Frequently asked questions

1. How to create a signature in OWA
2. What happens if I reach my storage quota on the Exchange server?
3. How do I recover deleted mail?
4. What is the maximum size of an attachment and what types are blocked?
5. How do I find an email address for staff or students?
6. How do I schedule a room or equipment?
7. Why are my rules creating duplicate messages?
8. I'm subscribed to an external mailing list and getting bounces when sending
9. Outlook, Exchange - what's the difference?
10. I get an error message when creating more rules
11. How do I view the contents of an Address Book List in OWA Light?
12. What is the difference between the 'Premium' and 'Light' versions of Outlook Web Access?

1. How to create a signature in OWA

   1. In the Navigation Pane (top menu) right corner, click Options.
   2. From the left menu, click Messaging.
   3. Select the check box Automatically include my signature on outgoing messages.
   4. Enter your signature (Note: OWA light does not provide html formatting of text).
   5. In the top left of the frame, click Save.

2. What happens if I reach my storage quota on the Exchange server?

   A notice will be sent when the mailbox is approaching its maximum size. After reaching the maximum size, the mailbox will allow a small amount of additional storage before it will no longer be able to send or receive email messages. Mail will be returned undelivered to the sender until the mailbox size is reduced. Reduce the size of the mailbox on the Exchange server by deleting Sent Items and emptying the Deleted Items folder.

   • Hover the mouse over your mailbox name to display the maximum allowed mailbox size and current usage.

3. How do I recover deleted mail?

   You can only recover a deleted (purged from your Deleted Items folder) message if you are using MS Exchange Server and it was deleted within the last 2 weeks. The message will be recovered into the Deleted Items folder. It can then be moved into your Inbox by clicking and dragging.

   1. In the Navigation Pane (top menu) right corner, click Options.
   2. Scroll down the options list to Recover Deleted Items.
   3. Click on View Items button, then select the message you wish to recover and click on the Recover button.
   4. Close the Recover Deleted Items dialog.
   5. Click on the Save and Close button before leaving OWA's Options.

4. What is the maximum size of an attachment and what types are blocked?

   Maximum file size 51200 KB = 50 MB. Note: Some files, such as .zip, will increase in size when sent, reducing the maximum size file you can send.

   .bat*, .class*, .cmd*, .cpl*, .exe*, .hta*, .js*, .mim*, .msi*, .pif*, .reg*,.vbs*

5. How do I find an email address for staff or students?

   For details, see the Global Address List (GAL)

6. How do I schedule a room or equipment?

   Note: Only some rooms and equipment can be scheduled by students. Contact your school for more details.

   1. Click the Calendar icon.
   2. Click the New menu.
   3. Fill in the Subject and other details, then click Scheduling Assistant tab.
   4. Click Select Attendees and enter the beginning of the name in the Search to locate the resource (for naming standards, see the Global Address List (GAL)).
   5. Select the desired resource and double click (or click Required button), then click OK.
   6. If the resource is not available, change your meeting times as required.
   7. If a room was selected, tick on the checkbox.
   8. Click Send button.

7. Why are my rules creating duplicate messages?

   When multiple rules are applied to one message, it could result in a copy of the message being created instead of moving it. Thus leaving 2 copies of the same message in your folders.

   Solution: Make sure all rules have stop processing more rules ticked on.

8. I'm subscribed to an external mailing list and getting bounces when sending

   If you are subscribed to an external mailing list and you get "returned mail messages" (bounces), when sending a mail message to the list, please contact the ITSD Service Desk and request that the external mail list domain be added to the list of acceptable domains.

9. Outlook, Exchange - what's the difference?

   Outlook is the Microsoft Windows client for the Exchange service that provides the fullest functionality for Exchange. Outlook Web Access provides the email/calendaring experience via the web.

10. I get an error message when creating more rules

    There is no restriction on the number of rules, the number of rules is restricted by size alone. There isn't a reliable way to say how many rules may be able to be generated because it depends on how much information is in the rule, i.e. one rule with 200 email addresses in it will be quite large, whereas rules with less conditions/text will be smaller.

    For solutions, see Some rules are disabled, and you receive an error message when you try to enable them after you upgrade to Outlook 2007 or to Outlook 2003

11. How do I view the contents of an Address Book List in OWA Light?

    1. Click on Address Book at the top of the page.
    2. Select the desired Address Book list from the pull down menu to view; example: All Rooms.
    3. In the Search field to the left of the pull down, enter a space.
    4. Click on the Search icon (magnifying glass).

12. What is the difference between the 'Premium' and 'Light' versions of Outlook Web Access?

    Both Versions will allow you to access your Exchange email, calendar, and contacts. However the 'Premium' version of the client is only available with Internet Explorer 6.0 and higher or Firefox using the IE engine. All other browsers will use the 'Light' version.

    The following features of OWA Premium are not present in Light:

    • The Tasks module.
    • Task specific properties: Only the text of the task items can be read through OWA Light.
    • Search for mail items: OWA Light users can search only Contacts and Address Book.
    • Reminders.
    • HTML composing of messages: OWA Light users get only plain text text boxes with no editing or formatting options.
    • Flags and Categories.
    • Weekly view in Calendar: OWA Light shows the daily view only.
    • Free/Busy grid in Appointment/Meeting Scheduling Assistant: OWA Light users get only "Suggested Times".
    • Print.
    • Spell Check.
    • Conversation View.
    • Account Quota information.

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