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Academic Computing Services

Girl doing homework in the Recreation Center.Email & Outlook Help

Sharing Calendars

Follow these steps to share your calendar using your Rogers State University Microsoft Exchange Server e-mail account.

  1. In Calendar, in the Navigation Pane:
    (Navigation Pane: The column on the left side of the Outlook window that includes panes such as Shortcuts or Mail and the shortcuts or folders within each pane. Click a folder to show the items in the folder.)
  2. Click Share My Calendar and do the following:
  • Prevent Anonymous Access to Your Calendar
    • In the Name box, click Default
    • Under Permissions, in the Permission Level list, click None
  • Specify the People You Want to Access Your Calendar
    • Click Add.   
    • In the Add Users dialog box, in the Type Name or Select from List box, enter the name of the person whom you want to grant sharing permissions to
    • Under Add Users, click Add, and then click OK
    • In the Name box, click the name of the person you just added
    • Under Permissions, in the Permission Level list, click the permission level that you want

For details about permission levels, see Outlook help for folder permissions. You can create custom permissions by selecting the check boxes and options under Permissions.

IMPORTANT: If you select the Private check box on a Calendar item in Microsoft Office Outlook 2003, do not grant Read permission to your Calendar folder to anyone whom you do not want to see private items. A person who is granted Read permission to access your folders could use programmatic methods or other e-mail applications to view the details in a private item.

Spam Filter

To configure your email spam filter:

  1. Open Microsoft Outlook
  2. Click Tools from the menu at the top
  3. Select Account Settings
  4. In the Account Settings window, select the Microsoft Exchange account and click the Change button
  5. On the Change E-mail Account screen, make sure Use Cached Exchange Mode box is checked and click Next
  6. Click Finish
  7. Click Close to exit the Account Settings window
  8. Once this is done, click Actions from the menu at the top
  9. Select Junk Email then
  10. Select Junk Email Options
  11. With the Junk Email Options window open, select the level of security you want and click OK
  12. You must now close Outlook and reopen it for the changes to apply
  13. When you desire to apply Junk Email settings to an individual message, you can choose Actions from the Outlook menu at the top
  14. Select Junk Email
  15. Select the options to control the level of filtering you desire

REMEMBER: You must empty your junk email folder weekly to keep your inbox from filling up.

Archive Emails

You may only have to complete the following procedures one time.

  • You can manually transfer old items to a storage file by clicking Archive on the File menu.
  • It is best to arrange archive files by year. Creating a new archive file for each year will help you sort a large amount of email. You will need to create folders specifying the year and store the archive.pst file in its corresponding folder.
  • The recommended maximum size of the archive file is 100 MB.
  • Archive files can be burned from your S: drive to a CD for external storage which will clear space from your S: drive. Typical CDs can hold up to 700 MB of data, so one CD may be able to hold up to 7 archive files.
  • If you make a deletion or move of a large amount of emails from your archive file, it may take up to 24 hours for your system to realize the change.
  • Moving files from folder to folder does not free up any space in your mailbox. The only actions that accomplish this are permanently deleting emails from your mailbox or archiving emails from your mailbox to the archive file located on your S: drive.
  • Delete any unwanted emails before archiving to your S: drive.

Setup Outlook’s AutoArchive feature to Archive Emails to Your S: drive

  1. Create a folder on your S: drive that is called email
  2. Open Outlook
  3. Click Tools | Options
  4. Select the Other tab
  5. Click the AutoArchive button
  6. In the ‘Default archive file’ text box, type S:\email\archive.pst
  7. Set any additional options you want

We suggest AutoArchive every 14 days. ‘Prompt before AutoArchive’ and ‘Delete Expired Items when AutoArchiving’ should be checked.

Several Outlook folders are set up with AutoArchive turned on. These folders and their default aging periods are:

  • Calendar (6 months)
  • Tasks (6 months)
  • Journal (6 months)
  • Sent Items (2 months)
  • Deleted Items (2 months)
  • Inbox, Notes, Contacts, and Drafts do not have AutoArchive activated automatically

Enable Outlook’s AutoArchive feature on Other Email Folders

These steps must be completed for each individual folder (other than the inbox) that you want to have AutoArchive enabled.

  1. To activate AutoArchive on other folders, right-click the folder and click Properties
  2. Select the AutoArchive tab
  3. If you want items automatically transferred to the archive folder, check the ‘Clean out items older than’ check box and select a time period
  4. By default the location will the S:\email\archive.pst folder (if the above steps have been completed)
  5. If you want the items permanently deleted, then make sure the ‘Permanently delete old items’ radio button is selected instead of the ‘Move old items to:’ radio button

View Archived Items

  1. Click File | Open | Personal Folders file
  2. Browse to S:\email\archive.pst and click OK
  3. Archive folders will now appear on the Folder List View and you can search them and open them just like you would your Outlook Today folders

Access Email from Home (via Internet)

  1. Open Internet Explorer
  2. In the address bar type http://email.rsu.edu/exchange
  3. On the screen that comes up type your user name into the Log On Field
  4. Click on the (click here) link next to the Public Access Field
  5. A new window will open
  6. Type your User Name and password
  7. Enter RSUFS for the domain (Note: if there are only two boxes  put rsufs\Username in the first box and your password in the other)