Outlook Email Update

We are in the process of changing email servers. The new version (2010) looks very similar to the older one but there are a few differences.

Conversations

The new version allows you to sort messages by “conversations”. It is sorting by conversations similar to how theipad works. ” This feature can be turned off and on so if this isn't something that works for you, or at least not now, click where it says conversations by date. (It's just under the search box.) Uncheck conversations and it will be sorted in the way you are use to.

For more information about conversations, watch this quick video or click the help button located in the upper right hand corner.

Recent Email

The “recently used e-mail addresses” that automatically fills in when you enter addresses, will be empty until you rebuilt your list. Your list will get rebuilt each time you send an e-mail to someone. The next time you send them something, it will automatically fill in as you type it.

Other Browsers

The new version allows you to use Chrome, Firefox, IE, Safari, etc as your browser forOWA – Previously, if you used something other than IE, you had to use the “light” version.

Themes

There have been cosmetic upgrades for users as well. Although you are given more options with colors and themes, the change in appearance can make it seem even greater changes occurred. To select a different theme, click on the options link in the upward right hand corner.

  • Distribution Lists (Groups)
  • Creating Groups (Distribution Lists)
  • Click the Contact icon near the bottom of your mail window.
  • Click the down arrow next to New and choose Groups
  • Type the names of the people you want to add to the lists. You can type just the first, last, or just part of the names. Separate each names with a semi-colon.
  • Click the Add to Group button
  • Click Save and Close in the upper left hand corner when you are finished.
  • Sending to multiple d-lists and using blind carbon copy (Bcc)
  • Click New to create a new message and then click on options in the upper right hand corner of the new message window.
  • Choose to show Bcc.
  • Click in the Bcc field.
  • Start typing the name of the group. If it doesn't pop up, you can click the check names button.
  • Shared Calendars

Something new in the update is the ability to share your calendar with another person. First, click on the calendar icon at the bottom of your screen. Next,right click on your Calendar under the section My Calendars on the left-hand side of the screen. Choose Share and Share this calendar. Type the name of the person with who you want to share your calendar. Choose the information to be shared. Click on Share and Change Sharing Permissions at any time to change with who or what information is shared. If you want the person to also be able to edit your calendar, share it and email Lynn Mahony asking for edit rights for that person.

  • Options

Click the Options link in the upper right hand corner of the mail window. Choose See all options

Account- Don’t make changes

Organize E-mail

  • Inbox Rules (Be very careful when using rules or you can miss email)
  • Automatic Replies
  • Create automatic reply (Out of Office) messages here. You select the time frame, the people and the message you want to send.
  • Delivery Reports
  • Use Delivery Reports to search for delivery information about messages that you've sent or received. You can narrow the search to messages with certain keywords in the subject. It doesn’t include the message just the delivery information but you can specify the recipient and sender plus add key words. It might help you find the date and time a message was sent so you can more easily find the full message in your Inbox or Sent Mail.

Groups (Public Groups)

  • Not currently available - A group is a collection of two or more people in an organization's shared address book.
  • Setting
  • Mail
  • Email Signature
  • Requests for read receipts
  • Message format and options
  • Spelling
  • Spelling options
  • Calendar
  • Appearance – How it looks, the times and days that display as the default
  • Reminder options
  • Automatic Processing - Control how meeting requests, responses, and notifications are handled.
  • General -E-Mail Name Resolution and Accessibility
  • Regional -Choose your language, the date and time formats to use, and your time zone.
  • Password -Allows you to change your password
  • S/Mime -deals with security- don’t change or use
  • Phone
  • Use Mobile Phones to remove a phone from the list below, access your device recovery password, initiate a remote device wipe or block your phone if you lose it.
  • To add a new phone to your list, configure the phone to synchronize with Microsoft Exchange. (So far, idevices are automatically syncing but you might have to add some droid smart phones.
  • Block or Allow
  • Junk E-mail Settings

Back-ups

We have weekly back-ups of our files and emails. It is relatively easy to restore a file. It is very difficult to restore an email. Think of it in terms of g-mail. How easy would it be to get Google to recover on g-mail.

  • Look in your Deleted Items Folder
  • You can also right click on the Deleted Items Folder and choose Recover Deleted Items

How much mail do we have on our mail RPS servers?

Our mailboxes have about 2 ½ Terabytes of data. A typical text email is about 10 KB. Consider this math problem….

2,748,779,069,440divided by 10,000 = 274,877,907 text emails

To put it in other words…

125,000 trees worth of printed data

20,000 times more data than the average human knows

2.5 million minutes of MP3 music or 41,666 hours or 1,736 days or 4.75 years of non-stop music

That’s a lot of data to back up! How can we help? Delete the email you don’t need...

Cleaning up your Email

Most people have email sorted by date. To help clean up your mail, temporality sort by size.

  • Click where it says conversations by date or arrange by date. (It's just under the search box.)
  • Click on Size
  • Scroll to the top of your messages if you aren’t already there.
  • If possible, delete some of your large (Enormous, Huge, Very Large) emails. For emails that have attachments you want to keep, consider saving the attachment to your H: drive and deleting the email.
  • Repeat with other folders especially your Sent Items and Deleted Items Folders

You can also set your mail to empty the Deleted Items Folder when you log out.

  • Click on Options in the upper right hand corner.
  • Choose See all options…
  • Choose Settings located on the left hand side of the window.
  • Scroll down and click to put a check mark next toEmptythe Deleted Items folder when I sign out