Exchange Tips and Tricks
From Provider Notes
For more information about ISC's Exchange Service, visit the Provider Web at [1].
This page is designed to capture how-to's, tips, and tricks people discover as they migrate to and use Exchange. Most of the information concerns using Outlook, specifically Outlook 2007, but much of the information can still be useful to other versions, clients.
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Separating addresses with commas
- How do I send email in Outlook using commas to separate email addresses? - This is possible but is not turned on by default (default is to separate with semicolons). Here's how.
- Go to Tools -> Options -> Preferences tab -> E-mail heading -> E-mail Options... button -> Advanced E-mail Options... button -> under "When sending a message", select the "Allow comma as address separator" checkbox and click the === OK=== button three times.
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Auto-Resolution
- How do I "auto-resolve" (some would call this auto-complete or auto-fill) names from the Penn Directory in Outlook 2007?
- Configure Outlook to connect to Penn's directory as documented here starting with the steps under "Outlook 2003 Client configuration"
- Once you've configured the Penn directory in Outlook and saved the changes, you can partially type an email address or a person's name and hit Ctrl-k (or Alt-k) making sure to wait a little bit for the results to come back - if there's more than one match, a list will come back. If Outlook doesn't find a match it will red underline it, and you can right-click on the name to manually resolve it. Outlook will save the resolution for future use.
- How do I remove a contact from auto-resolution (auto-completion)?
- To remove a contact from the auto-resolution list to keep it from being suggested again, open a new message, begin typing in the address, and use the up and down arrow keys to select the address to be removed from the addresses suggested. When the address to be removed is highlighted, press the Delete key.
- How do I turn off auto-resolution (auto-completion)?
- In Outlook, go to Tools -> Options -> Preferences tab -> E-Mail Options -> Advanced E-Mail Options -> and uncheck "Suggest names while completing To, CC, and Bcc fields." Click Ok three times to save the change and close out all the dialog boxes.
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View Full Headers
- How do I display full message headers in Outlook 2007?
- Right-click on a message and click on "Message Options..." The "Internet headers:" will appear at the bottom of the Message Options box that appears.
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View Message Source
- How do I view the full message source in Outlook 2007 (for non-text formatted messages)?
- Click once on the message to get it to appear in the preview pane.
- Right-click in the preview pane and select "View Source"
- It appears if the message is text-only, the "View Source" option will be grayed out.
- Note: The instructions on the following page are not needed and also do not appear to work when connecting to the Exchange server using the Exchange protocol (i.e. non-IMAP connections).
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Customizing a message's "Reply-To:" options
- How do I customize the "Reply-To:" on a specific Outlook 2007 email to reply to multiple/other addresses?
- On a new message, in the Options tab, click on the "Direct Replies To" button
- On the dialog box that appears, your name and/or email will be highlighted in the "Have replies sent to:" field. Enter a colon, a space and the email address(es) of the people to whom replies should be sent
- Of course, you can always remove your name/email from the "Have replies sent to:" field if so desired
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Get Newly Created Users to Appear in Outlook's GAL
- How do I get newly created users to appear in Outlook's Global Address List (GAL)?
- Go to Tools -> Account Settings -> In the Email tab that appears (by default), select your Exchange account and click "Change..."
- Uncheck the "Use Cached Exchange Mode" checkbox, click the === Next=== button, and then click the === Finish=== button. You will be told that you have to restart Outlook for the change to take effect. Please do so now.
- Upon launching Outlook, you will be solely in what's known as "Online Mode."
- Make sure you go back and turn on Cached Mode after turning it off by following the first two steps in this procedure making sure to, this time, check the "Use Cached Exchange Mode" checkbox. Make sure to restart Outlook after turning Cached Mode back on again.
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Rebuilding Search Index
If you do a search within Outlook 2007 and do not see the results you expect, it is possible that your search index may be incomplete. The instructions below walks you through rebuilding the search index. Be aware that this can take some time depending on the size of your data store:
- Exit Outlook.
- Cick the Start button, and then click Control Panel.
- Do one of the following:
- Windows Vista Click System Maintenance, and then click Indexing Options.
- Note In Classic view, double-click Indexing Options.
- Microsoft Windows XP Under See Also, click Other Control Panel Options, and then click Indexing Options.
- Note In Classic view, double-click Indexing Options.
- Windows Vista Click System Maintenance, and then click Indexing Options.
- Click Modify, select the check boxes for the locations you want to index, and then click OK.
- Click Advanced.
- Click Rebuild.
- Restart Outlook.
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Outlook Spam-Filtering Considerations
To view Outlook's spam settings, go to Tools -> Options -> Preferences tab -> E-mail section (top) -> and click on the "Junk E-mail..." button.
- Low vs. High
- In the Options tab, you can choose your level of junk email protection (No Automatic filtering, Low, High, or Safe Lists only)
- Typically a setting of Low captures the majority of spam with very few false positives. Note: It is still recommended that you check the mail in your Junk Mail folder before deleting everything in it.
- If too much spam is getting through for your liking, you can set it to High, but realize that the number of false positives will rise if you do that. You need to weigh between the number of spam messages that reach your Inbox on the Low setting vs needing to examine your Junk Mail folder more thoroughly for the increasing number of false positives that get filtered there when setting it to High.
- No Automatic Filtering
- No Automatic Filtering is not recommended because all junk mail, except messages from Blocked Senders (if you have created such a list), will come to the Inbox.
- Safe Lists Only
- Safe Lists Only is not recommended because it is extremely difficult to determine ahead of time who might be sending you legitimate email.
- It is not recommended to "Permanently delete suspected junk e-mail instead of moving it to the Junk E-Mail folder" as you never be able to check for false positives with this setting turned on.
- It is recommended to "Disable links and other functionality in phishing message." This is seen as a very positive feature.
- Checking the "When sending e-mail, Postmark the message to help e-mail clients distinguish regular e-mail from junk e-mail" may help your sent messages reach the Inboxes of the intended recipients better (as opposed to Junk mail folders) than if it were unchecked.
- Safe Senders
- Add notes here
- Safe Recipients
- Add notes here
- Blocked Senders
- Add notes here
- International
- Add notes here
