Outlook & Exchange Server E-mail System
Mail Box Limits
- At 450MB; Once this limit has been reached the user will receive weekly warnings
to reduce the number of files.
- At 500MB; This is the final size limit. At this limit the user will not be able
to send or receive email. The box will be frozen at this size until existing email
is either deleted or removed to an external folder.
Strategies For Controlling Mail Box Size
Living within these limits will not be as difficult as it may first appear for.
There are easy ways to meet this limit and still depend heavily on email and email
history. For those that would like assistance with any of the information or procedures
described below or just have questions, please feel free to contact any CABNR IT
person and they will be happy to assist and/or answer your questions.
- The most obvious step is to stay on top of your inbox. Make a habit of cleaning
it up on a regular basis so it does not get out of control.
- When you are prompted to AutoArchive, respond “Yes”. This invokes the AutoArchive
settings for each folder (see next section to check/customize AutoArchive settings
for each folder). If you always responded “No” to this prompt then old email in
your respective folders, especially the Deleted Items folder, is never removed.
If you do not want to be prompted for AutoArchive and would rather it just happened
automatically then go to “Tool”, “Options” the “Other” tab and “AutoArchive” and
uncheck the box “Prompt Before AutoArchive”
- To check or set the AutoArchive settings for any folder (Inbox, Deleted Items, Sent
Items, a custom folder, etc.), right click on the folder and click on “Properties”
and then click on the “AutoArchive” tab. Here you can set how old mail is before
it is archived. You can also set how it is archived, the choices being to an archive
folder (which does remove the email from your PO box) or permanently delete it.
Choosing an archive folder moves the mail to a folder on your hard drive (default)
or you can browse to a server location and setup the folder there (this way it is
automatically backed up and has much less chance of being lost or destroyed). The
server location option is as secure as leaving email in the PO box.
External Folders (including archive folder)
- To keep important mail history of significant volume, the solution is to create
an external or "Personal Folder”. External folders can be configured to appear
on the Outlook bar just as other folders do, the difference is that mail that is
moved to them is transparently removed from the PO based mailbox and placed in the
personal folder. These folder(s) can be created on the local C drive or on the departmental
file server depending on your needs for critical backup. The procedure to create
external folders is different depending on whether you have Outlook 2000 or Outlook
XP/2003. For 2000, click on “Tools”, “Services”, “Add”, “Personal Folders” and create
the folder (called a .pst file) in the location you desire. For XP/2003 click on
“Tools”, “E-mail Accounts”, “View or Change Existing E-mail Accounts”, and then
“New Outlook Data File”. If you have Outlook 2003 you can choose either a 2003 version
of the .pst file or a backwards compatible (97, 2000, XP) version of the .pst file,
for Outlook XP (2002) there is only one choice. Again, create the folder in the
desired location (local or server).
Note: The remainder of this document does not apply to Outlook
2003. External folders are automatically added to the folder list and visible by
- An archive folder is an external folder that is created for you by the AutoArchive
system and already exists if you are not permanently deleting all old mail in all
of your folders. To add the archive folder to your services so you can view within
Outlook follow the instructions in the previous section for creating an external
folder but instead of creating a new folder browse to your archive folder location
and select it. This location can be discovered by checking the path found in the
AutoArchive settings for a folder (such as Deleted Items” described in the AutoArchive
- To add these external folder(s) to your Outlook bar, where the Inbox, Deleted Items
and other folders appear, is very easy. If your current Outlook view does not already
have the folder list enabled, click on “View”, “Folder List”. Toward the bottom
of the folder list and you will see “Personal Folders”. To add it to the Outlook
bar click and hold down the left mouse button on “Personal Folders” drag it over
to the Outlook bar and release the mouse button. You can create subfolders in your
personal folder and add these to the Outlook bar also. Once these folders are added
to the Outlook bar you can close the folder list (click on the “X” in the top left
of the folder list window). Now you can drag and drop email to your personal folder
(or subfolders within) at any time.
- To add the Archive folder to Outlook bar follow the procedure above for external
folders but in the folder list you are looking for “Archive Folders” instead of
“Personal Folders”. It will appear at the top of the list.
- To add subfolders to your personal folder, select “Personal Folders” then click
on “File”, “New”, “Folder” and supply a name. Subfolders can only be viewed by going
to the folder list and either viewing them from there or added to the Outlook bar.
This is true of any subfolders regardless of whether they reside in the personal
folder or an Outlook folder such as the Inbox.
University of Nevada's Email System
Faculty and staff are encouraged to use a University email account for business
purposes. Two primary email systems are available, the third link is for access
to the University of Nevada School of Medicine Exchange Webmail.
Faculty/Staff Exchange Webmail
- Exchange is the primary secure email system for UNR and School of Medicine faculty
and staff. Email addresses within the UNR domain typically end in "@unr.edu".
Addresses associated with the School of Medicine exchange server typically end in
- UNR Exchange email accounts are linked to your personal
UNR NetID. Changing your NetID password will change your email
password and vice-versa. Medicine Exchange email accounts are linked to your MedID.
- MS Outlook supports many paperless office options including personal and shared
calendars, meeting scheduling and invitations, and public folders.
- On campus: UNR IT recommends use of Microsoft Outlook (Windows
and Mac) or Mac OS X Email or Entourage to send/receive and manage email. However,
ANY secure email client may be used.
- Off-campus: Exchange mail is available in one of two ways.
- Web access via Outlook Web Access (OWA). OWA is platform independent which means
it is accessible from any network connected PC, Mac or Linux machine.
- iPhone Configuration