FAQs: Campus UMail System
Windows/Outlook 2003
Can I receive mail from another email account in Outlook, as well as my UMail mail?
How do I change the level of junk email protection in Outlook?
How do I share my calendar with another UMail user?
How do I view headers in Outlook?
How do I see my mailbox size in Outlook?
I've just migrated to UMail. My address book seems to have incorrect addresses (I get an "undeliverable" return message). What should I do?
How do I recover a deleted item?
What does "caching mode" mean and how does it affect my UMail Outlook mailbox?
Why am I in Offline mode and why do I stop working offline?
How do I change my Time Zone?
How do I fix my UMail calendar for Daylight Savings Time (DST) changes in 2007?
How does Outlook Web Access differ from using the Outlook 2003 client?
Why do my weblinks (urls) break in messages I send?
Why am I receiving (or inadvertantly sending) emails with a winmail.dat
attachment?
One of the members of a UMail mailing list was removed but is still getting the emails. Why?
Mac OS/Entourage
How do I set up Entourage for UMail?
Does Entourage have any known issues with an Exchange mail system?
How does Entourage compare with Outlook for features with UMail?
Can I assign access privileges or delegate status to other users in Entourage?
How can Mac users set an Out-of-Office autoreply?
UMail Outlook Web Access (OWA)
Why does my OWA look different than someone else's?
How do I set up an alert for new mail messages?
Is there a way to flag email messages for follow-up?
How do I create a new contact?
How do I invite others to an appointment or meeting?
Some of my "good" email is going to my Junk Email folder - can I stop this?
How do I set up a reminder?
How do I set up the Spell Checker?
How do I recover an item I've deleted?
Why doesn't OWA in a non-I.E. browser save my in-progress message when it times out?
Do I need to enable cookies in order to use Outlook Web Access?
Windows/Outlook 2003
Can I receive mail from another email account in Outlook, as well as my
UMail mail?
Yes, you can. To set up Outlook to handle more than one account:
- Click on Tools and scroll down to E-mail accounts.
- Select Add a new e-mail account and Next.
- Choose the type of server your new email account will use. Most are POP3. Click Next.
- Now fill in the email account information and click Test Account Setting.
- After the test is done click on Next.
How do I change the level of junk email protection in Outlook?
- On the Tools menu, click Options.
- On the Preferences tab, under E-mail, click Junk E-mail.
- Select the protection level that you want.
No Automatic Filtering
Although this turns off the automatic Junk E-mail Filter, Outlook 2003 will continue to evaluate messages by using domain names and email addresses on your Blocked Senders List, and messages will continue to be moved to your Junk E-mail folder.Low
If you don't receive many junk email messages and want to see all but the most obvious junk messages, you should select this option.High
If you receive a large volume of junk email messages, you should select this option. However, you should periodically review the messages moved to your Junk E-mail folder, because some wanted messages may be moved there as well.Safe Lists Only
Any email messages sent from someone not on your Safe Senders List or sent to a mailing list not on the Safe Recipients List will be treated as junk email messages.Note: Changing the protection level is not available if you are using a UMail account and working online.
How do I share my calendar with another UMail user?
From Outlook 2003 in Calendar, in the Navigation Pane, click Share My Calendar. (Navigation Pane: The column on the left side of the Outlook window that includes panes such as Shortcuts or Mail.)
Note: Share My Calendar does not appear unless you are using a UMail email account. Also, if you have the Navigation Pane turned off or covered by the main Calendar window, you won't see it.
- Do one of the following:
1. Allow anyone to access your Calendar
- In the Name box, click Default.
- Under Permissions, in the Permission Level list, click the permission level that you want.
You can create custom permissions by selecting the check boxes and options under Permissions.
2. Specify the people who can access your Calendar
- Click Add.
- In the Add Users dialog box, in the Type Name or Select from List box, enter the name of the person whom you want to grant sharing permissions to.
- Under Add Users, click Add, and then click OK.
- In the Name box, click the name of the person you just added.
- Under Permissions, in the Permission Level list, click the permission level that you want.
You can create custom permissions by selecting the check boxes and options under Permissions.
How do I view headers in Outlook?
To view all Internet headers for a message in Outlook 2003, go to the View menu, Options.... A new window opens and the headers are in a text field at the bottom of this window.
How do I see my mailbox size in Outlook?
Click on your Folder list (one of the buttons or icons in the bottom left navigation pane), click on the Folder Size link in the middle of the left navigation pane, and you can view your total mailbox size in KB*. Alternatively, right-click on your Mailbox icon and see Properties for "Mailbox - ...." , then choose Folder Size.
*Easy conversion: 1,000,000 KB = 1,000 MB = 1 GB
I've just migrated to UMail. My address book seems to have
incorrect addresses (I get an "undeliverable" return message).
What should I do?
There are a couple of reasons why you may be having address issues.
In almost all cases where a user has incorrect addresses, the addresses are actually stored in their own Contacts folder rather than the UMail Global Address List (GAL). In a department migration, the Contacts folder could still be populated with old addresses from GroupWise or a previous Exchange system that are not deliverable outside of their original system. In order to solve the problem, the user needs to edit the contact so that it has a real Internet email address.
Secondarily, while users are migrating from one address book to another, their address book may not update automatically. Both GroupWise and Outlook address books can be updated.
- Outlook: click on the arrow located on the right of Send/Receive, Download Address Book... (make sure your view is expanded...)
- GroupWise: you need to open the address book and choose File, Synchronize, Current Book
We recommend that you try updating your personal contact information first, and then update your address book.
How do I recover a deleted item?
To restore a deleted email in Outlook 2003, begin by selecting the Deleted Items folder. Next, select the Tools menu, and click Recover Deleted Items. A list of files deleted during the past ten days will be displayed. You can individually select the deleted emails and recover them by moving them back to the Deleted Items folder.
What does "caching mode" mean and how does it affect my UMail Outlook mailbox?
UMail Outlook users enjoy a better online and offline messaging experience with the Caching setting because a copy of the user's mailbox is stored on their local computer. It is the default setting for UMail users connecting with Outlook 2003. To learn more about Caching for Outlook, please see Microsoft's Setting Up Outlook 2003 Cached Exchange Mode Accounts webpage.
Why am I in Offline Mode and WHy do I stop working offline?
You may have had trouble logging onto Outlook (maybe using an incorrect password) and hit Cancel . . . your Outlook program is open and email messages since you last logged off are available. However, if you haven't successfully logged into the UMail server, no new mail or appointments will show up. Your status will be "Offline." Go to the File menu and uncheck Work Offline, or right-click the Offline status button and uncheck Work Offline.
How do I change my Time Zone?
Please check out the Change My Time Zone how to instructions. Also, see Troubleshooting Time Zone Problems (Outlook 2003)
How does Outlook Web Access differ from using the Outlook 2003 client?
You can see a nice comparison between the Outlook 2003 client and premium and basic OWA at Microsoft's Feature comparison between Outlook 2003 and Outlook Web Access 2003 web page.
Why do my weblinks (urls) break in messages I send?
Recipients of messages you send with long urls may see breaks in the weblink and have problems finding the desired webpage. This happens in messages sent from Outlook 2003 in plain text format. To avoid this, send messages with long web links in HTML formatting (under the Format menu in your email message window).
Why am I receiving (or inadvertantly sending) emails with a winmail.dat
attachment?
Normal email messages can be sent in one of two formats: plain text and html. Microsoft added another option with its Outlook client:"rich text". Many new email clients now support rich text as well, but there is no requirement that they do so. If an email client that does not support rich text receives a message that was created in Outlook with rich text formatting, the message may not be readable, and the email will have an attachment called "winmail.dat". The winmail.dat file includes the rich text formatting information for the email.
Because of the incompatibilities that can be caused by sending email messages in rich text, senders should be sensitive to how Outlook is formatting their mail. Outlook can be configured to use either plain text or HTML as its default format by going to Tools -> Options -> Mail Format, and choosing either "Plain Text" or "HTML" from the Compose in this message format drop-down menu at the top of the window.
If you would like to continue using "rich text" format within the campus UMail system without causing conflicts with email recipients off campus, there is another option as well. Rather than changing your default format, you can tell Outlook to convert messages to plain text or html if they are leaving the UMail system; to do this by going to Tools -> Options -> Mail Format -> Internet Format -> and choosing Convert to Plain Text format or Convert to HTML format from the Outlook Rich Text options drop-down menu. Please note that this last option may still cause problems when sending messages to users on campus who are using an older email client.
One of the members of a UMail mailing list was removed but is still getting the emails. Why?
If the removed member is a delegate on another list member's account, all the list members will need to remove the user via Outlook Account Tools: Tools > Options > Delegates
c
Mac OS/Entourage
Can I assign access privileges or delegate status to other users in
Entourage?
No. In the current version of Entourage, the protocols used for setting access/sharing privileges do not comply with the protocols that the University's IT security policies require. Until a new version of Entourage is released that does comply, you must use an Outlook client running on Windows to assign access privileges or delegate status to others.
How can Mac users set an Out-of-Office autoreply?
You have to use Outlook Web Access (not Entourage). Login to your UMail account using the web client at https://www.umail.utah.edu. Once you've logged in, there is a link on the left-side navbar called Options. Click on Options and you will see the Out-of-Office Assistant. Type in your auto-reply message and choose the
option.
UMail Outlook Web Access (OWA)
Why does my OWA look different than someone else's?
Outlook Web Access will look and function differently depending on the Internet browser you use to access it. Browsers other than Internet Explorer 5.5 and above may not provide all the features, options and functionality of OWA. Internet Explorer 6.0 and above is the recommended (supported) browser for UMail.
How do I set up an alert for new mail messages?
To set an alert when you receive new email in UMail, go to Options -> Messaging Options -> then choose either:
- Display a notification message when new mail arrives or
- Play a sound when new mail arrives or
- both
Is there a way to flag email messages for follow-up?
You can use flags to remind yourself to follow up on an issue or to categorize messages in your Inbox. UMail Outlook Web Access provides six colors—red, blue, yellow, green, orange, and purple—that can be used to mean different things. For example, you can flag all personal messages in blue, all messages that must be followed up on within 24 hours in red, and so on. Message flags are displayed in the last column of the Inbox view.
You can use message flags to do the following:
- To flag a message with a particular color, right-click the flag that corresponds to the message, and then select the flag color.
Tip: To change a message's flag to red, click the flag that corresponds to the message. - To flag a message as complete, right-click the message, and click Flag Complete.
- To sort your messages by color, click the flag column heading.
- To clear a flag from a message, right-click the message, and then click Clear Flag.
How do I create a new contact?
To add a person’s contact information in your UMail personal Contacts area:
- In Contacts, on the toolbar, click New.
- In the new contact window, on the General tab, type the information you want to include for the contact.
- Tip: Use the drop-down lists to record multiple entries in some boxes. For example, the drop-down list next to the Email icon allows you to store up to three different email addresses for a contact (Email, Email 2, and Email 3). You can also store multiple addresses and phone numbers.
- If you have multiple addresses stored for a contact, you can designate one as the contact's mailing address. Select the address in the list, and then select the Mailing address check box.
- On the Details tab, you can fill in additional information about a contact.
- Click Save and Close, and then refresh your browser window to see the new contact.
Note: Use the File As list on the General tab to determine how the contact will appear in Contacts. You can display each person by first and last name, by last name first, or by company name.
How do I invite others to an appointment or meeting?
In planning a meeting with other UMail users, you can check their schedules (“free-busy search”) to assure they are free before you invite them with a UMail message.
- Click the New button on the Calendar standard toolbar
- Click the Invite Attendees button on the Appointment toolbar.
- Insert the appropriate information in the dialog box that appears.
- Click Send to send a message request to the attendees named.
Some of my "good" email is going to my Junk Email folder-can I stop this?
UMail Outlook Web Access will send junk email to your Junk Email folder automatically; however, there may be some senders or recipients you want to keep from automatically being filed in your Junk Email folder and others you may want to block from your Inbox. Follow the steps below to manage these lists:
- Click the Options section button.
- Click Manage Junk Email Lists under Privacy and Junk Email Prevention
- Select the list you want to modify. Select Safe Senders to modify the list of addresses you want to accept messages from. Select Safe Recipients to modify the list of distribution lists you are a part of and want to receive email for. Select Blocked Senders to modify the list of addresses you don’t want to receive email from.
- Click Add to add an address, Edit to edit an address, or Remove to remove an address on the list.
- Click OK.
How do I set up a reminder?
You can set reminder messages in UMail with or without an “alarm” sound to remind you of appointments, meetings or tasks. Like an alarm clock, you can either turn off or dismiss the reminders or “snooze” to be reminded again.
- Click the Options section button.
- Under Reminder Options check both the Enable Reminders for Calendar items and the Enable reminders for Task items boxes to turn on your reminder feature.
- (Optional) Check the Play a sound when reminder is due box to add an audible “alarm” to your reminders.
- Click Save and Close.
- When you set a new meeting, appointment or task, check the Reminder box to add a reminder OR click the Reminder button on the toolbar.
- In Meetings and Appointments click on the pull down menu next to the Reminder check box to select the number of minutes before the meeting or appointment the reminder will sound. (The default is 15 minutes.)
- In Tasks, click on the pull down menu to select a day and a time for the reminder. (The default is 8:00 am of the day the task is set.)
How do I set up the Spell Checker?
Use the following procedures to customize your spelling options using UMail.
To automatically check spelling before a message is sent:
- Under Spelling Options, select the Always check spelling before sending check box.
To prevent the spelling checker from checking words in UPPERCASE letters:
- Under Spelling Options, select the Ignore words in UPPERCASE check box.
To prevent the spelling checker from checking words that contain numbers:
- Under Spelling Options, select the Ignore words with numbers check box.
UMail Outlook Web Access also allows you to spell-check messages in several languages using language-specific dictionaries.
To select a dictionary:
- Under Spelling Options, select a language from the drop-down list.
How do I recover an item I've deleted?
After you delete an item from your Deleted Items folder it is permanently deleted. However, you can recover a deleted item if you change your mind about deleting it.
Important: Deleted items are recoverable for up to 10 days on the UMail system.
- In the Navigation Pane, click Options.
- Under Recover Deleted Items, click View Items.
Tip: Another way to open this window is to select your Deleted Items folder from the Navigation Pane, and then click Recover Deleted Items on the toolbar. - In the Recover Deleted Items dialog box, select the item you want to recover. Hold down CTRL or SHIFT to select multiple items.
Note: If the item you want to recover isn't there, it's likely that the recovery time has expired for that item. - To return the selected items to your Deleted Items folder, click Recover on the toolbar, or click Permanently Delete to permanently destroy the items.
Why doesn't OWA in a non-I.E. browser save my in-progress message when it times out?
If the OWA session times out, unsaved content is not retained. This means that if it takes a user over 40 minutes (the public setting session time period) to compose an email on a "public" computer, they will lose everything that they have typed when they click Send. If
the user has clicked the "Save" icon (indicated by the floppy disk image) during those 40 minutes, the message will be in the Drafts folder up to the save point. Clicking the Save icon may reset the session time data.
This applies to all browsers because it's controlled by the UMail server, not the browser. This is relatively normal behavior for web-based e-mail. The old campus email system via Webmail had a similar time out "feature" so campus users who have been using the Web for e-mail access are likely to be used to this.
Do I need to enable cookies in order to use Outlook Web Access?
You will need to enable session-based cookies in order to use Outlook Web Access (OWA). If you browser does not have this option enabled, you will not be allowed access to OWA and will be redirected to an page explaining that session cookies are not enabled on your PC. These cookies are not stored on your PC and are used to enforce secure logoff and session idle timeout. It does not store your personal data.
