Exchange - Tips and Tricks

Last Updated: 02/06/2014

Blocked Email Attachments 

There are some attachments that will not send if you try to attach them to an email message.

These attachments are:

ade, adp, ani, bas, bat, chm, cmd, com, cpl, crt, dll, exe, hlp, hta, inf, ins, isp, js, jse, lnk, mdb, mde, msc, msi, msp, mst, pcd, pif, reg, scr, sct, shb, shs, vb, vbe, vbs, wri, wsc, wsf, wsh

Note: An attached .zip file that contains one of the file types listed above, will also fail to send.

Clearing Nickname Cache in Outlook

To clear nickname cache in Outlook, follow this easy two-step process:

  1. Start to type a name in the address field of a new email.  A nickname list will appear and can be browsed by scrolling up or down.
  2. To delete a name from the list, simply highlight the name in question and hit the Delete key.

Outlook meeting requests: Essential do’s and dont's

Microsoft offers a helpful site laying out the do's and don't when requesting a meeting. While Microsoft offers this for those using Outlook, the tips apply to requesting a meeting through any email program. Go to this Microsoft site to learn more.

Managing Your Exchange Calendar – tips and tricks for Outlook 2010 and Outlook 2011

Personal calendar tips and tricks include creating an event, inviting to an event, and sharing calendars.

Outlook 2010

Creating an event in Outlook 2010:

  • Open Outlook, click the Calendar button, then click the New Appointment button.
  • What & Where:  In the Subject: text field, enter a title for your event.  In the Location: field, enter a location if needed.  Meaningful titles and specific locations are particularly helpful if you’re inviting others to this event.
  • When:  Set the Start date and time and End date and time.  Click the drop-down arrow for a more user-friendly view of both the date and time functions.
  • Reminders:  Set a Reminder, if desired, for the event.  The default reminder is set at 15 minutes.  Click the drop-down menu to select a different time interval or to set the reminder to None.
  • Event Notes:  You can type additional information about the event in the large text field – again useful if inviting others and information is needed about the event prior to arrival.
  • Event Display:  You can change how the event is reflected in your calendar: Busy, Tentative, Free, or Out of Office.  Selecting the appropriate setting is helpful when others are viewing your calendar for scheduling meetings.
  • Event Categories:  You can categorize an event (“important,” “personal,” etc.) by clicking on the desired category in the Categories drop-down menu.
  • Private Events: If you want to schedule your time for an event that you wish to keep private, simply click on the Private checkbox.  Your calendar will show that an event has been scheduled for the specified date and time, but event details will be hidden from people who have permission to view your calendar.
  • Repeating Events:  Establish a repeating event by setting a Recurrence frequency for the event.  Remember to set an end date, if needed, for the recurring meeting.
  • Save your event! When you’ve finished entering everything you need for the event, you must click Save and Close so the event will appear on your calendar.

Inviting others to an event in Outlook 2010:

  • You can invite others to an event through Exchange (if the invitee is an Exchange user) or via email.
  • To maximize the understanding of the invitation, be sure to use a meaningful event title, specify the event location, add notes if needed for the attendees to be better prepared for the event, and specify the start and end times of the event as well as the date of the event.
  • Click on Invite Attendees to begin building your invitee list; type the names (or email addresses if they are not Exchange users) of the invitees in the To field.
  • To check the availability of your invitees, click on Scheduling Assistant.  The resulting display will show whether or not an invitee is available for the meeting (blue bar means busy, blue and white hashes means tentatively busy, purple bar means out of office, black and white hashes means they are not on Exchange).  From here you can adjust the date and time of the event if necessary.  You can also add more invitees to the list on this display.
  • Click Send to both send your invitations and to schedule the event on your calendar.

Scheduling resources for an event in Outlook 2010:

  • To schedule a resource (such as a meeting room) for an event, invite the resource just as if it were a person.  You will receive an automated response based on the resource’s availability.

Sharing calendars in Outlook 2010:

  • To allow others to see your calendar – an excellent practice if you meet frequently with someone or a group of people – right click on your calendar, click on Properties, click the Permissions tab, click Add, then type in the name of the person with whom you would like to share your calendar.  Select the appropriate name in the search results, click Add, then click OK.
  • Select the appropriate Permission Level for each person who will be sharing your calendar.  Reviewer allows others to see events on your calendar but does not allow them to edit or remove event.  This is the most common permission granted to others.
  • To view another person’s calendar, click Open Calendar in the drop-down menu then click Open Shared Calendar and click the Name button.  Select the name of the person (or resource) whose calendar you would like to view and click OK.  (Note: you can only see calendars for people or resources who have given you permission to view their calendar.)

Outlook 2011

Creating an event in Outlook 2011:

  • Open Outlook 2011, click the Calendar button, click on the File drop-down menu, go to New menu and choose either Appointment or Meeting.
  • What & Where:  In the Subject: text field, enter a title for your event.  In the Location: field, enter a location if needed.  Meaningful titles and specific locations are particularly helpful if you’re inviting others to this event.
  • When:  Set the Start date and time and End date and time.  Click calendar icon next to your chosen dates for a more user-friendly view of both the date and time functions.
  • Reminders:  Set a Reminder, if desired, for the event.  The default reminder is set at 15 minutes.  Click the drop-down menu to select a different time interval or to set the reminder to None.
  • Event Notes:  You can type additional information about the event in the large text field – again useful if inviting others and information is needed about the event prior to arrival.
  • Event Display:  You can change how the event is reflected in your calendar: Busy, Tentative, Free, or Out of Office.  Selecting the appropriate setting is helpful when others are viewing your calendar for scheduling meetings.
  • Event Categories:  You can categorize an event (“important,” “personal,” etc.) by clicking on the desired category in the Categories drop-down menu.  Categories are color coded in your calendar.  You can also change categories; click the Edit Categories button.
  • Private Events: If you want to schedule your time for an event that you wish to keep private, simply right click on the event in your calendar then click Private.  Your calendar will show that an event has been scheduled for the specified date and time, but event details will be hidden from people who have permission to view your calendar.
  • Repeating Events:  Establish a repeating event by setting a Recurrence frequency for the event.  Click on the Recurrence: drop-down menu; select one of the options or create a custom pattern.  Remember to set an end date if needed for the recurring meeting.
  • Save your event! When you’ve finished entering everything you need for the event, click the Save icon and the event will appear on your calendar.

Inviting others to an event in Outlook 2011:

  • You can invite others to an event through Exchange (if the invitee is an Exchange user) or via email.
  • To maximize the understanding of the invitation, be sure to use a meaningful event title, specify the event location, add notes if needed for the attendees to be better prepared for the event, and specify the start and end times as well as the date of the event.
  • Click the Invite buttonto begin building your invitee list; type the names (or email addresses if they are not Exchange users) of the invitees in the To: field.
  • To check the availability of your invitees, click on the Scheduling Assistant tab.  The resulting display will show whether or not an invitee is available for the meeting.  From here you can adjust the date and time of the event if necessary.  You can also add more invitees to the list on this display.
  • Click Send to both send your invitations and to schedule the event on your calendar.

Scheduling resources for an event in Outlook 2011:

  • To schedule a resource (such as a meeting room) for an event, invite the resource just as if it were a person.  You will receive an automated response based on the resource’s availability.

Sharing calendars in Outlook 2011:

  • To allow others to see your calendar – an excellent practice if you meet frequently with someone or a group of people – click on your calendar [Exchange} option, right click your calendar and select Sharing Permissions from the drop-down menu, click the Add User, then type in the name/ID of the person with whom you would like to share your calendar.  Click Find, select the appropriate name in the search results, and then click OK.
  • Select the appropriate Permission Level for each person who will be sharing your calendar.  Reviewer allows others to see events on your calendar but does not allow them to edit or remove event; this is the most common permission granted to others.
  • To view another person’s calendar, they must add you in the same fashion that you have allowed others to share your calendar.

Quota Management

If you are receiving errors about being close to your quota for your Exchange email account, you should pursue some quota management best practices for decreasing the amount of email saved to your online account in order to avoid reaching your quota. Check out these recommended quota management actions for your particular email handler.

Quota Management: Outlook 2010

 

Manually check folders:

  • Open Microsoft Outlook. From the File menu click the Cleanup Tools button. Select Mailbox Cleanup... from the drop-down menu.
  • The Mailbox Cleanup window will pop-up. Click the View Mailbox Size... button.
  • The Folder Size window will pop-up. From here, you can see the size of each folder on your hard drive. Click the Server Datatab.
  • The Server Data tab contains information about the size of folders on the Exchange server. From here, you can see the size of each folder to see how close you are to your quota limit. Click the Close button when finished.

Purge deleted items folders:

  • Open Microsoft Outlook. From the File menu click the Cleanup Tools button. Select Mailbox Cleanup... from the drop-down menu.
  • In the Mailbox Cleanup window, click the Empty button to purge all items in the Deleted Items folder. (Note: You can click the View Deleted items Size... button to see the items in the Deleted Items folder before purging.)
  • A verification window will appear. Click Yes to complete the purge.

Archive old messages:

  • Open Microsoft Outlook. From the Folder menu click the AutoArchive Settings button.
  • Select Archive items in this folder using the default settings. Next click the Default Archive Settings button.
  • Check Run AutoArchive every... (you set the number of days, default is 14). Uncheck the Delete expired items (email folders only) checkbox. Finally make sure that the Permanently delete old items radio button is not selected.
  • Click Apply these settings to all folders now. Click OK.

Download large messages:

  • Open Microsoft Outlook. From the File menu click the Cleanup Tools button. Select Mailbox Cleanup... from the drop-down menu.
  • In the Find items larger than text, type in the size minimum to search for. Click Find. A window will appear with any messages that are greater than the size set. They can then be opened, and attachments saved to disk. (Note: these could be the messages containing large attachments).

Quota Management: Outlook 2011

 

Manually check folders:

  • Open Outlook. Right-click on your Exchange mailbox in the Mail Folders list. Then, click the Folder Properties from the drop-down menu.
  • The Folder Properties window will pop-up. Click the Storage tab.
  • From this window, you can view the size of each folder on the server. Click OK when done.

Purge deleted items folders:

  • Open Outlook. Right-click on your Exchange mailbox in the Mail Folders list. Then, click the Folder Properties from the drop-down menu.
  • The Folder Properties window will pop-up. Click the Storage tab.
  • From here, you can see the size of the Deleted Items folder on the server. Click the OK button when done.
  • If you have items in the Deleted Items folder that you want to purge, right-click your Exchange mailbox in the Mail Folders list, then click on Empty Folder in the drop-down menu.

Archive old messages:

  • Open Outlook. Select the Tools tab.
  • Select Export.
  • The Export window will appear. Select Outlook for Mac Data File (.olm) and make sure that Items of the following types: is selected (unless you have a reason to only archive a project or category).
  • Select Yes, delete items after they are exported.
  • Choose a file name that will help you identify the file later. Try Archive_Date.olm. Then, click Save.
  • Wait while Outlook exports your data.
  • Click Done.

Download large messages:

  • Open Outlook. Open your Exchange Inbox.
  • Click on the Arrange By: button at the top of the Inbox message list. Then, choose Size from the drop-down menu.
  • Items in the Inbox will now be grouped in close proximity to size. Items in the Enormous, Huge, and even Very Large are ones you might want to delete or simply remove the attachments from.