October 28, 2005
FAQ: How can I find my current Mailbox size?

Go to the Tools menu, select Mailbox Cleanup...View Mailbox Size

Posted by dcoates at 10:42 AM
October 27, 2005
FAQ: How do I send mail in Outlook?

Click on Mail in the Navigation bar on the left. Click on 'New' in the tool bar or go to the File menu, click on New, and select 'Mail message'.

Posted by dcoates at 04:35 PM
FAQ: Where are my archives?

Outlook archive files are stored on your main computer in a file with the extension '.pst'. In Outlook, your archive files will be listed under 'All Mail Boxes' and under 'Archive Folders'.

Outlook will AutoArchive Mail, Calendar entries, Tasks, etc. after a specified amount of time. At present we recommend that you autoarchive information after six months. If you find that your Exchange mailbox is filling up, you can adjust the autoarchive settings (Tools...Options...Other...AutoArchive).

Posted by dcoates at 04:30 PM
FAQ: How do I schedule a meeting?

Go to the Calendar (select Calendar in the left Navigation bar). Click 'New' or go to the File menu, click on New, and select 'Meeting request'. Indicate Subject, Location, Start time, and End Time. Add meeting notes or an agenda.

To invite others to the meeting and check availability, click on the 'Scheduling' tab. Enter the names or (email addresses if they are not on Exchange) of the people you want to attend your meeting or click on 'Add Others' and select Exchange users from the Global Address List. If you are inviting people who also have Exchange accounts, you will be able to see the times that are already marked off on their calendars and can schedule the meeting during a time that is open for them.

When you have finished selecting attendees and you have entered all the applicable meeting information, click 'Send'.

Posted by dcoates at 04:06 PM
October 25, 2005
FAQ: Why doesn't my Outlook client work from home?

In order to use the Outlook client in conjunction with the Exchange server when you're either at home or at another location outside the IASTATE network, you will also need to run VPN (Virtual Private Network).

For more information on installing VPN software, go to:

http://www.it.iastate.edu/pub/wng334/wng_334.html

Alternatively, you can use Outlook Web Access to get your email and check your calendar when outside the IASTATE network.

Posted by dcoates at 04:12 PM
October 24, 2005
FAQ: I have been using the Calendar part of Outlook for some time. Can I transfer those items to the new calendar?

When you switch from using Outlook without Exchange to using Outlook with Exchange, you also go from saving items in Outlook's Personal Folders to saving current items in your 'Mailbox' on the Exchange server. If you've been using Outlook for calendaring before the switch to Outlook-Exchange, you may have Calendar items in your Personal Folders Calendar that you want to transfer to your 'Mailbox'/Exchange Calendar.

To do this, follow these steps:


  • In Outlook, when you're in the Calendar you want to transfer items from, click on View...Arrange By...Current View...By Category.
  • From the Edit menu, click on Select All
  • From the Edit menu, click on Copy to Folder
  • Select the Calendar you want to copy to (this should be the item labelled 'Calendar' under 'Mailbox - Last, First')
  • copy to folder.JPG

  • Click OK

If the Calendar view is still by Category, go to View...Arrange by...Current View...Day/Week/Month

You should be able to copy all the existing dates from the Calendar in your Personal Folder without affecting any appointments you've already entered in your new Exchange Calendar.

Posted by dcoates at 04:17 PM
October 10, 2005
FAQ: What if I'm already using Outlook?

If you're already using Outlook (but not Outlook-Exchange) as your mail program, then the changeover process is similar to the instructions in Setting up Outlook for Exchange, but not exactly the same.

When you're in Outlook, go to Tools...E-Mail accounts...Add a new e-mail account.

You may receive a message that says you need to use the 'Mail' control panel. If so, you will need to quit Outlook. Go to Start...Control Panel...Mail...E-Mail Accounts...Add a new e-mail account.

From this point, your procedure will be the same as the steps outlined in Setting up Outlook for Exchange.

Once you've finished the setup, run Outlook and go to Tools...E-Mail Accounts...View/Change existing e-mail accounts. Your new Exchange account should be listed as 'Microsoft Exchange Server' (for Name) and 'Exchange (Default)' (for Type). All other listed accounts should be removed (highlight the account and click 'Remove'). This will not delete the mail in your Personal Folders.

Under 'Deliver new e-mail to the following location:' make sure that 'Mailbox - [Your name]' is selected. If 'Personal Folders' is selected, click on the drop-down menu and change it to 'Mailbox...' Choose Finish. Close and reopen Outlook if instructed to do so.

e-mail accounts.JPG

Posted by dcoates at 02:21 PM
September 22, 2005
FAQ: I have lots and lots of old email in Eudora. Should I convert all that to Outlook?

You have several options for what to do with your old Eudora email.

1. You can leave it in Eudora and use Eudora as your email archive. When you want to refer to that email, you can open Eudora and search for the email in question. The primary issue with this method is that eventually you will switch computers and, although you can copy all your Eudora mailboxes to the new computer, you would also have to install and maintain Eudora on your new computer just to read those old emails.

2. Clean out your Eudora email of all old messages you definitely no longer need. Or, choose a few key mailboxes to convert. Then go through a step-by-step conversion process to bring your old email into Outlook. Tips for cleaning up your old email and step by step instructions for converting will be posted on the Tech News site soon.

3. Convert everything from Eudora to Outlook. If you do this--convert all your old email from Eudora to Outlook--you may find, especially if your mailboxes are very large, that the conversion process takes a long time. However, it is possible to do if you carefully follow the step by step conversion instructions which will be posted on Tech News.

Important: whatever you decide to do with your old Eudora email, it is important to note that you do not need to convert your old Eudora mail to Outlook at the same time you set up your Outlook-Exchange account. Because the old messages will go into archive folders, this process can be done at any time. If you feel, once you've reviewed the conversion procedure, that you need to do the conversion, but anticipate that you'll be calling hotline support while you're converting, I'd urge you to wait to convert your old email until after we've completed initial training throughout the state (during which time, getting new users up and running on Outlook will be a hotline priority). Initial training will run through October and November, 2005.

Posted by dcoates at 04:17 PM
FAQ: I don't want to switch. If I ignore you will you go away?

At some point (we have not set this date yet), we will drop support for Eudora. If you have problems with Eudora after that date, our advice will be to switch to Outlook/Exchange. In addition, Outlook/Exchange offers you features Eudora doesn't have--scheduling meetings, tracking your schedule, sharing calendars--that you may find useful and worthwhile.

Posted by dcoates at 04:10 PM
September 21, 2005
FAQ: Is all my mail stored on the central server?

There are several ways to setup Outlook/Exchange. However, generally you will want to keep your current mail on the Exchange server and archive your older mail (for example, you might archive all mail older than six months).

Because server storage is not unlimited, each user is allowed up to 100 MB of email storage on the server. You will need to clean up and archive your mail so that you do not exceed this limit. Outlook will automatically archive (autoarchive) mail older than a specific date (the default setting is to autoarchive incoming mail that is more than 6 months old). You can still access this information in Outlook (archived information also includes your calendar dates, tasks, etc.) but it will be stored on your main computer rather than on the server and will not be available when you access your email via Outlook Web Access or from another computer. For more information on managing space in Outlook, archiving, and personal folders, see Managing Mailbox Space and Personal Folders.

Posted by dcoates at 03:19 PM
September 20, 2005
FAQ: What if I don't sign up for training, but show up anyway?

You must have an Outlook/Exchange account to participate in training. While we are planning to accomodate as many staff as possible in each training session and will be including those staff who can bring their own laptops to training, we will have limits on total numbers based on space and infrastructure. In addition, an important part of the signup process is creating your new account and forwarding your old account. If you have not signed up for training, this process--creating your Outlook/Exchange account--will not be completed.

Posted by dcoates at 11:03 AM
FAQ: What if I sign up for training and can't go?

If you sign up for training, you will be able to cancel until noon three working days before the scheduled class. For example, if your class is scheduled for October 19th, you can cancel out of the class up until noon on Friday, October 14th.

If you sign up for training and don't cancel more than three working days before the class (see Individual Timeline), your new email account will be automatically setup at midnight and your 'iastate.edu' email will be forwarded. There is no going back at that point. The EIT computer hotline can help you configure Outlook and make sure you are capable of sending and receiving mail. Additional documentation, including class training materials will be available online. However, we will not conduct the equivalent of training over the phone or provide one on one training for Outlook-Exchange.

Posted by dcoates at 10:35 AM
September 19, 2005
FAQ: Doesn't Outlook have security issues?

Security concerns, specifically about the Outlook preview pane, go back several years to when Outlook was first introduced. Since then security layers have been integrated into Outlook to allow both viewing messages in the preview pane and opening the actual message to be as secure (and often more so) as other email clients. Whether using Auto Preview, the Reading Pane or opening the message full screen, steps are taken within the Outlook program itself to ensure a high level of security. See How Outlook helps protect your computer from viruses for details.

As with any email client, it is still important in Outlook to avoid opening attachments from people you don't trust or are not expecting an attachment from. Fortunately, Outlook 2003 filters many attachments that might be deemed harmful and limits the html/scripting within messages (Note: All HTML-based messages are treated as if they are in a restricted zone). It is also important to run anti-virus software on your desktop computer and to patch your software/OS regardless of your e-mail client (or OS).

Posted by dcoates at 09:36 AM
September 14, 2005
FAQ: Why do you keep talking about Outlook/Exchange? What is Exchange?

Outlook, as you know, is a desktop email applicaiton. On its own it allows you to send and receive email, to maintain your calendar, to create a task list, and to keep an address book. Exchange is a central server. When used in conjunction with Outlook, it allows you to store your current email on a central server, to check attendees' schedules when planning a meeting, to share calendars, and to coordinate schedules. Outlook coupled with an Exchange server (usually referred to here as Outlook/Exchange) can back up your email, and give you access to calendars and email when you're on the road.

Posted by dcoates at 03:32 PM
September 13, 2005
FAQ: You say I have to apply for an Exchange account. Does this mean I will now have two email addresses

Yes and no. You will continue to receive all mail sent to your familiar email address ('net-id@iastate.edu'). When you send mail to others it will have 'net-id@iastate.edu' as the return address. To the world at large it will appear that your email address is 'net-id@iastate.edu'. However, you will also now have an account on the Exchange server. This account will be in the form 'net-id@extension.iastate.edu'. Two accounts are necessary so that you can take advantage of the full functionality of the Exchange server while continuing to benefit from an easy-to-remember email address and from the features provided through the central campus mail server.

Posted by dcoates at 02:02 PM
FAQ: I don't have a Windows 2000/Windows XP computer. WIll I be able to make the switch?

If you are using a computer that's using an operating system even older than Windows 2000, you will not be able to switch to Outlook 2003. Your only option will be to use the Outlook Web Access to send and receive email. Outlook Web Access is an excellent web-based interface to the Exchange server. It does not, however, offer all the features available through Outlook 2003 combined with the Exchange server.

Remember, we do not support Windows 98 and Windows 95 computers. At some time in the future--once staff have had ample time to switch, we will no longer support Eudora.

Posted by dcoates at 01:50 PM
September 12, 2005
FAQ: I have a program on my computer called Outlook Express. Is this the application we're using?

No. Outlook Express and Outlook 2003 are two different applications. Outlook Express does not have the ability to link to the Exchange server and does not offer the new features (meeting scheduling, shared calendars, etc.) that Outlook 2003 and the Exchange server offer.

Posted by dcoates at 09:57 AM
FAQ: I have an older version of Outlook. How can I get Outlook 2003?

Your office should have a CD labeled Microsoft Office 2003. You can use this CD to install the current version of Microsoft Office, including Outlook 2003. To install or update Office, you'll need to be logged into your computer as Administrator. Insert the Office 2003 CD and follow the instructions that come up on the screen.

To complete the install, you will need a license key. Contact the EIT Hotline (515-294-1725) or Barb Crandell (crandelb@iastate.edu or 515-294-8658) to get the license key. If you do not have a Microsoft Office 2003 CD in your office, you can contact Extension Distribution (515-294-5247) to purchase a replacement CD.

Posted by dcoates at 09:50 AM
FAQ: How can I tell what version of Outlook I have on my computer

Go to Start--Programs--MS Office-- If you can't tell just by looking at the programs list (Outlook 2003 will generally be listed as 'Microsoft Office Outlook 2003'), then open Outlook, Click on the Help menu and select About Microsoft Outlook.

Posted by dcoates at 09:41 AM
September 09, 2005
FAQ: What do I do if my name isn't in the drop-down list for training?

When you go to the Outlook-Exchange training signup, you will click on the session group you want, then click on 'Sign up for work session or class'. You'll see a drop-down menu that says: '<--Select Name-->'. If your name appears in the drop-down list, you can select it and continue with your registration.

If your name does not appear in the drop-down list, click on '<--Add New Name-->', which is at the top of the drop-down list. You can then add yourself to the list and register for the training session you want.

Posted by dcoates at 11:01 AM
FAQ: What are the hardware/software requirements for switching to Outlook/Exchange

Your computer must meet the current hardware support standards: at least Pentium III; 256 M of RAM; Windows 2000 with at least service pack 3 or (preferably) Windows XP.

In addition, you will need to have Outlook 2003 (part of MS Office 2003). Most machines that were purchased in the last two and a half years will already have Outlook 2003 installed. All ISUE field offices received an MS Office 2003 CD containing Outlook 2003 at one time. If you can't locate this CD and need a replacement, you can order one through Extension Distribution.

Posted by dcoates at 09:17 AM
FAQ: I'm already using Outlook, does this mean I don't have to do anything?

If you're already using Outlook with the Exchange server then you won't have to do anything differently than you do now.

However, if you're using Outlook as a stand-alone application (like Eudora), then you will need to apply for an Exchange account and forward your email from 'iastate.edu' (this will happen automatically when you apply for an Exchange account). You will also need to disable your current account setup (this won't affect any stored mail). In addition, Outlook/Exchange stores current mail on the Exchange server.

What this means is that you'll want to visit the Outlook-Exchange signup link in the right-hand column at Tech News and signup for a class (which will also activate your account setup). Although you will already be familiar with basic Outlook operations, the training will also cover things that will be brand-new with the Exchange server--central server storage for current mail, archives and backups, managing personal folders, and scheduling meetings.

Posted by dcoates at 09:10 AM
September 08, 2005
FAQ: How will the switch to Outlook take place?

We are going to be training staff on Outlook/Exchange during October and November, 2005. Signing up for training will trigger a process to create a new account, forward your 'iastate.edu' account to the new account, and set up Outlook for sending and receiving mail. Training will be offered throughout the state and we will be working with area directors to choose locations and times that will work for as many people as possible.

Update: Training has been scheduled and you can signup now.

Posted by dcoates at 11:39 AM
September 07, 2005
FAQ: When will we be switching from Eudora to Outlook/Exchange?

We will kickoff the transition to Outlook/Exchange at Annual Conference where a session will be offered demonstrating some of the capabilities of Outlook/Exchange. During the months of October/November we will be scheduling 8 half day classes in each area (2 separate 2 day sessions each offering 4 class sections).

Do not switch to Outlook ahead of this schedule. It will make the transition from Eudora to Outlook/Exchange more difficult for you and it will not save you time later.

Posted by dcoates at 03:25 PM
September 06, 2005
FAQ: Why are we switching to Outlook

I've developed a set of Frequently Asked Questions for the Outlook-Exchange conversion, which we'll be adding to as we proceed. A link to the entire FAQ will be posted in the right-hand column in the next few days. However, I'm also going to be posting individual questions here and saved together in the category: Outlook-Exchange/FAQ.

So, on to the first question--Why are we switching to Outlook?

Outlook 2003 combined with an Exchange server provides additional capabilities that Eudora doesn't have. Eudora is an excellent program for sending and receiving email. However, Outlook 2003 combined with the Exchange server allows you to send and receive mail, schedule meetings, share calendar and scheduling information, and access your account and your current email from different computers and different locations.
Posted by dcoates at 01:49 PM