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1 Exchange / Outlook Microsoft Exchange/Outlook offers employees the opportunity to access their anywhere at anytime through Web Access. Changes made through the Exchange Server will be shared to the Web Access system. Some advantages of using the exchange server to read and send are: Ability to set individual out of office messages. Individual control over shared calendar features. Global contact list for all College users. Web access to Outlook Exchange. Part 1: Outlook Desktop Exchange will be stored for one (1) year. To keep it must be archived or moved to Personal Folders. Mail located in the Personal Folders is retained on the desktop system until deleted by the user or when the system is taken out of service or reassigned. For operational and liability reasons, personal mailbox capacity limits will be set to 240 MB. Outlook Mailbox Items in the Exchange Folder area will be accessible from any computer anywhere that has Internet access via Outlook Web Access. Items in the Archives and Personal Folder area will only be accessible on the College assigned computer via Outlook. They will not be able accessible via Outlook Web. Exchange F olders Personal Folders 1

2 Part 2: Outlook Web Access Outlook Web Access allows users to access their from any computer anywhere that has access to the Internet. Outlook Web Access is available for users that do not have a College assigned computer. Outlook Web Access is an additional way to access via the Web, for users who do use Outlook on their College assigned computer. This tutorial will cover how to access via Outlook Web. IMPORTANT: Exchange Calendar, Inbox, Tasks, etc. will be accessible, but Personal Folders (which includes the Personal Calendar) will not. Keep in mind that anything to be accessed off campus should be maintained in the Exchange area not Personal Folders. Exchange will be stored for one (1) year. Any mail a user wants to keep MUST be moved to Personal Folders. Mail located in Personal Folders is retained on the desktop system until deleted by the user or when the system is taken out of service or reassigned. For operational and liability reasons, personal mailbox capacity limits will be set to 240 MB. When using Outlook Web Access it is important to note that any read mail will not appear on the Outlook desktop account as new. This also applies to any smart phone users. 1. To access Outlook Web, go to: the MyBucks Portal. Enter the username and password that you use to log into your college . When logging in from home using Internet Explorer, you will have to login after your username. For example, 2. If you have not set up your MyBucks portal previously you may need to click the Enter your credentials link in the top middle part of the screen. This is a one-time step. Skip to step 4 if you have completed this process in the past. 2

3 3. After clicking the Enter your credentials link, the following window opens. Enter the username and password that you use for your college . Once completed, click the OK button at the bottom of the window. 4. Once the credentials have been set up or if you have set them up previously, click the link in the top middle part of the screen, You have unread messages. Example of Outlook Web Access Screen and Exchange Folder area. 3

4 Note: For additional information or help using Outlook Web, click the question mark upper right corner for Outlook Help or visit in the Part 3: Mail Management accounts can become very large and unmanageable. This tutorial will cover how to manage including archiving messages and saving messages. 1. Users may view incoming mail with their Outlook client, and this mail will be retained on a server and accessible to the user for one (1) year from date of receipt. 2. Personal Folders Any mail the user anticipates needing beyond the 90-day time period should be moved to a personal mailbox (Personal Folders). Mail moved to a personal mailbox is retained on the desktop system for one (1) year. For operational and liability reasons, personal mailbox capacity limits will be set to 240 MB. 3. Saving messages can be saved as an HTML documents and stored them on the computer s hard drive, or any removable storage device (CD, Flash Drive, etc.) Open the message to be saved. Click the File menu button, then click Save As. 4

5 The Save As dialog box will open Click the down arrow next to the Save in: box. Browse to the location where the message is to be saved. For this tutorial we will choose Documents. Go to File name at the bottom of the window. Notice that the message has an.htm extension. The message will be saved in HTML format. Click Save. 4. Rules About Server-based Rules and Client-Only Rules 5

6 The server can apply rules to messages even if Outlook is not running. These are called server-based rules. The rules must be set to be applied to messages when receiving them in the Inbox on the server, and the rules must be able to run to completion on the server. For example, a rule can't be applied on the server if the action specifies that a message be printed. If a rule can't be applied on the server, it is applied when starting Outlook. A rule that can't be applied on the server has the words "client-only" added to the end of the rule's name. Client-only rules are applied after all other rules. If the list of rules contains rules that can be run on the server as well as those that can't, the server-based rules are applied first, followed by the client-only rules. 5. Archiving Outlook Messages Click the File menu, then click the Cleanup Tools option, then click Archive In the Archive dialog box, click on the folder to archive. Go to the Archive items older than: and click the down arrow to change the date. Click the Browse button to select the location where the file is to be saved. Once all of the options have been selected, click the OK button. The file is now saved to the indicated location. 6

7 For additional help, contact the Technology Learning Center at or 7

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