Working with your NTU off campus

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1 Working with your NTU off campus When you are working on a laptop or at home you can access your via a number of methods. Using Outlook Web Access or NOW, you can access your via any major web browser such as IE, Firefox, Opera, Safari on most operating systems e.g. Windows XP, Vista, Mac OS and Linux using or This will give access to in your exchange mailbox including archived . You can use NTUanywhere and the Staff VPN Network Connect feature and establish a connection between your home PC and the NTU network enabling you to access networked resources such as home directories and outlook, you will need an up to date Anti Virus program and a copy of Outlook 2003 or 2007 This user guide explains how to set up your Outlook client correctly for working away from the university including how to access archived and working offline. It assumes that you are already familiar with NTUanywhere service and the staff VPN. For more information about NTUanywhere including a user guide, please visit

2 1.0 Configuring the full Outlook client on a laptop Connect to the NTU network using the staff VPN Go to Start and right click on the Microsoft Office Outlook Icon and select Properties Click on Add. Type in a name for the profile and click ok

3 Select Add a new Account and click next Select Microsoft Exchange Server and click Next

4 Type in the Microsoft Exchange Server name as cherry.ads.ntu.ac.uk, leave Use Cached Exchange Mode checked. Type in your firstname.surname as listed in your address in User Name and click on Check Name, this will underline you name and the server you are on which may change from Cherry. Click on Next

5 Click on Finish Click on OK, your outlook profile is now setup

6 2.0 Configuring outlook to work online or offline When using outlook in cached mode a copy of the mailbox is made on the local machine which you can work with either online connected to exchange or offline when disconnected. Changes made in offline mode are updated to the server when you next connect. You can determine and change your working mode by clicking and looking in the bottom right corner of outlook. Selecting Work Offline will put you into offline mode, selecting it again will put you back in online mode if the server is available. 2.1 Configuring Outlook cached mode efficiently It is possible to set up outlook when working away from the university to only store locally the mail that you actually need access to rather than holding everything in your mailbox which may take up a lot of space on the local PC. Filters can be applied to folders so that only items within a set of criteria are downloaded. This is configured on a folder by folder basis so its best to apply filters only to the largest folders. The excluded by the filters is still available on the exchange server and can be accessed via web access.

7 Right click on the folder to apply the filter to and click on properties. Select the Synchronization Tab and click on Filter

8 Lots of criteria are available for the filter for example on included items with certain words in the subject or from or to certain people

9 In this case we will set a filter to only show in the inbox which was received after a certain date. Select the Advanced Tab and then Field, Date/Time fields Received Select in the Condition drop down menu on or after

10 Type in a date in the format DD/MM/YYYY Click on Add to List If required multiple criteria can be used. Click on Ok when finished A message will appear stating that any local copies of messages that are excluded from the filter will be removed. They will not be removed from the exchange server only the local machine. Click OK twice.

11 If you now click on Send/Receive the filter will be applied to the folder. If you wish to check the difference between your local copy and the server copy of you mailbox ensure you are online. Look at the properties of the folder and the synchronization tab. This will tell you if a filter is applied and what is stored on the server and what is stored locally in the offline folder.

12 3.0 Installing the archiving client Download to your local machine the archiving client from the following location while connected via the staff VPN - \\Holly\EASHomeClient Ensure outlook is closed and double click on the msi to run the install The EAS Home client will install with no further input needed and it shouldn t take much more than 30 seconds. If required at a later point it can be removed from Add Remove Programs. On starting outlook the only difference will be an additional Tool bar with the Sync button.

13 3.1 Working with archived that has been archived will have a different icon from, normal s, you can work with them generally in the same way as you would a normal message but there are a few differences. Archived Icon When you preview an archive (Stub) the message will appear showing the text of the message only, no formatting or attachments will be shown, any attachments in the original message will listed at the bottom of the stub. Depending on the size of the message when you double click on it you may get the following Box appear as the is downloaded from the archive.

14 The message that opens can be viewed in the same way as a normal message with the following differences. You cannot use the next and previous item buttons to move through messages. You cannot delete the message from within the message but it can be deleted from the folder view. You cannot move the message to a different folder from within the message but it can be moved from the folder view. If you wish to make changes to an archived message then open the message as normal, make the changes then go to File and select Copy to Folder then Select the folder to copy the message to. This will make a new copy of the archived items with today s date and time. If required the original archived item can then be deleted. If you wish to attach archived s to a new message you are sending by dragging and dropping the message onto a new message or using the Insert Item option then make sure you have used the File and Copy to Folder option as described above or only the stubbed message will be added, no attachments or formatting will be available in the attached message.

15 3.2 Working with synchronized Offline Archive If you require access to your archived when offline then you can synchronize your archived items with your local outlook. This will make a copy of any archived items in your cached mode mailbox on your local machine. Please be aware if you have a lot of archived this could take a long time to synchronise and could take up considerable space on your local hard drive. It is recommended that you use filters to ensure that you only have on the local machine messages that you need access to. To synchronize your archived click on the Sync button. A dialogue will come up that will scan you local mailbox and gather a list of all archived s. Now another dialogue will come up and all the archived messages will be downloaded to the local machine including formatting and any attachments. Now when you open an archived message even when offline and disconnected from NTU or the internet you will still be able to open archived messages. Advanced users only If you wish to remove your offline archive from your local machine then go to the following location for your profile and delete the offline.eas folder

16 C:\Documents and Settings\Your Profile name\local Settings\Application Data\Microsoft\Outlook \

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