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Outlook Client Configuration Tasks

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Overview

How to open another user's mailbox using the Add Mailbox feature in Outlook

Procedures

Prerequisites:

  • You must have been explicitly provided access to any mailbox you open using this method. If you have not been given access by an administrator, this procedure will fail.
  • If you requested access and this procedure still fails to work properly, contact your administrator and provide a complete description of the error message you receive.

Outlook 2007 Procedure:

  1. Using Outlook 2007 select Tools from the file menu
  2. Select Account Settings
  3. Locate the account Name which is of type Exchange
  4. Select the Exchange account by left clicking on it and then click on Change
  5. On the Change E-mail Account window, click the More Settings... option
  6. Select the Advanced tab
  7. In the Mailboxes section click the Add button
  8. In the Add mailbox text box, enter the last name of the user's mailbox and click OK
  9. If a list of users appears, select the appropriate user, otherwise, close all open dialog boxes
  10. You should now see the new mailbox under Mail Folders on the left-hand side of the Outlook window

Outlook 2010 Procedure:

  1. Using Outlook 2010 select the File tab.
  2. Click the box labeled Account Settings, and pull down to select the first entry, Account Settings.
  3. Locate the account Name which is of type Exchange
  4. Select the Exchange account by left clicking on it and then click on Change
  5. On the Change E-mail Account window, click the More Settings... option
  6. Select the Advanced tab
  7. In the Mailboxes section click the Add button
  8. In the Add mailbox text box, enter the last name of the user's mailbox and click OK
  9. If a list of users appears, select the appropriate user, otherwise, close all open dialog boxes
  10. Click the Home tab to return to viewing email.
  11. You should now see the new mailbox under Mail Folders on the left-hand side of the Outlook window

Configure Outlook to enable Recover Deleted Items for all mail folders

To enable or disable Outlook Cached Mode:

  1. On the File menu, click Tools
  2. Select Account Settings
  3. On the Accounts Settings window, double click your Exchange account
  4. In the Change E-Mail Account window select/deselect Use Cached Exchange Mode
  5. Click on Next
  6. Click OK to confirm the message telling you to restart Outlook
  7. Click Finish on the Change E-Mail Account window
  8. Click Close on the Account Settings window
  9. Close Outlook
  10. Launch Outlook
  11. You have now completed the change in settings. 

Configure Outlook to enable or disable Exchange Cached Mode

To enable or disable Outlook Cached Mode:

  1. On the File menu, click Tools
  2. Select Account Settings
  3. On the Accounts Settings window, double click your Exchange account
  4. In the Change E-Mail Account window select/deselect Use Cached Exchange Mode
  5. Click on Next
  6. Click OK to confirm the message telling you to restart Outlook
  7. Click Finish on the Change E-Mail Account window
  8. Click Close on the Account Settings window
  9. Close Outlook
  10. Launch Outlook
  11. You have now completed the change in settings. 

Disable Outlook Junk Mail Protection

Outlook Junk Mail Protection can cause problems in an email environment where there is already an anti-spam solution such as Rensselaer's respite http://respite.rpi.edu. It is strongly recomended that Junk E-mail Protection be disabled in Outlook. To disable Junk E-mail Protection:
  1. On the File menu select Tools
  2. Select Options... from the Tools menu
  3. On the Options window, click on the Junk E-Mail button
  4. Read and confirm any dialog boxes that may be displayed
  5. On the Junk E-Mail Options window, select the No Automatic Filtering... option
  6. Click OK on the Junk E-mail Options window
  7. Click OK again on the Options window
  8. Outlook Junk Mail Protection is now Disabled.

How to manage my mailbox size by Applying Retention Policies <-- Keep Your Mailbox Clean

Personal tags, which allow users to apply retention policies, are available to Outlook 2010 and Outlook Web App users as part of the new Exchange 2010 Messaging Records Management features. Users can apply any of the provided personal tags to folders they have created. The following describes how to apply a retention policy to a personal folder.
 

How do I apply policies using Outlook Web App?

In Outlook Web App, you can apply either an archive policy or a retention policy, or both, to an e-mail item or folder. To do this, use the right-click menu.

  1. Sign in to Outlook Web App.
  2. To apply a policy to an individual item, right-click the item, point to Retention Policy or Archive Policy, and then select the policy you want. You can apply both a retention policy and an archive policy to an e-mail item. By default, Use Folder Policy is selected for your messages.
  3. To apply a policy to a folder, right-click the folder, click Retention Policy or Archive Policy, and then click the policy you want. You can apply both a retention policy and an archive policy to a folder. By default, Use Folder Policy is selected for your folders.
  4. If you previously assigned a policy to an item, you can select Use Folder Policy to clear the policy from the item. 

Assigning a retention policy to an e-mail folder

  1. In the Navigation Pane, click a mail folder.
  2. On the Folder tab, in the Properties group, click Policy.
  3. On the Policy tab, in the Folder Policy list, click an entry based upon your organization’s guidelines. 

Assigning a retention policy to e-mail messages

  1. In the message list, click a message.

 Tip    To select more than one message, press and hold CTRL as you click each message.

  1. On the Home tab, in the Tags group, click Assign Policy.
  1. Under Retention Policy, click an entry based upon your organization’s guidelines.

The retention policy for a message appears in the header in the Reading Pane under the recipient names and includes the expiration date. If no retention policy is applied, no information appears under the message recipient names. 

Removing a retention policy

When you remove a retention policy from an e-mail message, the folder policy applies to the item, if one is assigned.

  1. In the message list, click a message.

 Tip    To select more than one message, press and hold CTRL as you click each message.

  1. On the Home tab, in the Tags group, click Assign Policy.
  1. Under Retention Policy, click Use Folder Policy.

The retention policy for a message appears in the header in the Reading Pane under the recipient names and includes the expiration date. If no retention policy is applied, no information appears under the message recipient names.

Last Reviewed:   29-Oct-2019

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