After you have been transitioned to the new server the manner at which you open shared folders has changed. Permissions are only given on calendar folders now (not on the calendar AND the mailbox). As a result, you will not be opening the Mailbox of the person's calendar you share.

Instead, if you want to gain access to someone's shared calendar you click on the 'Open a Shared Calendar...' link on the bottom of the 'Calendar' navigation pane. In the resulting popup window you can type either the gatorlink username or name ([last name],[first name]) or click on the 'Name...' button and find the person within the global address book.

Once you've opened a shared calendar that calendar will be saved in the navigation pane for future access.

If you accessed calendars in the 'Public Folders' area. You must use the 'Folder List' to browse to 'Public Folders' -> 'All Public Folders' -> 'Engineering Administration'. You can right-click a calendar here and choose 'Add to favorites' from the context menu in order to have it listed in the Calendar's navigation pane.

At this time we are still working on correct permissions for some of the shared calendars and calendars in public folders. Calendars that are properly shared include:

• Dean Khargonekar
• Erik Sander
• 204 conference room
• 210 tutorial room
• 300 conference room
• 307 conference room
• 340I conference room (FNP)
• Dean's Office travel/leave schedules
• CNG
• OER

The sharing of the following calendars will be addressed as soon as possible on Monday morning. Please let MIS know when access to these calendars is available so that the sharing permissions can be established.

• Dr Anderson
• Dr Abernathy
• Dr Earle

http://webmail.ad.ufl.edu

Login using your Gatorlink username and password. The webmail client will work in any browser but the best experience comes when using Internet Explorer 7. With IE7, the webmail client resembles Outlook. As a result, you will have access to your calendar, tasks, notes, etc. You will also be a few other benefits (like having access to the Exchange global address lists).

The Junk E-mail Filter in Outlook is turned on by default and may catch some legitimate e-mail. Any message that is caught by the Junk E-mail Filter is moved to a special Junk E-mail folder. You should review messages in the Junk E-mail folder from time to time to make sure that they are not legitimate messages that you want to see. Over time you can train the Junk E-mail filter to recognize which items are junk and which items are legitimate. Keep reading for more instructions on how you can do this.

For more information about Junk E-Mail filters please point your browser to:

http://office.microsoft.com/en-us/outlook/HA011590551033.aspx

The most likely culprit of missing email for Outlook 2003 users is the Junk E-mail Filter. The Junk E-Mail filter, when trained properly, is a wonderful addition to any e-mail environment. This technology can be taught how to determine what messages are junk e-mail, with your assistance, and forward it to a Junk E-mail folder for you.

For more information about Junk E-Mail filters please point your browser to:

http://office.microsoft.com/en-us/outlook/HA011590551033.aspx

The Junk E-Mail settings are stored in a file on your workstation or on the Exchange server depending on your settings. With the transition, MIS Technicians have changed the location that Outlook searches for your mail and the settings that control how your mail is handled. Once all of the users have been transitioned to the new server MIS will be able to assist you in the process of importing most of the settings that you have used in the past.

In the meantime you will need to verify that all of the email that is being transferred to the Junk E-Mail folder is actually junk e-mail and act accordingly. I have outlined the different options that you have for setting this filter.

Outlook 2003 has built in three Junk e-mail Filter lists — Safe Senders, Safe Recipients, and Blocked Senders. When you receive email in your inbox it may already be labeled [SPAM] or it may not. Please verify that the email is junk e-mail then right click it and find the “Junk E-mail” option. Place your mouse over “Junk E-mail” and select one of the following options from the list to the right:

Add Sender to Blocked Senders List – Select this option if you want all e-mail from this sender to be automatically forwarded to your Junk E-mail box.

Add Sender to Safe Senders List – Select this option if an item is inadvertently marked as [SPAM] and/or forwarded to your Junk E-mail box.

Add Sender’s Domain [@example.com] to Safe Senders List – Select this option for e-mail addresses that are from domains that you would normally receive e-mail from. (i.e. [@eng.ufl.edu] or [@ufl.edu])

Add Recipient to Safe Recipients List – Select this option if you belong to a mailing list or a distribution list. You can add the list sender to the Safe Recipients List, so that messages sent to these e-mail addresses or domain names are never treated as junk, regardless of the content of the message.

Mark as Not Junk – Select this option if messages are inadvertently labeled as Junk E-mail and you would like them returned to your inbox. You will then have the option to always trust email received from that sender and always trust email sent to the recipient (designed for items sent to a distribution list). By selecting this option you are training your Junk E-Mail filter to recognize what is legitimate and what is not.

For more information about Junk E-Mail filters please point your browser to:

http://office.microsoft.com/en-us/outlook/HA011590551033.aspx

Microsoft choose to implement a proprietary format for adding attachments to email that most other email clients do not recognize and decode. Instead, other email clients see these attachments as winmail.dat files. These attachments are a proprietary format used only by Microsoft Outlook. One solution is for the sender to configure their copy of Outlook to stop using that format, and use Internet-standard formats instead. Instructions for doing so are in Microsoft's Knowledgebase Article ID 138053

By default, we have configured most Outlook clients to send attachments via the Internet standard. It is possible that we may have missed this setting when you were converted to using Outlook. However, there is another possibility to consider.

When Outlook connects to and delivers email through a Microsoft Exchange Server there is no way to override the creation of 'winmail.dat' attachments. Within Engineering Administration we do not use the Exchange Server for email but there is still the possibility that your email is being delivered through it. The primary cause of this is using the Exchange Server's address book when composing an email message. If you use the Exchange Server's address book you are delivering email through the Exchange Server as one Exchange user to another... Outlook sees this and uses its proprietary 'winmail.dat' attachments.

How do I know if I'm using the Exchange Server's address book? When composing a message do you select addresses from an address book or do you type them in? If you select from an address book, do you select either of the Recipients entries from the Show Names from the: drop-down in the upper right corner of the address book dialog? If you do, you're using the exchange server to deliver your email.

windmail.dat attachments are a proprietary format used only by Microsoft Outlook. One solution is for the sender to configure their copy of Outlook to stop using that format, and use Internet-standard formats instead. Instructions for doing so are in Microsoft's Knowledgebase Article ID 138053

The short explanation is that Outlook should NOT be configured to send messages in "Rich Text" format.

There are also tools that will allow you to decode winmail.dat files. The best tool we've found is available from AkeeSoft called WMViewer for Windows.

Follow these steps:

Open you file in Word
Click on the 'File' menu and then choose 'Save As..'
Change the 'File Type' to be Rich Text Format (.rtf)
Close Word and double click on the new [filename].rtf file
'File' menu and 'Save As..' again
Save the file with a new name and as a 'Word Doc (.doc)' instead of .rtf
Close Word down and double click on the new word doc

First, it is important to know that you can only open someone else's calendar if they have given you permission to do so. Also, there are varying degrees of permission you can receive. Within administration we primarily deal with two types of access permissions:

• EDITOR: permission is granted for viewing the calendar and adding/deleting/editing items.
• REVIEWER: permissions is granted ONLY for viewing the calendar.

Once you know you've been granted permissions the next hurdle is making your client open the person's mailbox. This is a simple process done through the Mail control panel... not through Outlook. So, do the following:

1. Close Outlook if you have it open.
2. From the Start menu, choose Settings-Control Panel-Mail.
3. Click the Email Accounts... button from the Mail Setup - Outlook dialog.
4. Verify that the View or change existing email accounts radio button is selected... select it if it isn't.
5. Click the Next button.
6. Highlight the Microsoft Exchange Server named account by clicking it.
7. Click the Change... button.
8. Click the More Settings... button when viewing the Exchange Server Settings.
9. Click the Advanced tab on the Microsoft Exchange Server dialog. You will now see the screen where you add the mailbox.
10. Click the Add... button.
11. Type in the person's name you want to add and click the OK button (this dialog closes).
12. Click OK on the Microsoft Exchange Server dialog (this dialog closes).
13. Click Next on the E-mail Accounts dialog (you go back to the previous screen)
14. Click Finished on the E-mail Accounts dialog (this dialog closes).
15. Click Close on the Mail Setup - Outlook control panel (this dialog closes).
16. Open Outlook, you should now have access to the new calendar.