Table of Contents:
- How do I check my mailbox size?
- How do I archive old emails?
- How do I add recipients to an email?
- How do I setup email rules (filters)?
- How do I create or add an email signature?
- What is the appropriate way for sending files via email?
- How can I delay sending an email?
- How do I create an Out of Office message?
- What is a delegate?
- How do I allow someone to respond to my emails on my behalf?
- How can I search for emails using Search Folders?
- Can I forward my WCMC email to an outside email system?
- How do I access my email on my mobile device?
How do I check my mailbox size?
With the enforcement of the new email tiers as part of the Exchange migration, WCMC users are responsible for monitoring their mailbox size and ensuring that it is within the quota agreed to by your Department Administrator. The email tiers are 250MB, 1GB, and 1GB+. For more details on how to check the size, please refer to the How-To articles below. For more information of the policy, please refer to the email service tiers document.
How do I archive old emails?
Online space for the free email service is limited. You can purchase more online space or you can archive your mail locally for free. ITS strongly recommends all users make a habit of deleting unnecessary email. However, archiving is a way for users to clean up the mailbox without having to delete any important messages. Even though email archives can be stored locally, it is strongly recommended that archives be stored in a personal folder created in department's central file sharing structure so that it is backed up. Please refer to the Top 10 Email and Calendar Best Practices site for more information on how to manage your email storage quota.
How do I add recipients to an email or look up an address?
While WCMC is currently running two email systems, migrated Exchange users will have to access two different address books when composing emails to add WCMC Exchange recipients and recipient still on the current email system. To add users already on the Exchange system, use the Global Address List. To add users who have not yet been migrated to Exchange, use the WCMC/NYP [LDAP] address book. Note that all Exchange users are also in LDAP so you may find it easier to initially just use this. Once the WCMC Exchange migration is completed, an improved institutional address book will be released and made available to the WCMC community.
Related How-to Articles:
Adding email recipients (Outlook 2010)
How do I setup email rules (filters)?
A rule is an action that Microsoft Outlook performs automatically on an arriving or sent message that meets the conditions that you specify in the rule. You can choose many conditions and actions by using the Rules and Alerts Wizard. A very common rule is to filter messages to specific folders. Rules do not usually operate on messages that have been read, only on those that are unread. Rules can be used to help you stay organized or provide alerts/notifications upon receipt of a particular message.
How do I create or add an email signature?
An email signature is a block of text automatically inserted into every email you write that typically contains a user's title, department, and basic contact information (e.g. phone, fax, and email address). Your email signature can also include a link to your department's or division's main web page. You can have more than one signature, for example for internal or external recipients.
What is the appropriate way for sending files via email?
Contemporary email best practices and etiquette strongly discourage the sending of attached files. It is better to send links instead as much as possible to reduce impact to recipients' mail server quotas. This also helps everyone stay within their email quotas. Users are also strongly encouraged to send links and use the free transfer.med.cornell.edu service to send attachments larger than 50MB. For example, users within the same department should use established departmental central file sharing to share documents and the file transfer service for sending documents outside your department. Transfer.med.cornell.edu will send files up to 2GB. To send larger files, please contact the ITS Service Desk at x64878 or firstname.lastname@example.org.
How can I delay sending an email?
Microsoft Outlook offers users with an option of delaying or scheduling the sending/delivery of specific emails. This option is handy when users or departments are looking to send a particular email (e.g. announcement) at a specific date and time.
Related How-to Articles:
Delay delivery of a message (Outlook 2010)
How do I create an Out of Office message?
As an email best practice, users should set up an Out of Office message when they will not be unable to check or respond to individual emails for a given period of time. Out of Office messages are a great way to let all senders know you are currently not able to respond individually. Ideally, the message will also say when you expect to be back and if needed, to whom they can send urgent matters in your absence.
What is a delegate?
A delegate is someone granted permission to open another person's calendar, email, task or contact folders, create items, and respond to requests for that person. The person granting delegate permission (e.g. read, create, etc) determines the folders the delegate can access and the changes the delegate can make. For example, a secretary may be delegated to change all or part of your calendar and read some, but not all, of your email messages.
How do I allow someone to respond to my emails on my behalf?
Similar to having an assistant help you manage your incoming paper mail, you can use Microsoft Outlook to allow a delegate (as defined above). to receive and respond to e-mail messages. Note that there is NEVER a reason to give anyone else your password. If someone else needs to read your email or access your calendar, Exchange provides very sophisticated delegation options that meet these needs.
How can I search for emails using Search Folders?
Search Folders allow you to set up "virtual" folders that gather all the messages that meet the criteria you specify. The messages themselves aren't actually moved to these virtual folders. Each message will be listed in every Search Folder whose criteria it meets.
By default, you will see three search folders in the Mail Folders section of the Navigation Pane: categorized mail, large mail, and unread mail.
Can I forward my WCMC email to an outside email system?
While not tied to Exchange, per se, the institutional policy regarding bulk forwarded was recently changed. Except in cases approved by WCMC Human Resources or Legal Counsel, automated email forwarding is not allowed for any WCMC faculty, staff, student, or affiliate. Although the policy would apply to the old system as well, to simplify the transition, this change in policy is being implemented in the new system. Individual messages can still be forwarded. Automated forwarding to outside email systems (such as Gmail or Hotmail) eliminates an opportunity to for our security systems to review messages before sending them to an outside mail system. Without this review, messages containing confidential information may be inadvertently sent to insecure mail system. To remove this institutional risk, WCMC has chosen to ban the use of automated email forwarding. For more information on this policy, please review the Use of Email Policy.
Exceptions can be made for approved outside recipients, such as MSKCC, Rockefeller University, Cornell University. If you require your emails to be forwarded to one of these recipients, you must notify your department administrator before your scheduled migration. Your department administrator must obtain approval from Human Resources via email and notify ITS of HR’s decision by forwarding the email to email@example.com.
How do I access my email on my mobile device?
Exchange support for mobile devices is significantly improved from the old email and calendaring system. However, for security reasons all mobile devices requiring access to the WCMC Exchange email and calendar must be configured and tagged by ITS. In addition, all mobile devices will be automatically added to the mobile device management system. Please note that accessing your WCMC email and calendar on your personally-owned mobile device may require the addition of a “corporate plan” and additional charges from your carrier (e.g. AT&T, Verizon, etc.). The carriers corporate plans allow mobile devices to access corporate applications such as WCMC Exchange. For WCMC-department or NYP provided mobile devices, the corporate plan is already enabled so accessing your WCMC email and calendar will not incur additional charges from the carrier.
If you require assistance in configuring your mobile device to access WCMC email and calendar, please contact the ITS Service Desk at firstname.lastname@example.org or at 212-746-4878.