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Communications and Collaboration: Migration Information

Information for users new to email on Exchange

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How can I access emails?

The University of Bath provides and supports:

We provide instructions on how to set up email on your mobile device.

There are different clients that can be used with Exchange.  If you choose an alternative method of accessing your email please use the program's built in Help to assist you.

First time use

This is a list of things you need to be aware of and configure now you are migrated to Exchange.

We provide instructions on how to set up email forwarding, your signature and your out of office reply

Email Tools

For information on using email tools (e.g. Out of Office, Forwarding, Junk/Spam settings and administering shared mailboxes) please use the Email Tools Page

My "To" field doesn't auto-generate names

Outlook does not automatically pull the Global Address List for users names, instead it creates a cache locally once a user has been emailed or the name has been resolved in one of the mail To\From\CC\BCC fields.

To resolve a user's name, input their name (or part of it) into the To field, select the Check Names button or tab into the next field and select from the list. The next time you email the user, their account should appear in the drop down list as you type.

Need Help with Outlook or Outlook Web App?

Why not give the Microsoft Office Support site a try https://support.office.com

Accessing Shared Mailboxes

These instructions will allow you to access your Shared Mailbox using Outlook.  If the shared mailbox has not been migrated over to Exchange you will need to contact IT Help and they will help you.

Mobile device connection (phones / laptops etc.)

See the Mobile Device page for connecting your mobile device to you email.   

Adding Exchange account to Apple Mail on Mac OS X Yosemite (10.10)

Please note. Computing Services offer limited support for this configuration. Please ensure you are running the lastest release of OS X

1) Open system references

2) Select internet accounts

3) If there is no option to select a service (as in step 4) then click the plus button.

4) Select exchange

5) Fill in your name, email address (in the format ab123@bath.ac.uk and not a.b.charlie@bath.ac.uk) and password and click 'next'.

6) As long as you are connected to the Internet, Mac OS X should auto-detect the university's mail server settings. Once it confirms the settings, click 'Continue'.

7) Choose which options of Exchange that you wish to use with your Mac (certain services, such as 'Calendar' are not in use at the university as yet) then click 'done'

8) Your account has now been set up on your Mac and you should be able to see it in 'Internet Accounts'

Can I connect Outlook on my home PC / laptop to Exchange

Microsoft have made the process for connecting Outlook very easy, if you open the Outlook client and follow the Add Account wizard you will be guided through the steps to set up your University account.

Calendar and Mail open at the same time

1. Right click on Calendar or Mail tab (depending on what's already open)

2. Select Open in New Window

If you want this to automatically take place every time you open Outlook, place the Mail and Calendar windows as you want them to open and select 'FILE', 'Exit'. This will close both windows and remember them whenever you open Outlook. After this, just click on the crosses at the top-right to close the windows as normal.

Helpful Outlook keyboard shortcuts

These shortcut keys let you jump between the four tabs of Outlook

1. [Ctrl]&[1] goes to Mail

2. [Ctrl]&[2] goes to Calendar

3. [Ctrl]&[3] goes to People

4. [Ctrl]&[4] goes to Tasks

These three helpful shortcuts work from any Outlook tab.

1. [Shift]&[Ctrl]&[M] will create a new email message.

2. [Shift]&[Ctrl]&[A] will create a new calendar appointment.

3. [Shift]&[Ctrl]&[K] will create a new task.

Deleted Items

There is a policy in place which will automatically delete items stored in the Deleted Items folder after 30days. After this things move to the Dumpster which is an area outside your mailbox. To recover items from the Dumpster, right click on the Deleted Items folder > Recover Deleted Items for a further 90 days. Please refrain from using your deleted items folder as a storage location for emails, as items will be removed.

Blocked attachments

Outlook blocks certain attachment extensions by default - see this Microsoft page for details.

Outlook Web App & AdBlock

If you find that emails that you send from Outlook Web App are being blocked as Viruses or Spam, this could be a result of additional meta information being injected into the body of the email by AdBlock. To work around this problem it is necessary and beneficial to Whitelist the whole bath.ac.uk domain. The following link has been provide to do this for you automatically, click here to subscribe to the fix.

Where are my BCC fields?

Open a New Email, go to the Options tab and select BCC (under the show fields section).

Commenting (in-line)

In-line commenting can be used to preface your text with your name in replies. To do this go to File > Options > Mail > scroll down to "Replies and forwards" section and tick "Preface my comments with" and enter your name.

Searching for a Folder in Outlook 2013

By default Outlook 2013 doesn't give you the option to search for a folder, but you can search for messages within a folder and then reveal the folder location using the following work-around.

Firstly search for a message that you know is located in the folder using Instant Search.

When you've found the message, open it via a double-click and then press CTRL+SHIFT+F to open the Advanced Find dialogue. Simply click the Browse button in the Advanced Find dialogue and it will display the folder path to the message.

Dealing with SPAM

The University already has a number of technologies in place to filter and block unwanted E-mail messages as they arrive at the University E-mail servers. On average these technologies are blocking around 60% of the messages that arrive daily. That said, we know that unwanted messages still get through.

Fortunately our Exchange Servers also scan and filter messages as a secondary layer of protection, removing yet move unwanted E-mail, but this still isn’t 100% perfect.

If you find you are still receiving unwanted E-mail you could consider using the Junk E-mail Options in Outlook 2013.These give you the flexibility to tune your own E-mail filtering to meet your needs. For further guidance please see this useful guide from http://support.office.com

Quick links

Orange dotted arrow 11x10 used in the left column Project Home

Orange dotted arrow 11x10 used in the left column  Email Clients

Orange dotted arrow 11x10 used in the left column  Email Tools

Orange dotted arrow 11x10 used in the left column   Training Courses for Outlook 2013

 Orange dotted arrow 11x10 used in the left column On-line training resources for Outlook 2013 & Outlook Webmail 2013 (videos and guides)

Orange dotted arrow 11x10 used in the left column  Additional Help