Exchange FAQ
My e-mail address is username@uc.edu or firstname.lastname@uc.edu. What kind of e-mail do I have?
I’m getting “over-quota” messages, even though I have cleaned up my account. What should I do?
How can I get an Exchange account?
How do I schedule a Conference Room?
How do I change my Exchange (Outlook) password?
How do I create a Personal Folder for e-mail on my hard drive or server?
Can multiple users access their individual e-mail accounts from one computer?
How do I filter junk and adult content e-mail in Outlook 2000 and XP?
How do I view the Size field in the Outlook inbox?
How do I view the size of an Outlook Mailbox?
Trying to access my mail account via the Web, I get an error message regarding a failure to get my inbox.
How can I check to see if I have Journaling enabled?
How do I clear out old Outlook journals?
How do I configure Outlook to automatically empty the Wastebasket?
How do I manually empty the Wastebasket?
How do I compact my Personal Folder to reduce the space it consumes?
My Outlook nicknames are not able to identify recipients, are offering incorrect addresses or are sending mail to the wrong people.
How do I reset the nickname cache in Outlook?
I cannot send or receive mail and messages stay in my sent items folder.
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My e-mail address is username@uc.edu or firstname.lastname@uc.edu. What kind of e-mail do I have?
A firstname.lastname@uc.edu address is an alias. It points to an e-mail address. If you use Bearcat Online, you have a POP3 (Post Office Protocol 3) account. Using Exchange, you have a MAPI account. You can tell which you have by looking at the settings in your e-mail software.
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I’m getting over-quota messages, even though I have cleaned up my account. What should I do?
This depends on the type of e-mail and the software you are using to access it.
If you use Eudora Pro, remove the check mark from “Leave mail on server” under the “Checking Mail” category. This will POP all your e-mail down from the server. If Eudora is set up as an IMAP, simply deleting messages from your mailboxes and emptying the trash will clean it up.
If you use Outlook, clean out your Sent, Inbox, and Deleted items folders. Make sure Journaling is not turned on and clean out the journal. Also, clean out any subfolders under your Inbox, Deleted items, and Sent items. It is better to have subfolders under a personal folder and to archive messages regularly.
Using Outlook 2000 and above, you can determine the total size of your mailbox and the size of each folder within the mailbox by performing the following steps:
- highlight the mailbox
- right click and select Properties
- click the folder size button
You can sort the e-mail messages by size, to facilitate the review of large messages for potential archiving, off-line, personal folder usage, or deletion.
E-mail messages deleted (i.e., moved to the Deleted Items folder) are still part of your total message quota. Empty Deleted Items to permanently remove the messages.
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How can I get an Exchange account?
Normally, each department has a designated site coordinator who coordinates user account maintenance and is the first line of contact for users. It is the responsibility of each site coordinator to send any account maintenance request to TECHNICIAN@UC.EDU with the appropriate information for account processing. Required information is first name, last name, department, and employee ID.
Users are authenticated by matching employee IDs against the University of Cincinnati employee database. The information is strictly confidential and will only be used by the Exchange Administrator for account validation. UCit notifies the site coordinator upon account creation.
If you are not affiliated with any university departments or do not know who your site coordinator is, please contact the UCit Help Desk at 556-HELP for assistance.
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How do I schedule a Conference Room?
Log into your Outlook account and pull up your Calendar. From the File menu, select Open Special Folder, then Exchange Server Folder.
On the next screen, type in the username of the conference room or click on Name to look up the resource, typically named "Conf Rm-" followed by the building and room number.
Select a conference room, and press Return to access the room's calendar. Select the day you would like to schedule and add your name to the subject field.
To schedule a Conference Room from Outlook for the Macintosh
Log into your Outlook account and pull up your Calendar.
From the File menu, select Open, then Other's Appointment Book.
On the next screen, type in the last name of the conference room, typically "Conf Rm-" followed by the building and room number.
Highlight a conference room and press Return to access that room's calendar. Select the day you would like to schedule.
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How do I change my Exchange (Outlook) password?
To change your password in Outlook 98 or Outlook 2000:
Start the Outlook client and connect to the server as usual.
Under Tools on the menu bar, select Options.
Click on the Other tab.
Click the Advanced Options button.
Click the Custom Forms button.
Click the Password button.
Enter the appropriate information as follows.
Note: Passwords are case sensitive and must be at least four characters.
Username:
Domain: UNIVCIN
Old Password:
New password:
Confirm New Password:
Click OK. You will receive a prompt stating your password has been changed. Click OK.
To change your password in Office XP:
Click on File, then New, then Outlook Data File.
Click on Personal Folder File and then OK.
Choose where you want to store the personal file and click OK.
Keep the default settings. We do not recommend setting the password as the Exchange Administrator cannot over ride this password.
Click OK to create the personal folders file.
To change your password in Outlook Web Access (OWA):
Direct your web browser to https://ucowa.uc.edu.
Log in using your username, password, and domain name (UNIVCIN).
Select Options.
Click on the Change Password button.
Enter the appropriate information, as follows.
Note: Passwords are case sensitive and must be at least four characters.
Domain: UNIVCIN
Account: (your username)
Old password:
New password:
Confirm new password:
Click OK. You will receive a prompt stating your password has been changed.
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How do I create a Personal Folder for e-mail on my hard drive or server?
With disk restrictions on user accounts it may become necessary to save messages to your hard drive/server. Any messages saved to your hard drive/server are within a Personal Folder.
To create a Personal Folder, click on Tools and scroll down to Services.
Click on the Add button.
Select Personal Folder and click on OK.
Now you will be prompted to name the file that will contain all the messages on your hard drive/server. I suggest assigning your username as the filename with the .pst extension.
After supplying a filename, you will see this screen. You can encrypt your hard drive messages or password protect them. If you don't want to activate any of these options, click OK.
Your Personal Folder will be listed in your Outlook folder list or folder view. You can click and drag messages to your Personal Folder and the system will automatically copy the items to your *.pst file on your hard drive/server.
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Can multiple users access their individual e-mail accounts from one computer?
If more than one person is using a computer, it will be necessary to set up Outlook with multiple profiles, so each user can access his or her own e-mail.
Log into Outlook under the initial user.
Go to Tools and Options.
On the General Tab, check the "prompt for a profile" option.
Click OK to save your changes.
Exit Outlook.
Double click on the Outlook icon to start Outlook again.
When prompted for the profile, click the New button.
Only configure the Microsoft Exchange Server service.
Enter the server name (UCMAIL.UC.EDU) and Mailbox (username) for the next profile.
Answer other prompts.
Note: You may want to give the Personal Address Book file a different name per user (i.e., username.pab) to keep the users' nicknames and distribution lists separate.
Continue creating profiles for each desired user.
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How do I filter junk and adult content e-mail in Outlook 2000 and XP?
Click on Tools.
Click on Organize.
Click on Junk E-mail or Adult Content E-mail.
Click on the down arrow next to color and choose move.
Click on the folder down arrow to choose a folder to receive it. Usually deleted items is preferred.
Click turn on.
Now when a message comes in you will have to:
Right click on the message.
Choose Junk E-mail or Adult Content E-mail.
Choose Add to Junk senders list or Adult Content senders list.
E-mail coming from this address will now be directed to the deleted items folder.
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How do I view the Size field in the inbox in Outlook?
Not all versions of Outlook automatically have the "Size" field shown in the inbox. To add a "Size" field:
Go to the View menu, then Current View, and click on Customize Current View.
When the dialog box appears, click on Fields.
The Size option will appear on the left. Left-click and drag Size into the column on the right. The red dotted line shows which fields it will appear between.
Click OK, and click OK again to save your changes.
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How do I view the size of an Outlook Mailbox?
Right click on Outlook Today and go to Properties.
Click Folder Size.
You can see the size of the whole mailbox and what is in each folder.
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Trying to access my mail account via the Web, I get an error message regarding a failure to get my inbox.
You may receive one of the following error messages when trying to access your e-mail account via the Web.
Failed to get inbox
- or -
OWA was unable to get to your inbox
This occurs when the specified alias or username is not unique within the Microsoft Exchange Global Address List. Due to the number of users defined in the global tables, some aliases may be ambiguous.
If this occurs, enter your fully qualified SMTP address in the Users Mailbox field. The SMTP address is guaranteed to be unique. A fully qualified SMTP address would be username@ucmail.uc.edu.
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How can I check to see if I have Journaling enabled?
Journaling lets you track changes to documents, but can take up considerable space when used extensively. To insure that you do not have journaling enabled:
Start Outlook and log into your account.
Select Tools on menu bar and scroll down to Options.
For Outlook 98/2000/XP - Click on the Preferences Tab and Journal button.
For Outlook 97 - Click on the Journal Tab.
If items are checked, deselect them.
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How do I clear out old Outlook journals?
Start up Outlook and log into your account.
On display area (Outlook Bar) select the Journal Icon.
In the message display area, journal items will be displayed:
Entry Type : Microsoft Excel
Entry Type : Microsoft Word
etc.
With the mouse, select each type, then rght click.
Select delete option to move the entries into the Wastebasket.
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How do I configure Outlook to automatically empty the Wastebasket?
You can configure your Outlook profile to automatically empty the Wastebasket upon logging out. This will insure that the deleted items are removed from the server when you exit Outlook. To do this, perform the following:
Start up Outlook and log into your account.
Select Tools on the menu bar and scroll down to Options.
For Outlook 98/XP/2000 - Click on the Other tab.
For Outlook 97 - Click on the General Tab.
Check the box for "Empty the Deleted Items folder upon exiting."
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How do I manually empty my Wastebasket?
Data in the Wastebasket is not automatically removed from the Exchange server and will continuing consuming part of your storage allocation. To manually empty the Wastebasket:
Highlight the "Deleted Items Folder."
Right click and select "Empty Deleted Items Folders."
- or -
Select Tools on the menu bar.
Scroll down to "Empty Deleted Items Folder."
Click on the Yes button to permanently delete items in the Deleted Items Folder.
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How do I compact my Personal Folder to reduce the space it consumes?
UCit recommends that users periodically review the contents of their Personal folders and delete items which are no longer required. Personal folders have a two-gig capacity. Users who store their Personal folders on a file server can greatly increase the storage requirements and backup times of that server if those Personal folders are not reguarly reviewed and compacted.
After reviewing it, you must compact the Personal folder (PST file) to reclaim the space of the deleted messages and reduce the size of the PST file. Use the following procedure.
Log into your Outlook account and right click your Personal Folder.
Review the mail in the Personal folder, deleting everything that is no longer necessary. Deleted mail will be moved to the Deleted Items Folder under the Personal Folder.
Having completed your review, right click the Deleted Items Folder under the Personal Folder and select Empty Deleted Items Folder.
Note: This will remove the items from the Personal Folder. Each Personal Folder has its own Deleted Items Folder which is independent of the Inbox Deleted Items Folder.
Right click on the Personal Folder and select Properties for Personal Folder.
Click on the Advanced button.
Click on the Compact Now button to start the compaction of the Personal Folder.
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My Outlook nicknames are not able to identify recipients, are offering incorrect addresses or are sending mail to the wrong people.
Microsoft Outlook maintains a nickname list that is used by both the automatic name checking and the automatic completion features. The nickname list is automatically generated as you use Outlook. If the nickname cache is corrupted, Outlook may not be able to identify recipients, may offer incorrect recipients when automatically completing the e-mail address, or may send messages to the wrong people. To reset the Outlook nickname cache:
Quit Outlook.
Start Windows Explorer.
On the Tools menu, click Folder Options, and then click the View tab.
Under Advanced Settings, click to select the Show hidden files and folders check box.
Click OK.
Click Start, point to Search, and then click For Files or Folders.
In the Search for Files and Folders box, type *.NK2 in the Search for files or folders named box.
In the Look In box, click to select your local hard disk.
Click Search Now.
Right-click the .NK2 file with the name of the profile that you want to reset; click Rename.
Rename the file to profilename.bak; press ENTER.
Quit Windows Explorer.
Restart Outlook.
Outlook will generate a new nickname cache.
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I cannot send or receive mail and messages stay in my sent items folder.
Outlook can be configured to run in cached mode. Cached exchange mode creates a copy of your mailbox which is stored on your computer. This copy provides quick access to your mail, but can also induce other problems, such as the incorrect mail address being used, mail not being sent or received from the local workstation, contacts on the server not appearing as available recipients, scheduled meetings showing up late, and Outlook failing to start.
UCit highly recommends that users do not run in cached mode. To turn off cached mode:
Access Outlook.
On the Menu bar, click Tools/Email Accounts.
Select View or Change existing email accounts and click next.
Select "Microsoft Exchange Server" and click "change."
Uncheck the box that says "Use Cached Exchange mode."
Click Next and Finish.
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