Frequently Asked Questions
Hood IT provides Microsoft Outlook for Faculty & Staff to access your e-mail from your desktop/laptop computer. Outlook is a personal information manager from Microsoft and is part of the Microsoft Office suite. Although often used primarily as an e-mail client application, it also includes a Calendar, Task Manager, Contact Manager and more.
Microsoft's Outlook Web App (OWA) provides access to your Hood Faculty/Staff e-mail from any computer with an Internet connection. When you use Internet Explorer, Firefox, Chrome or Safari to access OWA, you will receive a significantly enhanced experience that closely resembles the Outlook desktop client. When using other web browsers, you will receive a "lighter" version of OWA that will still provide the user with the necessary features to assist in collaboration with other users. Outlook Web Access is an effective solution for people who require roaming, remote access, or cross-platform functionality.
All members of a Shared Mailbox's permissions group have the ability to open a Shared Mailbox using Outlook Web Access. There are two methods of accomplishing this task:
Outlook Web Apps (Exchange 2013)
- Click the "down" arrow next to your name located in the upper right corner of your OWA page
- Find and click Open another mailbox
- Enter the name of the shared mailbox that you wish to open
- Press Open and the mailbox will open in a new tab on your web browser
NOTE: You must be using an Exchange supported web browser (Internet Explorer, Firefox, Chrome or Safari)
Outlook Web Access (Exchange 2007) and Outlook Web Apps (Exchange 2013)
Enter a specific URL identifying the shared mailbox to be opened within an supported web browser.
- Open a web browser using a supported browser. Note that you must access OWA with a supported browser because you need to use the "Full" version of Outlook Web App to configure rules.
- Enter the URL for the shared mailbox. The URL for a shared mailbox is https://email.hood.edu/owa/<shared_mailbox_name>@hood.edu. The example below illustrates what the Outlook Web Access URL would be for a shared mailbox that has the given e-mail address:
E-mail Address: <shared_mailbox_name>@hood.edu
OWA URL: https://email.hood.edu/owa/<shared_mailbox_name>@hood.edu
- When prompted to login, enter your Hood User Name and Hood Password.
- Open Microsoft Outlook 2010
- Click File tab in the Toolbar
- Click Account Settings button, select Account Settings
- Select the E-Mail tab
- Highlight your mailbox, click the Change button
- Click the More Settings button
- Select the Advance tab
- Click the Add button
- Type the Shared E-Mail Address
- Click the Apply and Ok buttons
- Click Next, Finish, and Close buttons
- Open Microsoft Outlook 2007
- Select the Tools menu, click Account Settings.
- Click View or change existing e-mail accounts, and then click Next.
- In the list, select your Exchange account, and then click Change.
- On the next screen, make sure Use Cached Exchange Mode is unchecked
- Click the More Settings button and then click the Advanced tab.
- Once on the Advanced tab, make sure Use Cached Exchange Mode is unchecked
- Click Add, then type the name of the shared mailbox that you want to add to your user profile and then click OK.
- Click OK again to close the Microsoft Exchange Server window
- Click Next, then click Finish, then click Close.
- The shared mailbox will now show up in your Outlook navigation panel on the left side.
|Internet Explorer 7
|Internet Explorer 8
|Internet Explorer 9
|Internet Explorer 10 or later
|Firefox 12 or later
|Safari 5.1 or later
|Chrome 18 or later
There are two variants to message forwarding at Hood:
- Message forwarding: When a rule automatically FORWARDS a message you receive, it leaves a copy of the message in your Inbox or in the folder to which the message was originally delivered. The rule then adds the designation "FW:" to the beginning of the Subject line, changes the message formatting, and then forwards the message to the account specified by the rule. The recipient represented by the account also sees that the message came from you, not from the original sender.
How to create forwarding/redirection rules in Outlook 2010
- Message redirection: When a rule automatically REDIRECTS a message you receive, it also leaves a copy in your Inbox or in the folder to which the message was originally delivered. The rule then sends the message, unchanged, to the account specified by the rule. To the recipient, the message appears as though it came directly from the original sender. There is no indication that the message was delivered by way of your account. Most users are familiar with manually forwarding their email, which inserts “FW:” in the subject line and clearly indicates that the mail came most recently from you, not the original sender. Users may prefer message redirection, however, if they are automatically sending email to a home institution since the email will then appear as if it came directly from the original sender, rather than having been forwarded through FermiMail. In either case, essentially the same procedure can be used to create message forwarding or message redirection rules.
- Start and login to Outlook.
- In the Mail navigation pane, open the File tab, click the Manage Rules & Alerts button located in the right panel.
- Under the E-mail Rules tab, click New Rule.
- Under Start from a blank rule, select Apply rule on messages I receive, and click Next.
- Under Step 1: Select condition(s), select the check box next to each condition that you want the incoming message to match, if any. It is acceptable to make no selection.
- If you selected a condition in Step 1, then, under Step 2: Edit the rule description, click the underlined value that corresponds to the condition, and then select or type the necessary information.
- If you did not select a condition in Step 1, then you will be prompted with a warning that the rule will be applied to every message you received. If this is intended, then click Yes.
- Click Next.
- Under Step 1: Select action(s), select either Forward or Redirect, and optionally Delete:
- To Forward: forward it to people or distribution list check box,
- To Redirect: redirect it to people or distribution list check box.
- To Delete after Forward/Redirect: delete it check box.
- Under Step 2: Edit the rule description, click people or distribution list.
- Type the destination into the To-> field. If the destination is a Hood address or distribution list, then this search form is useful. However, you are not restricted by the search list to Hood addresses. You may enter ANY email address in the To-> field, such as “myOtherAccount@myhome.institution.edu”
- Click OK.
- Click Next twice.
- Under Step 1: Specify a name for this rule, type a name.
- To run this rule on the messages that are already in your Inbox folder, select the Run this rule now on messages already in Inbox check box.
- Click Finish
If you chose to delete email after forward/redirect, then it will still accumulate in your Deleted Items folder. We strongly recommend this as a first step to insure there are no typos in your rule that could lead to email loss. Once an email is deleted permanently by this rule, it cannot be retrieved from the FermiMail mailbox; it can only be retrieved at the destination mailbox. After you are sure this rule works, that email is received at the destination mailbox, then you may consider changing the “delete it” action to “delete it permanently”.
If you have questions or want to request an e-mail password change, please
contact the IT Help Desk at ext. 3622 (on-campus), (301) 696-3622 (off-campus) or by
sending an e-mail message to firstname.lastname@example.org