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Email Conversion FAQs
Conversion |
| Can my Pegasus mail be migrated to the new Exchange server? |
| Yes, You must notify IT Services ASAP by calling x2323 or email helpdesk@queens.edu |
| Can I still use Pegasus? How long will I still be able to get into Pegasus to see my old mail? |
| Yes, until the conversion occurs. After the conversion, you will have about 2 weeks to view any email still in Pegasus. You will not be able to send or receive any email in Pegasus after the conversion. |
| Will I still be able to login to http://webmail.queens.edu? |
| No. After the mail conversion is complete, webmail will no longer work. You will now go to http://owa.queens.edu |
| Can you migrate my Pegasus address books to the new Exchange system? |
| No. Pegasus address books cannot be migrated. You will need to recreate these in Outlook. If you have over 100 contacts in your addressbook, IT can help you import them. |
| Can you migrate my Pegasus distribution lists to the new Exchange system? |
| If your Pegasus Distribustion list only has queens email addresses, it would be better to recreate that distribution list in Outlook and use the Global Address List to add members. If your Pegasus Distribution List has other email addresses, click here to watch this streaming video. |
| I use a Mac. How can I get my email? |
| You can use Microsoft Entourage to receive your email on a Mac. Click here for instructions on how to setup Entourage with your Exchange email account. |
| Is username@rex.queens.edu still a valid email address for me? |
| No. Username@queens.edu is the format of your email address. Username@rex.queens.edu will no longer work. Please ask those you email with to make sure their address books have this address |
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Setup |
| What is Exchange cached mode and should I use it? |
| Cached mode downloads a copy of your email to your Outlook client so that it is available to you even if you are off-line. To know if you are connected or off-line, look at the icon in the bottom right of your Outlook window. "Connected" indicates that you are communicating with the Exchange server. "Disconnected" and "Offline" mean you are not. You will know that you are in cache mode if Outlook displays "folders up to date" or "last updated" information on the bottom right, just to the left of the connection information. Cached mode is generally recommended and is particularly useful for mobile laptop users. |
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Getting Started |
| What is the difference between Outlook, OWA and Exchange? |
| Outlook is the Microsoft Windows email client for the Exchange mail server that provides the fullest functionality for Exchange. Outlook Web Access (OWA) provides the email/calendaring experience via the web. |
| How can I tell the amount of space I’m using on the Exchange server? |
| In Outlook, right click your mailbox name (Mailbox – Firstname Lastname). Select Properties. On the General tab, click the Folder Size... button. If you are using cached mode, you will see two tabs, choose the Server Data tab. |
| How do I update my info in the Global Address List? |
| You can update your information by visiting https://directoryupdate.queens.edu and login with your id and password. |
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OWA |
| Does the Windows Popup blocker effect Outlook Web Access (OWA)? |
Yes, many OWA functions in Exchange 2000 and 2003 take place within pop-up windows. So if pop-ups are disabled, those features may not work.
There are too many problems caused by the pop-up blocker to list them all, but a few of the problems include blocking of the New Folder action, the attachments dialog box, and the Send Mail to Contact button on the Contact form.
The pop-up blocker can also trigger script errors within OWA. For example, if you double click on a user name within the Find Names dialog box, a scripting error will occur because the pop-up blocker is blocking the necessary action.
The good news is that you don't have to disable the pop-up blocker to fix these problems. In fact, you shouldn't disable the pop-up blocker if at all possible, because malicious code hidden within pop-up ads has been known to spread spyware.
The best way to get around these problems without having to disable the pop-up blocker is.
Leave the pop-up blocking enabled, but allow pop-ups for your OWA Web site:
- Open the Control Panel and click the Security Center icon, followed by the Internet Options icon. The Internet Properties sheet will appear.
- Select the Privacy tab and click the Settings button found in the Pop-up Blocker section. Windows will display the Pop-up Blocker Settings dialog box.
- At this point, simply enter the URL to your OWA site (https:\\owa.queens.edu) into the "Address of Web Site To Allow" field.
- Finally, click the Add button followed by the Close button.
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| How do I login to my email using a web browser? |
| By typing https://owa.queens.edu in your web browser. |
| In OWA what is the difference between the "Basic" and "Premium" Client options? |
| Premium gives you the best web experience. You must access OWA from a recent version of Internet Explorer (IE) on Windows. Basic is less feature-rich. It is better for slow connections and is what you get from non-IE browsers, browsers on non-Windows platforms and older versions of IE |
| In OWA What's the difference between the "Public or shared computer" and "Private computer" Security options? |
| The "Public or shared computer" setting has a much shorter timeout (30 minutes) than the "Private computer" setting (24 hours). If there has been no activity between the web client and the server for the duration of the timeout setting (i.e. no mail passing to or from the server), you will be presented with an authentication screen. Once you re-authenticate, you will be able to continue where you were. If you are using OWA from a public computer, you should choose "Public or shared computer". If you are using it from your own secure computer, the "Private computer" setting is more convenient. |
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POP |
| Can I keep using my POP Outlook account? |
| Yes, you can continue to use your POP account. But your emails will not be backed up and you will not be able to view your emails through the web. |
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Contacts |
| Can I copy students email addresses from CampusWeb into a Outlook Distribution List? |
| Yes you can. Login to CampusWeb, choose a class to view. Then click+hold your left mouse button before the first student and drag it to the last student. Then press CTRL+C to copy. Next go to Outlook, click on the arrow next to the New button and choose Distribution List. Name your new distribution list and press the Select Members button. At the bottom, next to Members..., click in the text box and press CTRL+V to paste. Press OK.
*Please note: When you email students from your distribution list, you must put the Distribution List name in the BCC field, not the TO field in order to hide the other email addresses. |
| How can I forward an Outlook contact I have to someone? |
| Go to Contacts. Right-click on the contact you want to send and select Forward. A new email message will be created with that contact included as an attachment. Enter the email address that you want to forward it to and click Send.
When the recipient receives the message, all they have to do is to drag the attachment onto the Contacts folder in the folder list. It will be added automatically to their contacts list. |
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Email |
| Can I recover items I accidentally deleted? |
| When you delete an item, it will be moved to the Deleted Items folder until you permanately delte the item by emptying the Deleted items folder or by deleting the item individually from the Deleted Items folder. You have 7 days to recover a deleted item from the Deleted Items folder. However, if you hard-deleted a item (pressed Shift-Delete), you cannot recover the deleted item. |
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Calendar |
| Can I move or copy appointments from my personal Outlook Calendar to my Exchange Outlook Calendar? |
| You sure can. First display both calendars side-by-side. Then simply select and drag appointments from one calendar into the other. Appointments on your Exchange calendar will be stored on the server and accessible anywhere you access Exchange.
If you want to move the entire contents of one calendar to another, choose the "By Category" view of the source calendar, select the first item, scroll to the bottom of the list and Shift-select the last item. Then drag this entire block onto the target calendar.
NOTE: these procedures will MOVE your appointments. If you wish to simply copy them, hold down the Ctrl key while you drag the appointments. |
| Can I send and receive meeting invitations that will go directly to my Outlook Calendar? How? |
Yes. Within your Calendar create a meeting and enter the details for it.
- Click the To… Button
- Select attendees from the Global Address List
- Click the Send Button and that's it!
Tip If you delete a meeting to which you have invited others, you'll automatically be prompted to send a meeting cancellation notice to these attendees.
The recipients will receive a meeting invitation with buttons such as Accept and Decline that they can click on to respond to your invitation and add the event to their calendars.
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Public Folders |
| What are Public Folders? |
| Public folders and their contents are stored on the Exchange server, and can be shared with any individual that has an account is logged in. |
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Using Outlook |
| How do I sync my Palm or Pocket PC device to my Exchange account? |
| If you have a PDA and would like to sync your Outlook with your PDA, call the Helpdesk after the conversion to schedule a time. |
| I need more email space than you are allowing. How can I archive some of my mail to a local Outlook file? |
| If you are running out of space and cannot delete anymore messages, you will need to Archive items into a separate Outlook file. |
| How do I use the Global Address List to search for an address? |
| When you are in a message window, click on the To or CC buttons to open the Global Address List. Type a te first few letters of the first or last name in Display name. |
| How do I setup and Out of Office reply in Outlook and OWA? |
| In the main Outlook window, click on Tools and then click on Out of Office Assistant.... Then click the radial button next to "I am currently out the office" and type your message in the box below.
In OWA, on the left navigation pane, click on Options at the bottom. Then click on "I am currently out of the office" and type your message below. Then press Save and Close above. |
| How do I set my signature in Outlook and OWA? |
| In Outlook, click on Tools then click on Options at the bottom. A new window will open. Click on Mail Format tab at the top. You will then see Signatures at the bottom. Click on the button "Signatures". The Signatures window opens, then click on New. Name your signature file. Then choose "Use this file as a template" and type I:\IT_Services\Signatures\Template.htm. Press next. Then Edit the template with your information. Press Finish when done. Then Press OK. |
| What happens when I reach my email quota? |
| When your mailbox size is within 40 MB of your quota you will receive a warning message. When your mailbox size is within 20 MB of you quota the sending of email will be prohibited for your account although you will still be able to receive incoming mail. Of course, when you delete enough email content so that you are greater than 20 MB from your limit you will be able to send mail again. When you reach the quota both sending and receiving of email will be prohibited until you have reduced your usage. Incoming emails to you will remain in the mail queue and will be delivered once sufficient space is available to receive them. |
| What can I do to control my mailbox size? |
| Be sure to empty your Deleted Items folder. After you delete items from your inbox, they sit in your Deleted Items folder until you empty the Deleted Items folder. Be sure to delete emails that are not needed anymore. |
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