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IT Services > Staff > Exchange E-mail > Exchange Staff E-mail Calendar and Contacts FAQ

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Exchange Staff E-mail Calendar and Contacts FAQs

General questions

1. How do I use e-mail well?

2. How do I change my name as known by the system?

3. How do I find e-mail addresses?

4. What is my quota?

5. In the e-mail archive, for how long do e-mails last in the different folders?

6. In the e-mail archive, how do I add a new folder and set its retention period?

7. In the calendar, how should I use All Day Events correctly?

8. I want to send e-mail to lots of people. How do I do this?

9. I want to send a file to lots of people, or a large file to one person. How do I do this?

10. I want to send several files. How do I do this?

If you don't find your question please see Outlook 2007 FAQ if it's to do with Outlook 2007, or if it's to do with webmail, Outlook Web Access FAQ.

1. How do I use e-mail well?

   Use a helpful subject line that describes the contents of the mail.

   In your Subject line use a prefix in capitals to indicate the type of message, for example:

   • ACTION:
   • INFO: (for information)
   • REQ: (for a request)
   • PLEASE: (e.g. PLEASE has anyone found my mobile?
   • SOC: for social or NWR: for Not Work-Related

   Sometimes you can communicate everything in the Subject line (like a tweet). Once the recipient has read the subject line they can delete it. Tell them that this is the case - the Subject is the message - with a suffix like END, for example:

   • Schofield fire alarm test at 1:00 today END

   Don't send to more people than is necessary. Do you really need to copy to your manager just to cover yourself?

2. How do I change my name as known by the system?

   For example, my first name, as known by the system in the Address Book, is not the one I use as I use an abbreviated version or I use my second name.

   Staff who are not Research Students: Send an e-mail to S.M.Clarke@lboro.ac.uk (Human Resources), asking to change your "preferred name in Trent". (Trent is the HR information system, which feeds this information into the e-mail directory.) You should include your staff number, name, and department, and the name you prefer to be known by (e.g. "Rob" rather than "Robert".) This could take several days to be changed.

   Research Students: Send an e-mail to StudentEnquiries@lboro.ac.uk or telephone 222472 (Student Records in the Academic Registry) asking to change your "preferred name in Student Records". You should include your student number, name, department, and the name you prefer to be known by (e.g. "Sam" rather than "Samantha"). This could take several days to be changed.

3. How do I find e-mail addresses?

   Outlook will allow you to search for Loughborough E-mail addresses. However, if you are off campus in a location with poor Internet connectivity, you can use our various directories:

   • Staff E-mail Directory.

   • Students and Staff E-mail Directory.

   • Students and Staff Advanced Find.

   If you are accessing these from off campus you should use the AnyConnect Client or the Remote Working Portal at https://vpn.lboro.ac.uk.

4. What is my quota?

   All users will have a minimum of 1GB, with extensions for legitimate work purposes being available on request to the IT Service Desk.

5. In the e-mail archive, for how long do e-mails last in the different folders?

   Each department chooses for themselves. Each department chooses an administrator to maintain this. Please speak to this person. To view the list of Archive administrators for any part of the Archive, log in to the Archive Administrator Interface and then use the dropdown menu at the bottom of the page to select the Archive area.

6. In the e-mail archive, how do I add a new folder and set its retention period?

   Each department chooses an administrator to maintain this. Please speak to this person. To view the list of Archive administrators for any part of the Archive, log in to the Archive Administrator Interface and then use the dropdown menu at the bottom of the page to select the Archive area.

7. In the calendar, how should I use All Day Events correctly?

   Some All Day Events you will want to be "Free" such as Birthdays, and perhaps Open Days or a Conference important for your department but which you are not attending. Some All Day Events such as a Training Course or Conference which you are attending you will want to be "Busy". Microsoft has for many years recommended that you treat these latter as Appointments lasting during working hours e.g. starting at 9:00 and ending at 17:30, but this is certainly not as appealing when the event lasts for more than one day. The default in Outlook is that All Day Events will be set as "Free", and Microsoft have not made it easy to change which is the default in Outlook. Please, then, be careful when you create an All Day Event to check that the Free / Busy setting is correct.

   Please also note that currently when you use Outlook Web Access to create an All Day Event that this inconsistently sets it as "Busy" by default. We have asked Microsoft to look at this anomaly. In the meantime, please be extra careful when creating All Day Events in Outlook Web Access that the Free / Busy setting is correct!

8. I want to send e-mail to lots of people. How do I do this?

   If you want to e-mail all staff or all students in the University, please see the University's Mass E-mail Policy.

   If you want to e-mail everyone in your department, or a group of people in the department, or in a programme, module, or hall, please see Department, Programme, Module, & Hall Mailing Lists.

   If you want to set up a mailing list which you manage yourself or to which people subscribe, including people outside of Loughborough University, please see Managed Lists (Majordomo).

   If you want to send a file, also see below.

9. I want to send a file to lots of people, or a large file to one person. How do I do this?

   See our Distributing Files advice. If you want to send several files, also see below.

10. I want to send several files. How do I do this?

    Create a single zip file containing all of the files, then distribute that:

    • In Windows XP use WinZip. Click the New button to create a new zip file, and then use the Add dialogue to add files.

    • In Windows 7, right-click in any folder and select New and then select Compressed (zipped) folder, and choose a name for it. You can now copy and paste files into what appears to be a folder, and you can e-mail the folder as if it were a file.

    • In Mac OS X, in Finder select the files to compress and from the File menu select Compress.

    However, if personal or sensitive information (all data covered by the Data Protection Act (1988)) needs to be transferred to a third party location, IT Services recommends that this be created in the form of a self-decrypting archive. In the Windows 7 serice this can be achieved with 7zip.

    Once you have your zip file or self-decrypting archive, follow our Distributing Files advice.