Frequently Asked Questions
A number of answers to frequently asked questions are provided below.
For more complete, detailed information, please use the online
help in Outlook.
What is Outlook?
What is Exchange?
Do I have to use Outlook?
What if I use a Mac?
What is a Mailbox?
How much storage space do I have in my Mailbox?
What are the supported OS and email clients for Enterprise Vault?
Why do some of my messages have this icon 
next
to them?
Is there a limit to the size of the messages I send?
What are Personal Folders?
What is OWA?
What is a Distribution List?
How do I transfer my Eudora nickname lists into an Outlook distribution
list?
What are Contacts?
What is the Global Access List (GAL)?
What is the "earth" symbol that appears next to some
names in the Global Address List?
How do I set up an “Out-of-Office message?
What is AutoArchive?
Is my Outlook e-mail backed up?
What is Delegate Access?
Can I use Word as my editor for e-mail messages in
Outlook?
Why don’t URLs appear as hyperlinks?
How can I view E-mail headers?
Can I turnoff the "new mail desktop alert"?
Can I set up a meeting without blocking out the time on attendees'
calendars?
What is Outlook?
Outlook is the name of a combined e-mail, calendar, meetings/appointments,
contacts, address book (phone directory) and tasks software program.
What is Exchange?
Exchange is the name of the server where Outlook information is stored.
Exchange provides the back-end technical support that allows much
of the additional functionality and security with Outlook.
Do I have to use Outlook?
If you have a PC and use Windows, you must use Outlook.
What if I use a Mac?
If you use a Mac, you can use a program called Entourage with Service
Pack 2 instead of Outlook. You also can access your Mailbox, calendar,
and other functions with Outlook Web Access.
What is a Mailbox?
A Mailbox refers to your personal area on the Exchange server where
you may store certain e-mail messages, including the Inbox, calendar,
contacts, tasks, sent items, deleted items, Junk E-mail and drafts.
See Personal Folders.
How much storage space do I have in my Mailbox?
1 Gb
What are the supported OS and email clients for Enterprise Vault?
Only the following client OS platforms and email clients and/or web browsers
are supported. The level of functionality is described as follows:
Windows XP/Outlook 2003 – Fully supported and full functionality
to Search Vault, Store in Vault, Delete from Vault, and Restore
from Vault. EV icons are displayed in client.
Windows XP/OWA using IE – Fully supported and full functionality
to Search Vault, Store in Vault, Delete from Vault, and Restore
from Vault. EV icons are displayed in web browser.
Mac OS 10.x/Entourage 11.2 or later – Basic functionality that allows
access to vaulted items only. EV icons are not visible. Vaulted
attachments are displayed as URLs in message.
Mac OS 10.x/OWA using Safari 2.0.4 or later – Basic functionality
that allows access to vaulted items only. EV icons are not visible.
Vaulted attachments are displayed as URLs in message.
Why do some of my messages have this icon next
to them?
These messages have been moved to a secondary storage program, called Enterprise Vault which allows for a storage capacity of 1GB without sacrificing performance in Outlook. The program is closely integrated with Outlook so that any Outlook e-mail or calendar items
are automatically moved to the vault for storage. You may search items stored
in the vault, move items from your Inbox to the vault, or restore vaulted items
back to your Inbox using a set of icons at the top of your screen: 
How do I configure the pop-up blocker for Enterprise Vault in Internet Explorer?
How do I restore a Vaulted message?
Is there a limit to the size of the messages
I send?
With Outlook at UCOP, you can send and receive messages up to 20
MB in size. However, the precise amount allowable will depend on
the attachment. When you add an attachment, the size of a file may
increase because transport encodings are automatically added. (Transport
encodings are the information that allows your message to be safely
sent and read.) This means that in some cases, attachments that
are 15 to 20MB in size may push the total message size above 20MB.
When this happens, Outlook displays a warning that your message
exceeds the 20MB limit.
What are Personal Folders?
The Personal Folders comprise folders and files that you store on
your computer rather than the server. They also are referred to
as a PST, which stands for personal store.
What is OWA?
OWA stands for Outlook Web App. It enables you to access your
Server Mailbox from anywhere via an Internet connection. For more
information see http://www.ucop.edu/irc/services/outlook/owa.html
What is a Distribution List?
A distribution list is a collection of contacts. It provides an easy
way to send messages to a group of people. A message sent to the
distribution list goes to all recipients listed in the distribution
list. To create a distribution list, go to File and Distribution
List. In the Name box, type a name for the list. To populate it,
click Add New, type in the information, and press Save and Close
in the top navigation bar.
How do I transfer my Eudora nickname lists into an Outlook distribution
list?
In Eudora, highlight and copy the list of names that you want to
transfer into a distribution list. In Outlook, go to the File menu
and select New and then Distribution List. Click on the Select Members button.
At the bottom of the screen, under “Add to distribution list,” paste into
the Members field the names you have copied. Click the OK button and then
the Update Now button.
What are Contacts?
A contact is a person, inside or outside of your organization, about
whom you can save several types of information, such as street
and e-mail addresses, telephone and fax numbers, and Web page
URLs. You can create a Contacts “folder” that you access from
Outlook and use as an electronic address book. You then can access
the Contacts list to find and insert e-mail addresses when composing
messages. For more information see http://www.ucop.edu/irc/services/outlook/contacts.html
What is the Global Access List (GAL)?
The GAL is the list of all UCOP employees and provides their name,
contact information, title, and department. You can access the
GAL to find and insert e-mail addresses when composing messages.
For more information see http://www.ucop.edu/irc/services/outlook/contacts.html
What is the "earth" symbol that
appears next to some names in the Global Address List?
This symbol indicates that the person has not yet migrated to Outlook
but that their “contact card” (providing e-mail and other information)
has been created to enable Outlook users to communicate with these
individuals as though they were on Outlook. When customers migrate
to Outlook, the earth symbol next to their names goes away.
How do I set up
an “Out-of-Office message?
In Outlook, this is referred to as “Out-of-Office Assistant”. You
can turn the Out-of-Office Assistant on or off from your computer
at work, or from any other computer or location using OWA.
If you want to establish an absence message, select “I'm currently out of the office” and type in your message.
What is AutoArchive?
AutoArchive is a means of telling Outlook to perform an automatic
function at a set period of time. It can be used to automatically
delete items from specified Server Mailbox folders, or to automatically
send items in specified Server Mailbox folders to designated folders
in your computer (Personal Folders) where they are in essence
archived. AutoArchive is an essential tool for managing space
in your Server Mailbox.
Is my Outlook e-mail backed up?
Not automatically. Ask your departmental PC Coordinator about enabling
backup services for your Outlook e-mail.
What is Delegate Access?
Delegate access enables you to assign someone else to read and respond
to e-mail in your Server Mailbox. This can be handy while you’re
on vacation. Someone to whom you have granted permission to open
your folders, read and create items, and respond to requests
for you is called a delegate. You determine the level of access
the delegate has: permission to read items in your folders, or
to read, create, modify, and delete items. You can give a delegate
permission to send mail and to respond to mail on your behalf.
The delegate can also arrange meetings on your behalf and respond
to meeting requests and task requests sent to you. By default,
if you grant someone access to your folders, that delegate has
access to the items in the folders, except items marked private.
You must grant additional permissions to allow access to private
items. Go to Tools, Options, and select Delegate to set this
up.
Can I use Word as my editor for e-mail messages in Outlook?
Yes, this allows you to use all the editing functions you’re accustomed
to. To turn Word on or off as your default e-mail editor for all
new messages, go to Tools, Options, and then select the Mail Format
tab. Select or clear the Use Microsoft Word to edit e-mail messages
check box.
Why don’t URLs appear as hyperlinks?
When an Outlook message format is in "plain text" and you try to
cut and paste a URL link, it will look as if the whole URL is not
properly copied, and the recipient may think it looks broken. The
users might need to make sure the URL is copied properly and the
link is not broken before sending it to a recipient. For the link
to show up as a hyper-link (underlined) the mail message MUST be
sent as HTML or "Rich Text"
format. When the link is sent in a "Plain Text" format it looks like
this: http://atyourservice.ucop.edu/employees/policies/system_series/index.html
How can I view E-mail headers?
There are two ways to view headers:
You will then see the Message Option pane pictured in #1, above.
Can I turnoff the "new mail desktop alert"?
When you get new e-mail, a blue box appears in the lower right hand
corner of your screen, displaying the sender, the subject, and
the first two lines of the message. If you find it disruptive,
you may turn it off: Go to Tools and then Options. Under E-mail,
select E-mail Options, and then Advanced E-mail Options. Then
uncheck Display a New Mail Desktop Alert.
Can I set up a meeting without blocking out the time on
attendees' calendars?
Yes. Create a New Appointment. Enter a topic and the time of the meeting
in the Subject field. (You will not be indicating start and end times
in the usual way). Check the box for All day event. Change the “Show time
as” field
to Free. Note that if you uncheck the Reminder box, the attendees will
not receive a reminder message. Check the box if you want them to receive
a meeting reminder.
