Email Frequently Asked Questions (FAQ)
GENERAL Questions
- How do I get Hastings email?
- What is Outlook Web Access (OWA)?
- How do I change my initial email password the first time I access the network?
- How do I change my password at any time?
- Why does OWA look better in Internet Explorer than in Firefox?
- How do I set up my email client to access UC Hastings Exchange Email System?
- How do I set up my iPhone to access the UC Hastings Exchange Email System?
- How do I set up my iPad to access the UC Hastings Exchange Email System?
EMAIL Questions
- How do I forward my email?
- How do I separate multiple email recipients in Exchange?
- How do I find email addresses?
- How do I disable the yellow pop-up blocker?
- How do search for text in a folder or email?
- How do I create a template or email form message? How do I pull up the form?
- How do I set up a vacation message?
- How do I view full Internet headers?
- How can I tag messages?
- In OWA, how can I flag a message something other than a red tag?
- How do I create a new message?
- How can I sort messages in the Inbox or in a folder?
- How do I create a permanent signature?
- What system wide email distribution lists are there?
- How do I send a message to a system-wide distribution list?
- How do I create a new personal email distribution list?
- How do I send an email to people on a personal distribution I created in Contacts?
- Why won't OWA let me log out? After clicking "log off" I can click Back and read my mail.
- As staff/faculty, I want to continue using Pegasus permanently, on and off-campus. Will I be affected by the transition? Can I shift between the new system and the old system?
- How do I archive my UC Hastings email in Mac Mail for OS X?
- What's the maximum size message I can send or receive?
CALENDAR Questions
- How do I create an appointment and invite people to accept or decline?
- How do I view two calendars simultaneously?
GENERAL Questions
1. How do I get my Hastings email?
Hastings uses Microsoft Exchange for email, calendar, and contacts. MS Outlook provides the best experience through full integration with the Exchange system, including contacts/address books, calendars, and task lists. See below for instructions on connecting to Exchange via Outlook, browser, Mac, or iPhone and other smartphones.
2. What is OWA?
OWA stands for Outlook Web Access, the browser interface for Exchange email. You can go to OWA by clicking the email link in the upper right corner of every Hastings web page. The direct link is https://owa.uchastings.edu/exchange.
3. How do I change my initial email password the first time I access the network?
These instructions work for wireless access or wired access in the Gold Room (198/3rd.)
1. Close all browser windows to make sure you are not logged in as the previous user.
2. Open a browser. Click the email link in the upper right corner of any Hastings page. Click Login to Outlook Web.
3. Login as:
a. user: guest
b. pwd: guest
4. You are taken to a page with a button labeled Login to Outlook Web
5. If you are not directed to the web page with an OWA button, type this URL https://owa.uchastings.edu/exchange
NOTE: that's HTTPS - make sure you type the "s"
NOTE: that's /exchange on the end of the URL
6. You will be prompted to login. Use your email login and initial password:
a. User name: uchastings\your_email_name, e.g. uchastings\potterh
b. Password: your Hastings 7-digit ID number including the leading zero
7. You will be taken to a popup box that requests you change your login.
a. Type your account name again if prompted: uchastings\your_email_name
b. Type your old password (7-digit ID number)
c. Type your new password twice
8. You get a message "Successful"
9. Now, log out of all browser windows and log out of the network by clicking the black box in the lower right hand corner of your desktop.
10. Open a new browser window. You will be prompted again to login:
a. User: your_email_name (without the "uchastings\" part).
b. Pwd: your new password
Students in the Learning Resource Center can just go to the email page and start the email login process. You'll be asked to change your password the first time you login to access your email.
From now on this is how you will access the wireless network, public workstations, or public wired ports. Note: when logging into Outlook or OWA use your name in the uchastings\your_email_name format. When logging onto the network you do not need the domain name uchastings\, just your login name.
4. How do I change my password at any time?
To change your password at any time, the steps are slightly different than above. They are as follows:
1. Login to Outlook Web Access (https://owa.uchastings.edu/exchange)
2. Click Options in the lower left corner, then scroll down to the second to last option, and click the "Change Password" button.
3. Fill in the fields as follows:
Domain: uchastings
Account: your user name (without @uchastings.edu - i.e. doej)
Old Password: your current password
New Password: your new password
Confirm Password: re-type your new password
Then click OK. Your password has now been changed. Please Note: Changing this password does not change your Novell login password. Also, you will need to update your password in all locations where your previous password was saved, such as in web browsers (if using save password feature), mobile devices setup for Hastings e-mail, etc.
5. Why does OWA look better in Internet Explorer than in Firefox?
That is a function of the way Microsoft has designed OWA. The OWA web interface is still good in Firefox - however it is much better in Internet Explorer. Although many of us may prefer Firefox as a web browser, Internet Explorer is superior for OWA. The full Outlook program provides the best overall experience.
6. How do I set up my email client to access UC Hastings Exchange Email System?
The best method to access the UC Hastings Exchange Email System is to set up Outlook 2003/2007/2010 on a Windows PC as a Full Exchange Client. This allows you full access to your calendar, contacts, tasks, distribution lists, and address books on the UC Hastings Exchange Email System on your computer. However, if you do not have Outlook 2003/2007/2010 or are using a Mac, you will have other options: Windows POP3, Windows IMAP, Mac Mail POP3, Mac Mail Exchange Account, Microsoft Entourage 2004.
Microsoft Outlook Full Exchange Client (RPC over HTTP)
When you set up Outlook 2003 or 2007 on your Windows notebook computer to interact directly with the UC Hastings Exchange Email System, the Outlook program has full functionality (calendars, tasks, contacts, etc.) on your computer. All email folders are automatically synchronized. When you delete a message on the computer, it is deleted automatically on the server. When you add a calendar appointment or to-do item on the laptop, it updates your master calendar on the server.
Note: full Exchange mode is only possible with Outlook 2003 and Outlook 2007 and later. If you have an older version, refer to the instructions on setting up either Windows POP3 Clients or Windows IMAP Clients.
To set up Outlook 2003 as a Full Exchange Client, refer to our guide: Outlook Over RPC Instructions.
To set up Outlook 2007 as a Full Exchange Client, see our guide: RPC over HTTP for Outlook 2007.
Windows POP3 Clients
(Outlook non-Exchange Mode, Outlook Express, Pegasus Mail, Mozilla Thunderbird, Eudora Mail, Vista Mail, etc)
Windows email clients can access the UC Hastings Exchange Email System using the POP3 protocol (for reading email) and the SMTP protocol (for sending email). You can set up authentication to send email that comes from your "@uchastings.edu" address. POP3 access does not provide the email or calendar synchronization that the Full Exchange Client does but is very easy to set up.
First install the SSL certificate named mailcert.cer.
- Open Internet Explorer
- Download the certificate here: /site_files/it/mailcert.cer.
- Click Open
- Click Install Certificate
- When prompted by the Certificate Import Wizard click Next
- Choose Place all Certificates in the following store and click Browse
- Choose Trusted Root Certification Authorities, click Ok
- Click Next, Click Finish
- When Prompted by the Security Warning:
You are about to install a certificate from a certificate authority (CA), etc.
Click Yes, Click OK
Here are the settings to use for POP3:
- the server name is emailv.uchastings.edu (for students)
- the port is 995 (for encrypted secure communication)
- you need to use "direct SSL" communication
- enter your email username and password (make sure you have already changed the initial password.)
Here are the settings to use for SMTP:
- the server name is smtpv.uchastings.edu (for students)
- type in your UC Hastings email username and password for remote authentication
- SSL encryption should be chosen for the SMTP connection
- port 587
NOTE: For Outlook 2007, choose TLS encryption for the SMTP connection.
For Thunderbird 3.x, choose STARTTLS for the connection security.
Windows IMAP Clients
(Outlook non-Exchange Mode, Outlook Express, Pegasus Mail, Mozilla Thunderbird, Eudora Mail, Vista Mail, etc)
Windows email clients can access the UC Hastings Exchange Email System using the IMAP protocol (for synchronizing your email client's mail folders) and the SMTP protocol (for sending email). You can set up authentication to send email that comes from your "@uchastings.edu" address. IMAP will synchronize your email folders so that if you delete a message on the laptop it is deleted on the server. However IMAP does not synchronize your calendar, appointments, or to-do items.
Windows XP and Vista:
- Open Internet Explorer
- Download the certificate here:
/site_files/it/mailcert.cer. - Click Open
- Click Install Certificate
- When prompted by the Certificate Import Wizard click Next
- Choose Place all Certificates in the following store and click Browse
- Choose Trusted Root Certification Authorities, click ok
- Click Next, click Finished
- When prompted by the security warning:
You are about to install a certificate from a certificate authority (CA), etc.
Click Yes
Here are the settings to use for IMAP:
- the server name is emailv.uchastings.edu (for students)
- the port is 993 (for encrypted secure communication)
- you need to use direct SSL communication
- enter your email username and password (make sure you have already changed the initial password if you have not done so yet)
Here are the settings to use for SMTP:
- the server name is smtpv.uchastings.edu (for students)
- type in your Hastings email username and password for remote authentication
- SSL encryption should be chosen for the SMTP connection
- port 587
NOTE: For Outlook 2007, choose TLS encryption for the SMTP connection.
For Thunderbird 3.x, choose STARTTLS for the connection security
Windows Mobile 6
The following information is needed:
Server address = mail.uchastings.edu
User name = email username
Password = password
Domain = uchastings
Unlike the iPhone setup, WM6 does not require uchastings\ in front of your username.
Once the user has the above information, setting up the email is fairly easy:
1: Open up the email folder, click options, and choose Outlook Email
2: Enter the server address and check “This server requires an encrypted (SSL) connection”
3: Enter your username, password, and domain as stated above.
4: Click Options>Send/Receive to ensure that the email syncs correctly
Blackberry
Students should follow these directions. Faculty should contact IT (x8801) for the name of their email server.
There is an option to add an email account on the Blackberry under the Email Settings icon. The General Settings on this screen will ask for the Hastings email address and password. This may be all you need to get the additional account set up. However, some Blackberry users have had to go into the Advanced Settings screen to make the following changes:
Email server: emailv.uchastings.edu
Email server type: IMAP
Port: 993
Timeout: 120 seconds
SSL: (check the box)
Some users report an "annoying quirk" with the Blackberry. If you reply to a message using Outlook Web Access (OWA) from the Hastings website, you may get that message again in the Blackberry as if it is a new message. Apparently, this isn't uncommon and no one has been able to figure out how to stop it. If a Blackberry user ONLY sends emails from the mobile device, this is not a problem.
Android
Android interfaces vary. The following example is based on the HTC Sense user interface on a Verizon Incredible.
Click the Settings button on your home screen and select Accounts and Sync>Add Account>Exchange and Active Sync .
Email address your_email_name@uchastings.edu
Server address mail.uchastings.edu
Domain uchastings.local
Username your_user_name
Password your password
Hit the enter button; you are done You may want to turn off or on Background data and Auto-sync to control how often the phone syncs as this can affect battery use. You can select the Exchange ActiveSync and tweak the settings. Be careful here when you do because you can lose Exchange connectivity.
Mac Mail Exchange IMAP Account (for Mac OS 10.6 Snow Leopard)
When you use Mac Mail with an Exchange IMAP Account you are using the IMAP protocol. The IMAP protocol will synchronize mail folders between the server and the email client (Mac Mail). When you delete an email in Mac Mail using the Exchange IMAP Account the message is deleted from the server.
1. Install the Mail Certificate first:
1. Connect to Internet
2. Click on the link mailcert.crt
3. Open mailcert.crt
This will install the emailv.uchastings.edu certificate.
4. Open Keychain access
Open Finder > Applications > Utilities > Keychain Access
5. Trust the emailv.uchastings.edu Certificate
Click on Login keychain
Double click emailv.uchastings.edu
Click Trust drop-down arrow
Change: When using this certificate to Always Trust
Click the Red Exit to exit
You will be prompted with your computer's username and password enter these
2. Then Set Up Mac Mail
Full Name: Your Full Name
Email Address: your email address
Password: your email password
Account Type: Exchange IMAP
Description: UC Hastings Exchange System
Incoming Mail Server: emailv.uchastings.edu
Username: you email username ex: doej
Password: your email password
Outlook Web Access Server: owa.uchastings.edu
Verify Certificate: When prompted with: Mail can't verify the identity of "emailv.uchastings.edu" click Always trust
Login in with your computer's user/pass.
Outgoing server: smtpv.uchastings.edu
Description: UC Hastings College of the Law
Use only this server: CHECK
Use Authentication CHECK
Username: you email username ex: doej
Password: your email password
Server port: 587
Use Secure Sockets Layer (SSL): Check
Authentication: password
Advanced
Enable this account: CHECK
Include when automatically checking for new mail: CHECK
Keep copies of messages for offline viewing: All messages and their attachments
IMAP Path Prefix: (LEAVE BLANK)
Port: 993
Use SSL: CHECK
Authentication: PASSWORD
Domain Name: (LEAVE BLANK)
Use IDLE command if the server supports it: CHECK
Mac Mail Exchange Account (for Mac OS 10.5 Leopard)
When you use Mac Mail with an Exchange Account you are using the IMAP protocol. The IMAP protocol will synchronize mail folders between the server and the email client (Mac Mail). When you delete an email in Mac Mail using the Exchange Account the message is deleted from the server.
1. Install the Mail Certificate first:
(Mac OS X Leopard)
Connect to Internet
- Click on the link mailcert.crt
- When prompted to add certificate:
Click: Keychain
Choose: System
Click OK - When prompted for keychain input your Mac user name and password
- When prompted: Do you want your computer to trust certificates signed by win2k3i from now on? Click: Always Trust
- Connect to Internet
- Download mailcert.crt
- When mailcert.crt finishes downloading, open the file
- When prompted to add certificate:
Click: Keychain
Choose: X509Anchors - Click OK when prompted for Keychain Access, input your
Name and Password
Click OK
2. Then Set up Mac Mail:
Account Type: Exchange
Description: UC Hastings Exchange System
email Address: your email address
Full Name: your full name
Incoming Mail Server: emailv.uchastings.edu
Username: you email username ex: doej
Password: your email password
Outlook Web Access Server: owa.uchastings.edu
Outgoing server: smtpv.uchastings.edu
Description: UC Hastings College of the Law
Use only this server: CHECK
Use Authentication CHECK
Username: you email username ex: doej
Password: your email password
Server port: 587
Use Secure Sockets Layer (SSL): Check
Authentication: password
Advanced
Enable this account: CHECK
Include when automatically checking for new mail: CHECK
Keep copies of messages for offline viewing: All messages and their attachments
IMAP Path Prefix: (LEAVE BLANK)
Port: 993
Use SSL: CHECK
Authentication: PASSWORD
Domain Name: (LEAVE BLANK)
Use IDLE command if the server supports it: CHECK
Mac Mail POP3 (for Mac OS 10.5 Leopard or Mac OS 10.6 Snow Leopard)
Mac Mail can access the UC Hastings Exchange email System using the POP3 protocol (for reading email) and the SMTP protocol (for sending email). You set up authentication so that email comes from your "@uchastings.edu" address. Just like the POP3 clients for Windows, the Mac Mail POP3 access does not provide email or calendar synchronization that Entourage does but is easy to set up.
1. Install the Mail Certificate first:
(Mac OS X Snow Leopard)
1. Connect to Internet
2. Click on the link mailcert.crt
3. Open mailcert.crt
This will install the emailv.uchastings.edu certificate.
4. Open Keychain access
Open Finder > Applications > Utilities > Keychain Access
5. Trust the emailv.uchastings.edu Certificate
Click on Login keychain
Double click emailv.uchastings.edu
Click Trust drop-down arrow
Change: When using this certificate to Always Trust
Click the Red Exit to exit
You will be prompted with your computer's username and password enter these
(Mac OS X Leopard)
- Connect to Internet
- Click on the link mailcert.crt
- When prompted to add certificate:
Click: Keychain
Choose: System
Click OK - When prompted for keychain input your Mac user name and password
- When prompted: Do you want your computer to trust certificates signed by win2k3i from now on? Click: Always Trust
(Mac OS X Tiger)
- Connect to Internet
- Download mailcert.crt
- When mailcert.crt finishes downloading, open the file
- When prompted to add certificate:
Click: Keychain
Choose: X509Anchors - Click OK when prompted for keychain access, input your
Mac username and password
Click OK
2. Then Set up Mac Mail:
Account Type: POP
Description: Hastings
email address: your_email_name@uchastings.edu.
Incoming mail Server: emailv.uchastings.edu
Username: your_email_name
Password: your_password
Under Outgoing Mail Server (SMTP) select server settings.
Outgoing mail server: smtpv.uchastings.edu
Description: Hastings
Use only this server: CHECK
Use Authentication: CHECK
Authentication: enter your Hastings email username and password.
Server port: 587
Select SSL encryption
Then: under the advanced tab of the Accounts sub menu under Mail Preferences you select Port as 995, click the box next to Use SSL and under and Authentication select password Also set under Advanced: Remove copy from server after retrieving a message to Right away
Microsoft Entourage 2004 on Mac OS X
Microsoft Entourage uses the WebDAV method to synchronize your Microsoft Entourage 2004 email client with the UC Hastings Exchange Email System.
Install the Mail Certificate first:
(Mac OS X Leopard)
- Connect to Internet
- Click on the link mailcert.crt
- When prompted to add certificate:
Click: Keychain
Choose: System
Click OK - When prompted for keychain input your Mac user name and password
- When prompted: Do you want your computer to trust certificates signed by win2k3i from now on? Click: Always Trust
- Connect to Internet
- Download mailcert.crt
- When mailcert.crt finishes downloading, open the file
- When prompted to add certificate:
Click: Keychain
Choose: X509Anchors - Click OK when prompted for keychain access, input your
Mac username and password
Click OK
- Open MS Entourage
- Go to Tools, Menu and click Accounts (If you don't have any accounts configured in Entourage you will be prompted with the Setup a Mail Account Wizard. If you do have an account configured in Entourage click New to create a new account, then choose Exchange)
- Enter the appropriate fields:
- email address: your email address (e.g. student@uchastings.edu)
My account is on an Exchange server: CHECK
User ID: your user id minus the @uchastings.edu (e.g. student)
Domain: uchastings
Password: your UC Hastings email password - Click the Configure Account Manually button
- When the Edit Account Screen appears enter the appropriate fields:
Account name: UC Hastings Exchange
Personal Information
Name: Your Name
email address: your UC Hastings email address
Server Information
Account ID: your UC Hastings email username
Domain: uchastings
Password: your UC Hastings email password
Save password in my Mac OS keychain: CHECK
Exchange Server: https://owa.uchastings.edu/exchange
Check This DAV service requires a secure connection (SSL) - Click OK
You will now see a new account called UC Hastings Exchange under your folders list.
Accessing the Global Address List in MS Entourage 2004
The above instructions install Entourage 2004 to synchronize mail folders and calendars but you don't have access to the Global Address List. To get access to the Global Address List download and install a script.
To get started:
- Download the script EntourageExchangeLookup.zip and Double-click the disk image to mount it on your Desktop.
- If Entourage is configured with just one Exchange account then Drag the 'Exchange Lookup\cF.scpt' script directly into the '~/Documents/Microsoft User Data/Entourage Script Menu Items' folder where ' ~ ' is your home folder. It will appear under the Script menu in Entourage ready to use.
- If Entourage is configured with two or more Exchange accounts then Double-click the 'Exchange Lookup\cF.scpt' script file to open it in the Script Editor. Change 'Exchange account 1' to 'Exchange account 'name of your Exchange account''. (You may wish to duplicate, customize and rename each script file to use with multiple Exchange accounts.) Drag the script(s) directly into the '~/Documents/Microsoft User Data/Entourage Script Menu Items' folder where ' ~ ' is your home folder. They will appear under the Script menu in Entourage ready to use.
To use the script, simply type Control + F or select it from the Script menu in Entourage. Follow the prompts.
Microsoft Entourage 2008 on Mac OS X
We have not yet tested Entourage 2008. However, all the information we have received leads us to believe that the instructions for Entourage 2004 (above) will work with the updated version.
7. How do I set up my iPhone to access the UC Hastings Exchange Email System?
Please refer to these instructions.
8. How do I set up my iPad to access the UC Hastings Exchange Email System?
Please refer to these instructions.
Email Questions
1. Why don't you forward email?
Don't forward your email. Forwarding Hastings email is not advised for the following reasons:
- Many email providers will see Hastings email as spam and automatically filter messages into the bulk mail or spam folder.
- When Hastings email is mixed with messages from family or friends, many students overlook the less personal messages that are nevertheless important to their law school career.
- It is good practice to separate your work and your personal lives.
Check your Hastings email frequently to make sure you don't miss an important message.
2. How do I separate multiple email recipients in Exchange?
Multiple recipients are separated by semi-colons or commas.
3. How do I find email addresses?
In the icon bar, just above the INBOX is an icon of an open book. This is the address book. The default option is Global Address List. Click the Find button on the right; highlight the the recipient's name and select the button that says New Message.
4. How do I disable the yellow pop-up blocker?
This is an OWA issue. Default security settings for Internet Explorer block many popup boxes, a useful measure to block annoying ads and spyware. Ironically Exchange utilizes many popup boxes. The first time you use some features, a yellow popup blocker bar appears across the top of the browser window. Right click on the bar and select the option Always allow popups from this site...
Preemptively take care of this in Internet Explorer by going to the menu bar, selecting Tools>Internet Connections>Privacy> Settings, filling in the box at the top with our OWA email web site https://owa.uchastings.edu/exchange and then selecting Add and Close.
In the Firefox browser the process is similar. To get to the allow pop-ups option go to Tools>Options>Content>Allowed sites.
5. How do I search for text in a folder or email?
In OWA
You can search in messages by clicking on the icon of a magnifying glass on the button bar. Select the option to "Also search message body". You can also open a message and select the CNTRL-F keys to search in the message body.
In Outlook
Go to the menu bar and select Tools> Find > Advanced Find. Fill in the box that says "Search for the word(s):" . In the drop-down box underneath select whether you want to look in "subject field only" or "subject field and message body" or "frequently used text fields." You can also choose to search in "From..." or "Sent To..." fields only.
You can search through your saved mail folders the same way. You can either search through all your saved mail folders by highlighting Saved Mail or you can highlight a particular folder before searching.
If you want to select folders to search, highlight Saved Mail and fill in the search criteria as above. Click on the Browse button and you can select one or more folders to search. If you want to search only in some folders, remember to uncheck the box the to the left of Saved Mail. Click Okay to save your selections and return to the main window and hit the Find Now button to start the search.
The Advanced Find windows has other more elaborate search filters on the More Choices and Advanced tabs.
6. How do I create a template or email form message? How do I pull up the form?
In OWA
You cannot create or use a template directly in OWA. The substitute method is to create a message and save it as a draft by hitting CNTRL-S. Make sure you put in a subject line. Then close the message so that it stays as a draft and is not sent out.
When you want to reuse the message in the right menu bar, at the top select Drafts. Open the message you have saved. Put your cursor into the message. Select all the text either manually or by hitting CNTL-A and copy it by right clicking and select Copy. Close the draft and paste it into a new message.
In Outlook
Templates or stock email responses can be a powerful time saver. Instead of reinventing the wheel, users can create a stock reponse or form to send out in response to repetitive requests. Who of us does not answer the same question multiple times?
To create an email template, start just as you would for an ordinary email message, The trick is that you then save the message as a template rather than sending it as an email.
Go to File>Save As> . A new windows opens up. Select the save as: type as Outlook Template (*.opt). In the drop down box above this, you want to give it a meaningful name. Then click Save .
The next time you need to use the template it is instantly available. To access your previously created form, go to File> New>Choose Form. The box at the top of the new window says Look In. In that dropdown box select User Templates in File System. Highlight the form you want and click Open.
7. How do I set up a vacation message?
In OWA:
On the left frame, select Options. Click on the radio button for I'm currently out of the office. Draft your message. At the top select the button that says Save and Close.
Remember to turn off your out-of-the-office message when you return by selecting the option for I'm currently in the office . A nice trick is to create an appointment with a reminder in your calendar for the early morning on the date of your return. This appointment reminder will remind you to turn off the message.
In Outlook:
Go the top drop down menu bar and select Tools> Out of Office Assistant when you are in the Mail section of Outlook.
In the top window, write your the text for your out-of-the-office message. Click the Add Rule button. Check on the box that says Sent directly to me, or choose another option like picking a sender or whether it's a 'CC:' (it is probably pretty rude to stuff senders' mailboxes with Out-of-the-Office when you are only a copied recipient. Do unto others...)
Out-of-the-office messages are only sent once a week to any particular correspondent.
The system will not send properly run listservs and mail lists out-of-the-office messages. Most such lists have a special tag hidden in the header to warn recipient's email system that the messages are from listserv. They also should have filters to automatically delete out-of-the-office messages before sending them on.
8. How do I view full Internet headers?
In Outlook
Messages sent internally within the Hastings email system do not show "full headers" or "Internet headers". To view the headers for any other message, open a message. On the View menu, click Options.
Header information appears under Delivery options in the Internet headers box. Highlight the text and right click and select Copy to copy the
In OWA
Full headers are not viewable in OWA.
9. How can I tag messages?
Messages can be tagged with little colored flags. In OWA right click to select Follow Up. You change the color of the flag by right clicking in the right column headed with the icon of a pennant.
10. In OWA, how can I flag a message something other than a red tag?
You change the color of the flag by right clicking in the right column headed by a pennant icon. In Outlook you have options to categorize messages and manipulate categories.
11. How do I create a new message?
Click the New button on the left of the OWA icon bar (as opposed to the browser's icon bar.) Hit the To: button on the new message window to get to the address book.
In Outlook
The default option is search in the Global Address Book.
In OWA
The default option is to search through your Contacts rather than the Global Address Book. Until you have populated your contact list, you should can change the display default by going to Options in the Navigation Pane on the left and going down to the option for Contact Options . Choose the Global Address List option and click Save and Close button at the top of the page.
12. How can I sort messages in the Inbox or in a folder?
At the top of the Inbox (or folder) are column heading bars, saying, inter alia, From, Subject, and Received. Click the column bar for what you want to sort by. A downward pointing arrow next to the field name means that the column will be sorted with the lastest date or the earliest in a alphabetical order. An upward pointing arrow means that they are sorted in reverse order.
13. How do I create a permanent signature?
In OWA
In the Navigation Pane on the left select Options. Go down to Messaging Options, and choice the button marked Edit Signature... Type your signature and select Save and Close. Select Save and Close back on the Options page. Send yourself a message so you can verify that it looks like you want.
In Outlook
On the menu bar select Tools>Options>Mail Formating>Signatures. Highlight the Basic Signature and select Edit. Send yourself a message so you can verify that it looks like you want.
14. What system wide email distribution lists are there?
There are email lists for each class including LWR sections, 1L sections, each graduation year, and Visitor and Special students. There also lists for emailing all regular faculty, visiting faculty, adjuncts, all staff in a department etc.
15. How do I send a message to a system-wide distribution list?
In OWA
Start a new message and click the TO: button. In the drop-down box at the top, choose Global Address List. In the Display Name box search for the list. (See a Search tip below.) Highlight the name of the group and click the TO: and Close buttons. Putting the list name into the TO: field ensures that no recipient can see the name of any other recipient.
Search tip: Each class distribution list is named by year, semester, class name, instructor and course ID, e.g. 09FA CIVIL PROCEDURE Smith 11223. The Faculty distribution lists start with the word Faculty and student distribution lists like 1L Sections start with the word Student. There are also distribution lists for departments, e.g. Fiscal Services. At the moment there are no system-wide distribution lists available to student users.
16. How do I create a new personal email distribution list?
In OWA
- 1. Go to the New button in the icon bar, click on the arrowhead to the right of it, and select Distribution List.
- 2. Give the list meaningful name so you can find it later.
- 3. To manually add a known email address, put the cursor in the Add to Distribution List: box and type the address and then click the Add button. There is no need to type the @uchastings.edu part of the address. You can only add one name at a time.
- 4. You can also select names from either your Contacts or the Global Address List. On the right near the top of the window for adding names is a button for Select Names. Hit the button and up pops the Find Names -- Web Page Dialog. Choose either to find names in the Global Address List or your Contacts.
- 5. Until you are experienced, it is probably better to search using a Last name or First name. Type the first few characters of the name and click the Find button. Possible addresses pop up. Highlight the name you want, click the button down at the bottom that says the Distribution list; you have added the name. Now you can go back to the First name or Last name search field and enter the next name you want to search for. When finished with searching click the Close button.
- 6. Of course you can remove a name on your list by highlighting it and clicking the remove button.
- 7. Remember to Save and Close.
17. How do I send an email to people on a personal distribution I created in Contacts?
In OWA
Start a new message. In the BCC: box type the name of the list. If you don't remember the name you easily search for it.
In the Navigation Pane on the left of OWA, open Contacts. Either scroll to the name of your list in your Contacts or select the icon of a magnifying on the icon bar to find the name. In the box that asks Look in the subject for these word(s): enter part of the list name and click Find. Double click the list name in the results box.
The list now pops up in a new window. To send an email to the group, click on the icon of an envelope (Tooltip: "send mail to the list".) This puts the group in the TO: field of the email so that recipients can view all the list members. To ensure that recipients cannot view other list members, move the list name to the BCC: field. This behavior is opposite of that for system-wide distribution lists.
18. Why won't OWA let me log out? After clicking "log off" I can click Back and read my mail.
When you login to Outlook Web Access (OWA), you must type:
User name: uchastings\your_login_name
If you don't use the "uchastings\" (backslash) OWA will not allow you to logoff. If this happens, just close the browser, then open it again and log back into OWA the correct way. Now you should be able to log off and close the screen.
19. As staff/faculty, I want to continue using Pegasus permanently, on and off-campus. Will I be affected by the transition? Can I shift between the new system and the old system?
First we must make clear an important distinction which most people do not think about.
Pegasus is a email client, a program for reading and saving email. It runs on your workstation or laptop. It requires another computer, a networked server, for the actual sending and receiving of email.
The new Exchange/Outlook servers are email servers (seven of them!), computers for receiving, distributing email as well as reading and saving email. You computer must be set up to send and receive email through them.
Pegasus works as well with the new email servers as the old system- it will still read and save email exactly as it does now. However it does not work as well or as securely as using Outlook on the new system. Since Pegasus continues to save all the email on your computer's hard drive you do not care what server is used for sending and receiving because the mail will be stored in the exact same place- your workstation- and because you are still using Pegasus for saving and reading email. You do not need to change anything nor do you lose anything.
If you are using system wide distribution lists you must use the Outlook system. We do not create system-wide or class distribution lists for Pegasus anymore.
20. How do I archive my UC Hastings email in Mac Mail for OS X?
1. Open Mac Mail.
2. Choose Mailbox > New Mailbox ...
3. Under Locations choose: On My Mac
Create a Name for the Archive
Click OK
4. You can now drag mail between the archive folder and your Inbox or other mail folders on the UC Hastings Exchange Mail System.
21. What's the maximum size message I can send or receive?
The maximum message size is 10 megabytes. Use a compression program such as WinZip to compress the file or split the message into several parts.
CALENDAR Questions
1. How do I create an appointment and invite people to accept or decline?
1. Open the Outlook or OWA calendar
2. click the New drop down box and select Appointment. If you just select New the default is an appointment while in Calendar, as it's an email if you looking at mail
3. select a start and end time and a date. Make sure that you have checked the Reminder box and selected an interval before the appointment time to be reminded.
4. In the top menu bar of the Create a New Appointment box, click on "Invite Attendees". Click on the "Required" or "Optional" button on the left.
5. A box comes up for you to select attendees. The top row shows what list you are selecting attendees from. If inside Hastings, select "Global Address List" rather than the default "Contacts." In the second row labeled "Display name" type the last name of the attendee. Click the "Find" button about 1/3 of the way down on the right.
6. Select your attendee in the window. Click either the button that says "Required" or "Optional". This will add you attendee's name to the invitation.
7. repeat steps 6. and 7. for additional people.
8. Close the window by clicking the "Close" button in the bottom right.
9. You're back to the appointment. Click the Send button at the top left.
Viola. You've invited them and the attendee receives an email inviting them. If he/she replies to the email by accepting your invitation, you get a acceptance registered in your calendar.
If you open the Appointment you'll see a dark gray status bar of accepts and declines. You can also click on the Tracking tab to get details.
2. How do I view two calendars simultaneously?
1. if you have two calendars open side by side, e.g. personal and IT, you can select a personal calendar item, do an Edit> Copy and then paste it onto the Departmental calendar.
2. To add another calendar to your view of Calendars, like the Departmental calendar, right-click on the Department and select "Add to favorites". Then it shows up n the shared calendar pick list.
COOL TOOLS
1. How can I create a quick memo to myself or make a note of a phone call similar to an email message?
In Outlook and OWA
Instead of a new email message or calendar item, you can create quick memos to yourself which will appear in the Inbox for ready reference. You can then save this "Post" in any of your email folders as if it were an email.
Click on the drop down arrow next to the New button and Post in This Folder. (Also you can create a note by going through the File>New>Post in this Folder menu choices). Type a subject and make your notes. You can save your notes as you go along by hitting CNTRL-S. Each time you do this you're saving a copy in your Inbox. To finish, click the button in the upper left that says Post. After you've posted the message, it is no longer editable, just as you cannot edit an email.
To revise it once you've POSTED it, open it then do Edit>revise contents.