University of Kent

How to turn on automatic spell checking

1. From the top-right of the Live@edu email window click Options, then Settings, then Spelling. Select Always check spelling before sending.
2. You can also select the dictionary language.

Email attachment size limits

The maximum size allowed for a single attachment is 18MB. Up to 125 attachments may be added to a message, as long as the total size of the message including all attachments, header and body, does not exceed the message size limit of 25MB. 

Email message limits

• File size: the maximum total size of an email message is 25MB, including the message header, message body and any attachments.
• Recipient limit: the maximum number of single email addresses that can be input in the To:, Cc: and Bcc: fields is 100. If you need to mail large numbers of people, contact an IS helpdesk; you may be able to set up a mailing list instead.

Your total email file storage limit

Your email quota (file storage limit) is up to 10GB of storage space, which includes all your folders and other information. You will receive a warning when you have used up 9GB of your mailbox quota. If the amount of space used reaches 9.67GB you will no longer be able to send mail.

To see how much of your email quota has been used:

1. On the Live@edu inbox page, locate the icon to the left of your username in the left-hand menu.
2. Hover your mouse cursor over the icon or username - a message showing the amount of mailbox space used will appear.

How to free-up mailbox storage space

Large emails (with attachments) should be deleted first as they take up more space:

1. On the Live@edu inbox page, click on the Arrange by text that is shown above your inbox contents.
2. From the popup menu that appears, tick the size option - your emails will then be re-ordered so that those with the largest file size appear at the top of the list.
3. Delete emails that are no longer required.

If you need to transfer individual files that are too large for email (larger than 18MB for Live@edu and 45MB for ConnectMail) there are two ways this can be achieved:

1. You can burn the files to a CD or DVD and post the CD or DVD to the recipient. This method is potentially insecure and there is a small risk your data may be stolen.
2. Send them using a large file exchange system. 

Large file exchange systems

If you are going to use a large file exchange system please note we cannot guarantee the security of any service, so avoid using for highly confidential or business sensitive material.

Exchanging files with other universities: ask if they provide a large file exchange service. Some including Imperial and Exeter do. You may wish to check how secure the service is if your files contain sensitive data.

Infrequent use and those with modest size and security requirements: a free commercial service such as File Convoy may be sufficient.

File Convoy - http://fileconvoy.com/

• Free service
• 1GB file upload limit
• Files not stored securely
• Web based

Frequent use and those with very large size and higher security requirements: a subscription to a commercial service may better meet your needs such as the ones below:

Mailbigfile.com - http://www.mailbigfile.com

• 200MB limit on free plan
• 2GB limit on £10 a year Pro plan
• Secure encryption with Pro plan
• Web based
• Located in the UK

Dropbox - http://www.dropbox.com

• 2GB limit on free plan
• software download and installation required
• 50GB and 100GB limit on paid for plans
• Files are transferred and stored using secure encryption

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.
   

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.

A Society Mailbox is an email account that can be used by more than one person. This is a useful tool for societies as it allows everyone to view and update emails, a shared task list, calendar and contacts.

Apply for a Society Mailbox at: https://www.kent.ac.uk/itservices/forms/student/society.html

Access a Society Mailbox at: http://owa.connect.kent.ac.uk/OWA/mailboxname@kent.ac.uk
(replacing mailboxname with the relevant mailbox name).

Live@edu allows you to import contacts from another email account (such as Yahoo, Gmail etc) or program (eg Outlook).

1. Sign in to Live@edu using Outlook Web App, then at the top-right of the screen click Options and choose See All Options...
2. On the right-hand side of the Options screen, click Import your contacts from an existing e-mail account, and follow the instructions in the popup box.
   

It is not possible to change your Live@edu display name using Outlook Web App (OWA). If you use desktop email software, please refer to the documentation for your particular product.

Help with Live@edu can be found at:

• Microsoft Live@edu help site: http://help.outlook.com/en-GB
• IT Services user guides (listed under Email and communications)
• IT Services help and contacts

Junk email settings

Junk email filtering is enabled on all mailboxes in Live@edu. Sometimes a non-junk message may contain content that triggers the filter, so it's worth checking the junk mail folder regularly for items that you want to receive.

To help control spam, you can specify Safe or Blocked Senders whose emails will either always or never be delivered to your inbox. Simply click on the Options button at the top-right of the Live@edu email window, and then choose Block or Allow from the navigation menu.

Blocking of potentially dangerous email and attachments

All incoming and outgoing email is scanned for viruses and attachments with specific file extensions. Potentially dangerous items are automatically blocked.

• 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.

Attachments: banned file types

.bat, .com, .exe, .pif, .scr, .vbs

If you need to send a blocked file type

The only way to send a blocked file type is by including it in a zip file. From a student or staff PC, go to Start, All Programs, Winzip and follow the on-screen instructions.

See Junk e-mail settings at the Outlook Web App help site.