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

Trouble with Outlook Web since email upgrade

Q: I experience the following issues with Outlook Web ever since the email upgrade - Fall 2014.
- See only a blank screen
- Errors such as 'Bad Request', 'Couldn't connect', 'An error has occurred'
- A login attempt leads to 'Cannot display web page
- Says Loading... yet page never loads.

A: We have not been able to ascertain the exact cause of the problem as of yet.  We have made a major version change in our Exchange installation which has included a major technology change for the authentication (login) steps for most browsers.

 All current web browsers (Internet Explorer, Firefox, Chrome, Safari – and maybe Opera) are going through major changes, as they move to HTML5 standards.  HTML5 offers many new technologies that allow for more robust and useful web applications.  We are seeing that all the browsers are patching on a weekly basis, as they work out their kinks.

 So the cause is 2 part – upgrades to USI Exchange server with the new OWA, and browser changes to allow all HTML5 functionality to work.

 We have been researching this problem and finding some solutions.  Clear Browsing Cache & always use In-Private Browsing.

Remote Access Questions and Answers

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

A: 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.

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.

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? 

A: To create a Personal folder (on your hard drive) in Outlook 2010 & 2013
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\username\localfiles\Outlookfiles\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

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 it fails, it warns 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.

***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 Droid for a USI Exchange/Outlook account

1. Choose Settings, Accounts

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

3. Corporate Sync

4. 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) 

5. 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.

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 

Create Rule to move messages to folder based upon sender address or specific words in the subject. Two Step Process

First: Turn on the Junk Filter

  1. Click the Cog in the Top Right CornerCog2
  2. Click Options, Block or Allow
  3. Set your email to Automatically Filter Junk Email
  4. Set your email to Trust Emails from your Contacts
  5. Click Save at the Bottem

Second: Create Rules to Block Messages By keyword or sender address

  1. Click the Cog like in the first step
  2. Click Options, Organize Mail
  3. Click Inbox Rules
  4. Click the "+" and select from the various options

Create a Rule if you are repeatedly getting the same kind of email

     Example: "Click here to apply for a $500/ a week job" filter by "specific words in subject" option

     If a specific email keeps sending various messages filter by "move messages from someone" option

Name the Rules and be sure to Click Save at the Bottem

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
- File, Options, Advanced
- Click "Settings"
- Select the Run AutoArchive every n days check box. (14 days is default)
- 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: File, Account Settings, Account Settings Data Files.

IF you archive your mail at work - Do NOT archive it at home. This keep 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 into the Search box, 
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 calexport2014.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

Filtering Global Address Book

Recently we brought all of our students into the Outlook address book.  This is the starting point of opening up closer collaboration capabilities with our students.  However, you may have noticed that the Global Address Book is now very large, and it may be more difficult to locate a person when sending email.

If you use Outlook, you can set the default address book to the EMPLOYEE address book rather than the large Global Address Book.  This is very simple to do by following the instructions below.  This works for Outlook 2010 and 2013, but is not applicable if you use Outlook Web.   

From within Outlook, click Address Book (Home Tab selected)

Image 001 (1)

When in the Address Book, pick Tools and then Options from the menu.  That will
take you to the screen below.  

Image 002

Choose CUSTOM, then in the drop down
list, choose Employee Address List.  If you don't see the Employee Address
List, click on Add and you should find it.  Make sure it is the top entry
like in this picture (use the up arrow on the right to push it to the
top).  Also specify this address book "When opening ..." in the
box below.  Click OK to finish

 

 


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  • Evansville, IN 47712
  • 812-464-8600
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