University of Kent

An email mailing list is a discussion forum which operates through email. It enables messages to be sent, via the mailing list email address, to all members of that mailing list.

Staff and student societies can create and manage email lists hosted at Kent. Lists can be set up so that Kent students, staff members or external users can post to it and subscribe.

• Download a guide to mailing lists (pdf) or get a copy from your nearest Help point on campus.
• Login to the Mailing List system

Note that Outlook Web Access (OWA) users can only access basic shared folders such as Inbox and Calendar, and not subfolders. Setting up a Corporate (shared) Mailbox instead (see the FAQ), allows multiple users to access a group mailbox in Outlook or OWA, including all folders, calendar, contacts and tasks.

Sharing a folder in Outlook 2007

1. Your shared folder should be located directly under the top folder (Mailbox - your name) of your folder list. To move a folder to this location, right-click on it then select Move and choose the 'Mailbox - your name' folder.
2. Right-click the first folder (Mailbox - your name) at the top of the folder tree on the left hand side of the screen, select Change Sharing Permissions... then click Add...
3. The Add Users window will open. Locate the users you wish to add by searching the Global Address List and once found, highlight a user and click Add-> . Once all users have been added, click OK.
4. The user(s) will now be added to the folder's Permissions list. If their names are not highlighted, click to highlight them and tick Folder Visible. Click OK.
5. If the folder is not saved at the top level of your folders (directly below the folder containing your name), you will need to repeat the above process for all its parent folders one by one. If you do not wish the contents of the parent folders to be seen, tick the Folder Visible option only. This way only the folder and no content is visible.
6. Repeat steps 1-2 for the folder you wish to share. Then for each user, select an appropriate permission level from the Permission Level: drop down menu, eg the Reviewer level can view items but not edit.

Let the user know that they can now connect to your folder as outlined below.

Access a shared folder in Outlook 2007

For this to work, you must have permissions to view the required folder and all its 'parent' folders (with at least 'folder visible' access).

1. Select Tools, Account Settings from the menu bar.
2. Ensure that the Microsoft Exchange Server account is highlighted.
3. Select the Change... button and then click More Settings.... This will bring you to the Microsoft Exchange Server Settings window.
4. Click on the Advanced tab.
5. Click the Add... button and in the Add Mailbox window, type in the username of the person who has shared their folders with you, and click OK. The name should then be added under Open these additional mailboxes:
6. Click OK to close, then Next and Finish as required to return to Outlook.

At the bottom of your folders list, you will see the mailbox which you have been granted access to. Click the + icon of the mailbox folder to open it and see any folders that you have permission to see below it.

Note: Delegate access can only be granted in Outlook (not Outlook Web Access).

Allow another person to access / use your mailbox folders (Outlook 2007)

1. Click Tools (from the top menu) then select Options. 
2. Click the Delegates tab from the Options dialog box.
3. Click Add, select the user you want to assign delegate access to, click Add, and then click OK.
4. For each folder you want the delegate to access (eg, Inbox, Calendar, Contacts), set the user's permissions on that folder from the options given:
1. Reviewer: can only read items.
2. Author: can create and read all items but cannot edit or delete.
3. Editor: can create, read, edit, and delete all items.
   Tip: to be able to arrange meetings for you, the delegate must have editor priveleges on your Calendar folder.
   To be able to send, reply or foward mail for you, the delegate must have Editor or Author priveleges on the mailbox.
5. If you want Outlook to send a message to the delegate outlining these permissions, tick the Automatically send a message to delegate summarizing these permissions check box.
6. If you want the delegate to see any items that you have marked as private, tick the Delegate can see my private items check box.
7. Click OK to return to the Options dialog box
8. You have the option to send meeting requests and responses only to my delegate by selecting the delegate's name and ticking the checkbox below.
9. Click OK to finish.

Access the mailbox folders of another person (that has granted you access) (Outlook 2007)

1. Click Tools, then Account Settings.
2. Click your Exchange Server account and then click Change.
3. Click More Settings to open the Microsoft Exchange dialog box.
4. Click the Advanced tab, then click Add to open the Add Mailbox dialog box.
5. Type the owner's name and click OK.
6. Click OK to return to the Change E-mail Account dialog box. Click Next.
7. Click Finish to return to the Account Settings dialog box.
8. Click Close. Outlook displays both sets of mail folders.

Send a message from the mailbox of another person (Outlook 2007)

1. Start a new message or reply to or forward an existing message in one of the owner's message folders.
2. Make sure the From field is displayed by choosing Options, Show From.
3. Type the owner's name into the From field, and then fill out and send the message normally.
4. When the recipient receives the message, the From field data has the following format: Delegate Name on behalf of Owner Name.

Often used by departments, a Corporate Mailbox allows a group of people to use a shared email account, task list, calendar and contacts.

Apply for a Corporate Mailbox online, or pick up an application form from IS Help points.

How to access a Corporate Mailbox with OWA 2010

• To switch from your mailbox to a corporate mailbox:
  click your name at the top right of the screen and type the name of the corporate mailbox into the box, then click Open...
• Alternatively, to sign in to a corporate mailbox directly:
  visit the url below (replacing mailboxname with the name of the corporate mailbox).
  https://owa.connect.kent.ac.uk/owa/mailboxname@kent.ac.uk
  
  
  

How to setup Outlook 2007 to access a Corporate Mailbox

1. Close Microsoft Outlook if it is open then click the Start button, then Control Panel.
2. If you see the option to Switch to Classic View on the left, select it.
3. Double-click Mail, then click Show Profiles.
4. Click Add, and in the Profile Name box, enter a name for the shared account and click OK.
5. Tick Manually configure server settings or additional server types then Next.
6. Select Microsoft Exchange Server and click Next.
7. In the Microsoft Exchange Server box, type the address: mapi.ad.kent.ac.uk
8. In the User Name box, enter the username for the shared account, eg shared.
9. Click the More Settings button.
10. Click the Security tab and tick the option Encrypt data between Microsoft Office Outlook and Microsoft Exchange Server.
11. Click OK, then Next and then Finish.
12. In the Mail box, select the option Prompt for a profile to be used and click OK.
13. Open Microsoft Outlook and from the Choose Profile box, select the profile you have just created and click OK. If a login box appears, enter your own personal username in the format ukc\username and your normal password and click OK.

• You need to log in to Outlook again (and select the relevant profile) whenever you want to switch between different mailboxes.
• To set a default Outlook mailbox, follow steps 1 - 3 , then select Always use this profile (at the bottom), choose the relevant mailbox then click OK.

The Junk E-Mail folder in the Navigation Pane of OWA and Outlook contains messages suspected to be unsolicited or fraudulent
(spam). Items in the Junk E-Mail folder are deleted after 30 days - it's recommended to regularly check it for any legitimate messages.

• You can change the Kent Spam Filter settings for your email account.
• In Outlook and OWA, you can make sure mail from specific people is never or always marked as spam. This should be used with caution as emails can be faked to appear to be from a legitimate sender.

Instructions for OWA 2010

1. Click the Options label at the top right of the screen and choose See All Options..
2. On the Options page, click Block or Allow in the Navigation Pane.
3. On the Junk E-Mail Settings page, make sure that Automatically filter junk e-mail is selected.
4. To always allow email from a specific address, type it into the box under Safe Senders and Recipients, then click the (green +) icon.
5. To always block email from a specific address, type it into the box under Blocked Senders, then click the (green +) icon.
6. Click the Save label at the bottom right of the screen.

Instructions for Outlook 2007

1. On the Tools menu, click Options.
2. Click Junk E-mail.
3. Click the Safe Senders or Safe Recipients tab.
4. Click Add.
5. Enter the email address (for example, web-support@jiscmail.ac.uk) or website address (eg, http://www.jiscmail.ac.uk/) into the box labelled Enter an e-mail address or Internet domain name to be added to the list, and then click OK.
6. Repeat steps 4 and 5 for each item that you want to add.
   To add your stored Contacts as safe senders, select Also trust e-mail from my Contacts on the Safe Senders tab.

RSS can automatically pull in new articles from your favourite websites, so they can all be read in one place, and you don't have to visit each site individually.

Outlook includes RSS functionality, but there are some disadvantages:

1. You can't subscribe to feeds using Outlook Web App (but you can view feeds already subscribed to in Outlook).
   
2. When subscribing, you need the exact url of the feed (not just the address of the website).
3. In versions of Outlook prior to 2010, you are only shown summaries of new articles (rather than the full text).

The Microsoft website has more information on using RSS Feeds in Outlook 2007 and using RSS Feeds in Outlook 2010.

Alternatively, you may wish to use one of the other free RSS readers that are available, such as Google Reader.

Using Outlook Web App (OWA 2010) in your browser:

1. Click Options (top right of page) then choose Create an Inbox Rule
   
2. On the Inbox Rules page, click New.
3. On the New Inbox Rule popup, click More Options...
4. On the New Inbox Rule popup window, set When the message arrives to [Apply to all messages], and Do the following to Forward, redirect, or send, then choose one of the following options (see Note on forwarding options, below)
   - Redirect the message to
   - Forward the message to
   - Forward the message as an attachment to...
   
5. In the Address Book window, choose recipient(s) from the Address Book or type them into the To-> field, then click OK.
6. On the New Inbox Rule popup, add a name in the Name of rule box, and change other options as required, then click Save.
7. Click Yes to confirm that the rule will be applied to every message received

Using Outlook 2007 on a PC:

1. Click the Tools menu and then Rules and Alerts
2. Ensure the correct email account is selected in the Apply changes to this folder drop-down list and click New Rules
3. Select Start from a blank rule then select Check messages when they arrive
4. Click Next, and click Next again, then answer Yes to the question to confirm that the rule will be applied to every message received.
5. In the Step 1 box, tick the option you require (see Note on forwarding options below)
   - Forward the message to people or distribution lists
   - Redirect the message to people or distribution lists
   - Forward the message as an attachment to people or distribution lists
6. Optional: if you do not want to keep a copy of forwarded messages: tick the delete it option
7. In the Step 2 box, click the blue underlined link people or distribution lists
8. Enter the email address where mail should be forwarded to into the text box at the bottom of the window, or select it from your address book (double-click the required address), and click OK
9. Click Next twice, enter a name for the rule (eg, forwarding mail) and click Finish

Note on forwarding options

• Similar result to manually forwarding email.
• Forwarded messages may show original sender's contact name (rather than full email address).
• If a meeting invite is forwarded, the organiser is notified of the address it was forwarded to. Invites must be accepted in ConnectMail for ConnectMail calendars to be updated

Redirect to people or distribution lists:

• The 'To: address' on forwarded messages shows the address of the forwarding recipient (rather than original recipient). Drawback: the recipient might not know why they've received the message, or who else original received it.
  

Forward as an attachment to people or distribution lists:

• Forwarded messages appear to come from the person forwarding - the original sender only shows in the body of the attachment.
• Forwarded meeting invites must be accepted in ConnectMail for ConnectMail calendars to be update.

Use a signature to automatically add your contact details (or other text) at the bottom of messages you send.

Using Outlook Web App (OWA 2010) in your browser:

Note: signatures already created in the Outlook programme are not copied to OWA and need to be recreated.

1. Click the Options label at the top right of the screen, then choose See All Options...
2. On the Options page, click Settings in the Navigation Pane and type your text into the E-Mail Signature box.
3. Tick the checkbox if you want the signature to automatically be added to any messages you send.
4. Finish by clicking the blue Save label at the bottom right of the screen.

Using Outlook 2007 software:

1. Within a new message, click the Signature icon at the top of the window, then choose Signatures.
2. In the Signatures and Stationery window, click New, then type a name for your signature in the popup box.
   
3. Type your signature text into the Edit signature box.
4. If you want the new signature to be automatically added to the bottom of messages, replies and forwards, select it in the New messages and Replies/forwards dropdown boxes (above the Edit signature box).
5. Click OK.
   

By default Outlook Web App (OWA) 2010 displays mail using Conversation View, which groups messages with the same subject
together for easier viewing of email conversations.

To switch off Conversation View: click the Conversations by Date label at the top of the page, then untick the Conversation checkbox.

Automatic replies are useful for re-directing enquiries when you're away from the office.  For security reasons it's recommended only to send them to people in your Contacts or the University Global Address List.

Using Outlook Web App (OWA 2010) in your browser:

1. Sign in to OWA, then click Options (top right) and choose Set Automatic Replies.
2. On the Automatic Replies screen, check Send automatic replies.
3. To enable automatic replies for a limited time only, enter a Start time and End time and tick Send
   replies only during this time period.
4. Type in your reply text.
5. Optionally, scroll down and add a reply for external senders.
6. Finish by clicking the blue Save label at the bottom right of the screen.
   
   

Using Outlook 2007 software:

1. From the Tools menu choose Out of Office Assistant.
2. Select Send Out of Office auto-replies.
3. To enable Out of Office for a limited time only, enter a Start time and End time and tick Only send during this time range.
4. Type your reply text into the Inside My Organization box.
5. Click the Outside My Organization tab then type your reply text for external senders into the box.
6. For security reasons it's recommended to select the My Contacts only option, so that replies are only sent to known contacts.
7. Click the OK button to finish.
8. Outlook users not on the network (IMAP users): will receive a copy of their Out of Office email with no subject line - deleting this email will stop Out of Office from working.
   

When reading a received email, you can quickly store the sender as a contact.

Using Outlook Web App (OWA 2010) in a browser, or using Outlook 2007 software:

1. Right-click on the sender's address and choose Add to Contacts / Add to Outlook Contacts.
   
2. Fill in any other contact details as required, then click Save and Close.

Using Outlook Web App (OWA 2010) in a browser, or Outlook 2007 software

• Move messages by selecting and dragging them to the destination folder in the Navigation Pane on the left.
• Delete messages by selecting them, then clicking Delete or pressing the <Delete> key. This stores them in the Deleted Items folder for 30 days, after which they are permanently deleted.*

Tip: hold down the <Ctrl> key whilst clicking, to select multiple messages.

*It's sometimes possible to recover deleted items after 30 days:

• In OWA, right-click on the Deleted Items folder and choosing Recover Deleted Items
• In Outlook, open the Deleted Items folder, then choose Recover Deleted Items from the Tools menu.

Inbox rules can automatically perform tasks such as moving, forwarding or deleting certain types of message. Note: rules will only be applied to messages that are received after the rule was created (old messages won’t be affected).

Tip: you can quickly create a rule from a received message in Outlook and OWA, by right-clicking the message in your inbox and choosing Create rule, or by opening the message and clicking the (Create Rule) icon. 

Using Outlook Web App (OWA 2010) in a web browser:

1. Click the Options label at the top right of the screen and choose Create an Inbox Rule...
2. On the Inbox Rules screen, click New.
3. Choose the required options in the popup window, then click Save.
   

Using Outlook 2007 software:

1. Within your inbox, choose Rules and Alerts from the Tools menu.
2. On the Rules and Alerts window, click New Rule.
3. On the Rules Wizard window, under Start from a blank rule, select Check messages when they arrive, then click Next.
4. Tick the condition that should be met for your rule to be applied.
5. In the Edit the rule description box, click the underlined value and choose or enter the required values, then click OK. Repeat this step for any other conditions that you have ticked.
   
6. On the Rules Wizard window, click Next.
7. Tick the action you want to occur when the condition is met.
8. In the Edit the rule description box, click any underlined value shown for your action and choose or enter the required values, then click OK. Repeat this step for any other actions that you have ticked.
9. On the Rules Wizard window, click Finish.
10. On the Rules and Alerts window, click OK.
    

Using Outlook Web App (OWA 2010) or Outlook 2007 software:

1. On your Inbox screen, click New at the top of the page, then enter your message details in the popup window.

• To quickly choose a recipient from your Contacts or the University Global Address List, type part of their email address into the To... field, then click the (Check Names) icon, or press <Ctrl>+K.
• Alternatively you can open the Address Book by clicking the Address Book icon or To... label/button.
• Click Options... to add a BCC field or access other message options.
• Use the Attach File (paperclip) icon to attach files of up to 10MB each (subject to message size limit of 30MB).
  

2. Click Send to send your message.

Tip: When manually typing recipients into the To... field, seperate them with a semicolon (;).

Flagging a message adds a visual flag and, optionally, a popup reminder at a set date and time. It also automatically creates an item in your Flagged Items and Tasks list.

Using Outlook Web App (OWA 2010) or Outlook 2007 software

1. Select the message, then right-click the (flag icon) shown to the right of the subject.
2. Optionally, click Add Reminder (Set Date and Reminder in OWA) and enter a date/time to display a popup reminder.

All incoming and outgoing mail is checked for viruses and potentially dangerous items are blocked. Banned file types have the following extensions: .bat, .com, .exe, .pif, .prf, .scr, .vbs.

• If an email is blocked: the sender and recipients are not notified (for security reasons).
• If attachments are removed: the sender and recipients are notified.
  

If you need to send blocked file type(s) you should add them to a Zip file and send that instead. From a staff PC, go to Start, All Programs, Winzip and follow the on-screen instructions.