Outlook/Exchange

Project ICE (Integrated Communications with Exchange) was officially completed in August 2007 resulting in a university hosted Microsoft Exchange server with Outlook mail clients locally managed by GSD/CRG Staff. Outlook/Exchange (or Entourage for Mac users) is mandatory for GSD Staff and strongly recommended for GSD Faculty since F2007. For technical informaton, please scroll through the FAQ's below.

What is my mail quota?
How do I manage spam?
How can I share my calendar
How do I access a shared calendar
What is the URL for web mail

What is my mail quota?

In the Outlook/Exchange system, the default mail quota is 150MB. The system will send a warning at 120MB, prohibit sending new messages at 150MB, and prohibit receipt of incoming messages at 250MB.

One way to manage your quota is to check and see how much space you are consuming. To do this, in Outlook, right-click your mailbox as shown in the screen shot below and select "Properties".
Click on the button labeled "Folder Size"
Note the total size of you mailbox, including any subfolders you may have.

How do I manage spam?

In the Outlook/Exchange system spam is automatically filtered. No manual configuration is needed. Although you may want to occasionally view the Junk mail folder to verify that the filter is not accidentally grabbing legitimate mail. In addition to the automatic spam filtering you also have the ability to manage a safe sender and a blocked senders list that will override the default nature of the spam filter. See the screen shots belows

You will find your Junk E-mail Folder in your Outlook folder list.

To access the safe & blocked senders list simply right-click on a message and choose the menu options captured in this screen shot (below).

How can I share my calendar

Take the following steps to share your calendar with another exchange user...

Open Outlook 2007, and in the bottom left-hand corner should be a toolbar similar to the one below. Click on the icon that looks like a calendar to enter your calendar screen.
Once in the calendar screen, you can RIGHT-click on your calendar and get a pop-up menu, scroll down and select properties.
Once the properties menu opens, select the tab labeled "Permissions" to permit users to view or edit your calendar.
To add a new user, click on the Add button and a list of all users will pop up like the one below
Type in the name of the user(s) you would like to add to your permission list. You can add as many users as you like by either double-clicking the user, or clicking the Add Button at the bottom of the list-box. Once you hit OK, you will be prompted back to the Permissions tab of your calendar properties, and you can then select a Permission level by clicking the arrow on the Permission Level: pull-down menu (i.e. Editor, Reviewer, etc.)
Once you select the appropriate permission level for the user(s) you added, you can click the OK button at the bottom.

Common Permission levels:
Editor - Create, read, modify, and delete all items and files (similar to read/write).
Reviewer - Read items and files only (similar to read only).
None - You have no permission. You cannot open the folder.

The user(s) who you chose to share your calendar with can now link to your calendar from within Outlook be choosing "Open a shared Calendar" (see below)

How do I access a shared calendar

To add a users Calendar to your own view, click the link labeled "Open a Shared Calendar" at the bottom left of your calendar's screen. A message box will pop up called "Open a Shared Calendar" and you will then be able to find the recipient's name in a list similar to the one above by clicking the NAME button.

What is the URL for web mail

The URL for webmail is http://icemail.harvard.edu

The URL for the icemail/Exchange Password Manager is https://prm.university.harvard.edu/QPM/User/Identification/