University of Southern Indiana
Outlook Help

Access your Outlook on the web by clicking here.

The purpose of this web page, and the related links, is to answer any questions that the USI faculty and staff might have about Outlook.

Top FAQs

Remote Access Questions and Answers

Q: How do I read my e-mail off-campus?

A1: You can access your email through an internet web page https://outlook.usi.edu. You should see a window saying you are entering a secure site - click OK.  You are then prompted for Username and Password (maybe Domain) For your Username enter your entire email address. If prompted for DOMAIN - enter USI.

A2: You can use Outlook 

  • To use Outlook (NOT Outlook Express) at home you will need the Microsoft Office Software. (Microsoft Office for home use.)
  • If you do NOT dial into USI (as your ISP), you will need to install the VPN software.
  • Setup up Outlook 2003 (see instructions below)
  • Setup up Outlook 2007 (see instructions below)

A3: If you use a client other than Outlook 
You will need to know the server name. Use outlook.usi.edu as the the inbound server. The outbound server name will depend on your ISP.

Set up Outlook Email – Outlook 2007

Click Start, Settings, Control Panel Look for entry that says MAIL. If no entry/icon that says MAIL – make sure you are in Classic View (top left – switch to classic view). If you STILL don’t have an icon labeled MAIL – then exit Control Panel and start Outlook – a wizard should start and walk you through the following steps – starting about step 7.Set up Outlook Email – Outlook 2007

  1. Click MAIL
  2. Click Show Profiles,
  3. Click Add
  4. Profile name – name it your first name ex. CAROL , OK
  5. Click the small box at bottom that says “Manually configure server settings …” , Next
  6. Choose Microsoft Exchange, Next
  7. For MS Exchange server – enter OUTLOOK.USI.EDU 
    UNCHECK the Use Cached Exchange Mode 
    for Username – enter the first part of your email address ex. jsmith Click CHECK NAME
  8. You might be prompted for username and password. Enter your FULL email address for the username and then your password. Click OK
  9. If your password is accepted – the user name field should now contain your lastname, firstname and it should be underlined. Click Next, Finish.
  10. You should now be at the window where it lists all the mail profiles on this machine. Hopefully, YOUR first name is the only one – but if it isn’t… then just make sure that the selected radio button at the bottom is “Always use this profile” – and that the drop down shows your first name. You should now be able to close the control panel and start outlook.

Set up Outlook Email – Outlook 2003

  1. Click Start, Settings, Control Panel Look for entry that says MAIL. If no entry/icon that says MAIL – make sure you are in Classic View (top left – switch to classic view). If you STILL don’t have an icon labeled MAIL – then exit Control Panel and start Outlook – a wizard should start and walk you through the following steps – starting about step 7.
  2. Click MAIL
  3. Click Show Profiles,
  4. Click Add
  5. Profile name – name it your first name ex. CAROL , OK
  6. Let default to “add a new email account” click Next
  7. Choose Microsoft Exchange, Next
  8. For MS Exchange server – enter OUTLOOK.USI.EDU 
    UNCHECK the Use Cached Exchange Mode 
    for Username – enter the first part of your email address ex. jsmith
    Click CHECK NAME
  9. You might be prompted for username and password. Enter your FULL email address for the username and then your password. Click OK
  10. If your password is accepted – the user name field should now contain your lastname, firstname and it should be underlined. Click Next, Finish.
  11. You should now be at the window where it lists all the mail profiles on this machine. Hopefully, YOUR first name is the only one – but if it isn’t… then just make sure that the selected radio button at the bottom is “Always use this profile” – and that the drop down shows your first name. You should now be able to close the control panel and start outlook.

USI Email mailbox size limits

The default mailbox size limit for the faculty/staff Exchange mailboxes is 2 GB. This means that when your mailbox contains 2 GB of "stuff", then you will receive a warning message from the system administrator. When your mailbox contains more than 2.1 GB, you will be prevented from SENDING email. You will still receive messages. IF your mailbox exceeds 2.4 GB, you will not be able to send or receive messages.

FYI: 'mailbox' means all types of items: Mail, Calendar, Sent, Tasks, Deleted items.

The problem is not necessarily the NUMBER of items, but the size of the items your mailbox contains. Mail items with photos, avi, mov, pdf, ppt are typically very large in size.

What can you do if your mailbox is full? The easy answer is Delete items.

Need help with mailbox cleanup? Click HERE (mailbox cleanup).

Your other choice is to move some items to a personal folder. This is a Microsoft term (Personal Folder). They call them this because they are stored on the end user's hard drive vs. stored on the server. A personal folder has a file extention of .pst. A personal folder is NOT a folder you created ON THE SERVER named "personal folder". Click HERE for instructions on creating a personal folder.

Typically the folders that take up the most space are the Sent items and Deleted items. You can use Outlook to Archive these folder items automatically.

FYI: The largest SINGLE message you can send/receive with USI Outlook is 20MB.

In 2003 limits were 15/20/75
Defaults were increased to 22.5/25/75
Defaults were increased to 80/100/120 in 2007
Defaults were increased to 130/140/170 on 9/10/2009
Defaults were increased to 140/150/170 in 2010
Defaults were increased to 170/180/200 on 5/25/2011
Defaults were increased to 200/210/230 on 10/3/2011 
Defaults were increased to 2GB/2.1GB/2.4GB 2/13/2012

MyUSI and Outlook Email

Q: How do I maintain 2 USI email addresses?

A: Every USI employee/student/alumnus automatically gets a MyUSI/Eagles-mail account - this account ends @EAGLES.usi.edu .

Employees also get an Exchange email account - this account ends @usi.edu .

Here are a few options to ease the confusion, of managing 2 email accounts.

Option 1: Forward your EAGLES.usi.edu email to your usi.edu mailbox.

  • After setting this up, you should only need to use Outlook or Outlook Web Access to read mail sent to either of your addresses.
  • Log into MyUSI
  • Click on the Eaglesmail icon (on left).
  • Click OPTIONS (upper right), then SEE ALL OPTIONS
  • Click FORWARD YOUR EMAIL (far right)
  • In the middle pane, lower part of window enter your @usi.edu address in the box below FORWARD MY EMAIL TO:
  • It is your choice to (un)check the box Keep a copy of forwarded messages..
  • Click Button START FORWARDING

Option 2: Use Outlook to Redirect/forward your usi.edu mail to your EAGLES.usi.edu mailbox:

  • Start Outlook 
  • Click Tools, Rules & Alerts 
  • Choose New Rule 
  • Start from a blank Rule 
  • Check when mail arrives 
  • Next, next, yes (all messages),
  • Redirect it to people or distribution list 
  • Also check Delete message 
  • In the lower pane click "People or distribution lists" 
  • In lower box (TO) type your MAIL.usi.edu address (vs picking a USI name from the global address list)
  • Finish.

Option 2 B - Use Outlook WEB access to Redirect/Forward @usi.edu to @eagle.usi.edu.

  • Log into Outlook Web Access - http://outlook.usi.edu
  • Log in with username and password.
  • Click OPTIONS (upper right), then SEE ALL OPTIONS
  • Click Organize email  (on left)
  • Select Inbox Rules (top)
  • Click NEW
  • Change the first drop down box to say" Apply to all Messages"
  • Change the second drop down box to say "Redirect the message to:
  • In the "To" box at bottom type your  @EAGLES.usi.edu address
  • Click OK
  • Click MORE OPTIONS
  • Click ADD Action
  • in drop down box, select MOVE, COPY, Delete - then to the right choose "Delete the Message"
  • Scroll down and name the rule "Redirect to eaglesmail"
  • Click Save, Yes, Yes

 

Folders / Personal Folders 

Q: How do I organize my email messages into folders?

A: RIGHT click your INBOX from the folder list (on the left). Choose New Folder. Type a name for your folder and click OK. To file an email in a folder, just click and drag the message into the folder on the folder list or Outlook bar. 

Q: How do I create Personal Folders? 

A1: To create a Personal Folder in Outlook 2007:
Click Tools >
Options >
Setup >
Datafiles tab >
Add >
Choose "Office Outlook Personal Folders file (pst) and click OK
Next, choose the LOCATION of the file. I typically suggest creating a folder in your MyDocs called OUTLOOK DO NOT DELTE, and putting all your pst files here (it's your choice).
Name the personal folder. Either let it default to Personalfolder.pst OR try username.pst. This will be the name WINDOWS uses for this file. Click OK

On the last window that shows up you can change the NAME of the personal folder as it appears in the Outlook Folder List. If you have more than one Personal folder - it might be a good idea to give each personal folder a different name - for clarity. 

A2: To create a Personal folder (on your hard drive) in Outlook 2010 
Click FILE >
Account Settings >
Account Settings >
Data Files Tab >
Add >

Browse to the location where you want to place the pst file. 
(I suggest creating a folder at C:\users\yourlogonname\my documents\outlook dont delete\archive.pst )

Just remember that this information is stored on your hard drive. If you should get a different computer, you (or computer maintenance technician) need to copy this file to the new computer's hard drive, and then point to it (in much the same way as above instructions) on the new computer. This file will not be available to you via the web or when you are working on a different computer.

How to Setup your iPhone
to get USI EXCHANGE Calendar, Contacts and Email

You CAN sync Web Bookmarks, Music, audiobooks, Photos, Podcasts, Movies, TV shows, and applications. You only have to set which items are sync-ed one time (in iTunes). After this, every time the phone is connected/wired, it will sync items.

You can set up your phone to sync Outlook/Exchange items wirelessly - but other items are sync-ed via the wire.

  1. Get the current version of iTunes. On your Computer, find and start the iTunes application. Click Help and About. If not version 9.00 (or higher), then upgrade. www.apple.com/itunes/download. This is to update the ITunes software.
  2. Make sure phone has current updates (don't assume - since it is new - it is current) 
    1. You must have the USB/cable for your phone.
    2. Plug the phone into your computer
    3. Go to the itunes application. 
    4. It may tell you at this point that an update is available. (this is to update your phone). 
    5. Download and Install.
    6. In iTunes, on the Left, look for Devices, and the phone. Click CHECK FOR UPDATES.
    7. Do not disconnect phone while downloading and installing updates. 
    8. Set up iphone to sync Outlook/Exchange wirelessly.
  3. Set up iphone to sync Outlook/Exchange wirelessly.

If you have previously set up your email on the phone as IMAP - delete this account.

On the phone, Go to: Settings > Fetch New Data. Make this value "PUSH"

Iphonesettings    Iphoneadd

On the phone, go to Settings > "Mail, Contacts, Calendars "
Select ADD ACCOUNT
Select MICROSOFT EXCHANGE
    Enter your email address 
    username (enter usi\username - example usi\cschmitt) 
    password

Iphone1     Iphone2

The iPhone will now try to automatically discover your Exchange server. If you don’t have Exchange 2007 with Autodiscovery turned on, it will fail and warn you that it couldn’t validate your account. You will have to manually enter your server name in the window.

Iphone3     Iphone4

Enter your email address,
    Server: outlook.usi.edu 
    Domain: usi.edu 
    username (enter your FULL email address here) 
    password 
    description "USI email"     SSL - ON select Next to verify your account.

Tap the HOME button and go into Mail. You should see your new account appear, and it should show your folders and email messages within a few moments. Congratulations! Email is now set up!

You can now select what you would like to sync. NOTE: If you turn on Contacts or Calendars it may erase (overwrite) your local iPhone data and replace it with data from the Exchange server. NOTE: Select “No Limit” to retrieve ALL your old mail on the server.

***When you change your password on your work computer - you will need to go into the iphone settings and change the password here. Do this by clicking on SETTINGS, Mail Contact & Calendar, EXCHANGE Account, Account Info, Change the password and click DONE (at the top).

Questions or corrections to this page? Call Carol Schmitt x1987 or the Help Desk x1080

Setting up a Droid to access USI WiFi

There are buttons at the bottom of a droid phone - see image below. Instructions will reference the buttons by name.

Droidbtns

The buttons may not appear in the same order on every device. First button is BACK, second button is MENU, third button is SEARCH, fourth button is HOME

Look at top of the screen on the phone. Do you see the “wifi” symbol?   Wifi

Is the wifi symbol lit up in blue? If not, then this phone is not hitting the USI WiFi. The phone’s owner probably wants it to be on the WiFi, while on campus. There is a chance that even if the wifi symbol is blue - that the device is not registered yet.

1. Click MENU, choose SETTINGS

2. Choose Wireless and Network

3. If WiFi is not ON, turn it ON

4. It should find WiFiatUSI - turn it ON. Use the BACK button (or HOME) to return to main menu.

5. You may see the WiFi symbol at the top, but if it is not blue - then the device is NOT registered on the wireless network. Go to HOME, search for a browser, start the browser. If google comes up type in Schwinn and search (this is a random page that I use). Typically, this will make the USI device registration page appear. Enter the username and password (to MyUSI), and scroll to the bottom of the page and click the button/link. Now WAIT. After the device has been entered into the registration database, you may need to reboot the device.

Now you should see the WiFi symbol, and it should be blue.

Setting up Droid for a USI Exchange/Outlook account

1. From the home screen, touch the MENU button.

2. Choose Settings, Accounts

3. Add account (if it wants you to name it - call it USI)

4. Corporate Sync

5. Enter email address (next)
Enter Password - your Outlook password, not your MyUSI password (next)
Enter domain USI.EDU (next) 
Enter username (either USI\username or full email address) (next) 
Server: outlook.usi.edu (next) 
Proxy: leave this blank (done) 

6. If everything goes as planned – you will start to see email loading. To get the calendar, contacts and tasks - you will need to go back to Menu, settings, accounts, USI, it should show you some of the settings – go through these until you come across the place where you can turn this (calendar, contacts…) on/off depending on what the user desires.

Other Notes:

  • Click checkmarks for Use secure connection AND Verify Certificate.
  • For email checking frequency - please do NOT choose anything shorter than 15 minutes.
  • Sync messages for 3 days
  • Touch the desired account options then touch Next. 
  • The account option is enabled if a green check mark is present. 
  • Send email from this account by default. 
  • Notify me when email arrives.

When you change your password at work, you will need to immediately change your password stored in the phone.

How / Why to encrypt email?

Email messages are sent in plain text. It is possible for anyone with access to our network with packet sniffing software to read your email messages as they are being sent in plain text. This is why we recommend that you use secure email communications when sharing sensitive data via email. Encrypting your email messages protects the privacy of the message by converting it from plain, readable text into cipher (scrambled) text. Only the recipient will be able to decipher the email message.

You should use secure mail whenever you send a message that contains:
- Individually identifiable personal information
- Legal communication
- Financial communication (credit card or bank account numbers…)
- SSN (but we prefer you do not send these in email at all)
- Medical or Educational records (grades used in context with personally identifiable information such as name, address, Student ID …)
- if in doubt use secure email..

The process of sharing encrypted email requires the sender AND recipient to acquire a Certificate. An issued certificate will contain a private and a public key. Then the sender and recipient must share their public keys (which is part of their digital signature). These keys will be stored in the CONTACTS folder in Outlook. A certificate will only need to be requested (step 1&2) ONE time. You will need to share your key (step 3) with EACH co-worker that you will send/receive encrypted email . You must send them your key- they must send you theirs.

The method of sending and receiving encrypted email at USI, is to use GPG. Instructions below.

GPG instructions 1.1.4 (Gnu Privacy Guard)

Install software

  1. Start Internet Explorer, go to http://ftp.gpg4win.org 
  2. Scroll down and find GPG4WIN 1.1.4.exe double click
  3. Click RUN (then wait)
  4. Click RUN, Next, Next,
  5. In list of Components to add – check GnuPg2 box ,Uncheck Novice manual (GERMAN) and Advanced Manual (GERMAN) , click NEXT, Next
  6. Leave the start menu checked, leave desktop and Quick launch unchecked, Next, Install, Next
  7. Uncheck “show readme” and click FINISH
  8. Close Internet Explorer

Generate and backup your keys

  1. Click Start, All Programs, GnuPG for Windows, WINPT
  2. Select Generate a GnuPG Key pair, OK
  3. Enter your name and click Forward
  4. Enter your email address and click OK
  5. Enter passphrase (must be 8+ characters and contain at least one letter and number)
  6. Reenter password (wait), OK
  7. Backup Key now – YES
  8. **In the next 2 steps you will name/rename your public and Private Keys **
  9. Choose “Desktop” (on the left) and name the first file: username_PUBRING_bak.GPG where username is your username (example: jsmith_pubring_bak.gpg) click SAVE
  10. Put the second file on the desktop also, name it username_SECRING_bak.GPG
  11. Use Copy and Paste to copy these 2 files (on desktop) to your H: drive as a backup.

Put a copy of your Public Key in a shared location (O drive) and in your H: drive.

  1. Start WinPT (double click KEY icon in lower right corner by the current TIME)
  2. Highlight YOUR name and at the top click the word KEY (on the FILE, EDIT.. menu NOT an icon)
  3. Click EXPORT, click MyComputer (on left), Choose the H drive, (let file name default to firstname_lastname) , Click Open, Click Save
  4. Click EXPORT, click MyComputer, chose the O drive, find and double click the folder GPG Public Keys . Click OPEN, SAVE (This is a common place we can all share our PUBLIC keys)

Import a copy of other people’s public key

  1. Start WinPT
  2. Click Key, IMPORT
  3. Click on MyComputer (on left), navigate to O:\gpg public keys\ 
  4. Highlight the name of someone you will share encrypted messages with, and click OPEN
  5. Click IMPORT, and OK

(do these steps for every person necessary)

Set up Outlook to use your keys

  1. Start WinPT
  2. Find YOUR public/private key pair in the list (it should say pub/sec in the TYPE field)
  3. RIGHT click on YOUR public/private key pair, choose KEY ATTRIBUTES
  4. Choose COPY KEY ID To CLIPBOARD
  5. Close WinPT
  6. Start Outlook, choose TOOLS, Options, GnuPG Tab (if this tab isn’t here – close Outlook and reopen outlook)
  7. Check box “Also encrypt message with the default key, 
  8. RIGHT click in the adjoining box and choose PASTE.
  9. Check the box “Also decrypt in preview window, click Apply and OK.

How to send a message:

  1. Start new message in Outlook
  2. Choose recipients, type subject
  3. Type your message – you can include attachments 
  4. Click the Add-Ins Menu
  5. You will see 2 icons the first (top) is used to ENCRYPT the message; the lower icon is to digitally sign a message.
  6. Click each of these icons – they will appear highlighted.
  7. Click SEND
  8. A dialog box will pop-up, you will need to select the recipients of the message – double click on them and it should move their name to the lower window.
  9. Click OK.
  10. Enter Passphrase

How to receive an encrypted message

  1. Open message, it will ask for your passphrase
  2. Click Add-Ins
  3. Click Decrypt icon/button

Each time you have a NEW person to share encrypted messages with, you will need to do the step Import a copy of other people’s public key

To encrypt a FILE (not the whole email message)

  1. Start, Programs, GnuPG for Windows
  2. GPA
  3. Click the file ICON
  4. Click OPEN, and Navigate to the file you want to encrypt.
  5. Choose your recipient, OK, Yes
  6. The new file will be in the same folder location as the original – with the same file name except .gpg file extention.

Since you have shared your key with the recipient they should receive this email and open it as a normal message.

What have you accomplished? If someone were “sniffing” the wire as this message was being passed, they would not see plain readable text – it would appear as garbled text.

Questions or corrections to this page? Call Carol Schmitt x1987 or the Help Desk x1080

Block SPAM 

Q: Why do some messages contain ***SPAM*** in the subject line?A: The anti-spam tools that scan your mail before it is placed in your inbox uses many different rules to try to determine if the mail item is in fact spam. These tools evaluate the mail and give the mail item a "spam score". If the score is high enough the piece of mail is deleted and not delivered. If the score is not quite high enough to delete - but is most likely spam - the anti-spam tool adds ***SPAM*** to the subject line of the message and delivers the message. You can use this value in the subject line to create a rule to block this mail with Outlook - see next question.

Q: How can I block Spammers?

A: In Outlook

  1. Click Tools, Rules & Alerts, New Rule
  2. Start from Blank Rule, Next 
  3. Check messages when they arrive, Next 
  4. Check the box that says: Specific words in Subject or Body 
  5. In Lower pane click on “specific Words” 
  6. Type in “***SPAM***” click ADD (if you have more words you want to block add them
  7. Click OK and NEXT
  8. Check “Move it to the specified folder”
  9. In lower pane - click “specific Folder”
  10. Choose the Junk Mail folder
  11. Click OK
  12. Click Next 2 times 
  13. Name the Filter: SPAM
  14. Click Finish

Q: What can I do so that my mail isn't considered spam?

A: Don't use HTML to format your message. Don't use different color fonts. Don't type some words in all Caps - unless necessary. Try to avoid spam-ish words: free, cheap, viagra, Please, unsubscribe, click here, etc.

Outlook AutoArchive

AutoArchive: To automatically move items to another folder periodically or delete them, based on the amount of time that they have been in the folder.

AutoArchive is ON by default, it can be turned off and turned back on again when required.

Turn AutoArchive on
- On the Tools menu, click Options, and then click the Other tab.
- Click AutoArchive.
- Select the Run AutoArchive every n days check box.
- Type or choose a number in the box for how often you want AutoArchive to run.

Typically the archive process runs on the CALENDAR, Deleted Items, and Sent Items folders ONLY. However, you can choose to archive more or less folders. You can choose the number of days for archive on each folder (Maybe 6 months on the Calendar, but 2 weeks on Deleted items). You can select what to do with the item when it reaches the required time period: Delete it, or move it to archive folder. To set these functions for specific folders - RIGHT click the folder (from the folder-list on left) and then properties, autoarchive tab.

Want to see the items in the Archive File? IF your archive folder does not show up in the folderlist, you will need to find the location of the archive.pst file. Then tell Outlook where it is: Tools, Account Settings, Data Files.

IF you archive your mail at work - Do NOT archive it at home. This way all your older files are in ONE place.

How do I search multiple folders for a mail item?

Q: Do you need a way to search through multiple Outlook folders for a ‘lost’ email message?

A: Maybe you can’t remember what folder you filed it under. Use Advanced Find to search through multiple folders for a word or phrase

In Outlook,
Click Tools, 
Click Instant Search
Advanced Find

First tell Outlook WHERE you want to look – in the top right it shows the folder you currently have highlighted (I’m guessing Inbox). If you want to search beyond the Inbox – click the BROWSE button. You actually can scroll to the top and choose MAILBOX – your name. This will search your entire mailbox (including Calendar, Contacts, Deleted Items, Inbox…).

If you want to SEARCH SUBFOLDERS under the selected folder/mailbox – then check the box at the bottom. Click OK.

Next decide if you want to ONLY look in Mail items – or if you want to include Calendar-type items, Notes-type items… You make this change in the top left corner of the Advanced Find window. I typically choose ANY TYPE OF OUTLOOK ITEM.

At this point you can enter your search word/phrase in the “Search for words” box. If you KNOW the word(s) are in the Subject field – then let this default – or change to search the body of messages.

If you know the FROM/TO items – you can fill in these boxes to refine your search – otherwise leave blank.

This is typically all the functions "I" use for the Advanced search. You can check out the other tabs for a more detailed search. When the search is done – it should show you the results in a new window. This window should show you WHAT FOLDER the items are located in. Pay attention to this, it is important.

Questions or corrections to this page? Call Carol Schmitt x1987 or the Help Desk x1080

Outlook Mailbox Cleanup

If you are getting the System Administrator message that your mailbox is too full, you can use the following tool to find out what messages or folders are causing this problem. After you narrow down where the problem is, you can delete, archive or move to a personal folder.

It is not the NUMBER of items that matter, but the total SIZE of all items.

Some people have been surprised to find that they were over the limit due to items in their calendar or tasks folder.

Reminder
Warning at 170000 KB
Prevent SEND at 180000 KB
Prevent SEND and RECEIVE at 200000 KB 
(mailbox size increased from 140/150/170 on 5/25/2011).

To find out which items in your mailbox are causing you grief, do the following based on your version of Microsoft Office

Office 2010
Click FILE,
Click CLEANUP TOOLS
Click Mailbox Cleanup
Click VEIW MAILBOX SIZE
At the top of the Folder size window, you should see "Total size (Including subfolders). This tells you the TOTAL amount of space you are currently using.

Scroll down through the list of folders using the SIZE column and see which folders are using the most space. Many times just knowing this, helps to figure out what needs to be deleted/archived. It might be your Sent items or Deleted items folder. The TOTAL SIZE column can be misleading - this figure will include the nested subfolders.

If this does not clear things up for you, click Close and then select the "Find items larger than" button and change the value to 1000 and click FIND. The results should show you all the items in your mailbox that are larger than 1MB. It will tell you what folder these items are in (not necessarily the Inbox).

From the mailbox cleanup window you can also force an archive, or empty your deleted items folder.

If you are still having problems with a full mailbox - call the Information Technology Help Desk at x1080.

Office 2007
Click Tools (at top)
click Mailbox Cleanup 
Do any of the following:
 View the total size of your mailbox and of individual folders within it.
 Find items older than a certain date.
 Find items that are larger than a certain KB size.
 Archive items using AutoArchive.
   View the size of your Deleted Items folder.
 Empty your Deleted Items folder.

If you are still having problems with a full mailbox - call the Information Technology Help Desk at x1080.

Import University Calendar events

The import function is only available if you are using Microsoft Outlook.  You CANNOT import using Outlook Web Access 

  1. Click here to download the csv file – save to your My Documents folder
  2. Close all messages in Outlook
  3. Click FILE
  4. (Outlook 2007) Choose Import & Export
    (Outlook 2010) Choose FILE, OPTIONS, ADVANCED, Export (on right)
  5. Choose Import from another program or file (Click Next)
  6. Choose Comma Separated Values (Windows)  (Click Nex)
  7. Click Browse, and point to the calendarimport2015fix.csv file in your ‘My Documents’ folder (OK)
  8. Select Replace duplicates with items imported (Click Nex)
  9. IMPORTANT: Choose your CALENDAR folder, this should be one level below the MAILBOX-Your-Name folder or your email address (do NOT choose the Inbox, or a calendar folder under your archive or personal folder)  (Click Next)
  10. Click Finish – it should start running at this point…WAIT

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