IT Email Tutorial and How To's

Wed, 06/05/2013 - 13:58 -- sewm02

IT Email Tutorial and How To's

Faculty/Staff Email

How do I compress and encrypt a file using 7-Zip?

If you do not have a zip program installed, we recommend using 7-Zip it is a free download. Click here to download 7-Zip.

To Compress and Encrypt the file.

  1. Locate and right click the file you are emailing.
  2. Select 7-Zip from the menu.
  3. Click Compress and email...
  4. Enter a password.
  5. Re-enter password.
  6. Make sure that the Encryption method: is AES-256.
  7. Click OK button.

To Retrieve a Compressed and Encrypted file.

  1. Save the file from the attachment in the email.
  2. Locate and right click the saved file.
  3. Hightlight 7-Zip in the menu.
  4. Click Open archive.
  5. Double left click the file in the archive.
  6. Enter password for the encrypted file.
  7. Click OK button.

How do I change my preferred email address?

  1. Your preferred email address can be changed by contacting the IT Teaching and Learning Commons at 304-367-4810 option 3, help@fairmontstate.edu, or 126 Ruth Ann Musick Library Building.
  2. Your preferred email address must be a FSU or PC&TC address.(Ex. ffalcon1@fairmontstate.edu, Freddie.Falcon@fairmontstate.edu, ffalcon2@pierpont.edu, Franny.Falcon@pierpont.edu)

How do I set a personalized email address?

  1. Log into FELiX.
  2. Click the Employee tab.
  3. Click "Create a Personalized EMail address.
  4. Follow the instructions.
  5. Click Submit.
  6. Your personalized email address will become your preferred email address and will appear as such in the Online Campus Directory.

What's the maximum file attachment size?

The maximum file attachment size is 20MB.


How do I set up my iPhone for use with my Fairmont State or Pierpont email account?

When setting up the exchange server to fsmail, remember to have your Internet connection turned on.

  1. From your I phone go to settings page and tap on Mail, Contacts, Calendars
  2. Under accounts heading tap on Add Account
  3. This screen should display a listing of email providers like AOL, Yahoo, Gmail. The first option is Microsoft Exchange tap on it to setup for a FSU email account.
  4. Title of this screen should be Settings, below that you should see email, domain, username, and password.

In the Email field enter in your full Fairmont State or Pierpont C&TC email (ex. jdoe@fairmontstate.edu)

  1. Domain enter "fairmontstate".
  2. For username and password enter in your UCA and current password
  3. Hit next at the top of the screen and a new field should appear called Server Name. enter "outlook.fairmontstate.edu" and hit next at the top of the screen.
  4. After following these steps you also have the options to add contacts and calendar to be pushed forward to your iPhone.
  5. Done/Finished
  6. Ensure SSL is checked.
  1. To Recap --
    1. Username: uca
    2. Password: password
    3. Domain: fairmontstate
    4. Server: outlook.fairmontstate.edu
    5. Ensure use SSL is checked

How do I set up my Android phone for use with my Fairmont State or Pierpont email account?

  1. From you phones home page tap Settings
  2. Tap Accounts
  3. Tap Add account
  4. Select Corporate Sync
  5. Enter email address and password
  6. Enter Domain fairmontstate
  7. Press Next
  8. Enter Server Name outlook.fairmontstate.edu
  9. Ensure SSL is selected
  10. Done

How do I set up Oulook 2007 to import folders from student to new faculty email accounts

First Set up a new profile for the student account

  1. Open Control panel
  2. Click Mail Icon
  3. Click Show profiles button
  4. Enter profile name
  5. Click ok
  6. Enter student email address –you may have to replace the current address
  7. Enter password for student account
  8. Re-enter password for student account.
  9. Click Next button
  10. Click Allow button—if prompted
  11. Enter student account password—you may have to entere this password several times before logging into the server.
  12. Click the Finish button.
  13. Select option to prompt before opening
  14. Click ok

Next, Export file or folder

  1. Open MS Outlook in the student profile
  2. Select profile that has the folder you wish to export
  3. Click okay
  4. Enter password for this profile
  5. Click File
  6. Click Import and Export
  7. Select Export to file
  8. Click the Next button
  9. Select Personal Folder File (pst)
  10. Click the Next button
  11. Locate the folder that is to be exported
  12. Click the Next button
  13. Click Browse…button—locate a place to store the file for importing.
  14. Click the finish button.
  15. Enter password
  16. Re-enter password

Finally, Import file or folder

  1. Open MS Outlook in the student profile
  2. Select profile that you wish to import the folder
  3. Click okay
  4. Enter password for this profile
  5. Click File
  6. Click Import and Export
  7. Select Import from another program or file
  8. Click the Next button
  9. Select Personal Folder File (pst)
  10. Click the Next button
  11. Click Browse…button—locate the folder in the stored location.
  12. Click the Next button
  13. Enter stored file folder password
  14. Re-enter stored file folder password
  15. Select the file to be imported
  16. Click Finish button

How do I add a mailbox to MS Outlook 2007

First create a new profile for the mailbox. (This has to be an actual Exchange email account)

  1. Click Start
  2. Click Control Panel--Make sure that you are viewing the Classic View.
  3. Double Click the Mail icon.
  4. Click Show Profiles button.
  5. If the “Mail Setup” dialog appears, click the “Show Profiles” button. .
  6. On the “Mail” dialog, click the radio button “Prompt for a profile to be used”
  7. Click the “Add” button to add a new mail profile. .
  8. Give the profile a name.
  9. On the “E-mail Accounts” dialog, choose “Add a new e-mail account”.
  10. Select “Microsoft Exchange Server”.
  11. For the “Microsoft Exchange Server” field, enter outlook.fairmontstate.edu
  12. For the “User Name” field, enter the UCA for the email account.
  13. Click Check Name button
  14. Click Next button
  15. Click finish.
  16. Close out of control panel.

Setup the mailbox.

  1. Open MS Outlook.
  2. Select the newly added profile to log into.
  3. Enter password
  4. Click OK
  5. Highlight mailbox and right click.
  6. Click Properties for "Mailbox - ...."
  7. Click Permissions Tab.
  8. Click the Add button.
  9. Enter the last name and locate the person.
  10. Click the Add button.
  11. Click the OK button.
  12. Highlight the newly added name and adjust the permission level.
  13. Click Apply button.
  14. Click OK button.

Share specific folders of the newly added mailbox.

  1. Expand the mailbox by clicking the + to the left of the name.
  2. Highlight each of the folders that you wish to view and right click (You will have to do this one by one)
  3. Click Properties.
  4. Click Permissions Tab.
  5. click Add button.
  6. Enter the last name and locate the person.
  7. Click the Add button.
  8. Click the OK button.
  9. Highlight the newly added name and adjust the permission level.
  10. Click Apply button.
  11. Click OK button.

Repeat this for each folder you wish to view.

Adding the mailbox to your account.

  1. Open MS Outlook in your personal profile.
  2. Click Tools on the menu bar.
  3. Click Account Settings.
  4. Click the Change option in the Acount settings window.
  5. Click the More Settings button in the Change Email Account window.
  6. Click the Advanced Tab.
  7. Click the Add button.
  8. Enter the name of the mailbox.
  9. Click OK button.
  10. Click Next.
  11. Click OK.
  12. Click Close.

You will now see the mailbox in your folders list.


Students E-Mail

How to configure MS Outlook 2007 to connect with student email servers

Fairmont State University Students
Pierpont Community and Technical College Students

Why can't I log into Webmail?

  1. To log into Webmail go to https://email.fairmontstate.edu
  2. Enter only your UCA in the UCA field. (example: ffalcon)
  3. Enter your UCA password into the Password field.
  4. Click Log On.
  5. Select the email account you wish to log onto.
  6. Click Continue.
  7. If you receive an error message that says "WARNING: Your password contains your username. You will be unable to login to Microsoft Outlook Live. Please change your UCA password so that it does not contain your UCA. Click here to change your UCA password." use the link provided and change your password.
  8. If you receive an error message that says "You could not be logged on to Outlook Web Access. Make sure your username and password are correct, and then try again." your UCA password may have expired. In that case go to the "How do I change my UCA password" section of this wiki.
  9. If you receive the following error message after entering your uca and password using the FSU and PC&TC webmail portal,

Unable to synchronize Exchange Labs account with active directory. Error code was: Error running PowerShell script to find account. pipe.Invoke()failed with this message: Runspace never became available. Server may be under excessive load. Please try again in 5 minutes. Parameter name: PSRunCommand.

Do the following:

    1. Go to http://www.outlook.com
    2. Enter your entire email address in the Windows Live ID: field.
    3. Enter your password.

IMPORTANT: If you change your password in the Outlook Live envioronment, where your mailbox is stored, it will no longer synchronize with your uca password. It is recommended that you always change your password by changing your uca password on the FSU PC&TC websites.


Why can't I log into www.outlook.com?

  1. If you have recently change your UCA password and have not used the Webmail Portal to log into your e-mail account your password change will not sync to your Outlook Live account.
  2. Log into Webmail and the password change will take effect.

How do I activate my email account?

Fairmont State Students: Go to http://www.fairmontstate.edu/files/u181/NEWMAIL_ACTIVATION.pdf Pierpont C&TC Students: Go to http://www.fairmontstate.edu/files/u181/NEWMAIL_ACTIVATION_CTC.pdf Dual Enrolled Students: Go to http://www.fairmontstate.edu/files/u181/NEWMAIL_ACTIVATION_DUAL.pdf


How do I set up my campus email on and Android phone?

  1. Go to Settings
  2. Select Accounts and Sync
  3. Select Add an Account
  4. Select POP3 as the email type
  5. Enter email address in the Address field (ex. UCA@students.fairmontstate.edu or UCA@students.pierpont.edu)
  6. Enter UCA password in the Password field
  7. Enter the Server Address as follows: pod51000@outlook.com
  8. Enter the Domain Name for your institution: students.fairmontstate.edu or students.pierpont.edu
  9. Type in the Port Number 995 and select Security Type SSL
  10. Click Next, then Done.

(These instructions may vary depending on the individual phone, however, the settings will remain the same.)


How do I set up Exchange ActiveSync on an AT&T Apple iPhone?

  1. If this is the first e-mail account on your iPhone, tap Mail. Otherwise, tap Settings > Mail, Contacts, Calendars > Add Account.
  2. Tap Microsoft Exchange.
  3. Tap in the E-mail box and enter your full e-mail address (for example, UCA@students.fairmontstate.edu or UCA@students.pierpont.edu).
  4. Tap in the Username box and enter your full e-mail address again.
  5. Tap in the Password box and enter your UCA password. Optionally, tap in the Description box and enter a short description for the account.
  6. Tap Next on the upper right corner of the screen.
  7. Tap in the Server box and enter m.outlook.com. If you are running software version 3.0, see below for instructions on how to find your server name.
  8. Tap Next.
  9. Choose the type of information you want to synchronize. By default, Mail, Calendar, and Contacts are all turned on. To turn off synchronization for a type of information, tap and slide the switch to OFF.
  10. Tap Save.
  11. If you're prompted to create a new passcode, tap Continue and enter a numeric passcode. You'll need to enter the passcode twice.

Caution: If you tap Close, you'll need to configure your passcode in the iPhone Settings application before you can view your information on your iPhone.

What else do I need to know?

If you are prompted to create a passcode and don't create one, you won't be able to send and receive e-mail.

The Apple iPhone running software version 3.0 requires you to use an alternate server name. To find that server name, sign in to your account at the following address: https://pod51000.outlook.com/owa/. After you sign in successfully, the address you entered will resolve to an address that contains the server name you need to use. For example, if the address resolves to https://pod51005.outlook.com/owa, enter pod51005.outlook.com for your server name.


Basic email settings for students

POP/IMAP settings

User name - Enter your full email address (for example, UCA@students.fairmontstate.edu or UCA@students.pierpont.edu)

Password - Enter your UCA password

Authentication - Use the same user name and password to authenticate with the incoming and outgoing sending)email server. Don't use "Secure Password Authentication".

POP/IMAP server - outlook.com

SMTP (outgoing server) - pod51000.outlook.com

Outgoing server (SMTP) port number - 587 (you will have to replace the default port value of 25)

Secure Sockets Layer (SSL) is required for incoming POP and IMAP connections - IMAP is Port 993 and POP is Port 995

Transport Layer Security (TLS) encryption is required for outgoing SMTP connections.

Smartphones, Tablets, and other handheld Exchange Activesync enabled devices

Add an Exchange/Exchange Activesync/Corporate Sync account

Server - m.outlook.com

Username - Enter your full email address for your user name (for example, UCA@students.fairmontstate.edu or UCA@students.pierpont.edu)

Password - Enter your current password

Domain - leave this field blank

source - Bloomsburg University, [1]


How do I forward my student mail to another email account?

  1. log into your student mail account.
  2. Click the Options link in the upper right hand corner.
  3. Click see all options.
  4. Click Forward your e-mail link.
  5. Enter the full email address in the To: -> field at the bottom of the window.
  6. Click Start Forwarding.
  7. Click Save.

Microsoft Outlook

Configure

How do I configure Microsoft Outlook? (On Campus)

  1. Go to the control panel. Typically you can click control panel from the start menu. It can also be accessed through My Computer.
  2. If the control panel says “Pick a Category”, click “Switch to Classic View” on the left side of the window.
  3. Double-click the “Mail” icon.
  4. If the “Mail Setup” dialog appears, click the “Show Profiles” button. .
  5. On the “Mail” dialog, click the radio button “Prompt for a profile to be used”
  6. Click the “Add” button to add a new mail profile. .
  7. Give the profile a name, such as FSU. .
  8. On the “E-mail Accounts” dialog, choose “Add a new e-mail account”.
  9. Select “Microsoft Exchange Server”.
  10. For the “Microsoft Exchange Server” field, enter outlook.fairmontstate.edu
  11. For the “User Name” field, enter your UCA.
  12. Click Check Name button
  13. Click Next button
  14. Click finish.
  15. Close out of control panel.
  1. Open outlook.
  2. Select to profile from the dropdown list.
  3. Change the pviex10?.fairmontstate to just "fairmontstate\uca"
  4. Enter your password
  5. Click OK. (It may be several minutes while outlook gathers all of your data.)

How do I configure Microsoft Outlook? (Off Campus)

  1. Go to the control panel. Typically you can click control panel from the start menu. It can also be accessed through My Computer.
  2. If the control panel says “Pick a Category”, click “Switch to Classic View” on the left side of the window.
  3. Double-click the “Mail” icon.
  4. If the “Mail Setup” dialog appears, click the “Show Profiles” button. .
  5. On the “Mail” dialog, click the radio button “Prompt for a profile to be used” (if you have more than one profile)
  6. Click the “Add” button to add a new mail profile. .
  7. Give the profile a name, such as FSU. .
  8. On the “E-mail Accounts” dialog, choose “Add a new e-mail account”.
  9. Select “Microsoft Exchange Server”.
  10. For the “Microsoft Exchange Server” field, enter outlook.fairmontstate.edu
  11. For the “User Name” field, enter your UCA. Then click the “More Settings” button.
  12. Click “Ok” if you are prompted with an error saying “The connection to the Microsoft Exchange server is unavailable.”
  13. Click “Ok” if you are prompted with a dialog box asking for the Microsoft Exchange Server and Mailbox.
  14. Click the “Connection” tab on the “Microsoft Exchange Server” dialog.
  15. Check “Connect to my Exchange mailbox using HTTP”.
  16. Click the “Exchange Proxy Settings” button.
  17. On the “Exchange Proxy Settings” dialog, in the “Use this URL to connect to my proxy server for Exchange:”, enter outlook.fairmontstate.edu
  18. Check “Connect using SSL only”.
  19. Check “On fast networks, connect using HTTP first, then connect using TCP/IP”.
  20. Check “On slow networks, connect using HTTP first, then connect using TCP/IP”.
  21. On the drop down box for “Use this authentication when connecting to my proxy server for Exchange” choose “NTLM Authentication”.
  22. Click “Ok” until you are exited back to the control panel. Close the control panel and go into Outlook. When asked which profile to use, select the “FSU” profile. You will be prompted for your username and password. Enter your username as fairmontstate\uca (substitute your actual uca for uca) and enter your password.

Calendar

How do I import a distribution list into Outlook from Microsoft Excel or Access?

Import a list from Access

  1. Make sure you have the database saved where you know were it is.
  2. Open outlook.
  3. You may want to create a new folder under contacts so the list will stay together.
  4. Click on file.
  5. Click on import and export (a box will pop up).
  6. Click on import from another program or file and click next.
  7. Another box will appear click on Microsoft Access and then click next.
  8. In the next box click browse and find where the file is saved. Click next.
  9. Click in contacts or the new folder you created then click next.
  10. In the next box check the box beside the name of the file and click finish.
  11. Check in folder in outlook to make sure the list is there.

Import a list from Excel

  1. First, highlight the cells you want to import into outlook (make sure there is a row header or a blank row at the top of the list).
  2. Type the name of the file the cell name box (left side right underneath the font box, if you are clicked in cell A1 the box will show A1).
  3. Press the enter key.
  4. Save the file.
  5. Open Outlook- follow the steps above except in step 7 you will choose Microsoft Excel.

How do I share my calendar?

  1. Click calendar.
  2. Click "Share my calendar" link--the calendar properties window will appear.
  3. Click the permissions tab..
  4. Click Add button.
  5. Select groups and/or individuals to view your calendar.
  6. Click Addbutton--repeat until list is complete.
  7. configure permissions for each group or individual added.
  8. click OK button.

To remove access to your calendar:

  1. Click calendar.
  2. Click "Share my calendar" link--the calendar properties window will appear.
  3. Click the permissions tab.
  4. Select the group or individual.
  5. Click Remove button.

How do I view a shared calendar?

  1. Click calendar.
  2. Click "Open a Shared Calendar" link--the Open a Shared Calendar window will appear.
  3. Enter the last name of the individual or the correct name of the group..
  4. Click OK button the Check Names window will appear.
  5. Select the correct groups or individual whose calendar you wish to view.
  6. Click OK button.

How do I make appointments with the Outlook Calendar?

Outlook Calendar - Learn how to check availability of invitees and send a calendar invitation in Outlook. Specifically written for making advising appointments.


Archives

Where can I go to learn more about archived items in Outlook?

Please go to http://support.microsoft.com/kb/830119 to learn more about archived items.


Folders

How do I create and activate a rule to move specific messages to certain folders?

  1. Right click the email message in the inbox folder list.
  2. Click Create Rule…
  3. Select the appropriate criteria under When I get e-mail with all of the selected conditions.
  4. Select Move the item to folder under Do the following
  5. Highlight the folder (If the folder does not yet exist)
    1. Click New
    2. Name the new folder
    3. Click OK button.
  6. Click OK Button.
  7. Click OK button.
  8. Check Run this rule on messages already in the current folder.
  9. Click OK button.