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E-mail

Within the Outlook application, your mail box has several different icons that provide visual clues as to the status of a message.

  • A closed envelope icon means the message hasn't been read
  • An open envelope icon in Outlook 2010 or no icon in Outlook 2011 means the message has been read, but not responded to
  • An open envelope icon and a purple arrow pointing left in Outlook 2010 or a purple arrow pointing left in Outlook 2011 means the message has been read and replied to
  • An open envelope icon and a blue arrow pointing right in Outlook 2010 or a blue arrow pointing right in Outlook 2011 means the message has been read and forwarded
  • A paperclip means the message has an attachment
  • A flag indicates you have flagged the message for follow up
  • A check indicates you have flagged a message as complete
  • An exclamation point indicates a message has been marked as high priority by the sender
  • A down arrow indicates a message has been marked as low priority by the sender

If you use Apple Mail, your Inbox has several different icons that provide visual clues as to the status of a message.

  • A dot icon means the message hasn't been read.
  • No icon means the message has been read, but not responded to.
  • An arrow pointing left means the message has been read and replied to.
  • A blue arrow pointing right means the message has been read and forwarded.

These features will need to be added to view them from the View Menu, select Columns, tehn the column you want to see:

  • A paperclip means the message has an attachment. and theb Attachments.
  • A flag indicates you have flagged the message for follow up

The Reading Pane

The reading pane allows you to preview messages without opening them. In Outlook to turn the Reading Pane on, off or change its location, make sure that Mail is selected in the Navigation bar, then select View from the Menu bar, then Reading Pane.

In Apple Mail, the Reading Pane can be resized by clicking on the bar between it and the Message List above it and dragging to resize.

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Reading a Message

To read an e-mail message within Outlook, make sure that Mail is selected in the Navigation bar. If you have the Reading Pane turned on, any message you click will automatically display in the Reading Pane. If the Reading Pane is off, double-click a message to open it. In Apple Mail, you can click on the message to read it in the Reading Pane or double-click it to read it in a separate window.

If you want to mark a message as "unread" after you've read it, click the message to select it. In Outlook 2010 right-click on the message and select Mark as Unread from the pop-up menu. In Outlook 2011 Ctrl + click on the message and select Mark as Unread from the pop-up menu. In Apple Mail, Ctrl + click on the message and select Mark as Unread from Mark in the pop-up menu.

In Outlook an InfoBar for the message you are viewing is displayed in the message header; it has details such as general information, images that are blocked in an e-mail message, or the status of the message. It displays information about what has occurred or what action you need to perform in the mail box.

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Replying to a Message

To reply just to the sender for the e-mail message you are viewing, click the Reply button in the Icon Menu bar. The entire message will automatically be copied into a Reply window. Enter the message you want to send, then click the Send button.

If the message was sent to a group of people and you want to reply to all of them, click the Reply to All button in the Standard Menu bar. The entire message will automatically be copied into a Reply window. Enter the message you want to send, then click the Send button.

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Composing a Message

To create a new message in Outlook, rather than replying to one you have received, with Mail selected in the Navigation bar, click New e-mail (2010) or e-mail (2011) in the Icon Menu bar. If you know the e-mail address that you want to send to, enter it in the To field. If you have sent an e-mail to this person before, as you type, a list of potential addresses will automatically display. If one of these is the correct one, simply click on that address to have it automatically fill in the To field. Alternatively, you can type a partial name (e.g. Doe) in the To field, then press Ctrl+K. A list of names from the DND that match that name will be displayed. Click on the correct name from the list to have the complete e-mail address for that person fill in the To field.

In Apple Mail, click the New Message icon and start typing the address. As you type, a list of names from the DND as well as those you've sent mail to or received mail from starts to appear. You can select a name from the list or continue to type the full address.

Important: Unlike BlitzMail, you cannot just type a person's name or nickname. The To field must have a complete e-mail address.

If you are sending the e-mail to more than one person, the default is that there must be a semi-colon between the addresses; BlitzMail required a comma. To change Outlook 2010 (not an option in 2011) to allow a comma, click the File tab, then Options, then Mail options in the navigation sidebar, then the Send messages section, click commas as address separator, then click OK.

If you would prefer to look up an e-mail address, click the To button in Outlook 2010 or the Address Book icon in Outlook 2011. From here you may choose which address list to search. In Outlook 2011, if you select All Folders, you will search all your available options. The default is to look for names in the Global Address List (GAL). The GAL is a list of people that have Dartmouth e-mail addresses.

Enter the first or last name of the person you're looking for in the first box, then press Enter. A list of accounts that match what you entered will appear. Double-click the one you want to have automatically entered in the To field in the message you are creating.

If you want to look for an address in your personal contacts rather than in the GAL, change the second drop-down box in the Select names window to be Contacts

Alternatively in Outlook 2010, you can use the DND Lookup Tool to send a message to someone at Dartmouth, at DHMC, or who is an Alumni/ae. To use this tool, do not open a new message window. Instead, click on the DND Lookup folder in your mail folders listing. Enter the desired name. This lookup has the same functionality you are used to in BlitzMail. You can enter a full name, partial name, or nickname, then press Enter. If more than one name is returned, click the correct one. Click the e-mail address to insert that e-mail address into the To field of a new message window.

Once you have the correct address(es) in the To and CC fields, enter the appropriate information in the Subject field. Enter your message, then click Send.

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Attachments

• To attach a file(s) to a message you are sending, in the composing window, on the Message tab in Outlook, click the paperclip icon marked Attach [file]. Navigate to where the file you want to send is located, select the file, then click Insert in Outlook or Choose File in Apple Mail. Messages cannot be sent if they are larger than 35 MB.

• To view an attachment that was sent to you via e-mail, open the e-mail message, then right-click in Outlook 2010 or Ctrl + click in Outlook 2011 on the file name. From the menu that appears, select Open.

• To save an attachment that was sent to you on your computer, open the e-mail message, then right-click in Outlook 2010 or Ctrl + click in Outlook 2011on the file name, then click Save As from the menu that appears. Navigate to where you want the file saved, then click OK. In Apple Mail, click the Save button. If there are multiple enclosures, you may save all or just individual enclosures from a pull down menu.

• To remove an attachment from an e-mail message, open the message, then right-click in Outlook 2010 or Ctrl + click in Outlook 2011 on the file name, then click Remove from the menu that appears. In Apple Mail, with the message open, from the Message menu, select Remove Attachments.

• Please note: Because attachments can contain viruses, you should be very careful about opening them. When in doubt, contact the sender and ask them if they sent the attachment.

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Formatting a Message

The formatting of an e-mail message in Outlook is almost identical to formatting in Microsoft Word. You will find all of the same styles, fonts, tools, and most of the options that Microsoft Word makes available to you. Apple Mail is similar as well; Fonts and Colors are available as buttons in the composing window; other options are available from the Format menu. Note: Not all e-mail clients (e.g. BlitzMail) are able to read anything other than Plain Text, so base formatting on the recipient(s).

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Spell Checking

The Spellchecker works in the same fashion as the Microsoft Word Spellchecker. In Outlook 2010 on Windows, you can select the Spell Checker from the Review tab. In Outlook 2011 from the Edit menu, select Spelling and Grammar, then Check Document Now. In Apple Mail pull down the Edit menu, select Spelling and Grammar and then choose which option you want.

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Saving a Snapshot

What is known as a "snapshot" in BlitzMail is referred to as a "draft" in Outlook. While composing a message, you might decide you are not ready to send the message. You can save the message and send it at a later time by clicking the Floppy disk icon in the top left of the composing window. The message is stored in the Drafts folder. When you are ready to send the message, simply open the message from the Drafts folder, edit it as needed, then click Send.  In Apple Mail click the Save As Draft button to save the message in the Drafts folder.

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Changing Your Password or Nicknames

To change your password for Outlook or Apple Mail, use https://dartdm.dartmouth.edu/dartDM/dartDM. This will change the password for logging into Outlook or Apple Mail, as well as your password for logging into other systems and authenticated Web sites. Nicknames can also be changed on this Web site currently.

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Junk E-mail Filtering

Outlook refers to "spam" as "junk email." Dartmouth's mail servers filter most junk e-mail. Therefore, we recommend you turn off the junk e-mail filtering in your Outlook account. Even having it set on the lowest setting will deliver some valid e-mail messages to your junk e-mail folder.

To disable junk email filtering in your account, with Mail selected in the Navigation bar, from the Home Menu bar, pull down the Junk menu, then Junk E-Mail Options in Outlook 2010 or Junk E-Mail Protection in Outlook 2011. Select No automatic filtering.  In Apple Mail click the Mail menu, Preferences, Junk Mail then uncheck Enable junk mail filtering to disable the junk e-mail filter.

For more information about turning off your Junk email filters in other mail programs and to see how to use rules to correctly filter your email into your Junk email folder, visit: Set up central Spam Filtering.

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Signatures

To append a signature to each message you send, open a new message window. In Outlook 2010 on the Message tab, in the Include group, click Signature, then click Signatures. Click the New button, and enter your name. In the Edit Signature box, enter the information that you want to appear for your signature. If you want this same signature to appear on any messages you reply to or forward, in the Replies/forwards field. select the signature you just created. Click OK. In Outlook 2011 you can set a default signature for each of your mail accounts. From the Outlook menu, click Preferences, under E-mail, click Signatures, click Default Signatures, under Account, select the account for which you want to set a default signature, under Default signature, click the pop-up menu in the selected row, and then click a signature name.

In Apple Mail click the Mail menu, Preferences then click Signatures.  Select the name of the e-mail account you wish to create the signature under.  Click the Plus (+) button to create the new signature, type the name of the signature and hit the Enter key.  In the text field in the right column type the signature you wish to appear in your e-mails.  Use the Choose Signature: drop down menu to choose the default signature for the account you have selected.

Note: If you have multiple accounts, you must set the default signature separately for each account.

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Filing Messages in Folders

To keep your Inbox clean, you can create folders, then move messages from your Inbox into those folders. To create a new folder, make sure that Mail is selected in the Navigation bar, and the folder in which you want the new folder created is selected.

In Outlook 2010, if you want the new folder created at the top level, Mailbox - First M. Last should be selected. To create a new folder simply right click on any folder in your mailbox you wish to create the folder under, in the dialog box enter the name of the folder and revise the location as needed. Select the type of information that will be stored in the folder from the drop down menu and click OK to create the folder. In Outlook 2011, you can only create new folders as subfolders to existing folders. Next, click the down arrow next to New in the Icon Tool bar. Select Folder from the menu that appears. Enter the name you want to give the new folder, then click OK. You can now drag any messages you want into that folder, or right-click on the message, then select Move to folder from the menu that appears.

In Apple Mail you can create new folders by holding control and left clicking on either the Inbox or another existing folder you wish to create the new folder under.  In the popup box click New Mailbox, if necessary change the location of the new folder, enter a name for the folder and click OK.

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Out of Office Messages

How to Set up an Out of Office/Vacation Message

Going to be away from your email? Want to send a message to everyone who emails you? Set an "out of office" message on your account. Some people also refer to this as a "vacation" message.

Using Outlook 2010, Outlook 2013 for Windows

In Outlook for Windows, an away message is set with Automatic Replies (Out of Office).

    1. From the File Tab, click Info, then Automatic Replies (Out of Office).
    2. In the window that appears, select Send Automatic Replies.
    3. You have the option to send the away message during a specified time range if you wish. If you elect to only send during a time range, you will be prompted to enter a start and end date and time.
    4. You also have the option to draft one message for inside the organization and another message for outside the organization.

Note: It is important to note that since Dartmouth has two mail systems, "outside the organization" also refers to Dartmouth accounts on the mail system that is different than the one you are on.

Using Outlook 2011 for MacIntosh

In Outlook for MacIntosh, an away message is set with the Out of Office Assistant.

    1. From the Tools tab, click Out of Office.
    2. In the window that appears, click Send Out of Office messages.
    3. In the More options section, you have the option to send an away message during a specified time range if you wish. If you elect to only send during a time range, you will be prompted to enter a start and end date and time.
    4. Additionally you have the option to Send replies outside my company to either Address Book contacts only or to Anyone outside my company.

Note: It is important to note that since Dartmouth has two mail systems, "Anyone outside my company" also refers to Dartmouth accounts on the mail system that is different than the one you are on.

Using a Web Browser

Log in to OWA: https://owa.dartmouth.edu (On Premises Exchange) or BWA: https://bwa.dartmouth.edu (Cloud Exchange).

    1. In OWA, click the Options link on the top right of the page, then click Set Automatic Replies. Check the radio button Send automatic replies.
    2. In BWA, click the "Gear" icon (settings), then click Set automatic replies. Check the radio button Send automatic replies.
    3. If you select to only send during a time range, you will be prompted to enter a start and end time.
    4. You have the option to draft one message for inside the organization and one message for outside the organization. It is important to note that since Dartmouth has two mail systems, "outside the organization" also refers to Dartmouth accounts on the mail system that is different than the one you are on.

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Flagging Messages

Sometimes you will need to save a message and remind yourself to respond to it on a specific date, or do a task associated with it, in a day, or a week. Outlook has a system called flagging messages that makes it easy to create a reminder system. Different flags associated with different time frames show up on your tool bar for easy viewing. The messages in your Inbox are also flagged. You can clear flags by marking them as complete.

To flag a message, right-click in Outlook 2010 or Ctrl + click in Outlook 2011 the message to be flagged, then select Follow Up. Select when you want to be reminded to follow up on the message. This reminder automatically appears in your Tasks list and To Do bar.

In Apple Mail you can flag a message by holding control and clicking on the message.  Hold your cursor over Mark, then click As Flagged to flag the message.  Alternatively you can click the message to select it then click the Message menu, hold your cursor over Mark, then click As Flagged.

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Expiration of Messages

Within BlitzMail, you could set the date on which messages would be automatically deleted. This was known as the "expiration date" in BlitzMail. Outlook refers to this as "archiving." Because Outlook defaults to archiving messages to the hard drive of the local machine where it runs, this option was turned off for the Dartmouth environment. You will need to run this process manually to remove old items from your account.

One exception to this is the Deleted Items folder. For this folder in particular, you can configure Outlook 2010 to automatically delete those messages every time you exit Outlook. To do this, select Tools from the Menu bar, then Options. Click the Other tab. Place a check in the Empty the Deleted Items folder upon exiting box to have your trash emptied every time you exit Outlook.

In Outlook 2011 you can manually tell it when to empty it from the Tools menu, select Run Schedule, then Empty Deleted Items Folder.

Warning: Following the procedure below will delete e-mail, calendar, tasks, to do, and journal items from your account on the Dartmouth servers. After you run this process, the data deleted will only be available from the file you created.

To remove older messages from your account in Outlook 2010, click File in the Menu bar, next click the Cleanup Tools button, then Archive. Select the folder from which you want to remove older messages; select Mailbox - First M. Last if you want to archive everything in your account prior to a specific date. In the Archive items older than field, enter the date prior to which you want all items in the folders selected to be copied to an archive file on the hard drive on the computer you are using. Next, in the Archive file field, browse to where you want this archive file created.

WARNING: You don't get a second chance at this. Once you know all the settings are correct, click OK. The archive process will begin immediately. A copy of everything that is archived will be placed in a file on the hard drive on the computer you are running it from.

To remove messages from your account in Outlook 2011, it's all or nothing; you're not able to select a subset of your e-mail. You can archive the existing files and then delete the older files you don't need in your normal mailbox. From the File menu, click Export. Select the kind of export you want. Outlook exports Outlook Data File format as .olm files. Check the item types you want to include in the export, and then click the right arrow to continue. Choose whether or not you want to delete the items you are exporting, and then click the right arrow to continue. Enter a name for the archive file and a location to store it, and then click Save.

In Apple Mail select the folder you wish to archive, click the menu item Mailbox then click Archive Mailbox.  Choose the location you wish to save the mailbox file containing your archived mail. This will create a complete copy of the folder you selected.

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Configuring Notify

By default, all the notifications of the arrival of new e-mail are turned on in Outlook. To configure these notifications in Outlook 2010 click the File tab, then click Options. Click Mail and then locate Message arrival. There are several options you can change under this section: to change the length of time the Desktop Alerts appears or the transparency, click Desktop Alert Settings. To configure these notifications in Outlook 2011 click the Outlook menu icon and select Preferences. Click Notifications and Sounds. Here you can change the settings as needed or click Reset Alerts to change the settings back to their default values.

In Apple Mail click the Mail menu item, then click Preferences and select General.  Here you can change the default sound or remove all sounds for incoming mail in the New Messages Sound drop down menu.

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Account Quota

Users on Dartmouth's on-premises Exchange system have a 1 GB quota for their account. Any e-mails sent or received, any files still attached to those e-mails, all items on their calendar, all contact information, all tasks, are counted as part of this quota.

Users on Dartmouth's new Blitz system have a 10 GB quota for their account. Any e-mails sent or received, any files still attached to those e-mails, all items on their calendar, all contact information, all tasks, are counted as part of this quota.

If the account is greater than 90% full (921600 bytes), the user will receive a warning e-mail asking them to reduce their mailbox size. One quick way to accomplish this is to empty the Deleted Items folder if it is not done automatically.

If the account is greater than 95% full (972800 bytes), the user is prohibited from sending new messages and receives an e-mail telling them that they can no longer send messages. They need to delete items from their account before being able to send e-mail again.

If the account is 100% full (1048576 bytes), the user is prohibited from receiving and sending new messages. The user will receive an e-mail telling them that they can no longer send or receive messages. They will need to remove items from their account before sending or receiving any more messages. E-mails that are sent to a mailbox that is full are bounced back to the sender and with an e-mail message that the recipient's mailbox is full and can't accept messages now. Microsoft Exchange will not try to redeliver the message once the user reduces the size of their account.

Warning e-mails are only sent out once a day to any user that is past a milestone.

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Last Updated: 7/29/14