MS Outlook FAQ College of Education Office of Information Technology Purdue University

 

Frequently Asked Questions

• How do I change the Time Zone for the "OWA" online web interface?

• How do I configure Outlook on my home computer?

• How do I access my email / calendar from a web browser?

• How do I use folders in Outlook?

• How do I give someone access to my calendar, contacts, etc.?

• I used nicknames in Netscape Messenger to quickly locate favorite email addresses.  How do I do that in Outlook email?

• How can I access the Purdue online directory when addressing email messages in Outlook email?

• When people forward messages from the exchange server, sometimes the actual email address does not appear next to their name.  What is happening?

• I had multiple profiles in Netscape Messenger so multiple people could log into a single computer and read email from different accounts.  How do I do that in Outlook email?

• How do I use email filters in Outlook email?

• How do I use a Reply-To address in Outlook?

• I don't want to preview every message that arrives.  How can I turn off preview?

• How can I turn off/on saving all my outgoing email to the Sent Items folder?

• When I delete a message, how can I delete immediately without sending the message to the Deleted Items folder?

• How do I view the full Internet email header of an email message in Outlook?

• When I look at my contacts, two sets of contacts show up.  One is blank or has little in it, the other has all my contacts.  What is happening?

• I don't see any of my personal contacts when addressing email.  How do I configure Outlook so my Contacts appear as the default address book?

• When I address an email message, the wrong address or contact pops up in the auto-complete list as I'm typing.  How can I get rid of the addresses I don't want in the auto-complete list?

• When I click a link in Outlook email, the web page loads in an existing browser window and I lose the page I was viewing in that window.  Can a new browser window be opened when I click a link?

• Sometimes when I send an email message, the web addresses that I send cannot be clicked by the recipient.  Other times they can be clicked.  What's the deal?

• Outlook does not download email automatically, outgoing mail stays in the outbox, and Outlook is "offline".  What's the deal?

• Microsoft Outlook is unable to log on to an Exchange server and I have tried everything I know and still can't connect.  What can I do?

• How do I import my Netscape Messenger address book into Outlook?

• How do I import my Netscape Navigator bookmarks into Internet Explorer?

• I deleted a message and emptied the deleted items folder.  Can I get it back?

• How do I turn cached mode on or off?
• How do I give someone else access to my Exchange Calendar?
• How do I add someone else's Exchange Calendar to my view?

 

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How to configure the Outlook client on a home computer 

 

NOTE:  We recommend that you use the same version of Outlook on your home computer that is being used on your COE office computer.  That version is most likely Outlook 2003 or Outlook XP.

 

Configuring the Outlook email client:

http://www.itap.purdue.edu/email/exchange/qex_outlookconfig.cfm
(these instructions are Outlook 2003 or Outlook XP)

Perform the following suggestions for speeding up the network connection to the Exchange Server:

http://www.itap.purdue.edu/email/exchange/qex_speed_tcp_winnt.cfm
(note: use these instructions for computers that are not in the ADMIN_DOMAIN)

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How to access your email and calendar via the web

 

For users who need quick access to their calendar and email from remote locations, we recommend that you use the Outlook Web Access site which can be found at:

 

https://exchange.purdue.edu

 

However, for regular home use, we recommend the installation of the Outlook email client that is part of the Office 2003 package.  Purdue Faculty, Staff, Students can obtain Office 2003 from the Purdue copy shop in the Union. 

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• Q: How do I use folders in Outlook?
   

  
   

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• Q: How do I give someone access to my calendar, contacts, etc.?

  • A: You can selectively grant other Exchange users access to your folders (such as your Calendar, Contacts, etc.).  Here's how:

    1. Use the Outlook "Go" menu to select the Folder List.  This will give you an overview of all the folders that you can potentially share (Calendar, Contacts, Tasks, Notes are all considered folders).

    2. Right-click any folder in the folder list, such as your Calendar, and select "Properties".

    3. Select the "Permissions" tab

    4. Click the "Add" button

    5. Locate the Exchange user you want to grant permissions to.

    6. Select the user and click the "Add ->" button and then click OK.

    7. Select the person you just added in the list of "Names" and then select the "Permissions Level" that is appropriate.  For example, if you want someone to be able to view items to your calendar, but not add/remove them, make the person a "Reviewer".  If you want someone to be able to add items (and delete the things they have added) for you, make the person an Author.  If you want someone to be a full proxy, adding/editing/deleting anything YOU have created, make them an "Editor" or "Owner".

    8. Once you have given permissions to someone, they can open the folder(s) they have permission to access by going to the Outlook File menu, and selecting "Open > Other User's Folder".  They can then type your name and select which of your folders they want to view.

     

     

     

     

     

     
     

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• Q: I used nicknames in Netscape Messenger to quickly locate favorite email addresses.  How do I do that in Outlook email?
   

  Shortcuts for addressing an email message
   

  • A: Type a small portion of a name and then select the "check names" button on the toolbar:
     
    The name and email address will be resolved.  After you have successfully checked a name or address, the name / address will appear in the auto-complete list the next time you type a portion of the name / address.  Use your keyboard up/down arrow keys to select a name / address from the auto-complete list.  The auto-complete list looks like this:
    

   

   

   

   

   

    
  

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• Q: How can I access the Purdue online directory when addressing email messages in Outlook email?
   

  • A: From within Outlook, go to the Tools menu and then select Email Accounts

    • Under the Directory heading, select  Add a new directory or Address Book and click Next

    • Internet Directory Service (LDAP) should already be selected and click Next

    • In the Server Name box type "directory.purdue.edu" and click More Settings

    • You will receive a Pop-up box, click OK

    • Type Purdue Directory in the Display Name field

    • Click the Search tab above and enter "o=Purdue University, l=Indiana, c=US" in the Search base field

    • Click OK, then Next, and finally Finish

    • To search the Purdue Directory when composing an email, click To...

    • In the "Show Names from the:" drop down menu, select Purdue Directory

    • Now click  Find and enter your search criteria
       

     

     

     

     

     

     

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• Q: When people forward messages from the exchange server, the actual Internet email addresses do not appear next to the names listed on the original message.  What is happening?
   

  • A: In the Microsoft world, a person's name maps to an Exchange server "account" or an Outlook "contact".  Microsoft has unfortunately chosen not to include Internet email addresses with names listed in a forwarded message.  This can prevent recipients of forwarded messages from knowing the email addresses of the people in the original message.  There is no workaround known at this time.  This remains a proverbial Microsoft "feature".  :-)
     

   

   

   

   

   

   

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• Q: I had multiple profiles in Netscape Messenger so multiple people could log into a single computer and read email from different accounts.  How do I do that in Outlook email?
   

  • A: Go to Control Panel | select the Mail control panel | select Show Profiles | add a new profile as needed | select a default profile if desired.
     

   

   

   

   

   

   

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• Q: How do I use email filters in Outlook email?
   

  • A: Email filters are called Rules in Outlook.  Go to the Tools menu | select Rules Wizard... | add rules as desired.
     

  Creating a non-Purdue Outlook email rule
  Creating other Outlook email rules
   

  • To create a rule to filter email from COE lists into their own folder:

    • Go to Tools menu | Rules Wizard...

    • Click New...

    • Begin with a blank rule | click NEXT

    • In the top box are the rule "conditions". 

    • Select the condition: "with specified words in the senders address"  (deselect any other conditions)

    • Just below the conditions box is the rule description box. 

    • Click "specific words" and add list names such as:  COE-l, COEfaculty, ci-l, edst-l, COEgrad

    • When finished entering specified words, click NEXT

    • In the top box are the actions labeled: "What do you want to do with the message?"

    • Select the action: "move it to the specified folder"

    • Also select the action: "stop processing more rules"

    • In the rule description box, click "specified folder"

    • Select or create a new  folder such as a "_lists" folder

    • Click Finish
      
      Example of the conditions box (top) and the rule description box (bottom):
      

  • To create a "non-purdue" rule to filter non-Purdue email into its own folder:

    • Go to Tools menu | Rules Wizard...

    • Click New...

    • Begin with a blank rule | click NEXT

    • Do not select ANYTHING in the "conditions" window (a non-purdue email filter will be run on ALL incoming messages) | click NEXT

    • In the top box are the actions labeled: "What do you want to do with the message?"

    • Select the action: "move it to the specified folder"

    • Also select the action: "stop processing more rules"

    • In the rule description box, click "specified folder"

    • Select or create a new  folder such as a "_nonpurdue" folder

    • Click NEXT

    • In the top box are exceptions.

    • Select the exception:  "except with specific words in the sender's address"

    • In the rule description box, click "specific words"

    • Enter "purdue" as the word or phrase to look for in the sender's address

    • Click Finish

    • Position the non-purdue email rule in an appropriate order with other filters

    • Test to ensure the rule is working

    • Watch for legitimate non-Purdue senders in the _nonpurdue folder
       

     

     

     

     

     

     

     

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• Q: How do I use a Reply-To address in Outlook?
   

  Using reply-to in Outlook
   

  • A: Begin composing a message | click the "Options..." button on the email toolbar | enter your reply-to email address in the "Have replies sent to" field  and click the checkbox next to this field | send message as usual.  Note that you must do this for each individual message.  Unfortunately, there does not appear to be a way to globally apply a reply-to address to all messages you send.
     

   

   

   

   

   

   

   

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• Q: I don't want to preview every message that arrives.  How can I turn off preview?
   

  • A: You can turn off the Outlook preview pane using the View menu:
    
    
    
    Use this feature to toggle the preview pane on/off.  When preview pane is off, double click a message header to view the message, or highlight the message header and press enter.  We recommend that you turn the preview pane off so you can delete inappropriate messages without having to open them.  Simply highlight the message header and press the delete key or click the delete button on the Outlook toolbar.
     

   

   

   

   

   

   

   

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• Q: How can I turn off/on saving all my outgoing email to the Sent Items folder?
   

  • A: Go to the Tools menu | select Options... | select the Preferences Tab | select the Email Options... button | select or deselect the Save copies option: 
    
    
     

   

   

   

   

   

   

   

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• Q: When I delete a message, how can I delete immediately without sending the message to the Deleted Items folder?
   

  • A: Hold down the shift key and press the delete key.
    
     

   

   

   

   

   

   

   

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• Q: How do I view the full Internet email header of an email message in Outlook?
   

  • A: Open and view a message | go to the View menu | select Options... | view the header in the "Internet Headers:" field.  You can select and copy the contents of this field if you need the header for reference.
     

   

   

   

   

   

   

   

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• Q: When I look at my Address Book, two sets of Contacts show up.  One is blank or has little in it, the other has all my contacts.  What is happening?
   

  • A: Here is one possibility:  One of the Contacts sets may be stored in your personal folders which is stored on your local machine (vs. the server).  The Contacts that most people want to have displayed is stored on the Exchange server.  To make the unwanted local "personal" copy stop showing up: 
    
    1. Go to your Outlook Personal Folders
    2.  Right click the Contacts folder
    3. Select Properties
    4. Select the Outlook Address Book tab
    5. Uncheck the box next to Show this folder as an e-mail Address Book:
    
     
    
    If this does not fix the problem, please contact us for further assistance.

  
   

   

   

   

   

   

   

   

 

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• Q: I don't see any of my Contacts when addressing email.  How do I configure Outlook so my own Contacts appear and are used as the default address book?
   

  • A: If your Contacts do not appear in Outlook when addressing email, you may need to add your Outlook Address Book to your computer's email profile and/or adjust the order in which Contact lists are searched:
    
    >>> Adding a missing Contacts folder <<<
    
    1. Go to your computer's Control Panel and select Mail :
    
    
    
    2. Select the Email Accounts option:
    
    
    
    3. View or change an address book:
    
    
    
    4. If you do not see the Outlook Address Book in the list, then you need to add it (if you do see it, try removing and re-adding it).  Click Add... :
    
    
    
    5. Add an Additional Address Book:
    
    
    
    6. Select Outlook Address Book:
    
    
    
    7. Confirm that the Outlook Address Book shows in the list:
    
    
    
    >>> Configuring your Contacts folder to be used as the default Contacts list <<<
    
    8. Go to Outlook and right click the Contacts folder that you want to use:
    
    
    
    9. Check the box to show this folder as an e-mail Address Book:
    
    
    
    10. In Outlook, go to Tools --> Address book...   :
    
    
    
    11. In the Address Book, go to Tools --> Options... :
    
    
    
    12. Make sure your Contacts are selected and in the correct order:
    
    
    
    13. Close the Address Book.  You may need to re-start Outlook for the changes to apply.
    
    14. If you see two sets of Contacts in step 12 above, click here to resolve that issue.
     

   

   

   

   

   

   

   

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• Q: When I address an email message, the wrong address or contact pops up in the auto-complete list as I'm typing.  How can I get rid of the addresses I don't want in the auto-complete list?
   

  • A: The auto-complete list looks like this:
    
    
    
    Use your keyboard up/down arrow keys to highlight a name / address you don't want to appear in the auto-complete list and press the "delete" key on your keyboard.  Then either select the name / address you want in the auto-complete list or type part of a name and click the "Check Names" button on the tool bar:
    
     

   

   

   

   

   

   

   

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• Q: When I click a link in Outlook email, the web page loads in an existing browser window and I lose the page that I was viewing in that window.  Can a new browser window be opened when I click a link?
   

  • A: There is an option in Internet Explorer to disable re-using of windows when clicking a hyperlink.  Go to "Tools --> Internet Options...", select the "Advanced" tab, un-select "Reuse windows for launching shortcuts" in the "Browsing" section:
    
    
    
    
     

   

   

   

   

   

   

   

   

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• Q: Sometimes when I send an email message, the web addresses that I send cannot be clicked by the recipient.  Other times they can be clicked.  What's the deal?
   

  • A: This happens when a message is composed in HTML or Rich Text format and the links are not "activated" by the person composing the message. 
    
    When a message is composed in Outlook, one has the choice to send the message in HTML, Rich Text, or Plain Text format.  If a message is sent in Plain Text format, URLs will almost always be clickable by the recipient if they have an email client that auto-activates hyperlinks. 
    
    However, if a message is sent in HTML or Rich Text format, one must manually make URLs active by doing the following:
    
    (a) Pressing the space bar or hitting return immediately after entering a URL so it appears with an underline indicating an active hyperlink.
    
    (b) Or, highlighting a URL and clicking the hyperlink toolbar button so it appears with an underline indicating an active hyperlink. 
    
    This is what the hyperlink toolbar button looks like:
    
     
    
    This is how you can switch between email message formats:
    
    
    
    NOTE: If you have received a message that has un-clickable hyperlinks, you can:
    
    (a) Open and read the message
    (b) Click the Edit menu and select Edit Message
    (c) Click the Format menu and select Plain Text
    

    

   

   

   

   

   

   

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• Q: Outlook does not download email automatically, outgoing mail stays in the outbox, and Outlook is "offline".  What's the deal?
   

  • A: This happens when Outlook is working "offline" (i.e. Outlook thinks it cannot connect to the server).  This can happen if you press "Cancel" when prompted for your password as Outlook launches, or if network or server problems occur.  To switch back to "Online" mode, left click the word Offline at the bottom right of the Outlook window and un-select Work Offline. Outlook will now try to re-connect to the mail server.  Another way to switch back to Online mode is to go to the File Menu and un-select Work Offline.
    
    
    
    Once you are re-connected, you may be asked for your username and password.  Purdue Exchange server users should type username:  ONEPURDUE\career_account_id.

   

   

   

   

   

   

   

   

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• Q: Microsoft Outlook is unable to log on to an Exchange server and I have tried everything I know and still can't connect.  What can I do next?
   

  • A: If you have followed all the steps for configuring Outlook to connect to the Purdue Exchange server and still can't connect, check out knowledge base article 268575 from Microsoft.

  • Here are the registry keys you need for a Windows 2000/XP machine using Outlook 2002 in a .TXT format.  Download and rename the following .TXT file so it ends with .REG, then double-click to import into a Windows 2000 or XP registry.  As always, when modifying the registry, do so as a last resort and use at you own risk:  ClientProtocols.reg.txt
     

   

   

   

   

   

   

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• Q: How do I import my Netscape Messenger address book into Outlook?
   

  • A: Export to LDIF from within Netscape Messenger and then import the LDIF into the Windows Address Book using Outlook Express | Tools menu | Address Book | File menu | Import... | Other Address Book...

  • Once you have imported into Outlook Express, export from Outlook Express into your Exchange profile:  Outlook Express | File menu | Export... | Address Book... | Microsoft Exchange Personal Address Book.  Your addresses should now appear in your Outlook address book.

  • You can also export from Outlook Express in comma delimited format (CSV) and import this file into Outlook using:  File menu | Import and Export... | Import from another program or file | Comma Separated Values (Windows) | select the CSV file you exported from Outlook Express.
     

   

   

   

   

   

   

   

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• Q: How do I import my Netscape Navigator bookmarks into Internet Explorer?
   

  • A: Open Internet Explorer | choose Import and Export... | Use the wizard to import favorites | Import from a File | locate your Netscape Navigator bookmark.htm file and import.
     

   

   

   

   

   

   

   

   

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• Q: I deleted a message and emptied the deleted items folder. Can I get it back?
   

  • A: Yes, if you are using an Exchange server (such as the Purdue Exchange server) you may be able to get your message back -- within 30 days of deletion. 
    • HOW:
      • Select the Deleted Items folder
      • Go to the Tool Menu and select "Recover Deleted Items..."
      • Look for your message in the list that appears
      • Select the deleted message(s) and click the "Recover Selected Items" button on the toolbar (this button looks like an envelope with a curved arrow)
      • In a few minutes, the recovered message will appear in the Deleted Items Folder.

 

 

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• Q: How do I turn cached mode on or off?
   

  1. A: Go to the Tools menu and select Emal Accounts ...
      
     
      
  2. Select "Vew or change existing e-mail accounts" and click Next > ...
      
     
      
  3. Select your account on the left and click Change... on the right ...
      
     
      
  4. Check or Uncheck "Use Cached Exchenge Mode" ...
      
     
      
  5. You will need to completely Exit Outlook for the changes to take place...
        
     
      
  6. Click Finish and Exit Oulook using File / Exit.

 

 

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• Q: How do I give someone else access to my Exchange Calendar?
  1. Go to the Tools menu and select Options
  2. Click on Delegates tab
  3. Add a User
  4. Select the permissions you want to give this user:
     1. There are three levels: Reviewer, Author, Editor
     2. Uncheck duplicate meeting request box
  5. Unselect permissions you don’t want
  6. Click OK
  7. Right click on the root of your mailbox (e.g. "+Mailbox - Shoop, Wesley") and click properties
  8. Select permissions tab
  9. Add user
  10. Check the "Folder Visible" box (all others should be unchecked)
  11. Click OK
      

 

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• Q: How do I add someone else's Exchange Calendar to my view?
  1. Go to the Tools menu and select Account Settings
  2. Highlight your account and click “Change”
  3. Click “More Settings...”
  4. Go to the Advanced tab
  5. Click "Add..." and type in the career account ID of the calendar you wish to see
  6. Click OK
     

 

 

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Created and maintained by:

The Purdue University College of Education
Office of Information Technology

edit@purdue.edu

http://www.education.purdue.edu/edit