Microsoft Exchange 2007

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1 Microsoft Exchange 2007 On September 14, 2009 the College will convert its employee system to Exchange This affects the that you send and receive via your bucks.edu account. This conversion will offer users the following advantages: Ability to set individual out of office messages without contacting ITS staff. Individual control over shared calendar features. Global contact list for all College users. Web access to Outlook Exchange. Part I: Outlook Desktop Changes Your Exchange will be stored for one (1) year. Any mail you wish to keep MUST be moved to your Personal Folders. Mail located in your Personal Folders is retained on the desktop system until deleted by the user or by ITS staff when the system is taken out of service or reassigned. For operational and liability reasons, personal mailbox capacity limits will be set to 500 MB. Example of Outlook Mailbox before Exchange 2007 conversion: 1

2 Example of Outlook Mailbox after Exchange 2007 conversion. Note the two areas: Exchange Folder area and Personal Folder area. Items in the Exchange Folder area will be accessible from any computer anywhere that has Internet access via Outlook Web Access. Items in the Personal Folder area will only be accessible on your College assigned computer via Outlook. You will not be able to access any of these items via Outlook Web. Exchange Folders Personal Folders 2

3 Part 2: Outlook Web Access Outlook Web Access will allow 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 your via Outlook Web. IMPORTANT: You will have access to your Exchange Calendar, Inbox, Tasks, etc. You will not have access to your Personal Folders (which includes your Personal Calendar). Keep in mind that anything you want access to when you are off campus should be maintained in the Exchange area not Personal Folders. Your Exchange will be stored for one (1) year. Any mail you wish to keep MUST be moved to your Personal Folders. Mail located in your Personal Folders is retained on the desktop system until deleted by the user or by ITS staff when the system is taken out of service or reassigned. For operational and liability reasons, personal mailbox capacity limits will be set to 500 MB. When using Outlook Web Access it is important to note that any read mail will not appear in your Outlook desktop account as new. This also applies to any smart phone users. 1. To access Outlook Web, go to: 2. Log in with your User name and Password. 3

4 Example of Outlook Web Access Screen and Exchange Folder area. Note: For additional information or help using Outlook Web, click the question mark upper right corner for Outlook Help or visit in the 4

5 Part 3: Mail Management accounts can become very large and unmanageable. With the changes coming to the College s system it is now more important than ever to maintain control of your account. This tutorial will cover how to manage your 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 one year time period should be moved to a personal mailbox (Personal Folders). For operational and liability reasons, personal mailbox capacity limits will be set to 500 MB. 3. Saving you can save messages as an HTML documents and store them on your computer s hard drive, or any removable storage device (CD, Flash Drive, etc.) Open the message to be saved. Click the Office button, slide the mouse down to Save As and then click Save As. 5

6 The Save As dialog box will open Click the down arrow next to the Save in: box. Browse to the location where you want to save the message. For this tutorial we will choose My Documents. Go to File name at the bottom of the window. Notice that the message as an.htm extension. The message will be saved in HTML format. Click Save. 4. Rules About Server-based Rules and Client-Only Rules If you have an account on a Microsoft Exchange Server, the server can apply rules to your messages even if you don't have Outlook running. These are called server-based rules. The rules must be set to be applied to messages when you receive 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 you start 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 your 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. 6

7 5. Archiving Outlook Messages Click the File menu and then the Archive menu option. 7

8 In the Archive dialog box, click on the folder you want 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. For additional help, contact the Technology Learning Center at or 8

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