Microsoft Exchange

Answers to Frequently-Asked Questions (FAQ)

Frequently-Asked Questions (FAQs)

Calendar Questions

Other Questions

Answers

Calendar Questions

How do I handle meeting requests?
Microsoft® Office Online provides an answer to this question in its article, "Outlook meeting requests: Essential Do's and Don'ts." Another approach appears in our recommended UVa-specific settings for Outlook 2007, Outlook 2003, and Entourage.
How do I respond to an invitation to a meeting?
When you use Outlook 2007, Outlook 2003, Entourage 2004, or the Outlook Web interface (OWA) to respond to a meeting, you can choose Accept, Tentative, or Decline. Whichever you select, you will have the opportunity to Edit the response before sending, Send the response now, or Do not send a response now.
  • If you want the organizer to know your choice of Accept, Tentative, or Decline, and want to include an additional message, choose Edit the response before sending.
  • If you want the organizer to know your choice of Accept, Tentative, or Decline, but have nothing additional to tell the organizer, choose Send the response now.
  • If you choose Do not send a response now, it will put the meeting on your calendar, but will not notify the organizer of your intent; they will have no way of knowing whether you selected Accept, Tentative, or Decline.
How do I avoid seeing responses to meetings I organize?

Meeting organizers will want to use Windows Outlook to set auto-processing of meeting responses. To make this setting:

  1. Start Outlook 2007 or Outlook 2003 on a Windows computer and log in.
  2. From the Tools menu, select Options.
  3. Click the Calendar Options button.
  4. Click the Resource Scheduling button.
  5. Check the Automatically accept meeting requests and process cancellations box.
I have a group of people that need to manage calendars for others/resources. How do I do it?

One approach is to do the following:

  1. Go to the MyGroups website and if needed, log in.
  2. In the Choose a name for your group*: field, type the name for your group.
  3. In the Provide a description of your group: field, type a brief description of the purpose of the group.
  4. Add individuals to the group.
  5. When you are ready, click the Create Group button.
  6. Wait about 20 minutes for the group to be moved to the UVa centralized Exchange server.
  7. In Outlook or Entourage, give the newly-created group permission to manage the group's or resource's calendar.
How do I give permission to manage a resource?

In Outlook 2007 and 2003:

  1. From the File drop-down menu, select Open.
  2. From Open, select Other User's Folder.
  3. Click the Name: button, and the Global Address List (GAL) opens.
  4. In the Search: field, type the name of the individual/resource to manage.
  5. Select the name of the desired individual/resource.
  6. Click the OK button.
  7. Click the OK button.
    • Note: The calendar will open and its name will appear in the Navigation Pane.
  8. Highlight the name of the calendar in the Navigation Pane and right-click the name.
  9. Select Properties from the calendar drop-down.
  10. Click the Permissions tab.
  11. If needed, change permissions for default.
  12. Click the Add > button.
  13. Into the Search: field, type the group name.
  14. Highlight the group name.
  15. Click the Add > button.
  16. Click the OK button.
  17. Select appropriate category of management from the Permission Level: drop-down, or set the individual permissions.
  18. Click the Apply button.
  19. Click the OK button.

All the people in the group will now have the permission given to the group.

Can I invite someone without an UVa centralized Exchange account to a meeting?
Yes. You cannot see their free/busy times, but you can invite them to a meeting by including their email address in the invitation to the meeting. They will receive an email message with the invitation and can manually add the meeting to their calendar. If you would like a response from them, make sure you request that they email you back as to whether they are able to attend.
I cannot see the other attendees for a meeting to which I am invited. Why?
If a meeting organizer uses a local (personal) distribution list and does not expand it when scheduling a meeting, Outlook will display the only name of the list, and so you will not be able to see the names of the other invitees.
Sometimes I can see free/busy times for others, sometimes I cannot. Why?
Outlook 2007 and Outlook 2003 users must explicitly grant others permission to view their calendars.
  • If the owner of the calendar has not granted you specific permissions, or has not granted general permission for a "default" person to see their free/busy times, you will not be able to see these times.
  • If the calendar owner has granted these permissions, you will be able to see free/busy times.

Also, know that if someone is working with a local calendar, you will not be able to see their local calendar.

How do I schedule a resource such as a conference room?

In the Calendar, when scheduling a new meeting:

  1. Click the To: button.
  2. In the Search: field, type all or part of the name of the resource.
  3. Click to select the desired resource.
  4. Continue scheduling your appointment and then hit the Send button.

Other Questions

What do I specify when I am prompted to login to the UVa centralized Exchange server?
If you are prompted to log into the UVa centralized Exchange server, use the login: eservices\ followed by your UVa computing ID (e.g., eservices\mst3k). Your password is your Eservices password. Don’t know this password? You can (re)set it.
How do I use the UVa LDAP Directory to find people not in the Global Address List (GAL)?

LDAP/GAL usage varies based on what email program you are using.

  • Macintosh Entourage users always see everyone listed in UVa's "People Search" (the full UVa LDAP Directory).
  • The full UVa LDAP Directory is not available to users of the Outlook Web interface (OWA).
  • Outlook 2007, Outlook 2003, and Outlook Web Access (OWA) users by default see only the GAL, which does not include everyone in the full UVa "People Search" LDAP Directory (for example, many students are excluded from the GAL, since most do not have Exchange accounts). The full LDAP Directory can be made available for searching in Outlook 2007 and 2003.

To make the full LDAP Directory available in Outlook 2007 or 2003 so that it uses the UVa "People Search" LDAP Directory to find people:

  1. Ensure you have made the recommended settings in Outlook 2007 or Outlook 2003.
  2. Exit Outlook and re-start it.
  3. Click on the drop-down arrow in the Address Book Search at the top of the window.
  4. Then:
    • In Outlook 2007: choose ldap.virginia.edu from the Address Book drop-down and search as usual.
    • In Outlook 2003: choose ldap.virginia.edu from the Show names from the: drop-down. Then select Find… from the Advanced button and complete the form to do your search.
How do I change my mailbox to server delivery?

To change your mailbox to server delivery, do the following:

  1. Start Outlook. If needed, select your UVa centralized Exchange server profile and click the OK button.
  2. From the Tools drop-down menu,
    • In Outlook 2007: click Account Settings…
    • In Outlook 2003: click E-Mail Accounts…
  3. Then:
    • In Outlook 2007:
      1. Select your profile for the UVa centralized Exchange server
      2. On the Data tab, select Mailbox - YourLastName, YourFirstName (YourInitials)
      3. Click the Close button.
      4. Exit and re-start Outlook.
    • In Outlook 2003:
      1. Select the View or change existing e-mail accounts radio button.
      2. Click the Next > button.
      3. Select Mailbox - YourLastName, YourFirstName (YourInitials) from the Deliver new e-mail to the following location: drop-down
      4. Click the Finish button.
      5. Exit and re-start Outlook.
  4. If needed, move any messages from your Personal Folders Inbox to your server Inbox:
    • Click + next to Personal Folders in the Navigation Pane.
    • Select the Inbox.
    • Select the messages you want to move to the server.
    • Drag the messages from the Personal Folders Inbox to your server Inbox.
I want to change the appearance of my name in the From: line. How do I do this?
We recognize that the ability to change your name as it appears in the From: line to include your nickname, etc. is important. Unfortunately, at the present time, this type of change is not possible. Though this sounds like it should be quite simple, it is actually a much more involved technical change than it might seem. ITC has staff working on this issue and hopes to have a way for people to designate how they want their From: address to appear in the not-too-distant future.
How much space am I allowed to use on the UVa centralized Exchange server?
Your mailbox quota is 2 Gigabytes. For performance reasons, Microsoft does not recommend mailboxes larger than 2GB; however, you can request a larger quota if needed. There is a fee structure for quotas over 2GB.
My auto-complete does not seem to work correctly all the time. Why?
You will see a problem with auto-complete if someone with whom you correspond via email had an account on a server other than the UVa centralized Exchange server and the obtains an account on the UVa centralized Exchange server. When this happens, the Exchange server has two entries for the person and does not know which to use. Go to the Global Address List (GAL) and search for the person you are trying to contact, select the correct entry for the person, and the problem you are seeing will not reoccur for this person.
I want to forward/remove the forward for my UVa centralized Exchange account. How do I do this?

Please be aware that forwarding your messages off the UVa centralized Exchange account will break your calendaring. The Exchange calendar and email are closely integrated, and email messages about calendaring must be received and processed on the centralized Exchange server to have the information automatically put onto a calendar. If the message is not processed in Outlook 2007, Outlook 2003, Entourage, or the Outlook Web interface (OWA), then the information in the message is not available to the calendar, and is therefore never entered onto your calendar.

  • That being said, to set a forward for a UVa centralized Exchange account, do the following:
    1. Go to the Eservices Management Website and log in through NetBadge.
    2. Click Account Management.
    3. Click Exchange Account Tools.
    4. Click Personal Exchange Account Management Tools.
    5. Find the Set Your Forwarding Address Here section.
    6. In the text box field, type the email address to which you would like to forward your UVa centralized Exchange account messages.
      • For example, if you wanted to forward your UVa centralized Exchange account messages to your existing Central Mail Service (CMS) account, you would use an address similar to:
        mst3k@cms.mail.virginia.edu
    7. Click the Submit Request: button.
  • To remove an existing forward from a UVa centralized Exchange server account:
    1. Go to the Eservices Management Website and log in through NetBadge.
    2. Click Account Management.
    3. Click Exchange Account Tools.
    4. Click Personal Exchange Account Management Tools.
    5. Find the Remove Your Previously Set Up Forwarding Here section.
    6. Click the Remove Forwarding button.
I do not like the way Outlook displays my email messages. Can I change how they are displayed?
To change how Outlook displays your email messages, select View on the top menu bar. There are many options available on that drop-down menu to help you customize your display.

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