal folder location, the reminder won’t trigger as the Exchange mailbox is set as the primary, not the personal folder location.
The reminders folder could be damaged or contain corrupted reminder items. This can be resolved by doing the following: Quit Outlook and select Start > Run... Type ‘outlook /cleanreminders’ (without the quotes), and select OK. This should clean any corrupted items from your reminder folder (note - you may need administrator access - if so, ask your Helpdesk to assign a technician.
How do I add or remove national holidays in my Calendar?
See the Microsoft support article:
http://office.microsoft.com/en-us/outlook/HP052429441033.aspx
How do I download a new address book (Global Address List) in Outlook?
The Outlook Web Access will automatically display the up to date address book, however Outlook does not always synchronise immediately and you may need to download new address book to view the up to date contacts. With Outlook open go to ‘Tools’ > ‘Send and Receive’ > ‘Download Address Book’, leave the option as the default (should be Full Address book) and click ‘Ok’.
Other
I am not able to send or receive emails?
First check with a colleague that they can send and receive emails, it may be a problem with the email service. If you are also unable to surf external web pages, the problem may be with your network connection. Contact the IT Helpdesk in both instances to alert them of the problem.
If you are using Outlook as your email client and are on the Exchange service, first check that you are not working offline. In Outlook, go to ‘File’ and ensure there is no tick next to ‘Work Offline’. If there is select the option to remove it, try and send a test email. If you continue to have problems, conduct the following to assist Helpdesk in their diagnosis. Check if you can send an email to yourself (and if you receive it) in either Webmail or the Outlook Web Access (depending on what service you are on) at http://webmail.uea.ac.uk/. When signing into either, make sure your username is in lowercase letters as this can cause problems.
I get a bounce message when sending an email, what should I do?
A bounce message may occur for several reasons; any bounce message should offer the reason why the bounce occurred. The sender can therefore check several things before contacting the IT Helpdesk.
In the first instance, check the bounce message to make sure you have sent to the correct address, it will list the address it bounced from. If the address is correct, contact the person you wish to send too and ask them if their email address is still active. A bounce may occur if the receivers account is over quota, does the message confirm that. If this is the case, you will not be able to send until the receiver gets under quota (contact the user to alert them, if you can).
Sometimes a bounce will occur due to a system problem, for example users sending to UEA accounts will sometimes get a ‘suspected mail loop’ bounce message. Report these to the IT Helpdesk. Another example is if an external sender has an old address in the format ‘address@exch.uea.ac.uk’ for an Exchange user at the UEA. These will be rejected with a bounce. The correct format is ‘address@uea.ac.uk’.
If none of the checks above yield the answer to why your email bounced, forward your bounce message to the IT Helpdesk and ask them to investigate.
How can I specify which folders (including personal folders) to search for an email in Outlook?
Click on ‘Find’ in the toolbar menu and then select ‘Options’ > ‘Advanced Find…’ in the search toolbar. Next to the ‘In:’ field select ‘Browse…’ This will bring up a further menu where you can select which folders (including personal folders) that you wish to conduct your search in.
How do I prevent Outlook from automatically removing what it considers extra line breaks?
Open Outlook and go to ‘Tools’ > ‘Options’ and ensure the ‘Preferences’ tab is highlighted. Click ‘Email Options…’ and then untick the option ‘Remove extra line breaks in plain text messages’.
I do not have the option to send an email to any of my personal contacts?
Right click on ‘Contacts’ in your folder list, click ‘Properties’ and highlight the ‘Outlook Address Book’ tab. Tick the box 'Show this folder as an E-mail Address book'.
How do I delete a name from the AutoComplete list?
See the Microsoft support article: http://office.microsoft.com/en-us/outlook/HP063766471033.aspx?pid=CH010496931033
My web browser security settings are preventing me from accessing the Webmail or Outlook Web Access service?
The easiest way to circum-navigate your settings, while ensuring security is in place for all other sites, is to add the UEA as a trusted site. These settings are for Internet Explorer 6.0, but they should be similiar in other browsers. Open Internet Explorer, go to 'Tools' > 'Internet Options...', and click on the 'Security' tab. Highlight 'Trusted sites' at the top and click 'Sites...' Add the following address to the 'Add this website to the zone' box: 'https://*.uea.ac.uk' and then click 'Add'. You should see the address added to the Web sites exceptions box at the bottom. Click 'Ok' to exit.
Attachments are greyed out or I am denied downloading in an email using Microsoft Outlook Express in an IT Area?
Please follow these steps: In Outlook Express, go to the Tools menu click Options, then under the Security tab untick the box next to 'Do not allow attachments to be saved or opened that could potentially be a virus'. Click Apply and Ok to exit.
I have a problem with Spam?
See our Spam Email FAQs
My name is missing from the Global Address List (GAL) or my details are incorrect?
Only staff and generic accounts are listed in the GAL. For Students accounts check the Intranet Email Search facility. If your staff and your name is missing, contact the IT Helpdesk and they will be able to unhide your details. Once unhidden this will take approximately an hour before being visibile in the GAL; you may also need to download the new address book. In Outlook, go to the 'Tools' menu > 'Send/Receive' > 'Download Address Book...'
Your personal details in the GAL are taken from HR records, if they are incorrect please contact HR direct to get them updated. Incorrect room details and telephone numbers can be updated by contacting the Telephonists (telephonists@uea.ac.uk).
I have a duplicate entry in the Global Address List (GAL)?
Contact the IT Helpdesk with details of the incorrect account, they will arrange for it's removal.
If the above FAQs do not answer your query then you could try the following:
Email section of this website
Email helpsheets
Contact the IT Helpdesk (see below)
