How to use Faculty and Staff Email
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New Features
Exchange 2003 contains a newly designed version of Outlook Web Access (OWA) for increased performance and scalability. Client performance and functionality are greatly improved. The following is a list of a few of these new features:  
I have my username and password, now what?
To begin, open a web browser (example: Netscape or Internet Explorer)
Note: Internet Explorer will provide you with the most complete features for this e-mail application.
Connecting to EKU Faculty and Staff Web e-mail...
Using the EKU Faculty and Staff Web e-mail...
Step by step changing your EKU Faculty and Staff Web password...
 
Using your junk e-mail options in OWA
Outlook Web Access helps control junk e-mail and "spam" and block links to external content that allows you to become the target of more junk e-mail messages.

How to turn on the junk e-mail feature:
  1. Select the Options link on the bottom left pane.

  2. Under Privacy and Junk e-mail Prevention, select the Filter Junk E-mail check box. You will need to scroll down in the Options page to locate this section.


Manage junk e-mail options and lists:
To add or modify e-mail addresses or domains in your junk e-mail lists, select "Manage junk e-mail lists". E-mail from people on your Safe Senders list will never be treated as Junk E-mail. You can include e-mail addresses or domain names (@yahoo.com, @berea.edu, etc) on this list. Select Add to include a Safe Sender's e-mail address or Add an e-mail address as a Blocked Sender. The following illustration shows the EKU domain set as a Safe Sender.

Blocked Senders List: E-mail messages from certain e-mail addresses or domain names can easily be blocked by adding the sender to your Blocked Senders List. Messages from people or domain names on your Blocked Senders List will always be treated as junk e-mail messages, regardless of the content of the message.

Safe Recipients Lists: An e-mailing list or group that you are a member of can be added to your Safe Recipients Lists. Any messages sent to the e-mail addresses or domain names on this list will not be treated as junk e-mail messages, regardless of the sender or content of the message.

Block external content in HTML e-mail messages: HTML messages you receive can include links to external content, such as pictures or sounds. These links aren't the kind that are underlined (hot) and that you click on. They are references in the HTML source code to an external location on the Internet, such as a Web site. When you open or preview the message, your computer downloads the external content so that the picture can be displayed or the sound played. This is typically done by legitimate senders to avoid sending large messages.
However, junk e-mail senders use the downloading of external content by your computer to verify your e-mail address as "live." Once they know there is a real person associated with your address, you can then become the target of more junk e-mail. External content used to identify you in this way is called a Web beacon. To prevent Outlook Web Access from downloading Web beacons, under Privacy and Junk E-mail Prevention, select the Block external content in HTML e-mail messages check box

 
Using E-Mail Rules in OWA
You can manage your e-mail messages by using rules to automatically perform actions on incoming messages. After you create a rule, Outlook Web Access applies the rule to messages that arrive in your Inbox. For example, you can automatically forward all messages with AD in the title to the Active Directory folder when they arrive in your Inbox.

NOTE: These are server side rules. Rules override Safe Senders or Safe Domains in junk e-mail settings.

To view your rules, click Rules in the Navigation Pane.


Notes:
A rule in gray type can't be modified by Outlook Web Access because its' conditions can not be interpreted or it does not specify an action to perform.
A rule in red type contains an error related to the folder you want the rule to move or copy the message to. Select the rule, click Change Rule, and then correct the rule.

When you choose to create or modify a rule, Outlook Web Access checks your Microsoft Exchange server for rules you created using Microsoft Outlook.

If you use rules in your client Outlook at your office or home, Outlook Web Access may interpret them differently depending on the version of Outlook you used to create them. In fact, some rules created with earlier versions of Outlook are incompatible with Outlook Web Access.

Following are specific limitations to creating and using rules between Outlook Web Access and Outlook 2000 or Outlook 2002:

  • " If you create, modify, or delete rules in Outlook Web Access, any rules you disabled in Outlook 2000 or Outlook 2002 will be deleted.
  • " If you open the Outlook 2000 or Outlook 2002 Rules Wizard after creating or modifying rules in Outlook Web Access, you will be warned about a client-server conflict. To preserve the rules you created in Outlook Web Access, select Server in the message box.

 
Out of Office
This feature allows you to automatically reply to incoming e-mail messages that you are currently out of the office and inform them of when you may return. When you return to work, or access your e-mail while away, a message will pop up alerting you that Out of Office is currently set and asking if you want to turn it off. You may leave information about whom to contact while you are away. Remember to Save and Close the new settings.

To activate and/or change Out of Office replies, click on the Options icon on the Outlook bar and scroll down the right pane until you come to the Out of Office Assistant settings as shown below:


 
Messaging Options
Messaging options can be found by clicking on the Options icon on the Outlook bar and then scrolling down the right pane until you come to Messaging Options.

This allows you to customize how many items to display per page and whether you want a notification to slide up from the task bar indicating you have new mail. A sound may also sound when new mail arrives, if this option is selected. Set your Signature here. This signature resides on the server. Font size and style can be set here. Remember to Save and Close the new settings.


 
Reading Pane Options
Reading pane options can be found by clicking on the Options icon on the Outlook bar and then scrolling down the right pane until you come to Reading Pane Options.

This sets how you want to mark items in the Inbox Reading Pane. Remember to Save and Close the new settings.


 
Spelling Options
Spelling options can be found by clicking on the Options icon on the Outlook bar and then scrolling down the right pane until you come to Spelling Options.

This feature is new with Exchange 2003. Spell check can be set to automatically review each email message before it is sent out. Remember to Save and Close the new settings.


 
Date and Time Formats
Date and time formats can be found by clicking on the Options icon on the Outlook bar and then scrolling down the right pane until you come to Date and Time Formats.

This option allows you to set the Date style, Time zone to suit your location. Remember to Save and Close the new settings.


 
Calendar Options
Calendar options can be found by clicking on the Options icon on the Outlook bar and then scrolling down the right pane until you come to Calendar Options.

You can customize what the Calendar view will show. What day your work week begins and what time can be selected.

Remember to Save and Close the new settings.



To display specific dates in one view
  1. In the daily view, locate the first day in the date selector, and then click it.
  2. Press CTRL, and then click up to six additional days from any month or year.
 
Reminder Options
Reminder options can be found by clicking on the Options icon on the Outlook bar and then scrolling down the right pane until you come to Reminder Options.



By default, Reminder Options are enabled. To turn these off, deselect or uncheck the options you want disabled. Remember to Save and Close the new settings.

To dismiss a reminder:
  • In the reminder, select one or more items, and then click Dismiss. To dismiss all items, click Dismiss All.
To view the details of an item, select it, and then click Open Item.

If you don't want to dismiss a reminder, you can set it to snooze. Snoozing closes the current reminder temporarily. After a period of time that you designate (the default is five minutes), the reminder opens again.

To set a reminder to snooze:
  1. In the reminder, select the item you want to snooze.
  2. Under Click Snooze to be reminded again in, use the drop-down list to specify when you want to receive another reminder.
  3. Click Snooze.  
Contact Options
Contact options can be found by clicking on the Options icon on the Outlook bar and then scrolling down the right pane until you come to Contact Options.

The default contact options can be selected here. Remember to Save and Close once a change is made. Two options are available. The Global Address List should show all EKU Employees who have exchange accounts.

The Contacts list includes any individuals whose email address and personal information you have saved in your Contacts list. Remember to Save and Close the new settings.

 
Recover Deleted Items
Recover deleted items can be found by clicking on the Options icon on the Outlook bar and then scrolling down the right pane until you come to Recover Deleted Items.

Click View Items to view and recover items that were recently emptied from your Deleted Items folder. Recovered items will be moved back to your Deleted Items folder. Restoration of deleted emails will only be available for the previous 30 days.

 
If I have any questions, who can I call?
For general computing questions or for questions concerning the use of campus software, call the Consultant on Duty at x3000 (622-3000 if off campus).
You can also stop by to see the Consultant in Combs 230 or Library 225B.