Exchange 2016 Mailbox Migrations Begin Next Week

Exchange 2016Starting on March 27, 2017, OIT will begin moving Exchange 2010 mailboxes to our new Exchange 2016 system. Most of the changes will occur behind the scenes and should have a little noticeable impact on email service.  Users of webmail will have noticed the updated experience that was implemented in January to the Outlook web client. These changes will allow for better collaboration, improved search, and of course, that improved Outlook web experience for all web browsers.
Continue reading Exchange 2016 Mailbox Migrations Begin Next Week

O365 and “Clutter”

o365-720pLast summer, Microsoft introduced a new feature for email accounts hosted in Office 365.  The feature, known as Clutter, helps manage your inbox by filtering out the low-priority email.  The email server keeps track of the messages you read and the ones you don’t.  It then begins routing emails you are most likely to ignore to a “clutter” folder.  While this seems like a nice feature to have, many important SMU emails for students are being overlooked since they are not in the inbox.

As a result, OIT will disable the clutter feature for all SMU accounts in Office 365 on April 27 at noon.  Students who want this feature enabled can turn it back on. However, they should also make a habit of reviewing items in their clutter folder daily.  To re-enable this feature, do the following:

  1. Login to Outlook via webmail (office.smu.edu)
  2. Click on the Application launcher and select Mail
  3. On the navigation bar, go to
    Settings > Options > Mail > Automatic processing > Clutter
  4. Select “Separate items identified as Clutter.”
  5. Click Save

If you enable Clutter, there are ways to help Microsoft learn what is important to you and what is not.  Similar to using the Junk Mail rules in the Outlook client, simply right-click on the message in your inbox that is junk and click “Move to Clutter“.  If a message is sent to your Clutter folder incorrectly, right-click and choose “Move to Inbox.”  A review of the clutter folder should be conducted on a daily basis, however, to ensure you aren’t missing important messages.

 

How to remove voice mail transcriptions from Unified Messaging Voice Mail

Exchange Unified Messaging Tips & Tricks
The new campus voice mail service (Exchange Unified Messaging) has a feature which provides text transcriptions of voice mail messages to the Inbox by default. The accuracy of these text transcriptions may suffer for callers with accents, or poor quality calls (e..g, cell phone callers with bad reception).

Voice Mail Preview isn't available for this message.We expect the accuracy of these transcriptions to improve when we upgrade the system within the coming months. However, some users may wish to opt out of text transcriptions, and check their voice mail by either playing the audio attachment, or by dialing in to the system at extension 88673. Here is how to disable the transcription feature:

  1. Login to webmail.smu.edu. Under Options, click See all options, then click Phone.
    UMVM3-or-
    Open Outlook, click File Manage Voice Mail.
  2. Under Voice Mail Preview, uncheck “Include preview text with voice messages I receive”.
  3. Click Save.

How to record a greeting for a secondary extension in Unified Messaging

Exchange Unified Messaging Tips & Tricks
Some SMU users have multiple extensions assigned to their personal mailbox for Unified Messaging Voice Mail. The secondary extension could be a department number or resource phone. By default, the same voicemail message will be played for all extensions assigned to a mailbox.

Here is how to record a unique greeting for a secondary extension:

To get started:

In Microsoft Outlook: In Webmail:
  1. Click File -> Manage Voice Mail
  2. Log on via the web interface.
  3. Follow the instructions below.
  1. From Webmail, click Options -> See all Options.
  2. Click Phone.
  3. Follow the instructions below.

To change the greeting:

  1. Under Call Answering Rules, click New Rule.
  2. Enter a name for the rule.
  3. Under Add conditions, select “If the caller dialed my phone extension…”, and select your secondary extension.
  4. Keep the default action, and click “Call the Play on Phone number to play or record a greeting for this call answering rule…”.
  5. Click Yes to save the call answering rule.

You will receive a call which will prompt you to leave a voice mail message. Be sure to include “press pound to leave a message”; this is a requirement for secondary extensions.

If you would like to switch your primary and secondary extensions, please email help@smu.edu to create a help desk ticket.

How to reset your PIN in the new voicemail system

Exchange Unified Messaging Tips & Tricks
When enabled for our new voicemail system (Microsoft Exchange Unified Messaging, or UM), you received a notification email with a temporary PIN. This PIN allows you to access to the voicemail system. If you are a new user, you will need to change it when you first log in to the system.

What happens if you lose your PIN, or misplace the notification email?

There are two options for PIN recovery. 

In Microsoft Outlook:

  1. Outlook's Manage VoicemailClick File -> Manage Voice Mail and logon to the web interface.
  2. Click “Reset My Voice Mail PIN”, then click “OK”

You will receive an email with a new temporary PIN.

In Webmail:

You can get to the same screen above by logging on to webmail.smu.edu/owa.

  1. Webmail See All OptionsClick Options -> See all Options.
  2. Click Phone.
  3. Click “Reset My Voice Mail PIN”, then click “OK”

You will receive an email with a new temporary PIN.

When you receive your temporary 4-digit PIN, call 214-768-8673 and enter your 5-digit telephone extension. You will be prompted to create a new PIN.

How do I change my greeting in the new voice mail system?

Exchange Unified Messaging Tips & Tricks
We have begun migrating faculty and staff to our new voice mail solution, Microsoft Exchange Unified Messaging. A common question is, “How do I record a custom voice mail greeting?” UM offers a few options, including allowing separate greetings for when you are away from the office.

To change your greeting:

In Microsoft Outlook:

  1. Click File -> Manage Voice Mail
  2. Click “Call me to play or record the selected greeting…”
  3. Enter your phone number and click “Call.”
  4. You will receive a call which will allow you to record your greeting.

There are multiple other configuration options available from this screen as well.

In Webmail:

You can get to the same screen above by logging on to webmail.smu.edu/owa.

  1. Click options -> See all options.
  2. Click Phone.
  3. Click “Call me to play or record the selected greeting…”
  4. Enter your phone number and click “Call.”
  5. You will receive a call which will allow you to record your greeting.

Via Phone:

You can also change your greeting by phone.

  1. Call 214-768-8673.
  2. Enter your 5-digit extension and your PIN, and then say “personal options” at the voice prompt.
  3. Press 2 and you can record your new greeting.

The prompts will walk you through these steps when you dial the number.

Issues with Outlook for Mac and El Capitan

Looks like another major application is having problems with Apple’s latest OS release, El Capitan. This time, the popular email client Microsoft Outlook for Mac is having difficulty with the OS. The problem identifies itself when the application tries to connect to the server to sync email and the application locks up. If you use Microsoft Outlook, you are highly encouraged not to update to the last Mac OS at this time.

In an emailed statement to Computerworld, a Microsoft spokeswoman said the company is looking into the problem.

“We know that some users may be experiencing issues with Office 2016 for Mac running on El Capitan,” the statement read. “We are actively investigating the matter with Apple. Until there is a fix, we recommend people install the latest updates to Office 2016 for Mac using Microsoft AutoUpdate.”

The Project Manager for Outlook, Faisal Jeelani, recently commented on a post on the company’s support forum.

We are aware of the issue with Outlook 2011 on El Capitan and of Office 2016 on El Capitan.

We are working on a fix for 2011 and for 2016 we are working closely with Apple to resolve this issue as soon as possible. Unfortunately we do not have any timelines for either fix, please stay tuned and thank you for your understanding.

While Microsoft is acknowledging that users of its Office for Mac 2016 application suite are encountering frequent crashes and that their team is working on a fix, there is no timeline for an update. Until then, Microsoft suggests that users can work around this issue by running Outlook for Mac 2011 on Mac OS X Yosemite (version 10.10) or an earlier version.

Resist the Urge to Answer the Email Now

Email-client-applicationIt’s so easy to quickly reply to email as soon as you receive it. Consider scheduling times to process email throughout the day. Otherwise, you may end up buried in your inbox! If you are working on a critical project, consider using an Outlook Alert to let others know you won’t be processing email until a specific time. Here are tips to consider when processing email.

  • Delete It
  • Delegate It – Can this be assigned as a task or forwarded?
  • Do It – Will it only take a few minutes to process? Do it now.
  • Delay It – Calendar the item or put on your task list, so you will remember it later.

Interested in learning more about Outlook?

Outlook Productivity Webinar

Wednesday, Feb 4 from 12:00 pm – 1:00 pm

Register

Do you ever feel like you are drowning in email and need some strategies to reduce inbox clutter? The Outlook Productivity session will help you beef up your inbox and calendar skills at the start of the new year! In this session, we will cover a number of time saving tips in Outlook 2013 to manage your electronic communications more effectively.

Learn how to:

  • Create quick steps to process mail in a timely manner
  • Minimize distractions by creating rules and alerts
  • Utilize task features including: categories, custom fields, view settings and more…

Tips for Using Student Email at SMU

CSC-SC2-Tip_2_02Navigate your email with ease

With Office 365, your email is even smarter. Find important messages, communicate confidently, and collaborate with others in real time.

CSC-SC2-Tip_2_05Quickly view your important messages

Take control of your inbox. People View lets you read important messages first—from those you communicate with most often. Expand or collapse this view depending on your needs.

Learn more

CSC-SC2-Tip_2_09Avoid common mistakes

Have you ever selected Reply All to a large group? MailTips warns you about common mistakes before you send an email. Turn MailTips on or off or customize which tips appear.

Learn more

CSC-SC2-Tip_2_13Always share the latest file

Your email is now fully integrated with OneDrive for Business, allowing you to easily share your work with others while always maintaining just one version.

Learn more

CSC-SC2-Tip_2_17Search your email

Find exactly what you’re looking while on the go for by searching your email directly from Outlook Web App. You can search by sender and date and filter to get what you want quickly.

Learn more

 

Email Calendar Availability

Here’s an easy step to send someone your Outlook calendar availability!

  • From the calendar tab, select E-mail Calendar.

email calendar

  • Select the desired Date Range.
  • In the detail section, select the desired availability options you want to share.

availablility

  • Select/deselect the working hours only options.
  • You can choose the layout you prefer by clicking the show button under the advanced section. To close, click ok.
  • An email will then populate with a screenshot of the layout you selected.

Calendar view

calendar viewList View

list view