E-Mail Help
instructions on most common e-mail problems - always seek advice from IT
1. Adding An E-mail Profile
1 - click on 'Start', go into 'Control Panel' from the 'Settings' menu
2 - choose 'Mail', click on 'show profiles' button, click on 'Add' button
3 - select 'manually configure information services' then 'next'
4 - choose a suitable name for the profile such as 'Clare' then 'next'
5 - Add 'microsoft exchange server'
6 - enter details, exchange server will usually be birmb84s, mailbox will be the user ID (e.g FergusCl)
7 - click on 'check name' - if it underlines details they are correct
8 - click 'Advanced Tab', tick 'when using network' from the Encrypt Information option, check that Logon network security is 'none', click OK
9 - Add 'personal address book' - set up on c:/ by default
10 - OK then finish
(if prompted select 'do not add to startup group')
2. Set Sharing Permissions For A Delegate
(this has to be done in the inbox you want to share)
1 - On the Tools menu, click Options, and then click the Delegates tab.
2 - Click Add.
3 - In the Type name or select from list box, type the name of the delegate you want to set permissions for.
4 - Click Add, and then click OK.
5 - Select the permissions for each Outlook folder you want the delegate to have access to. For more information about delegate access permissions, click .
6 - To send a message to notify the delegate of the delegate status and permissions you set, select the Automatically send a message to delegate summarizing these permissions check box.
3. Creating Distribution Lists
1-In
In the Microsoft Outlook window, choose the Tools > Address Book
command (shortcut key [Ctrl]+[Shift]+[B]).
In
the Address Book window, click on the New Entry button:
3
-In the Name box, type a name for the list.
4
-Choose the Add/Remove Members button. The Edit Personal Distribution
List Properties dialog box appears.
5
- In the Show Names from the drop-down list, select the address list that
contains the names you want to add to your personal distribution list.
6
-In the box below the Type Name or Select from List box, select each name you
want to add and choose the Members button or double-click on each
name you want to add.
7
-Choose the OK button to return to the New Personal Distribution List Properties
dialog box, then choose the OK button to return to the Address Book window.
8
- In the Address Book window, choose the File Close command.
Important
Points
-You
must have a Personal Address Book set up in your user profile to create a
personal distribution list.
-
You can include existing distribution lists as members of a new personal
distribution list.
-
Personal distribution lists appear in your Personal Address Book in bold
4. Mailbox Over Limit
Users
are not permitted to have their mailbox limit increased - they can only resolve
by deleting items or archiving
1)
Deleting - ensure that deleted items folder is emptied
Check
that folders such as 'Sent Items' & 'Journal' are emptied
Remember
to delete any items from the folder and the deleted items folder also
In
'Journal', click on Tools, Options & select 'Journal Options'
Click
'autoarchive journal items'
Set
box to clean out items older than 14 days
Check
'permanently delete old items' button
If this does not resolve the problem, the user needs to archive some data by creating personal folders
5. Creating Personal Folders
If
all possible data has been deleted the user needs to set up personal folders
1)
Create a personal folder from within Outlook. This type of folder should be used
for ‘Outlook type’ folders which allow you to save mail items etc on your
hard drive. They can only be accessed when outlook is active (on line or off
line).
To
create a Personal Outlook folder on the hard drive
-Tools
-Services
-Add
-Personal
folder
-Type
name of file in ‘file name’ field (initials will be enough)
-Open
-Type
name of folder in ‘name’ field (this will display in outlook)
-Ok
Log off & log back on to Outlook - newly created folder will appear on 'folder list', you will now be able to transfer files into this folder from mailbox
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