Microsoft Outlook 2007

Transcription

1 Microsoft Outlook 2007 Frequently Asked Questions 1. How can I find information about Outlook 2007 and Outlook Web Access (OWA)? Refer to documents located on the login screen of OWA at Review FAQs, manual, or go to 2. What do I do if I cannot find the answer to my questions in the FAQs? Contact the Help Desk at helpdesk@cms.k12.nc.us or 5736 with any questions or issues not addressed on FAQs 3. How will Outlook 2007 with Exchange be different than Sun Java? All messages will be retained on server E mail and calendar will use an Outlook Interface 4. Will my user name and password change? Your e mail address will remain the same. When you login to OWA you will need to use your Active Directory (AD)/Computer Login account name. Your e mail password will now be the same as your AD password. You can locate your AD Login by pressing and holding CRTL, ALT, Delete. 5. What is my AD Login ID? How can I find it? Your AD login is how you login to your computer. You can press CTRL, ALT, DELETE to view your computer login. 6. What will be converted? E mail? Calendar? Contacts? District Created Mail Lists? All of these will be moved over to the new mail system. Personal distribution lists created by employee will not be converted. The employee will need to re create them. 1

2 7. Where can I find my messages that were saved on Sun Java or on my local machine? Webmail and IMAP users will see their messages in their inbox of OWA or Outlook. Outlook users will now have two inboxes. Your new messages that are stored on the server are located in the first Inbox folder. Your old messages/data will be located under Personal Folders. 8. How can I get in Outlook Web Access (OWA)? Enter, in your Internet Explorer browser. Once you are at the Login screen, enter your AD ID and your current AD password. This will take you into OWA. 9. How do I get a CMS e mail account? New employees create their e mail account during their Orientation process at the Ed Center or following instructions they receive in their Orientation packet. 10. Will this change the way I currently login to other applications? No, you will continue to login the way you do now to 2

3 Intranet Web Applications MyPD NCWise Lawson MMIS 11. What is the Message Retention Timeline? Inbox: messages automatically deleted after 120 days Sent box: messages automatically deleted after 120 days Trash box: messages automatically deleted after 30 days 12. Should I quit using Outlook? The conversion will not force you to change from your current program. You will now have two inboxes in your Outlook account. 13. What do I need to do if I use Outlook? You will not have to do anything, messaging will not be affected. If your AD account and your e mail account are not the same and if you did not reply to request to supply AD account you may be prompted to provide your user name and password. This will be your AD account login and password and should be saved. Calendar will look different since it is now an Outlook integrated interface. 14. Can I invite someone outside of my building to a meeting? You may invite them, but they will receive an e mail invite, no calendar event will show up on the Sun Java calendar other CMS employees are still using. Only people who have been converted from the Sun Java calendar system to the new Microsoft Outlook calendar system will have access to view events on your calendar or respond to your invitations. 15. Can I send or forward joke, chain letter, or other non work related e mails? No, see CMS E mail Use Policy. 16. What is SPAM? SPAM is unsolicited and unwanted e mail sent to many people To help avoid SPAM: Forward SPAM or suspicious e mails to spam@cms.k12.nc.us Do not list your full e mail address on the CMS Internet website or any other school or teacher site. Request that your e mail address be formed using the Mail Robot instructions are on the CMS Pages Support Site. Avoid joining lists. Many times these lists market e mail addresses to others. 3

4 Avoid long lists of e mail addresses in messages, use Bcc or distribution lists. Do not respond to SPAM. Do not unsubscribe to SPAM Delete e mail addresses visible in the body of messages being forwarded. 17. What should I do about my Hotmail, Yahoo Mail, Gmail, College, Business, or other personal e mail account? You can keep them for personal use outside CMS. Charlotte Mecklenburg Schools provides electronicmail (e mail) for all staff to enhance communication internally and externally. The use of e mail must be in support of education and research and consistent with the educational objectives of CMS. All e mail communications and information transmitted by, received from or stored on district servers or computers are the property of the district. As such, CMS e mail should be used for job related purposes only. 18. Are my CMS e mails private? No, CMS e mail is public record. According to the North Carolina Public Records Laws, specifically N.C.G.S , electronic mail ( ) and other like electronic records are considered public records. Notwithstanding the aforementioned, there are limited exceptions to public disclosure of e mail communications, which include: e mails associated with personnel actions, e mails subject to the attorney client privilege, and e mails containing information that are exempt from public disclosure pursuant to the Family Educational Rights and Privacy Act ( FERPA ). However, the vast majority of the e mail traffic generated within CMS is a public record, and when requested, will require public disclosure. As a public employee of CMS, you may not make any assumption of privacy when you use CMS e mail. It is not uncommon for CMS to receive public records requests for e mail traffic of employees from individuals or groups. Please keep this in mind as you use this important communication channel every day. In addition to public records requests, certain staff members within Technology Services have job functions which occasionally require them to have access to e mails. These individuals with this access understand that accessing individual e mail accounts is for business purposes only and that to simply read through files is a serious breach of ethics and is subject to disciplinary action. 19. How can I protect my e mail messages and make sure others cannot read them? Your password is your main security. Change it to something others could not guess. It must be at least five characters long. CMS Technology services recommends that you use a complex password consisting of eight characters, a combination of alpha and numeric, a special character, upper and lower case letters. Passwords for AD and e mail must be changed by pressing and holding CTRL, ALT, DELETE, then clicking on Change a Password. Remember AD and e mail passwords are now the same. Other authentication logins now use your old e mail address and password. To change this password, go to the link on the Intranet just below the login area. Never leave the computer with your e mail account open on the screen. All e mail accounts shall be used only by the authorized user. Sharing and ID and password with any other person is discouraged. E mail is 4

5 not as secure as other means of communication, so personal or sensitive information should not be put in an e mail message. 20. Does my e mail box have a size limitation? Yes, each e mail box will have the same quota as you previously had with Sun Java. E mail accounts with the previous limitation of 20 MB will now have 50 MB of storage. If your limit is exceeded, the next e mail message will be held and you will be reminded to clear out your mailbox. Total mailbox size includes all e mail folders (including any folders you have created) within OWA and Outlook. 21. I am having trouble accessing OWA from home, what can I do? OWA should be accessed with Microsoft Internet Explorer. It will work with limited functionality with other browsers. If you or your Internet Service Provider has pop up blockers enabled you will need to allow them for OWA. Many of the screens/windows used in OWA are considered pop ups. Failure to allow pop ups will prevent user from composing or responding to messages. Delete old favorites and shortcuts that you may have used for CMS Webmail. Then access the new site address of AOL browsers: Open AOL to get connection to internet, then open Internet Explorer use the new link: RoadRunner browsers: Open Internet Explorer and type the new link: Delete any "Favorites" pointing to the old version's URL/web address. Old versions of Internet Explorer: Go to Microsoft.com to get an upgrade of Internet Explorer on your computer at home. The "java script" errors usually come from either your current Internet Explorer settings under Tools > Internet Options or the version of Internet Explorer that you are using. You can determine your version by clicking on Help and then About Internet Explorer. You should have Internet Explorer 6.0 or higher on your CPU. You may need to clear your "cookies" and temporary Internet Explorer files: o On your Internet Explorer menu bar under Tools, select "Internet Options " o Select Delete Cookies o Select Delete Files o Select OK to exit the Internet Options o Then attempt to login to The separator for addresses in the To: and CC: fields is a semicolon (;) a comma (,) will not work. 5

6 23. Why do I not see everyone in my address book? You will only see users moved to the new exchange system. If you know that the users are on the new exchange system, your offline address book may need to be updated. Outlook is configured in cache mode for performance. This means you use an offline address book. This gets updated every 24 hours automatically. You can force it to update automatically within the 24 hour period. To do this follow the following options: Tools >Send/Receive >Download Address Book Choose OK to download the latest Offline Address Book. 24. Why do I receive a calendar error when trying to share calendars? These addresses possibly came from your cached history of addresses and Outlook thinks these are non exchange addresses. If you press delete on the cached addresses and enter them again they should 6

7 work. Also you can click on the To or the Address book and choose the users from the GAL (Global Address List). 25. Sun calendar events were migrated; your calendar needs to be checked thoroughly. Take care to review recurring events. Sun tasks were not converted. 26. If you are prompted with a question regarding importing other accounts, you need to respond No. 27. Why don t I have all the drag and drop, and full features of Outlook Web Access? You may have accidentally chosen to Use the blind and low vision experience. If you do, you will see the below version of outlook without all of the available features. 7

8 If you accidentally choose this setting you can go into the Options, select Accessibility, and uncheck the Use the blind and low vision experience option. 8

9 Logoff and back on and then you should see the full options version of Outlook Web Access. 28. What are the differences between the public or shared computer and private computer login Users should use the "public or shared computer" login option when they are at a CMS site and do not have their own personal computer. If the user has a personal desktop or laptop, then you may want to use the private computer option. When using the public or shared computer option your session will log off sooner than with the private computer option. 29. I am getting a message about my quota, what can I do? During this migration period (through Feb.) we are only processing Emergency Quota Increases. We ask that you always perform the following best practices to keep your mailbox within quota. Remove all non work related s Remove all unneeded items from your Sent Items and Sent folders Remove any other old messages which are no longer needed Save attachments to your home drive / server drive and then delete these messages from your mailbox. Empty your Deleted Items folder 30. If you use OWA with any browser other than IE, you will see the OWA Light Version 31. I would like my to display my nickname, is that possible? We are not taking requests for changes to display names. 9

10 32. How to Re link your Signature in Outlook 2007 Open Outlook and select Tools from the Tool Bar Select Options 10

11 Select File Format Select Signatures and change default signature from NONE to your signature. 11

12 33. How to forward or redirect messages to another account From Outlook Web Access (OWA) The differences and similarities between automatically forwarding and redirecting an incoming message are as follows: Message forwarding When a rule automatically forwards a message that you receive, the rule adds the designation "FW:" to the beginning of the Subject line, changes the message formatting, and forwards the message to the account specified by the rule. The recipient represented by the account sees that the message came from you. A copy of the message you received is left in your inbox or in the folder to which the message was originally delivered. Message redirection When a rule automatically redirects a message that you receive, the rule sends the message, unchanged, to the account specified by the rule. To the recipient, the message appears as though it came directly from the original sender. There is no indication that the message was delivered by way of your account. A copy of the message you received is left in your Inbox or in the folder to which the message was originally delivered. Login to Select Options: 12

13 Select Rules: 13

14 Select New Rule -> Create a new rule for arriving messages: Select Forward or Redirect ( Please read the difference from above) 14

15 Select People or distribution lists: Type the address to forward your s to or choose from the address book and click OK. 15

16 Select save: Confirm your configuration by selecting OK. 16

17 34. How to Find Out How Much Disk Space you are Assigned in OWA 2007? Position the mouse cursor over your mailbox for a few seconds. Your quota and (disk space allocated for your mailbox) will be displayed as well as the amount of that space already in use. 35. How to Verify CMS Addresses in Outlook To verify that a typed CMS address is correct, use the check names function on the tool bar. 17

18 36. How do I connect my personal smart phone to CMS Outlook 2007? Personal Mobile Device connectivity to the New CMS mail system (mail, calendaring, contacts) is not supported by CMS Information Technology, but is accessible by Mobile Devices which support Microsoft Exchange Active Sync. The CMS Exchange Active Sync server address is Below are links to some of the many devices which support Microsoft Active Sync Please check with your smart phone provider for assistance if needed. 18

19 *****Note Personal Blackberry devices do not support Microsoft Active Sync and therefore will not be able to access the CMS system. 37. Things to know about a shared School Calendar using OWA. a. OWA does not allow you to share your calendar but you will be able to view a calendar shared in Desktop Client. b. Any calendar created with Webmail will be converted but will only belong to the owner (creator) of the calendar. c. It will be necessary for the admin user who created the calendar to open the calendar using Outlook 2007 Desktop Client. Desktop Client provides the options to share the calendar and provide permissions for others to update or edit the calendar, if this is necessary. d. The FAQ s document provides instructions for sharing calendars and delegating permissions in Outlook 2007 Desktop Client. e. By default, when you share a School Calendar with staff, they do not have any permissions to edit the calendar. 38. How do you download messages from OWA to the local directory to remove them from the Exchange Server? a. In OWA, double-click on a message to open the message window. b. Click on the Print icon. This will open the Printable window and the Print dialog box. c. Click [Cancel] to lose the Print dialog box. d. Use the File menu and Save As command in the Printable window to store the message in a folder (My Documents) on a local directory. Use the.txt file type so the message will open in any word processor. 39. How do Desktop Client users download messages to a local directory? a. Double-click on a message to open the message window. b. Click on the Office Button and select Save As. c. Select the My Documents folder or a subfolder. d. Assign a name. Use the.txt file type so the message will open in any word processor (Works or Word) program. 40. Can you recover deleted mail items? 19

20 Yes! When you empty the Deleted Items folder, the items are moved to the Recovery list for 30 days. a. In OWA, click Options b. Select the Deleted Items category c. Scroll down to the Recover Deleted Items list d. Use the page arrows to forward to additional pages of items e. Click on any item to be recovered f. Click the blue link to Recover to Deleted Items folder Active Directory Login and Password An Active Directory Login (AD Login) is the way personnel login to their CMS computer. 1. To change your AD Password: a. Open the Windows Security Screen: press and hold CTRL+ALT+DELETE. Select Change Password from the screen choices: b. Enter your existing password as your Old Password c. Enter your existing password as the New password. 20

21 Use your password! 2. To Restart Your computer, click Start > Shut Down > scroll to Restart Computer 3. Beginning Monday, December 8, the way you login to your computer may change. Your previous AD Login may have looked like this (lastnamefirstintialmiddleintial) AD logins have now been changed to look like your e mail address. If your e mail address looks like janem.doe, your new AD will now be janem.doe If you changed your AD password, you will now use your new password. The Log on to will remain CMSDOMAIN if that is how you previously logged in. 21

22 4. Set a Vacation Message In Sun Java. a. Login to webmail at b. Click on Options > Vacation Message > Click in front of Enable Vacation Message for the time period c. Start Vacation Message on: December 5 d. Stop Vacation Message on: December 7 e. Subject: Your Name no e mail access f. Message for External and Internal Messages: Thank you for your e mail this is an automatic reply. Charlotte Mecklenburg Schools is upgrading their e mail system this weekend. Therefore, I will not have access to read or respond to any e mail messages from 5 pm Friday, December 5th until Monday, December 8th at 7 am. g. Click Save 22

23 The Technology Services Department appreciates your cooperation in this matter. Questions may be directed to the Technology Services Help Desk at IMPORTANT All Smart Device (CMS issued Treo s and Blackberries) users should change the password on their devices to reflect their Active Directory (AD) logins. Failure to do this will render your device incapable of receiving . 23