This webpage is intended to answer some of the more general questions that are frequently asked, and to clarify some of the policies that apply to email usage at UEL. Also included are a few tips and hints on how to get the best use from the UEL email system.
The Outlook address book can be accessed via the icon on the main menu bar, or using the 'To:' button when composing a message. By default the Global Address Book is displayed. This lists every email enabled user, group and contact on the system. It may sometimes be more convenient to see a smaller listing and a selection of sub lists (e.g. Docklands Staff) is available from the selection box in the top right of the Address List window. Additional information about each user, group or contact can be seen by widening the Address Book window or double clicking on the name. Unfortunately, Microsoft do not provide a way to sort the address lists by anything other than the full display name.
Mail which is addressed to firstname.lastname@example.org will be treated as external mail. It will leave the Exchange system and pass to the UEL external mail gateway machines before being redirected back into the Exchange system and, in most cases, ending up back on the same server it began its journey from. This is obviously a very inefficient way to travel if the recipient(s) are using the same mail server as the sender.
No more than 7000 recipients can be addressed in any single message. This is to prevent anyone sending unsolicited bulk email (i.e. spam) to the entire University, or out to the Internet as a single message (See our seperate web page about Email Filtering).
For distributing information to a large number of people, public folders are a very efficient method of doing so.
Users found contravening this policy will have their mailbox restricted to permit sending to a maximum of 20 recipients per message.
The JANET Acceptable Use Policy is available in full at: http://www.ja.net/services/publications/policy/aup.html or via links from the IT Services Policies and Standards web page at: http://www.uel.ac.uk/it/smallprint.htm
The Exchange system at UEL is quite efficient at handling different mail formats, but is less efficient at handling large messages. This is because every message is first written to transaction logs which are a fixed 5Mb size. Large messages may therefore be spread across more than one transaction log. The more recipients with mailboxes in different mail stores, the more transaction logs will be involved and the less efficiently the system handles the task.
UEL mail systems have been configured to reject any messages larger than 5Mb.
This also offers some protection from a nasty trick known as mail bombing. This is where some malicious person deliberately sends large messages with the intention of filling up a recipientís mailbox until it stops accepting messages.
There is also a 500Kb limit on message size for sending to groups. If you need to distribute large files, please read our web page on File Sharing.
You can check the size of your mailbox at any time by right-clicking on 'Outlook Today...' at the top of your folder list. Select 'Properties for Outlook Today...' and then click the 'Folder Size' button. The total size will be displayed, followed by a list of each subfolder and its size.
Staff may request an increase in their mailbox quota by Email Network Admin (or tel 6661). Students are not usually allowed any increase.
Every Sunday, the mailbox management process will send you a message showing how many messages over 90 days old you have in your Inbox and Sent Items folders. It will also show any items in your Deleted Items folder that are over 30 days old. Delete old items that are no longer required (and don't forget to also delete items from your Calendar once they are no longer required).
Deleting items is a three stage process:
Messages may be undeleted at any time prior to stage 3. Select the folder in which the message was last located (i.e. your Deleted Items folder, unless you used the shift - delete method.) Then select 'Tools - Recover Deleted Items' from the Outlook Menu.
Once the 14 day grace period has expired, it is not possible to retrieve deleted items, nor can they be restored from system backup tapes.
The UEL Public Folders include Noticeboard folders which should be checked regularly for the latest information on many aspects of UEL activities.
Public Folders can also contain calendar and contact items and are therefore very useful for departmental diaries, room booking etc. Security permissions can be applied to limit access to individuals and/or groups. Email Network Admin if you think a public folder would be useful to you. Please include a suggested name, reason why a folder is required and the content type (i.e. notes, calendar, contacts etc).
To request a shared mailbox, please email Network Admin. Please include a suggested name for the mailbox, reason why a shared mailbox is required and a list of the people who would require access to it.
Once a mailbox has been created, you can follow the instructions on the webpage How to Add A Shared Mailbox to add the mailbox to your Outlook profile.
Note: If you are having trouble with Outlook. Try using Outlook Web Access to see if the trouble is with your mailbox, or Outlook itself.