If you are a staff member who has recently had their email migrated to MS Outlook, you should have received a Transition Pack which includes ‘how to’ information. These materials can be found online at: http://www.it.unsw.edu.au/services/training/

» Synchronisation with Mail Server
» Storage Quota & Attachments
» Managing Email Signatures
» Group Distribution Lists
» Accessing your email over the web
» Mail Filtering
» Miscellaneous

What is ‘cached’ mail?
All staff mailboxes will be setup to operate as ‘cached’ mailboxes. This means your mailbox (MS Outlook) is constantly synchronising between your computer and the centralised server (MS Exchange). When you open your mailbox each day, you are actually opening and working from a mail file on your PC. Your E-mail synchronises frequently with the mail server to ensure you operate in a ‘connected’ state.

Will the University-Wide address book also cached to my PC?
Initially no, however, this will become available in the future as more users migrate to MS Outlook.

How often is my mail synchronising?
Outlook keeps in constant touch with the server so there is minimal time delay between a message arriving and the user being notified. You can force a synchronisation by clicking on the Send/Receive button.

Can I work ‘Offline’ within my mailbox?
When you are not connected to the UNSW network, you can open your mailbox on your computer in an ‘Offline’ state. You can compose E-mails, send meeting invitations, etc., but any sent messages will remain in your ‘Outbox’ until you next connect to the network. Once you are connected to the UNSW network, messages will be sent automatically.

Is my mailbox [quota] limited in size?
There are no quotas on staff E-mail.

Is there a limit to the number of attachments I can attach to a single message?
There is no attachment limit but there is a 20MB limit for an E-mail’s total size.

What happens when I open, edit and save attachments in MS Outlook?
If a received attachment in MS Outlook is opened, edited and then saved, it overwrites the attachment within the E-mail. Always use ‘File’ | ‘Save As’ when saving if you wish to save your attachment to a network drive so that you can access it at a later date.

How/Where do I create my signature?
Refer to training materials.

Do I have to have an E-mail signature?
All staff must have the CRICOS Provider Code 00098G attached to their E-mails. This is a DEST (Department of Education, Science and Technology) requirement.

There are no other rules or policies around format of signature and disclaimer. Refer to your supervisor for any local requirements / standards in your work area.

Can/How do I send an E-mail to a large group of UNSW staff?
You can send E-mails to a large group of UNSW staff using a distribution list, however, you have to have the appropriate authorisation to do so.

Can I access my personal contacts and Distribution Lists from OWA?
Yes – Refer to training materials.

What is Outlook Web Access (OWA)?
OWA is an internet (browser) based version of MS Outlook to access your mailbox. It is similar to the non-browser (client) version. OWA offers a ‘light’ or ‘full’ version. The light version is best for slow internet connections but does not offer as many features as the full version. Safari and Firefox runs the light version of OWA.

Can I access my mail via the browser (Outlook Web Access)?
Yes. The address for Outlook Web Access is https://mail.unsw.edu.au/owa. If you have any problems with access, contact the IT Service Centre on 02 9385 1333.

What are ‘whitelists’ and ‘blacklists’?
An E-mail 'whitelist' is a list of contacts that the user deems are acceptable to receive E-mail from and should not be sent to the ‘Junk E-mail’ folder. In Outlook, the whitelist is termed the ‘Safe Senders List’.

An E-mail 'blacklist' is a list of contacts that the user deems are unacceptable to receive E-mail from and should always be sent to the Junk E-mail folder. In Outlook, the blacklist is termed the ‘Blocked Senders List’.

Can I force mail to go straight from my Junk E-mail folder to the Deleted Items?
Yes, select ‘Actions’ | ‘Junk E-mail’ | ’Junk E-mail Options’ and tick ‘Permanently delete suspected junk e-mail instead of moving it to the Junk E-mail folder’.

Can I create rules to manage incoming mail?
Rules can be created to help manage incoming and outgoing mail but too many rules may degrade the performance of MS Outlook. You can create rules by clicking on ‘Tools’ | ‘Rules and Alerts’.

How do I set up my mailbox when on leave (Out of Office)?
Refer to training materials.

Can I recover a deleted message, even if it was deleted from my Deleted items folder?
Yes (for up to 30 days after in it deleted). Open the ‘Deleted Items’ folder. Select ‘Tools’ from the menu and select ‘Recover Deleted Items’. Recovers items are returned to your deleted items folder, provided they were deleted less than 30 days ago.

Can I create an Archive mailbox?
Auto archive is disabled at the current time. This may be enabled at a later date.