Recently in Outlook 2007 Category

A lot of users are beginning to receive messages about their Outlook e-mail file approaching its quota of 500mb. If you are one of these people, you need to take action immediately or you may find yourself locked out of your e-mail. Go through a few commands in Outlook and you can determine where the bulk of your space is being eaten up so that you can take the appropriate action.

From the menu, click Tools, then Mailbox Cleanup. You will be presented with a Mailbox Cleanup dialog box. Click the View Mailbox Size button and a box like the one below will appear.

Click on the Server Data tab and look for the amount of kilobytes being used (inside the red box above). If you are not familiar with kilobytes, megabytes or gigabytes, just take the number of kilobytes displayed and divide it by 1,000. That gives you the approximate size of your file in megabytes. So, in the example above, the size of the file is approximately 10.8 megabytes.

As you scan down through the list, check out the Total Size numbers for each of your folders. You might see a very large number by one of the folders and you should begin to clear that folder out by deleting unneeded documents, saving attachments from those e-mails to your hard drive or by archiving older documents. Also, remember to empty your Deleted Items folder if it has documents in it. They are taking up space!

You are responsible for keeping your e-mail file under 500mb. You need to take appropriate actions based on your individual needs to accomplish this. Deleting documents, saving attached documents to your hard drive and setting up archiving are all ways to keep your mail file under control.

Please contact me at x2161 or otskeybi@shu.edu if you need assistance with any of these options.

As we move into the month of October, most of the SHU community has now had MS Outlook for about 6 months or so. Some of you may have begun receiving the message that you are approaching the space quota for your file and that you need to take action. Please take that warning seriously, because if you ignore it and exceed your limit, you will not be able to send or receive any e-mail until the condition is cleared up.

Each Seton Hall user is allotted 500mb of space in their e-mail file. This space can get eaten up quickly if you generally receive a lot of mail and just leave it in the file. There are three things you can do right now to reduce the overall size of your e-mail file and keep you from approaching your limit.

First, delete any message you do not need to hold onto. Look through your Inbox, all of your folders and especially look at the Sent folder. I'm sure there are plenty of documents in there that you don't need anymore.

Second, when you delete an item, it goes to the Deleted Items folder and stays there until you empty it. Please, get in the habit of clearing out the Deleted Items folder once a week by clicking on Tools - Empty Deleted Items folder and click Yes to confirm.

Third, when a message arrives with a file or files attached, that message's size is probably quite large and eating up your e-mail file space. A good thing to do is open the message by double-clicking it, then double-click the attachment and save it to a drive of your choice. Then right-click the attachment and Remove it from the message. You may still save the message if you'd like, but its size has been substantially reduced by removing the attachment.

You should then think about setting up archiving as a way of keeping the file under control. To get to the settings in Outlook, select Tools - Options - click the Other tab - Auto Archive. The dialog box that appears enables you to set up archiving to your own requirements.

The first field asks how often to run the archive. If you are nearing the file space allotment, I would suggest running the archive every day. In the middle of the box you would designate how old an item has to be to be archived. You can select a certain number of months, weeks or days. You have to determine what setting you are comfortable with. The archived items are stored in a personal folder under your Documents folder and it will display in your Outlook navigation pane, so you can quickly access it if need be.

I hope these tips will help and I hope everyone realizes that we all have to work at keeping our e-mail files under control. If you need help or have questions concerning your e-mail/archiving, etc., please contact me at x2161 or at otskeybi@shu.edu.

In MS Outlook 2007, we all use the Global Address List to help us address our emails with the correct names. For some of us, however, the default address book is not set correctly within our individual system, so there is an extra step to perform.

Perform the following procedure to set the Global Address List as your default address book.
1. from the menu, select Tools - Address Book
2. on the dialog box menu, select Tools - Options
3. on the Addressing dialog box, in the first field select Global Address List
4. click Apply, then Ok

From now on, when you need an address for an email, the Global Address List will be the default.

Remember, when working with the Global Address List, it's best to have the More Columns button clicked to obtain an efficient search.

Now that the Microsoft Outlook email migration project is coming to an end for all of our personal email accounts, I wanted to remind everyone of what they should be doing now that their Lotus Notes account no longer receives email.

Over the years, we've all accumulated lots of email and I'm betting that a lot of it we just don't need to hold onto anymore. So, over the next several months you should go into Lotus Notes periodically and pare away any documents that you really don't need. Try to whittle this account down as much as you can so that when the time comes to transfer the data to your MS Outlook account, it does not take up a lot of time and space in your new email account.

I know there are items you need to hold onto, and I certainly wouldn't want you to delete those. Concentrate on deleting the items that are really not relevant anymore. Lotus Notes will be around for a while yet, but if you start deleting things now, you'll be surprised just how many items you actually can get rid of and that will make the final transfer of data a lot smoother.

You may have seen a broadcast talking about a "migration". Do you need to do anything? What is going to happen? Do you have to "migrate"? Here is what you need to know.

Lotus Notes is being replaced by Microsoft Outlook as our email client (email program). When you schedule your migration appointment, a few things will happen:

• Systems will create an Outlook account for you on the morning of your scheduled migration.


• If you choose training, you will receive the email client. If you are comfortable with using webmail, you do need to fill out the survey but you do not need to attend training. At the migration session technicians will also move over any contacts/ folders from Lotus Notes to Outlook (if you have them).


• Training on Outlook is provided in the old Computer Training Center classroom. During training you will learn new features and how to access email through PirateNet. This process should take no more than 90minutes.

Do you have to do this? Yes! Since Lotus Notes will no longer be used for email; you will not be able to send email or receive email through Lotus notes. You will however be able to read stored emails in Notes.

When do you need to do this? As soon as possible!

Where can you sign up? Click here for more information and to schedule your migration appointment.

If you are unable to attend your scheduled session, please contact Bill Otskey immediately.
Phone. 973.275.2161
Email: otskeybi@shu.edu

For additional information on email migration and Outlook, click here.

With the Outlook 2007 migration project in full swing here on campus and at the Law School, I thought I'd go over some features that most users will find extremely useful.

The topics I'll cover in this article are:
1. Moving email documents to calendars, contacts, folders
2. Recalling sent messages
3. Processing junk mail

Moving Email
When you receive an email, you have the ability to move it to a number of places within your mail file. On the Outlook ribbon, click the Move to Folder button and a list of your folders, along with other options will appear.

Along with the list of your folders, notice that there are options for Calendar and Contacts. Click on the Calendar option and an Appointment pane will appear with the contents of the note already inside of it. You can then set the appropriate appointment date/time and save it.

Click the Contacts option and a New Contact pane will appear with the senders email address already filled in for you. You'll have to adjust the name field because Outlook places the senders email address in that field. The contents of the note will be copied into the Notes area of the Contact form. Enter any other information you want about the sender, save the document and you've got a new contact created.

Remember, when you use either option, you are "moving" the document, so it will leave your Inbox.

Recall a Message
We've all probably sent out a message at one time or another to the wrong person or forgetting to actually attach the document we said we were attaching. With Outlook 2007, you now have the ability to "recall" that message and even replace it with a new one.

There are quite a few scenarios for using this feature, but in general, you can only recall a message sent to another Outlook user and only if they have not opened the note yet.

From your Sent folder, open up the message you wish to recall. On the ribbon, click the Other Actions icon.

Then select Recall This Message. The note disappears from the receivers Inbox and you will receive a confirmation email in your Inbox stating when it was recalled. If the receiver has already opened the note, you will receive a recall failure notice.

You then have the option of just recalling the note or recalling it and replacing it with another one. As shown in the following screen shot:

Check the appropriate radio button. If you have not included an attachment in a note, use the second choice, attach the document and send it again. The original note is recalled and replace by the new note with the attachment.

If you've sent a note out to a distribution list and need to recall it, you have an option (the check box) to receive a notice of confirmation or failure for each person on the list. Remember, you will only be able to recall the note from users who have not opened it yet.

Processing Junk Mail
You will all still receive the IronNotify notices you got when you were in Lotus Notes. In addition, Outlook will trap any notes it thinks is junk mail and place them in the Junk Mail folder. You do need to check these documents to verify if they are indeed junk mail or not.

When you open a document from the Junk Mail folder, you can either delete it or, if it is legitimate, click the Not Junk icon. This will place the sender on a "safe" list and allow subsequent mail from him/her to flow directly to your Inbox.

If you receive a note in your Inbox that you consider to be junk, you can block that mail from hitting your Inbox again by clicking the Block Sender icon on the ribbon. Subsequently emails from that sender will flow directly to the Junk Mail folder.

As you see, Outlook is a powerful product with lots of features that can make handling email a lot simpler for you. Make use of these features and find out about many others by checking back to this EPirate blog for more tips and watch for Outlook classes offered by the Computer Training Center.