It refers specifically to the Exchange Service provided by Information and Technology Services (ITS). Some schools and departments — including the Business School, Business and Finance, and Institute for Social Research (ISR) — provide their own Exchange services.

Microsoft also offers very good built-in help for Outlook. Access it by pressing the F1 key or by clicking the Help menu.

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Logging In (Authenticating)

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Changing Your Exchange Password

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Checking Your Mailbox Size

You’ll receive a warning whenever your Exchange account is within 10 percent of its size limit. Should you exceed your limit, you will still be able to receive messages, but you will not be able to send any until you remove enough messages to put you account below the limit.

It’s easy to keep track of your account’s size. We also recommend you regularly archive your data to help manage your account and keep it within the limit. Archiving is covered in the next section.

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Archiving Messages

Outlook will prompt you to AutoArchive older data and allow you to change the AutoArchive default settings. You can use Outlook’s AutoArchive Settings to specify which folders get automatically archived and how often.

You can also manually archive individual folders at any time.

CAUTION! When you archive messages, they are removed from your account on the Exchange server and placed in special (.pst) folders on your computer. Because of this, your archived data is only available on computers where you have those folders. For example, if you archive messages using one computer, you cannot access them from a different computer unless you copy your personal (.pst) folders to that machine. Once copied to another computer, you can access them on that machine as well.

.PST folders can also be stored on and accessed from network drives.

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Deleting and Restoring Messages

1. Select a message and — from the Edit menu — choose Delete. This moves the message to the Deleted Items folder but does not permanently remove it from your Exchange account. You can restore the message by removing it from the Deleted Items folder anytime prior to completing Step 2.
2. To permanently delete items, from the Tools menu, select Empty "Deleted Items" Folder or set up Outlook to automatically delete items whenever you quit the program.
   NOTE: Messages that you have deleted in this step can be restored within three days. After three days, you cannot restore deleted messages.

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Scheduling with Your Calendar

• USE THE ITS EXCHANGE SERVICE: When you propose a meeting with others on the ITS Exchange network, you can view both when people are free and when they are busy. This information can help you better determine when to schedule meetings.
• USE OUTLOOK OR ANOTHER EXCHANGE SERVICE: You will not be able to see when people are busy, but you can still propose meetings and receive verification through your calendar.
• DO NOT USE EXCHANGE, OUTLOOK, OR ENTOURAGE (MAC): When you include these people in your proposal, they will automatically receive an e-mail inviting them, and they will need to reply via e-mail. They must also manually enter the meeting into their calendaring system.

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Delegating or Sharing Your E-Mail, Calendar, and Other Folders

Delegation is most often provided when you want a trusted individual to be able to manage your e-mail and calendars. You can provide multiple people with delegate rights and limit each individual's authority through permissions. With the right permissions, a delegate can:
• read your e-mail
• send e-mail on-behalf-of-you or as-you
• make, accept or decline, and delete appointments in your calendar

CALENDAR CAUTION! If you provide delegate rights to your calendar, you are automatically providing send-on-behalf-of-you e-mail rights.

Sharing is typically used to allow others access to parts of your Exchange account, such as a calendar. You should use this method when you want someone to be able to manage your calendar but don't want that person to be able to send e-mail on your behalf. You can share items with multiple people and provide each person with specific permissions.

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Accessing Folders as a Delegate

• are authorized to access another person’s e-mail, calendar, or other folders
• have delegated any of your folders

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Setting An Out of Office Message

CAUTION! While an Out of Office message can be useful, it also has the potential to risk your personal security. Word your message carefully so that you don’t alert others that you are on vacation and your house, for example, is unattended.

You can create an Out of Office message two ways:

• using your Exchange account, but your message is only available to other campus Exchange users. This is a good option if you only want U-M colleagues with Exchange accounts to receive it.
• using the U-M Online Directory (UMOD) where your message is available to everyone sending you e-mail except U-M Exchange users. To also reach Exchange users, you must set the message from within your Exchange account as well.

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Using The Global Address List (GAL)

The GAL provides a convenient way within Exchange to look up people, Exchange groups, departmental mailboxes, and calendar resources rather than using your web browser to access the UMOD.

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Organizing By Folders

You can create folders on both the Exchange server and personal (.pst) folders on your computer. You can access folders on the Exchange server from any computer you use to access your Exchange account. Personal folders, however, are only available on the computers where they reside. To find out how to put your personal folders on another computer, see Copying Your Personal (.pst) Folders.

Outlook allows you to set up rules that automatically sort incoming messages and your replies into specific folders that you create. For example, you may wish all e-mail regarding a specific project into a project folder rather than your Inbox and Sent Items folders. Creating rules is covered in the next section.

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Creating Rules

You’ve probably already created a specific rule that activates the Brightmail spam detection system. If not and you want to see another example of creating a rule, see Appendix A: Defending Against Spam.

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Accessing Your Exchange Account from Off Campus

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Additional Resources

Also visit ITS’s Information System to obtain ITS computer documentation and other resources. A list of relevant documents follows:

Setting Up Outlook/Exchange on a Windows Computer (S4326)

Connecting to Your ITS Exchange Account from Off Campus [Windows] (S4346)

Setting Up Entourage/Exchange on a Macintosh (S4328)

Using Your ITS Entourage/Exchange Account [Macintosh] (S4329)

Connecting to Your ITS Exchange Account from Off Campus [Macintosh] (S4347)

We welcome your comments; please send e-mail.

ITS’s Online Help Desk provides a variety of computing help resources.

For further help with Outlook and the ITS Exchange Service, send e-mail or phone (734) 764-HELP.

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Appendix A: Defending Against Spam

Please refer to Setting Up Outlook/Exchange on a Windows Computer (S4326).

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Information and Technology Central Services