Frequently Asked Questions

• Will I see the same mailbox subfolders on any computer and Outlook Web?
• Why isn't Outlook filling e-mail addresses in the To field?
• Why is Outlook filling in the wrong addresses in the To field?
• What is the size of my mail box?
• What are delegate permission levels?
• What should I do if the size of my e-mail attachment is large?
• How do I get a CUMC IT Exchange account?

If you have set up Outlook to receive your CUMC IT Exchange mail on multiple computers (such as a laptop when you are off campus and a desktop computer when you are on campus) you may not see the same sets of folders aside from those in your main mailbox. Your main mailbox is typically identified by your Last Name, First Name at the top of the list of folders; this mailbox is highlighted in the picture at the right.

These folders and the items they contain can be seen from any computer that has been configured to connect to your CUMC IT Exchange account (and the Outlook Web App), since they "sit" on the Exchange server. These are also the items that count towards your mailbox size, typically 1GB.

Any folders and items that you want to see from multiple computers should be created and stored under your main mailbox heading. Other folder headings such as Archives typically exist on that particular computer's hard drive, and therefore can only be viewed when using that computer. These items will also not appear when using the Outlook Web App. NOTE: items under the Favorites heading are simply links to a specific folder or item.

You can manually drag individual messages and some subfolders to different locations at your preference. Using Outlook's AutoArchive feature is also highly recommended to automatically move older items to help manage the space on your Exchange mailbox, please see Microsoft's tutorials on how to Automatically move or delete folder items with AutoArchive and AutoArchive Settings Explained. Archived emails will still appear in any search results and can be viewed from their folder(s) as with any other messages.

Why isn't Outlook filling email addresses in the To field?

If you have sent an email or a meeting request to a contact, the Outlook software on that computer remembers the user name and email id of that contact. The next time you type the first few letters of the contact name in the To field, Outlook lists any user names or emails that start with the same characters automatically and when you hit Enter, fills it in. This is a feature called AutoComplete.

AutoComplete fills in the user name and email id only if a mail message or meeting request was sent at least once from the CUMC IT Outlook profile on that workstation. Outlook stores all AutoComplete information in a temporary local file tied to that particular Outlook profile.

So the next time you type in the first few letters of a contact name in the To field and Outlook is not hinting the name and email id to auto fill, it may be because you have not sent a mail message or a meeting request to that recipient from that iteration of Outlook. Tip: To delete an old or changed address from AutoComplete, right-click on it while it is highlighted and select Delete.

Why is Outlook filling in the wrong addresses in the To field?

If Outlook had been configured on your computer with a different profile (email account) and you are seeing incorrect or unfamiliar addresses come up to be automatically filled, there is probably an older Auto-Complete list on the computer that needs to be emptied or removed. The presence of this file can create conflicts and errors in filling up email ids using Auto-Complete in CUMC IT Outlook profiles.

Outlook 2010 has easy settings for emptying this list, please see the steps immediately below. Please note that this will remove any auto-fills that Outlook has saved for you, if you only see a few incorrect addresses you can simply right-click on the delete (x) icon that appears to the right of the contact when you begin typing into a To field to remove that specific email id from your auto-fill.

For more information and instructions on clearing the Auto-Complete list in older versions of Outlook, see the Microsoft Support article on How to reset the nickname and the automatic completion caches in Outlook. Administrative access may be required for older versions of Outlook, contact your IT support staff or call us at extension 5-Help if you need assistance.

1. Select the File tab in the upper left corner of Outlook, then Options.
2. Select Mail from the left column and scroll down to the Send Messages heading.

   

3. Click on the Empty Auto-Complete List button to the right, then the Yes button in the pop up window that asks Are you sure you want to empty the Auto-Complete List?
4. Once Auto-Complete is emptied you will be back at the Outlook Options window, select the OK button in the lower right to close and return to Outlook.
5. Open a new email message or meeting request and begin typing in the To field. Outlook should not prompt you with any names or auto-fill and will begin re-creating a new Auto-Complete list for you (see above for more information on how auto-fill works).

What is the size of my mail box?

Your entire Exchange account size is one gigabyte (1GB) by default. This includes your mailbox and its contents, Calendar entries, and other items that you have kept on the Exchange server under your account.

When you approach the maximum allowed limit on the Exchange Server, you will receive an automated warning that your mailbox is full. If you do not archive or delete items to clean your mailbox and account, you will receive a second warning message that you cannot send any new mail messages from your Outlook. If you don't act on these two warnings, you will receive the last warning message from the server that you can no longer send e-mail from your Outlook. If you don't act upon this message, you will not be able to send or receive mail until you have removed enough items from your mailbox and account to be back under the 1GB limit.

We highly recommend using AutoArchive to avoid reaching your Exchange quota, please see Microsoft's tutorials on how to Automatically move or delete folder items with AutoArchive and AutoArchive Settings Explained.

What are Folder and Calendar Permission levels?

Full permission means the delegate can Read, Edit, and Delete a file or folder.

The following three Permission Levels allow the delegate to delete files in the folder you give them access to. Use caution.

• Owner - This grants FULL permission to the selected Outlook folder. Typically a bad idea.
• Publishing Editor - This also grants FULL permission to the selected folder, but it does not change who "owns" the folder. Be careful when using this option (useful if you want others to organize your folder)
• Editor - This grants FULL permission, except for the ability to create new folders. Good for basic calendar sharing.

The following two Permission Levels allow the delegate to edit/delete only files they have created.

• Publishing Author - Similar to Publishing Editor, except the delegate cannot delete files (or appointments) you have created.
• Author - Similar to Editor, except the delegate cannot delete files (or appointments) that you have created.

The following four Permission Levels grant minimal access to your folder.

• Nonediting Author - The delegate can create items (not folders), but cannot edit anything. They can delete items that they have created.
• Reviewer - The delegate can see folders, but not sub-folders.
• Contributor - The delegate can create items.
• None - The delegate has no permissions. This is why you see a Default user with the Permission Level: None in the mailbox properties dialog box.
• Free/Busy time (Calendars only) - The delegate can see whether you have an item scheduled in the selected Calendar as Free or Busy. This is the default for all CUMC IT Exchange accounts to allow for easier selection when sending meeting invitations.

What should I do if the size of my email attachment is large?

Using a CUMC Exchange account you can send attachments (other than .exe file types) up to 10MB size. If the attachment size exceeds the 10MB limit, Outlook displays a warning. So if you have to share files that are more than 10MB size, consider an online option for file sharing. Note: While using online options please exercise caution if your files contain confidential, sensitive, or copyright material.

Click here for details on free online file sharing options.

How do I get a CUMC IT Exchange account?

Accounts on the CUMC IT Exchange Server can be obtained by submitting the Exchange Online Request Form