Menu
  |  Faculty & Staff FAQs
Bookmark and Share

Faculty & Staff FAQs

How to use the Faculty/Staff Address Book?

How do I access my Email from my desktop using Outlook?

Hood IT provides Microsoft Outlook for Faculty & Staff to access your Email 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 Email client application, it also includes a Calendar, Task Manager, Contact Manager and more.

How do I access my Email from the web?

Microsoft's Outlook Web App (OWA) provides access to your Hood Faculty/Staff Email 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.

Method 1:

  1. Open your favorite web browser (see above).
  2. Enter the URL "https://email.hood.edu".  Press Enter.  You will be taken to Hood's Webmail login.
  3. Login with your Hood ID (hood\<ID> or <ID>@hood.edu) and password.

Method 2:

  1. Open your favorite web browser (see above).
  2. Enter the URL "http://www.hood.edu. Press Enter.  You will be taken to Hood's website's home page.
  3. From the top menu choose Faculty and Staff > ApLinks > Email.
  4. Login with your Hood ID (hood\<ID> or <ID>@hood.edu) and password.

 

How do I add a shared mailbox?

IMPORTANT: In order to access an Microsoft Exchange shared mailbox, the owner of the shared mailbox must have granted you permission. A manager can submit a request for permission to our Help Desk at 301-696-3622 or helpdesk@hood.edu.
IMPORTANT: After successfully adding the mailbox to your Outlook client, the shared mailbox can appear in the "From:" drop down of a new message. You must have Send As Permission for the Shared Mailbox.


Quick steps:

  1. Open Microsoft Outlook 2013
  2. Click File tab in the Toolbar
  3. Under the Info header, click on the Account Settings button and then on the Account Settings in the list.
  4. In the E-mail tab, make sure your account is selected, then click on Change
  5. Highlight your mailbox, click the Change button
  6. Click the More Settings button
  7. Click on the Advance tab and then click on Add.
  8. Type the shared email address
  9. Click the Apply and Ok buttons
  10. Click Next, Finish, and Close buttons
 

Quick steps:

  1. Open Microsoft Outlook 2011
  2. Select the Tools menu and then Accounts
  3. In the window that appears, select your Exchange account and click the Advanced button
  4. Click the Delegate tab. In the section named "People I am a delegate for:", click the Add button
  5. The Select User window will appear. Type in the name of the shared mailbox in the text box and click the Find button. Select the desired user from the search result list that appears and click OK.
  6. Click OK to close the accounts window. After a brief period, the shared mailbox will appear as a folder in the View list on the left side.
 

Quick steps:

  1. Open Microsoft Outlook 2010
  2. Click File tab in the Toolbar
  3. Click Account Settings button, select Account Settings
  4. Select the Email tab
  5. Highlight your mailbox, click the Change button
  6. Click the More Settings button
  7. Select the Advance tab
  8. Click the Add button
  9. Type the Shared Email Address
  10. Click the Apply and Ok buttons
  11. Click Next, Finish, and Close buttons
 

Quick steps:

  1. Open Microsoft Outlook 2007
  2. Select the Tools menu, click Account Settings.
  3. Click View or change existing Email accounts, and then click Next.
  4. In the list, select your Exchange account, and then click Change.
  5. On the next screen, make sure Use Cached Exchange Mode is unchecked
  6. Click the More Settings button and then click the Advanced tab.
  7. Once on the Advanced tab, make sure Use Cached Exchange Mode is unchecked
  8. Click Add, then type the name of the shared mailbox that you want to add to your user profile and then click OK.
  9. Click OK again to close the Microsoft Exchange Server window
  10. Click Next, then click Finish, then click Close.
  11. The shared mailbox will now show up in your Outlook navigation panel on the left side.
 

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)

  1. Click the "down" arrow next to your name located in the upper right corner of your OWA page
  2. Find and click Open another mailbox
  3. Enter the name of the shared mailbox that you wish to open
  4. 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 Apps (iPads)

Enter a specific URL identifying the shared mailbox to be opened within an supported web browser.

  1. 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 Email address:

        Email Address:  <shared_mailbox_name>@hood.edu
        OWA URL:           https://Email.hood.edu/owa/<shared_mailbox_name>@hood.edu

  2. When prompted to login, enter your Hood User Name and Hood Password.
 

How do I share my Outlook calendar?

You can share your Exchange calendar in all current versions of Outlook. When you share your calendar with someone, that person can open your calendar and view it. You can also give permission to create and edit events.

The instructions below explain how to share your Exchange calendar and grant basic permissions to view calendar events, you can decide what level of calendar details you want to allow others to see. When you share your calendar, the recipient will receive an email notification.

Quick Steps:

  1. Open Outlook 2013
  2. Click Calendar at the bottom of the Outlook screen
  3. Click Home > Share Calendar
  4. In the email that opens, type the name of the person in your organization that you want to share your calendar with in the To box. In Details, specify the level of details that you want to share with the person in your organization, and then click Send
  5. The person in your organization receives the sharing invitation in email, and then clicks Open this calendar
  6. The shared calendar displays in the person’s Calendar list
 
Quick Steps:

  1. Open Outlook 2011/2016
  2. Click Calendar in the Navigation Pane.  Right-click (or ctrl-click) on the calendar you want to share. Make sure you are not selecting a calendar listed under On My Computer.
  3. From the drop-down menu that appears, select Sharing Permissions.
  4. On the Folder/Calendar Properties dialog box, click the Permissions tab.
  5. Click Add User.
  6. In the field at the top of the Add Users dialog box, type all or part of the user's name, then click Find/Add. Accounts that match what you typed will be displayed.
  7. Click on the user you want to share with, then click OK.
  8. Back on the Folder/Calendar Properties dialog box, click on the user's name, then choose a permission's level from the Permission Level drop-down list. (What do the choices mean? Short version: if you just want to let the user see what's on your calendar, use Reviewer. If you want the user to see what's on your calendar AND be able to create new events, use Non-editing Author.)
  9. Click OK.

The user you selected will be able to view your calendar once they setup their Outlook client to access your calendar.
 
Quick Steps:

  1. Open Outlook 2010.
  2. Click Calendar on the left side of the window.
  3. Click Share Calendar at the top of the window.
  4. Click the To... button, and enter the last name or distribution group of the person or group with whom you'd like to share your calendar. You can use the Advanced Find to search by ULID or full name if needed. Repeat this step to add additional people to this sharing invitation.
  5. Select the person's name from the list and click the To -> button.
  6. Click OK.
  7. If you are sharing your calendar with an individual, you may request permission to see their calendar. Put a check mark in the box labeled, Request permission to view recipient's Calendar. This is optional. Skip this step if you are sharing your calendar with a distribution group instead of an individual.
  8. Click the Details: menu and select the level of calendar detail you would like to share. We recommend selecting Full Details. This will allow the person with whom you're sharing your calendar to see all details of your calendar, except for events marked private.
  9. You may write a message in the large, white space if you wish. This is optional.
  10. Click Send.
  11. A message appears which summarizes the sharing invitation and permissions. Click Yes.

  12. A sharing invitation is sent and your calendar is now shared with those you specified in the calendar sharing invitation.
 
Coming Soon!
Quick Steps:

  1. Sign in to Outlook Web App (OWA). In the upper right corner of the app, click Calendar > Share
  2. OWA Calendar Sharing 1
  3. Type the name or email address of the person you want to share your calendar with in the Share with box. This box works like the To box in an email message. You can add more than one person to share your calendar with.
  4. OWA Calendar Sharing 2
  5. After you add who you want to share your calendar with, choose how much information you want them to see. Full details show the time, subject, location, and other details of all items in your calendar. Limited details show the time, subject, and location, but no other information. Availability only shows the time of items on your calendar and no other details.
  6. You can also give someone permission to edit your calendar by choosing Editor or Delegate. An editor can edit your calendar. A delegate can edit your calendar, and can send and respond to meeting requests on your behalf. For more information about editor and delegate access, see Calendar Delegation in Outlook Web App.
  7. You can edit the Subject if you want.
  8. By default, your primary calendar is shared. If you created other calendars, you can select one of them to share instead.
  9. After you finish adding people to share with, setting their access levels, and choosing which calendar to share with them, choose Send. If you decide not to share your calendar right now, choose Discard.


NOTE: If you share a calendar—such as a project calendar that you added to your account—other than your primary calendar you can give permission only for Full details or Editor access to that calendar. Each person in your organization that you share your calendar with is sent an invitation in an email message telling them that you've shared your calendar. The invitation has two buttons-one to add your calendar to the recipient's calendar view, and one for the recipient to share their calendar with you. Your email message. The invitation also includes a URL that can be used to access the calendar.

How do I View Another User's Outlook calendar?

In order to view another user's calendar, they must first give you permission to view their calendar.  They can do this by "sharing" their calendar.

To view another person's shared calendar, complete the following steps. Once completed, you'll see their calendar listed under My Calendars in the Calendar section of your Navigation Pane every time you use Outlook.

  1. In order to open a shared calendar, you must first be granted the appropriate access to the shared calendar.
  2. Open Outlook.  Click the Calendar button located on the bottom navigation pane.
  3. In the top menu bar locate and click the Open Calendar drop-down menu.  Select Open Shared Calendar.
  4. Click the Name button. A Select Name window will appear. Make sure the Address Book field states Global Address List
  5. Select the name of the person whose calendar you would like to view from the list. Click OK to close the Select Name window. 
  6. Click OK to close the Open a Shared Calendar window.
  7. The shared calendar will appear on the right side of your screen. You can click the name of the calendar and view its content..

In the Navigation Pane you should now see an additional calendar with the person's name.
To view another person's shared calendar, complete the following steps. Once completed, you'll see their calendar listed under My Calendars in the Calendar section of your Navigation Pane every time you use Outlook.

  1. In order to open a shared calendar, you must first be granted the appropriate access.
  2. From the File menu, select Open, then select Other User's Folder.
  3. In the small dialog box, first select Calendar from the Folder Type drop-down list.
  4. For User/Account, type all or part of the person's name (or their NetID).
  5. Click OK. If you don't get the name exactly right, the Exchange server will try to find the mailbox you're looking for. Check to make sure it's the right one, or click on the right one. Then click Select.
  6. Quit Outlook. Even though you'll already see the person's name listed in the Navigation Pane, don't be fooled. You must quit and restart before things will work properly.
  7. Restart Outlook.

In the Navigation Pane you should now see an additional calendar with the person's name.
Coming Soon!
Coming Soon!
Coming Soon!

What web browsers are supported by OWA 2013?


Web browser  Windows XP  Windows 7 Windows 8 Macintosh
Internet Explorer 7 Good Not available Not available Not available
Internet Explorer 8 Good Good Not available Not available
Internet Explorer 9   Not available   Best   Not available   Not available  
Internet Explorer 10 or later   Not available   Best Best Not available  
Firefox 12 or later   Good   Best   Best   Best  
Safari 5.1 or later Good Good   Good Best  
Chrome 18 or later Good   Best   Best   Good  


How do I add a Public Folder Calendar to Outlook?

Note: These instructions are for Outlook 2010 and 2013.

  1. Open Outlook and make sure you are in the "Mail" section
  2. Go to the bottom of your Outlook client. You will see the menu "Mail Calendar People Tasks ... "
  3. Click " ... " and a menu will drop down. Choose "Folders"
  4. In the Navigation panel on the left side of Outlook, scroll down until you see "Public Folders - yourName@hood.edu'" Click the white arrow on the left side of "Public Folders...".
  5. You will now see 2 items: "All Public Folders" and "Favorites". Click the white arrow to the left of "All Public Folders" and a full listing of Hood's Public Folders will appear.
  6. Locate the department folder in question and click on the white arrow to the left of it's name. The contents of the folder will appear. One item will be the team calendar.
  7. Using your mouse, right-click the team calendar. A menu will appear. Left-click "Add to Favorites". You may be asked to provide a personal name for this calendar. Make a name change if you wish and click "Add". Note: you do not have to make any changes at this point.
  8. Once you add the team calendar to "Favorites", locate "Favorites" below "Public Folders” in the Navigation panel, click the arrow to the left and verify that the team calendar has been added.
  9. Once verified, close Outlook, wait a few seconds and then reopen Outlook.
  10. When Outlook opens, go to the Calendar section. You will see two calendar areas: "My Calendars" and "Other Calendars". Click the checkbox beside "Other Calendars" and then click the arrow to the left of "Calendars". You will find your newly shared public team calendar in this area.


How do I forward/redirect my Hood mail to another mailbox?

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.
  • 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.

How to create forwarding/redirection rules in Outlook 2010

  1. Start and login to Outlook.
  2. In the Mail navigation pane, open the File tab, click the Manage Rules & Alerts button located in the right panel.
  3. Under the Email Rules tab, click New Rule.
  4. Under Start from a blank rule, select Apply rule on messages I receive, and click Next.
  5. 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.
     
  6. 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.
     
  7. 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.
     
  8. Click Next twice.
  9. 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.
     

  10. Click Finish

Note: 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”.


Support

If you have questions or want to request an Email password change, please contact the IT Help Desk at ext. 3622 (on-campus), 301-696-3622 (off-campus) or by sending an Email message to helpdesk@hood.edu