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

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 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 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.

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.

Select E-mail accounts from the Tools menu. Click the View or change existing directories or address books radio button and click the Next button to goto the next dialog. Select Outlook Address Book and click the Change button. Set your sort order by making your selection from the Show names by section.

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's address book.

Outlook does this because it recognizes the FAX number as a valid transport delivery method. If you had a fax modem installed you could send faxes straight through Outlook. Unfortunately this does not apply in our setting and it clutters up the address book selection screen. The only way to prevent these FAX entries from being displayed is to edit your contacts and prepend something to the start of the fax number so it is no longer a valid phone number. Try using FAX:.

Microsoft Outlook, in the spirit of keeping things hidden and simple, made it hard to find how to view full email header information... and they have made it even harder to actually forward them.

Full header information contains important information such as the various message IDs and computer systems the email took in its route to your INBOX, spam scoring information, and other important stuff. Sometimes technical support asks for this information in order to diagnosis and solve various email problems.

1. To view email headers:
   
   • In your mailbox's Table of Contents right-click the line for the email message in question.
   • Choose Options from the resulting context menu.
   • At the bottom of the resulting dialog will be the full email headers labeled as Internet Headers
2. To forward email headers:
   
   • Follow the steps above to view the full email headers.
   • Highlight all the headers by clicking and dragging.
   • Use the CTRL-C keyboard shortcut for Copy.
   • Open a new email message and Paste the information into it either using the CTRL-V keyboard shortcut or Edit menu option.

Filters are an easy way to have email automatically organize itself as you receive email. One typical use is to filter all email to various busy listservs to its own mailbox so that it doesn't clutter your Inbox.

Eudora called them 'filters'; Outlook calls them 'rules'. Different name but it's the same concept. 'Rules' are available from the Rules and Alerts... selection in the Tools menu. More information on creating 'rules' can be obtained by searching for rule in from Microsoft Office Outlook Help (available by pressing the F1 key).

Engineering Administration uses a Microsoft Exchange server for sharing calendars. People that are connected to Exchange will have the Mailbox - [my name] entry in the Folders list which indicates the account on the Exchange server and all the folders associated with it. Our typical setup is to only use an Exchange account for access to shared calendars (and for sharing your calendar if that is something you want to do). All other folders, Tasks, Contacts, Inbox, Sent Items, etc, should be empty/unused. Unfortunately there isn't a way to remove them to avoid confusion.

Personal Folders indicates the email setup. All your email folders should end up here and you should use this Contacts folder (it feeds the email address book).

There are several reasons why people that have been converted to using Microsoft Outlook as their email client should not be using the Exchange server's address book. It should be understood, however, that only people that are using the Exchange server for calendar sharing will encounter these problems.

1. The Exchange server's address book is not complete.
   The names you are seeing in the Exchange server's address book are simply people that have accounts on the server for calendar sharing. Not all people in Engineering Administration use calendar sharing and, thus, do not have accounts on the server.
2. Using the Exchange server address book delivers email ON the Exchange server.
   If you use the address book on the Exchange server you are delivering email to the Exchange server email address, not to the person's real email address. When you see email addresses that end @alpha.engnet.ufl.edu you know that the Exchange server email address is used. Without some mechanism in place to forward the Exchange email, the email will sit on the Exchange server unoticed.
3. Not everyone has an Internet forward and, if they do, it may not be up-to-date.
   Internet forwards are used on the Exchange server to forward email to the appropriate address on the Engineering mail server. We do our best to create an Internet forward every time a new account is created however it may be possible one is missed. Additionally, sometimes email addresses change and the Internet forward is often overlooked.
4. The LIST-XYZ addresses are used for assigning permissions on shared calendars, not as email aliases for offices.
   The LIST-XYZ addresses many times do not reflect the entire staff of an office. If you are interested in using office email aliases use the ALL-XYZ@ENG.UFL.EDU addresses that are noted on the administrative phone list.
5. You may be sending 'winmail.dat' attachments that are difficult to decode with alternate email clients.
   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.

You may ask, "How do I know if I'm using the Exchange Server's address book?" next. It's simple, 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.

Adding another account to Thunderbird is relatively simple. It does, however, require you to know the appropriate account information and server addresses.

• From the menubar choose: Tools -> Account Settings
• From the Account Settings popup window click the Add Account button.
• Follow the different dialog prompts to enter the account and server settings.

  Uncheck the Use Global Inbox (store mail in Local Folders) checkbox if you want this account to have its own inbox, drafts, sent, and trash folders and not integrate with your Local Folders.

NOTE: Only add another account if this is an email address that you want to check for new email.

A different alias/identity will allow you to send email as a different From address (but not create another email account that needs to be checked for new email)... using your offices email alias for example (mis@eng.ufl.edu).

To create an alias/identity:

• From the menu select: Tools -> Account Settings
• Select the account you want to add an alias/identiy to by clicking it
• Click the Manage Identities... button
• Click the Add button when the identities for the account are displayed
• Complete the information in the Identity Settings dialog (at a minimum the Your Name and Email Address textboxes need to be filled in).
• Click the Ok buttons until the changes are saved.

To set a default domain you need to edit advanced settings in the config editor. You'll want to be careful what you do in here because if you change things without knowing what they do you can really messup some stuff:

Tools (menubar) -> Options (menu selection) -> Advanced (icon at top of popup window) -> Config Editor (button)...

(new window pops up)

Scroll till you see the setting mail.identitiy.default.autocompleteToMyDomain and click it so it says True. It will probably go bold as well to indicate that is is no longer a default value.

Sending the email as a different account/alias/identity is the same. When composing the message, click the down-arrow at the end of the From: selection to change it to the new address.

Establishing the different account/alias/identity is a different story. Look for the other FAQs about that.

No! Unfortunately, Thunderbird does not import filters from Eudora or Outlook. The filters will have to be set up manually.

Email folders for those that have received their new computer have been moved back to network drives. This means that your email files are automatically backed-up nightly. If you question whether or not this includes you, please contact MIS.

For those individuals still using old computer systems, MIS has an article discussing some helpful email practices. There is information on how to manually backup Eudora email in this article. Please follow the link below to view this section of the article.

http://www.eng.ufl.edu/home/mis/articles.html? id=239#Backup

The only method for changing what HEADER information is printed is by changing what HEADER information is displayed before you click the print button.

By default, if you are printing email messages from the preview pane, only the FROM, TO, and SUBJECT header lines will print. If, on the other hand, you open the message and print, you will see the additional header lines of DATE, X- MAILER, X-SPAM-STATUS, X-SPAM- LEVEL, and X-SPAM-CHECKER-VERSION. When you have the message open, you can also click the BLAH BLAH BLAH button to display the RECEIVED header lines. If, at this point, you click the print button, you will also have the RECEIVED header lines on your printout.

You can not have different message header lines print that what are displayed.

You can selectively choose which header lines appear in the preview pane by using an advanced X-EUDORA option called PreviewHeaders and PreviewHeadersMaxLines. To change these settings click on the link below. Within Eudora a dialog box will be displayed that shows the default value, current value, and new value. Simply type in the new value and click the OK button. You may need to restart Eudora to have the settings take effect.

Option	Default Value	Explanation
PreviewHeaders	To:,Subject:,Cc:, Bcc:,X-Attachments:	A comma-separated list of headers that should be shown in the preview pane. The matching is done on a prefix basis, so any header that begins with one of these values will be shown.
PreviewHeadersMaxLines	4	This is designed to keep preview pane headers to a minimum. This is most often used to control large To: or Cc: headers where someone inserts a large number of individual addresses.

Thus, to add the date to the Preview Pane header information, click on the PreviewHeaders link above and type in "To:, Subject:, Date:, Cc:, Bcc:, X-Attachment:" for the new value.

NOTE: In Eudora 6.X make sure None is selected in the Preview Pane Header Style drop-down box (indicated by the red arrow in the below image).

Question submitted by: Alexia Lewis (OER)

Eudora will do it's best to properly junk messages... but undoubtedly during the first few days it'll be wrong. What do you do? For messages that are not properly junked (spam that is still in your In mailbox), simply right-click and choose Junk from the context menu. You can also use the keyboard shortcut of CTRL-J once the message is selected.

You'll also want to periodically check the Junk mailbox to see if there were any false positives (a message that was junked that shouldn't have been). If there is a false positive, right-click on it and select Not Junk. Marking it as Not Junk should move the message back to the In mailbox.

Everytime you mark something as Junk or Not Junk Eudora will get a little bit smarter and, hopefully, not make the same mistake again. This process is referred to as training the filter and could take a few days or weeks until the Junk Mail filter reliably junks messages.

Read more about this and see some sample screenshots illustrating the training process in the Eudora's Junk Mail Feature article.

Eudora has a feature called 'Junk Mail'. You should see a mailbox called Junk right under the In and Out mailboxes. When new mail arrives Eudora's filtering process tries to examine the email and determine if a message should be 'junked' or not. It scores email as junk much the same way as SpamAssassin does. However, the biggest way it learns what is junk mail and what is not is by being trained. Over the course of time, as it is trained, it will become better at recognizing junk email.

In other words, the Junk Mail feature is an automagic way of getting rid of spam email.

Eudora will do it's best to properly junk messages... but undoubtedly during the first few days it'll be wrong. What do you do? For messages that are not properly junked (spam that is still in your In mailbox), simply right-click and choose Junk from the context menu. You can also use the keyboard shortcut of CTRL-J once the message is selected.

You'll also want to periodically check the Junk mailbox to see if there were any false positives (a message that was junked that shouldn't have been). If there is a false positive, right-click on it and select Not Junk. Marking it as Not Junk should move the message back to the In mailbox.

There are some additional control settings that can be tuned in the Options control panel within Eudora available through the Tools menu. Such as marking any message coming from someone in your addressbook as not junk. Take a look and see how you can customize this feature for yourself.

Read more about this and see some sample screenshots illustrating the training process in the Eudora's Junk Mail Feature article.