There are several ways to send email to someone in your address book. One way is to start a new email, click on the address book icon next to the "To..." field (or Cc... field) and pick from the available lists:
Global – Includes all YaleConnect users.
Contacts – includes your personal address book, maintained by you, verify the email address is correct if you experience problems.
LDAP – Includes everyone at Yale.
You may have accidentaly removed columns. To restore the view, go to View > Arrange By > Custom > Fields, and add fields to the "Show these fields in this order:" list as appropriate.
No. Microsoft recommends not to run Microsoft Office 2004 with Entourage 2008 or Office 2008 with Entourage 2004. The programs share databases and other important files. Running two different editions on the same machine can cause conflicts or excessive crashing.
Windows users will need to use Microsoft Outlook 2003 or 2007. Macintosh users will need to use Microsoft Entourage 2004 or 2008. In addition, you can use any Web browser to run Outlook Web Access to read your server-side email.
Yale ITS recommends using the same version of Outlook or Entourage as the version of Microsoft Office you are running. Entourage 2008 is a significant improvement over Entourage 2004, however, and so Macintosh users might consider upgrading to Office and Entourage 2008 if they need special features of Entourage such as calendar and mail delegation.
Outlook is a full-featured personal information management application from Microsoft. While it is frequently used as an email client, it also offers calendaring, task management, contact management, and note taking capability. It can be used to its fullest potential when used in conjunction with an Exchange email and calendaring system.
YaleConnect uses Outlook Web Access, not the current Webmail client. Outlook Web Access has almost as many features as Outlook and an almost identical interface.
You can get to all of the email messages stored on the Exchange server from any computer with an Internet connection that’s capable of running an up-to-date Web browser. All of your incoming new mail arrives in your Exchange inbox located on the Exchange server. You have the option of moving messages from your inbox to other folders that you create on the Exchange server. You can also move messages to local folders you create on your personal computer. Messages moved to folders on your personal computer can only be read by running the Outlook or Entourage email software on your Windows or Macintosh computer. If you can access your Windows or Macintosh PC from the Internet, however, you will be able to read messages stored on the server or stored locally.
It depends on the quantity of email you keep at any one time. The Exchange service at Yale has a one-gigabyte storage quota. One-gigabyte is enough space to store thousands of email messages, and, based on our assessment of current email usage, most individuals will find they can store all of their email on the Exchange server.
ITS recommends that you adopt an email storage strategy that includes both local and server-side storage. Consider using local storage for messages that you no longer need to be able to access from multiple locations. Use the Exchange server to store only those messages you will need to read from multiple locations.
If your storage on the server reaches 1750-megabytes, you will receive a message from the YaleConnect administrator advising you that you are approaching the two-gigabyte quota. Included in the quota allowance is the space required to store all email, email attachments, calendar data, contact information, and task management data on the server. If you continue to accumulate and reach the two-gigabyte quota, you will receive another message informing you that you’ve reached the quota. You will no longer be able to send email until you reduce the amount of mail stored on the server to below two-gigabyte. When you reach 2250 megabytes you will no longer be able to send or receive email until you reduce the amount of mail stored on the server to below two-gigabytes.
You can reduce the size of your server-side email store in a couple of ways:
Move messages to local folders
Delete email that you no longer need
Also, keep in mind that by default, Exchange keeps a copy of everything you send in the Sent Items folder. You may want to move messages in this folder to a local Sent Items folder or delete them periodically if you no longer need them for record keeping or historical purposes. You may also find an accumulation of messages in the Deleted Items and Junk EMail folders that can be deleted.
If you do not need to use the University calendaring tool (currently Meeting Maker, moving to YaleConnect), you can decline to have your existing email account converted to YaleConnect and continue to use your existing email software.
Yes. Your IT support provider will do this for you as part of your email conversion. Please keep in mind that if you have multiple address books or an address book that you’ve had for years without weeding out old or multiple addresses, the results of the address book conversion are likely to be messy. We strongly advise you to spend some time organizing and pruning your address book(s) before the conversion.
Yale’s central spam servers filter spam before they reach any of Yale’s email systems. However, be aware that if you have used local spam filters on your email account, they will not be transferred to your YaleConnect account, so you may experience more spam during the first several days after the conversion to YaleConnect until Outlook or Entourage ‘learn’ how to distinguish spam that has not been filtered by Yale’s central spam tools.
Yes, the Yale Connect Exchange service has been designed for a high degree of reliability and performance. Emails, calendar, tasks and other Exchange data stored on the server are automatically backed up
Yes. It's possible to start fresh with a new YaleConnect account using Outlook or Entourage, and read your old email with the email software you used with your old email account with the following caveat: Because your old email account will eventually be deleted, email stored on the server (IMAP mail) must be moved from the server to your computer's hard drive. This does not apply to POP configurations. Also keep in mind that you will need to reinstall the old email software and move the old email whenever your computer is replaced (provided you have a continuing need to refer back to it). Your DSP or IT support provider can advise you of your best alternative.
To have first the name you prefer in your email identity for Outlook/Entourage messages you send, contact your department’s business office and request your "preferred name" be updated in Human Resources database. Once that change is taken care of, your email messages will then automatically come from Last, Preferred Firstname.
The Last, First name is being pulled from the Windows Active Directory by the YaleConnect service – Clients cannot alter this information as they had previously been able to do with email program’s like Thunderbird or Eudora. The identity information used by Outlook and Entourage (for YaleConnect users) comes from the Windows Active Directory which pulls directly from your Yale Human Resources information.
This is due to differences in the format of the email message that’s been sent to you. If the format of the message is HTML or Plain Text, the attachment will appear in the Attach line below the Subject line. If the format is Rich Text, the attachment will appear in body of the message.
Important If you are using Microsoft Word as your editor, you cannot create templates.
To turn Word off as your editor:
1. Select Tools > Options, and then click the Mail Format tab.
2. Clear the checkbox next to Use Microsoft Office Word 2003 to edit e-mail messages.
3. Click OK.
To create a template:
1. Create and customize a new message.
2. Click File > Save As, and then select Outlook Template (*.oft) from the Save as type list.
3. Click Save.
4. Close the message that you used to create your template.
If you are prompted to save the message, click No.
To use the template:
1. Click Tools > Forms > Choose Form.
2. In the Look In list, click User Templates in File System.
3. Click the name of the template, and then click Open.
Set up the multiple accounts and Personal Folders Files (PSTs) in Outlook (see Creating a PST file to save mail locally). Then create client rules to file messages based on recipient address to the appropriate PST folder.
You can configure Outlook so that you are prompted for your password whenever Outlook starts. To do this, check the Always prompt for user name and password option in your account settings. However, we don’t recommend using this as a primary security measure to prevent unauthorized access to your email. Instead, we recommend logging out of your workstation, or using a password-protected screen saver to protect your workstation from unauthorized access.
Depending on how you set it up, you can choose to send auto-replies internally to your organization and/or to External Senders. You may compose a different response for each group. For Entourage 2004 and Outlook 2003 users, the recommended procedure for setting up your away message is via YaleConnect webmail. Be aware: In the context of the YaleConnect service, an External Sender is a sender with an email account on ANY email system other than YaleConnect. This includes Yale's central and legacy medical campus email services. Therefore, if you intend for auto-replies to be sent to anyone at Yale who sends email to you, you must configure the Out of Office Assistant to include auto-replies to external senders.
Instructions for using the Out of Office Assistant:
While it's possible to do this by creating a server-side forwarding rule, auto-forwarding your Yale business related email to non-Yale operated systems is strongly discouraged. Furthermore, for email transmission of Protected Health Information, implement and use only the procedures permitted in 5123 PR1: Electronic Communication of ePHI. Documentation for creating server-side rules to automatically handle email is available in your email client's help system. Additional assistance is available by calling the ITS Service Desk.
Yes. If you use a Blackberry, you should submit a request to Client Accounts for an account on the Blackberry Enterprise Server (BES). The iPhone and ITS supported Windows Mobile devices all support ActiveSync. ActiveSync is easily configured on your device with no additional service account requirements. Setup Documentation for BES, and ActiveSync is available in the smartphone section of this web site. Please Note: If you plan to use any of these services on your smartphone we recommend you purchase an unlimited data plan from your cellular carrier. Without it, you will most likely exceed the quota of limited data plans and incur additional monthly charges that far exceed the cost of an unlimited data plan. Whenever you use a smartphone or any handheld device to handle Yale information, the device must be password protected and the data should be encrypted.
1. Carefully check all addresses before sending email. The single greatest cause of email exposure is the sender incorrectly addressing email, thereby sending it to the wrong recipient.
2. Use only official University email systems for Yale business-related email. Never use auto-forwarding rules to automatically forward your Yale email to non-Yale owned and operated email services.
3. Only open email attachments that you were expecting. Never open attachments you were not expecting or attachments you receive from unknown sources. A practice known as spoofing makes it possible for a malicious individual to electronically masquerade as someone else. So even when you receive a message with an attachment from someone you think you know, the sender's address may have been spoofed.
4. Never click links to websites unless you can verify that they point to the expected location.
5. Use SPAM filters and virus protection software provided by the University.
6. If you receive Yale email on a smartphone, at minimum, the smartphone must be password protected. You should also enable encryption if it's included as part of the smartphone's operating system or purchase and use encryption software if the device does not have built-in encryption.
Deleted items that have been purged from server folders are held in server "dumpster" areas for 14 days after they have been purged. If it is within 14 days of the day the messages were purged, you may contact your IT support provider - or you may phone the ITS Help Desk at 203-432-9000 M - F 7 a.m. -9 p.m. and give details about the purge and a description of items you wish to recover.
There are two different methods of allowing the sending of email in Microsoft Outlook/Entourage/Exchange by someone else on your behalf. Both present some issues regarding functionality and security. The functionality differs somewhat between a PC and a Mac, but they are relatively close.
"Send as" functionality is enabled via explicit permissions at the server level by an administrator and allows an individual to impersonate someone else when sending email messages. Replies to messages are sent to the owner of the mailbox, not the originator of the message.
"Send on behalf of" functionality is enabled by an end user granting delegate access to another individual via Outlook/Entourage. Messages created by delegates appear in other users' inboxes as being sent by the delegate "On behalf of" another individual. Replies to these message are sent to the originator of the message.
My Day My Day is a new application included with Entourage 2008 that provides users with an easy and quick way to access their calendar, to do list and tasks without running the full Entourage application.
Database Integrity In Entourage 2008 (using Microsoft Database Utility, see KB 268322) if you rebuild your database, you don't lose metadata (for example, categories, links, linked projects, flags, pictures saved with contacts) and mail data cached in local database for different types of mail accounts (Exchange, IMAP, etc.).
Out of Office Assistant: Using the Out of Office Assistant (OOF) feature in Entourage 2008, you can set your OOF status along with an OOF message when connecting to an Exchange Server.
Delegate Rights Management: Entourage 2008 users can now delegate access rights to other Exchange users.
There is no specific mail template feature built-in to Microsoft Entourage. However, you can make use of some other features to get similar effects.
Signatures If you need to store boilerplate text, you can put it in a signature. Then, you can re-use the boilerplate by selecting the signature for use with a new message.
To edit signatures in Microsoft Entourage, select Signatures from the Tools menu.
HTML mail This tip requires Microsoft Office 2004 or later, with Entourage and Word.
If you need rich text or HTML formatting, you can create your source documents in Word. Then, use the Send To (HTML)>command in the Word File menu to open the formatted message in Entourage.
Note: To use Send To (HTML), you must have Microsoft Entourage selected as your default mail application.
Because your source Word documents can be saved as Word documents, you can re-open and re-use the documents. This serves much the same purpose as having a template, although the "template," in this case, is not directly accessible in Entourage. While you can make changes to the text in Entourage, you can only change the template in Word.
Note: Rich text messages that contain images, links, and other HTML elements can pose a security risk. We recommend that you use these elements sparingly and with caution. Some of these elements are blocked outright by mail systems or mail clients, so your recipient may not be able to properly view your formatted message.
Entourage relies on the Exchange server to update the free/busy information for your calendar. This process is the same one used when you connect via Outlook Web Access (OWA).
There is nothing you can do in Entourage to change the time frame for which the free/busy information is updated, or demand that free/busy data be updated immediately.
Free/busy data is stored separately from your actual calendar on the Exchange server, but it is based on your calendar. It allows others to see your availability for scheduling meetings. It may take several minutes after you add, modify, or delete a meeting on your calendar for the free/busy data to be refreshed. This is true whether you use Microsoft Entourage, Microsoft Outlook, or Outlook Web Access (OWA).
Microsoft Entourage does not currently have the ability to duplicate an event. This means you cannot create one event as a template for others.
However, you can create recurring events that serve much the same purpose, as long as you do not have to move the repetitions of the event to different times of day, and as long as the event does not require an irregular schedule that cannot be set up using Entourage's recurrence rules. If you need to do either of these, you need at least two events, possibly with their own recurrence rules.
For information about creating events and setting reccurrence options, see Creating calendar events.
Microsoft Entourage allows you to send files to other people when you invite them to a calendar event. It operates the same way as adding attachments to an e-mail messages does.
When you create an event invitation and begin inviting people, the event invitation window changes to allow attachments. You only see the Attachments button in the toolbar and the Attachments pane after you have added attendees to your meeting invitation. You cannot attach files in this way to events that do not have attendees.
To add an attachment, click the Attachment button in the toolbar:
You also can drag and drop files from the Finder to the Attachment pane to add an attachment.
Microsoft recommends starting a new recurrence series rather than
modify an existing one.
When you modify an Occurrence series to add or remove dates, any existing exceptions or modifications to individual occurrences in the series will be lost and all occurrences will be set to match the entry you are modifying. For example, when you attach a different agenda to each meeting in a recurring series, and then modify the series to add more meetings, all of the attachments are lost
Open the event invitation message in your Inbox. Near the top of the message window are links to Accept, Decline, or Tentatively Accept the invitation:
Accept means that you plan to attend the event, and you have added it to your calendar. Decline means that you do not intend to go to the appointment. Tentatively Accept means that you are unsure about the event, and may yet accept or decline it, but in the mean time, it will be listed on your calendar even though it will not block your free/busy status. Entourage can also be set to automatically accept new invitations tenatively when they reach your Inbox.
Click one of the links. Entourage displays a dialog box that gives you the opportunity to add comments to your response.
To add comments, click Yes, with comments, and then click OK.
Microsoft Entourage has different levels of access to other people's Exchange calendars.
Free/busy status - Free/busy status only shows whether an individual's time is available or not. It does not show any further detail, such as why that person is busy. You can see free/busy information when you create a new calendar event. Just invite people to the event, and then click on the Scheduling tab to view their free/busy information.
Calendar contents - If you want to see more than the free/busy status allows (for example, you want to see what is on the calendar) you need to open your calendar up for others to view. You can grant permissions for individuals or groups to view and even edit your calendar.
Drag the file from the Finder and drop it onto the Entourage icon in the Mac OS X dock. You also can drag the icon in the title bar of an open document to the Entourage icon in the dock.
If a message window is open in Entourage, the file is attached to the message. If no message window is open in Entourage, a new message is opened and the file is attached to the message.
Microsoft Entourage includes the ability to compress e-mail attachments with StuffIt, a cross-platform compression format from Allume Systems. While the StuffIt Engine is included with Mac OS X, not everyone uses StuffIt. For example, most Windows PCs don't have Stuffit. If you are sending an attachment to someone who uses Windows, you should use a different method of compressing files.
For example, you can create a Zip archive in Mac OS X 10.3 or later. Zip files are easily opened on Windows PCs. To create a Zip archive in the Finder, control-click the file and select Create Archive (or click the file, and select File > Create Archive). You can then attach the Zip file to an email message.
If you are using Entourage and need to look up the free/busy status for a group (one in your own address book, or one that is found in the Exchange Global Address List) you will not get any information. Groups don't have free/busy status in Microsoft Entourage.
You can view events as a delegate within Microsoft Entourage 2004. This feature was not available in previous versions of Entourage. However, an event that is marked as private does not appear when the principal user's account is viewed by the delegate. The private events are evaluated correctly for the free/busy server, and free/busy information can be used for scheduling appointments. However, the actual event does not show up in the combined principal-delegate calendar view.
A common troubleshooting technique for resolving problems in Microsoft Entourage is to rebuild the Microsoft Entourage database. This process unlinks folders from any rules (whether the rules were created in Rules or in the Mailing List Manager). If you have rules that move or copy messages into folders, you need to fix the rules before the rules can properly process messages.
Until you fix the rules after rebuilding the database, you will receive errors from Entourage as you receive new mail. You must relink each mail rule to the folder where messages will be stored.
No. You can address messages or meeting invitations to groups using Microsoft Entourage. Groups can be found in the Exchange Global Address List. However, you cannot expand a group to see its members. This means that you cannot verify that a specific person is a member of a group.
Microsoft Entourage includes the ability to sign an outgoing mail message with a digital signature, so that the recipient can verify that you sent the message. It can also encrypt messages, so that other people cannot read them in transit.
Entourage does not sign or encrypt event invitations you send, even though invitations are a special form of message. It does this to prevent interoperability problems. If you compose an event invitation, you will not be able to select the normal security options that you would have when composing regular email messages.
Exchange accounts set up in Entourage require a Virtual Private Network connection to use the Check Names procedure when creating new mail messages.
In order to use Check Names, Entourage requires a connection to the Exchange Global Catalog via LDAP. The ports used for this access are blocked to users off-campus unless they are using VPN.
If you receive a rich text (HTML) email message that you would like to forward to another person, you should use the Message > Forward as Attachment command, instead of using the Forward command.
Using the Forward command may result in a forwarded message that displays HTML code on the recipient's end, rather than the expected rich text message.
If you create a recurring event that has no end date (the default setting on a new recurring event) Entourage creates events on every specified day in the future.
Without an ending condition, a very large number of events will be created, all of which must be sent to the Exchange server. Events without end dates can also cause problems when synchronizing with a Palm OS handheld, using the Microsoft Handheld Synchronication software for Entourage (see Microsoft KnowledgeBase article 311125).
Entourage sends the events during the next scheduled synchronization (to an Exchange mailbox or a Palm OS handheld), but there may be so many events to send that it won't be able to finish before it starts synchronizing again. This can lead to a failed Palm OS HotSync or never-ending Exchange synchronization cycle.
When creating recurring events, set an end-date that occurs no later than six months in the future.
Microsoft Entourage has different levels of access to other people's Exchange calendars.
Free/busy status A person's free/busy status shows only whether his or her time is available or not. It does not show any further detail, such as why that person is busy. There are currently four levels of free/busy status:
Free
Busy
Out of the office
Tentative
With Entourage, you can see the free/busy status of any other Exchange calendar user at Yale. Publishing free/busy data is essentially automatic, and cannot easily or reliably be turned off for any specific person. You can see the free/busy data when you create a new calendar event in Entourage -- just invite people to it and click on the "Scheduling" tab to view their free/busy information.
Calendar contents
If you want to see more than the free/busy status allows - such as what is on the calendar - you will need to open your calendar up for others to view. You can grant permissions for individuals or groups to view and even edit your calendar.
Viewing other people's calendars requires Entourage 2004. While Microsoft Entourage 2004 can view other people's calendars, it presents everyone's calendar data - including your own - together in one calendar grid. Many people find this inconvenient, and may want to use a different calendar client, such as Microsoft Outlook 2001, when delegation or sharing is needed. You may switch between another client and Entourage 2004, and even run both on the same computer at the same time.
Changing the permissions to open up your calendar also requires Microsoft Outlook on Windows. Microsoft Entourage, through version 2004, is itself unable to change permissions on calendars even though it can use the permissions when they are set correctly. However, the Microsoft Entourage 2004 on-line help does describe how to change the appropriate delegate permissions in Microsoft Outlook on Windows, and we strongly suggest you follow those instructions. (Some kinds of calendar sharing permissions common in Outlook on Windows do not work with Entourage unless you follow the instructions in the on-line help.)
It is possible to view events as a delegate within Microsoft Entourage. However, an event that is marked as "private" does not even appear when the principal user's account is viewed by the delegate. The private events are evaluated correctly for the Free/Busy Server -- and free/busy information can be used for scheduling appointments. However, the actual event does not show up within the combined principal-delegate calendar view.
YaleConnect accounts set up in Microsoft Entourage require a Yale VPN connection to use the "Check Names" procedure when creating new mail messages.
In order to use the "Check Names" feature, Entourage requires a connection to the Exchange Global Catalog via LDAP. The ports used for this access are blocked to users off-campus unless they are using VPN.
Yes. With the account owner's permission, a delegate can send and reply to invitations and messages on the account owner’s behalf. Both the owner's account name and the delegate's account name appear on the invitation or message.
These instructions work on both Entourage 2004 and Entourage 2008.
1. Select Preferences.
2. Under Mail and News Preferences, click Read.
3. Clear the Mark messages as read when displayed in the Preview pane checkbox.
Yale thanks the Rochester Institute of Technology for their use of the documentation in the Mac-specific FAQs. We have repurposed it for our environment, but the original documentation can be accessed here.
When booking a resource, propose the meeting from your calendar and invite the resource. Do not book directly from the resource calendar. Booking directly from the resource calendar is called Direct Booking. Entourage and YaleConnect webmail do not support the Direct Booking of resources. When you Direct Book a resource that is delegated (managed by an appointed individual), the delegate will not get the notification emails. Tracking meeting attendee responses is also affected, and is not possible because when Direct Booking there is no Meeting Organizer to gather the responses.
Troubleshooting FAQ
The following are frequently asked questions about YaleConnect email troubleshooting.
Deleted items that have been purged from server folders are held in server "dumpster" areas for 14 days after they have been purged. If it is within 14 days of the day the messages were purged, you may contact your IT support provider - or you may phone the ITS Help Desk at 203-432-9000 M - F 7 a.m. -9 p.m. and give details about the purge and a description of items you wish to recover.
1. In Windows, click Start > Control panel
2. Double-click Mail.
3. Click Email Accounts.
4. Click View or change existing e-mail accounts, and then click Next.
5. Click your Exchange account, and then click Change.
You can now check and correct your account settings.
Other YaleConnect service users automatically send to your Exchange account even if you do not have your friendly address (yale.edu alias) directed to your new YaleConnect service email box. You must check both accounts regularly if you maintain both.
This could be for many reasons, but a common reason is that Outlook is working in offline mode. To check this, click the File menu. If the Work Offline command is checked, select Work Offline to switch back to working online.
1. Go to the Outlook Web Access log in page.
2. Make sure that the Use Outlook Web Access Light checkbox is cleared.
3. Log in to Outlook Web Access.
4. Click Options.
5. Click General Settings.
6. In the Accessibility section, make sure that the Use the blind and low vision experience checkbox is cleared.
Some people have more than one yale.edu alias because they are known by a nickname or a shortened version of their legal name. Entourage will not authenticate sending messages from any address other than your primary alias, so you must change the Entourage settings to use your primary alias in order to enable sending. Your preferred alias can easily be set as your primary alias by following this procedure:
1. Log into the START system to set your preferred alias as your primary alias.
2. Provide NetID and password at Central Authentication Login Screen.
3. Click Start Access for Myself.
4. Click Access Services for Myself.
5. Click Radio button under Change column for the Email Alias Application and click Submit.
6. Click Change an Alias Name button and click Submit.
7. Choose your preferred alias from pick-list of your available email aliases, so it appears in the Email Alias box displayed. Make sure Make Primary box is checked.
8. Click Submit.
Note: Changes must be approved before taking effect. You will receive an email verifying approval.
In some instances the Thunderbird mail client may send a .doc file with the incorrect mime-encoding of 'applefile'. Perform the following steps to resolve the problem:
1. Close Thunderbird.
2. Navigate to the following directory based upon your OS:
Windows 2000/XP: %userprofile%\Application Data\Thunderbird\Profiles
Windows Vista: %userprofile%\AppData\Roaming\Thunderbird\Profiles
Mac OS X: \Library\Thunderbird\Profile
3. Open the directory named with a random set of characters like "yo6luyl8.default". There may be multiple directories if you have multiple Thunderbird profiles.
YaleConnect is an integrated Email/Calendaring system. The existing POP/IMAP environment only supports email. Beyond that, you can configure the software on your PC to mimic the existing functionality provided by your current POP or IMAP setup. In other words, YaleConnect can be configured so that you can access your email from any computer on the Internet with a Web browser. Alternatively, you can configure your account so that all of your mail is stored locally on your personal computer’s hard drive. Many of us have found that it’s convenient to setup a mixed mail storage strategy where current mail is accessed on the server, but archived mail is stored locally.
Last modified: Thursday, 25-Aug-2011 14:24:51 EDT. (jj)
