From schools in the district, the Outlook Sharepoint Portal Help can be accessed from your "Favorites" in Internet Explorer. (Click Favorites > LCSD1 URL's > LCSD1 Outlook FAQ

Outlook FAQ:

1. How do I access email from outside the district or from a remote site in the district?
a. You can use Outlook Web Access “https://owa.lexington1.net/owa” for access outside the district. Depending on what stage your schools migration is in you can use the "Web Mail" link off of www.lexington1.net.
At remote sites inside the district you can just type OWA in the address bar of any web browser

2. What is my password for Outlook and Outlook Web Access?
a. Your password for Outlook is your Active Directory password. This is not necessarily the same as your GroupWise password, but should be the same as your Novell Login password.

3. How do I adjust the Outlook “Reading Pane”?
a. In Outlook select “View” – “Reading Pane” – you have the options of “Right”, “Bottom” and “Off”.

4. How do I adjust the amount of time before an email is considered read on my “Reading Pane”?
a. In Outlook select “Tools” – “Options” – “Other” tab – “Reading Pane” - You have several “Reading Pane Options” available.

5. How do I adjust the Outlook “To-Do Bar” settings?
a. In Outlook select “View” – “To-Do Bar” – you have the options of “Normal”, “Minimized” and “Off”.

6. How do I setup my “Signature” in Outlook?
a. The signature is client specific in Outlook. This means it will have to be setup on your Desktop, Laptop and in Outlook Web Access.

In the Outlook Client the signature is configured through “Tools” – “Options” – “Mail Format” tab – “Signatures”. Select “New” and enter your name and click “OK”. Choose the Drop down menu for “New Messages:” and “Replies/forwards:” and select your name for each option. Enter your new signature in the “Edit Signature” windows.

Example:
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In Outlook Web Access https:\\owa.lexington1.net\owa select “Options” in the upper right hand corner. Select “Messaging” and enter your signature in the “E-Mail Signature” section then click “save”.

7. How do I setup an “Out of Office” rule in Outlook?
a. In Outlook select “Tools” – “Out of Office Assistant” and configure the Out of Office settings .

Example:
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8. How do I restore emails that I accidently deleted?
a. If you have not emptied your “Deleted Items” it can be found in this folder. Once you find the email in “Deleted Items” you can right click the email and select “Move to Folder”. Then select the folder you wish to move it to (inbox) and click “OK”.

If you have emptied your “Deleted Items” folder you can do a restore back 30 days from the deletion. In Outlook highlight the “Deleted Items” folder in the “Mail Folders” view. Then Select “Tools” – “Recover Deleted Items”. Find the message you wish to recover and highlight the message. Select the mail Icon at the top “Recover Selected Item”. This message will them be restored to your “Deleted Items” folder. You will need to follow the step above to move it back to your “Inbox”
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9. How do I share a calendar in Outlook?
a. In Outlook select the “Calendar” view along the left hand side in the navigation pane. Once the calendar is selected right click up by the date in the right pane and select “Properties” choose the “Permissions” tab and click the “Add” button to add the individuals you wish to give access to your calendar. Then choose the “Permission Level:” you would like that individual to have and click “OK”. By default permissions are read only:
Reviewer - Allows a person to see your calendar, but not make changes to it.
Editor - Allows a person to see and make changes to your calendar. An editor can create meetings on your behalf.
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At the bottom of the calendar view in the navigation pane you have the option to “Share My Calendar” . Click this option and select to whom you would like to share your calendar in the “To..” field. If you wish to view their calendar check the box “Request permission to view recipient’s Calendar”. Click Send.

10. How do I view another user’s mailbox?
a. 1. The users Inbox you want to view needs to first grant permissions. In Outlook on the computer of the user you wish to view go to the “Navigation Pane” right click on “Mailbox – “Username”” and select “Properties for “Mailbox-“Username””. Click the “Permissions” tab and “Add” . Select the individual you wish to allow access to your inbox then click “Add” and “OK”. Highlight that individuals name in the Permissions window and choose the “Permission Level:” drop down. Choose either “Reviewer” or “Editor“ depending on what access you wish them to have.

Reviewer - Allows a person to see your Inbox, but not make changes to it.
Editor - Allows a person to see and make changes to your Inbox.

2. Repeat the step above for the “Inbox”.

3. Now from your computer open Outlook. Select “Tools” – “Account Settings” click the “Change” button. Click “More Settings” . Click "Advanced" tab “Add” and add the user’s name you want to view the inbox for. Click “OK”, and “OK” then “Next” and “Finish” – “Close”. Close Outlook and re-open it. You should now have the inbox you wish to view.

11. Why don’t I see my additional address books after my email has been migrated?
a. After the migration specialty contact or address list do not show up in Outlook. Such as “Frequent Contacts” or other contact groups you may have created. To get around this you can create new contact folder and move the items from the specialty groups. In Outlook from the Navigation Pane click on “Contacts”. At the top you should see “My Contacts” with your old contact list under that. Highlight “Contacts”, right click and select “New Folder”. Name the new folder something similar to what the contact group name was in GroupWise. Click on “OK” and you should now see the new folder created. Select all the contacts from the old GroupWise contact group and drag them to the new folder. You can select all items by highlight one and doing a “Ctrl-A” on the keyboard.

12. How do I get access to edit and/or view “Public Folder” Calendars to schedule conference rooms at my location?
a. 1. To get access to edit the public folder Calendars please contact the Helpdesk x1201 for permissions.

2. To view the “Public Folder” Calendars. Open Outlook - To see the “Folder List” view, click Folder List
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at the bottom of the "Navigation Pane". Once you are in “Folder List” view you will see a “Public Folders” folder at the bottom of your Mailbox. Expand “Public Folders” by clicking on the “+” symbol – expand “All Public Folder” – expand “DO_Calendars” or the schools location you are trying to view. Highlight the Calendar you wish to view.

3. To keep the Calendar in your Calendar view right click on the highlighted calendar and click “Add to Favorites” . The “Add to Favorites" box will appear then click “Add”. Click back on your Calendar in the “Navigation Pane” and check the box beside the calendar you have just added under “People’s Calendars”. The Calendar will then show up in your calendar view for access and viewing.

13. How do I send an email on behalf of someone else?
a. First Delegate Access:
In Outlook Click “Tools” – “Options”. Click the “Delegates” tab. Click “Add”. Type the name for your delegate or select it from the Name list. Under Add Users, click “Add”, and then click “OK”.
Note To add multiple delegates simultaneously, hold down CTRL and click names in the Name list. The permissions that you select apply to all of the delegates.
The “Delegate Permissions” dialog box should appear.
By default, the delegate is not allowed to see private items. To allow the delegate access to the items that you mark as private, select the Delegate can see my private items check box.
Note Author or Editor access allows the delegate to also read e-mail messages. You can remove this ability by clearing the Read items check box. However, to allow the delegate to respond to meeting requests, you must allow Read access.
Set Delegate Permissions and clock “OK
Next Attached to the others users email box. See FAQ’s #10 for this setup.
Now to send the email on behalf: In Outlook from your inbox click “New” to start a new email. Click the “Options” tab on the new mail message you just opened and in the “Fields” section click “Show From”. In the “From..” field type the users name you wish to send the E-Mail on behalf of. Type the recipients email address in the “To..” field and send the email.
14. How do I create a “Distribution List” in my personal “Contacts” folder?
a. In Outlook select “Contacts” in the Navigation Pane. Highlight the “My Contacts” folder you wish to add the list to (such as “Contacts”). From the file menu select “File” – “New” – "Distribution List”. From the “Members” Tab select “Select Members”. Find the members from the global address list you wish to add. Once all members are added click “Save and Close
15. How do I get my Palm Treo to Synchronize to Outlook 2007?
a. Please contact your local technician for setup. Note: Palm Versa Mail will only synchronize Mail, Calendar and Contacts.
16. How do I display my Contacts by last name?
a. In Outlook click “Tools” – “Account Settings” – select the “Address Book” tab – select the “Change” button. Highlight the Contact folder you wish to change and choose the option “File As” (Smith, John).

17. How do I delete Auto Completion Cached Email address?
a. To fix this problem, there are two ways around this. The easiest way is this:
Start typing in the address that shows up incorrectly.
Hit the Down arrow key to select the auto completed address.
Hit the Delete key to delete the auto complete address

The other way is by opening the profile folder and deleting the .nk2 file.
Open up windows explorer, and paste the following into the address bar:

%APPDATA%\Microsoft\Outlook

18. Can I change the display format for Names in the Global Address list to search by last name?
a. You cannot change the display format of names in the Microsoft Exchange Global Address List. The format for names in the GAL is set by the Active Directory structure and your organization's administrator.

19. How do I request a Read Receipt from an email I have sent?
a. On the “Tools” menu, click “Options”.
On the “Preferences” tab, click “E-mail Options”, and then click “Tracking Options”.
Under “For all messages I send”, request, click to select the “Read receipt” check box, and then click “OK”.
20. How do I get a contact folder to show up in my “Address Book” when I go to send an email.
a. If the address book does not show up in your drop down “Address Book” list make sure the box is checked for “Show this folder as an e-mail address book”. Click “Contacts” on the Navigation Pane - Right Click the contact folder you need to see and select “Properties” – “Outlook Address Book” tab – Check the box “Show this folder as an e-mail address book” - Close outlook and re-open. It should now display in the “Address Book” drop down list.

21. How do I check the size of my mailbox?
a. In the “Navigation Pane” right click on “Mailbox – Your Name” at the top of the folder list. Select “Properties for “Mailbox – Your Name””. On the “General” tab select the “Folder Size” button. This will pull up a local and server size.
22. How do I Enable/Disable Calendar “Resource Scheduling” in Outlook so that meeting request are not Automatically Declined?
a. In Outlook select “Tools” – “Options”. One the “Preferences” tab select the “Calendar Options” button click “Resource Scheduling” and uncheck “Automatically accept meeting requests and process cancellations

Last modified at 7/14/2009 10:02 AM by Brad Bowersexternal image blank.gif
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