UWYO domain and Exchange e-mail accounts are pre-created for all current UW faculty, staff, and students once their information has cleared either Human Resources (for faculty and staff) or the Office of the Registrar (for students).

You will need to contact the IT Help Desk at 307-766-HELP (4357), option 1, to obtain your account information and receive assistance with the initial password and password resets. You will not be able to use your account to access your UW e-mail, VPN, or other UW network resources until this has been completed.

You will need to bring a photo ID to the student computer lab in the lobby of the Information Technology Center during normal business hours to obtain your account information and receive assistance with the initial password and password resets. However, if you are an off-site student that does not have access to the ITC student computer lab, you will need to contact the IT Help Desk at 307-766-HELP (4357), option 1, for assistance with this. You will not be able to use your account to access your UW e-mail, VPN, or other UW network resources until this has been completed.

The name uwmail.uwyo.edu provides access to the Web mail interface and also serves as the SMTP host server name for IMAP clients.

On UW-owned office computers on campus, the Microsoft Outlook client is the recommended and supported method for accessing UW Exchange e-mail. For personally owned computers, computers that are used off-campus, and when accessing UW e-mail on UWSTUDENT lab computers, the Microsoft Outlook client or Outlook Web Access can be used, though Outlook Web Access is recommended due to its ease of use.

For installation instructions for Microsoft Outlook 2003, see How to Install Microsoft Outlook 2003 from the UW Network (www.uwyo.edu/askit/displaydoc.asp?askitdocid=164&parentid=1).

Email is restricted to a maximum of 250 recipients. Addresses entered into the To, CC and BCC fields all count toward this limit.

The maximum size of a UW email message is 50MB.

See How to Configure Microsoft Outlook 2003 for Your UW Exchange E-mail Account (www.uwyo.edu/askit/displaydoc.asp?askitdocid=156&parentid=1) for instructions on setting up Microsoft Outlook 2003 on a non-UWSTUDENT lab computer.

Yes. However, there are sub-address lists for employees and students that are separate. You can modify Outlook to search only one of the sub-lists or the other. Outlook can also be configured to search both lists in whatever order is desired. If no action is taken, by default Outlook will search the combined Global Address List that contains both students and employees. Outlook Web Access (OWA) uses the combined GAL for name resolution.

See How to Change the Default Address List in Microsoft Outlook (www.uwyo.edu/askit/displaydoc.asp?askitdocid=161&parentid=1) for further instructions.

Names are in order of First_Name (or Friendly_Name) Last_Name so that when your e-mail displays who a message is “from”, it shows the sender’s name in that order instead of listing it from Last_Name, First_Name.

To easily locate a name in Outlook, use the Check Names feature: while in the To field in a new message, enter part of the person's first or last name, select the Tools menu, and click Check Names (or click the Check Names icon in the toolbar);  or while viewing the Global Address List in the Address Book window, use the Find option: select the Tools menu, and click Find (or click the Find Items icon in the toolbar).

Many additional helpful facts on searching are available by selecting the Help menu and clicking Microsoft Office Outlook Help from within Outlook.

Yes, you can request that your name be displayed differently in your UW e-mail account; however, only the first and middle names can be changed. Your last name will continue to match what is on your social security card.

To request a change to your display name:

Students should print the Name Change Form located at www.uwyo.edu/registrar/forms/name_change.pdf. Students can then sign and FAX the form to (307)766-3960, send a letter to the Office of the Registrar including this form, or visit the Office of the Registrar in Knight Hall in person with an ID. Office of the Registrar will handle any follow-up forms that are necessary.

Staff and faculty should use the Personal Data Change Form located at www.uwyo.edu/hremployment/PS-9.doc filling in the appropriate information to identify the employee and the portion pertaining to Email Display Nickname. The completed form should be e-mailed from the employee’s UW e-mail account to Human Resources at JobApps@uwyo.edu with the words “e-mail display name” in the Subject line.

Individuals who have configured and used Microsoft Outlook in the UWSTUDENT labs prior to Fall 2005 may experience problems when accessing Outlook and receive the error: "The file C:\Documents and Settings\username\Local Settings\Application Data\Microsoft\Outlook\Outlook.pst could not be found."



To correct this issue, visit a staffed UWSTUDENT computer lab (http://microlab.uwyo.edu/alllabs.htm) to have a lab assistant delete your profile.

Yes, as a UW faculty or staff member you can access your UW e-mail account using Microsoft Outlook in the UWSTUDENT labs, though it is not the recommended method for everyday use. Faculty and staff accounts do not function the same as student accounts do in the UWSTUDENT labs. Faculty and staff accounts are not saved after each use in the labs as student accounts are. Therefore, Microsoft Outlook will install components and configure itself each time you log into a lab computer and open Outlook just as if it were the first time. Any settings or changes you make to the Outlook configuration will need to be remade after each login. For this reason, Outlook Web Access at https://uwmail.uwyo.edu is the recommended method for faculty and staff to access their UW e-mail from UWSTUDENT lab systems for everyday use.

Yes, Microsoft Outlook is available through UW for use by students, staff, and faculty on their personally owned computers. For installation instructions, see How to Install Microsoft Outlook 2003 from the UW Network (www.uwyo.edu/askit/displaydoc.asp?askitdocid=164&parentid=1).

The full Microsoft Outlook client can assist in rule creation, junk e-mail filtering, and storage or quota maintenance.  However, Outlook Web Access at https://uwmail.uwyo.edu/ continues to be the recommended method of accessing UW e-mail from personally owned computers due to its ease of use.

Yes, Outlook Web Access, or OWA, is the Exchange e-mail Web interface and can be accessed at https://uwmail.uwyo.edu/.

See How to Access and Use Outlook Web Access (www.uwyo.edu/askit/displaydoc.asp?askitdocid=153&parentid=1) for instructions on

• logging on and off
• checking for new e-mail
• creating a new e-mail
• deleting an e-mail
• accessing the OWA Help for additional instructions

Outlook Web Access will look and function differently depending on the Internet browser you use to access it. Browsers other than Internet Explorer 5.5 and above may not provide all the features, options, and functionality of OWA.  Internet Explorer 6.0 and above is the recommended and supported browser of UW Information Technology.

Public or shared computer - Select this option when you access Outlook Web Access on a public computer. For example, Internet kiosks in airports, coffee houses, and conferences may be categorized as public or shared computers. While UW computer labs are very secure, you may want to consider this option for use in computer labs in case you forget to log out of your session. The Public or shared computer option is the default option and provides a short default time-out option of 15 minutes.

Private computer - Select this option when you are the only person who uses a computer. This option permits a much longer period of inactivity before automatically ending the session. Its internal default value is 24 hours. The Private computer option is intended to benefit Outlook Web Access users who use personal computers in their office or in their home.

In Outlook Web Access, interaction between the client application and the Exchange server is considered activity. For example, if a user opens, sends, or saves an item, switches folders or modules, or refreshes the view or the Web browser window, this is considered activity.

If a user enters text in OWA items, it is not considered activity. For example, if a user types in appointments, meeting requests, posts, contacts, tasks, or other items, this is not considered activity.

The automatic time-out is valuable because it helps protect a user's account from unauthorized access. However, although the automatic time-out greatly reduces the risk of unauthorized access, it does not completely eliminate the risk that an unauthorized user could access an Outlook Web Access account if a session is left running on a public computer. To reduce this risk, use the Log Off button in OWA when you are finished using e-mail, and close the Web browser after logging off.

Yes, simple e-mail rules can be created using OWA. More sophisticated rules can be created using the Microsoft Outlook client.

Yes, you can create a rule in Outlook to redirect e-mail to other e-mail servers. See How to Forward / Redirect your UW E-mail (www.uwyo.edu/askit/displaydoc.asp?askitdocid=154&parentid=1 ). Once your redirect to another e-mail account is in place, copies of the e-mails will still be delivered to and remain in your UW e-mail account. You will need to periodically check your UW e-mail account through OWA to permanently delete the accumulated messages in your Inbox to prevent going over your e-mail storage quota.

Yes. The recommended procedure is to create an Exchange rule that forwards or redirects e-mail to another e-mail server. An Exchange redirect rule is similar to the .forward file used for ASUWlink e-mail forwarding previously. See related FAQ Can I forward or redirect my UW e-mail to another e-mail server or location? (www.uwyo.edu/askit/displaydoc.asp?askitdocid=479) in this document.

A few individuals have their UW e-mail permanently forwarded by a special entry on the central e-mail gateway. Central e-mail gateway forwarding will continue to be supported; however, new requests will be honored only for forwarding to UW departmental e-mail servers. Individuals with central e-mail forwarding will not have an Exchange mailbox or calendar, but their e-mail addresses will appear in the Exchange Global Address List.

Students, faculty, and staff receive 100 MB of default storage for e-mail.

NOTE: Faculty and staff who have Unified Messaging phone service have an additional 25 MB of default storage for their e-mail.

The e-mail system will notify you when you reach certain thresholds. An e-mail will be sent when the quota is reaching its capacity, informing you of the current usage. If you go over quota, you will receive an e-mail twice a day, at 8 a.m. and 4 p.m., warning you that you have gone over quota and informing you of the quota usage in the message. When a mailbox exceeds its allocated storage by more than 100 MB,  the mailbox is closed and will no longer receive e-mail. At that time, when e-mail is sent to you, a non-delivery receipt is generated and returned to the sender indicating that the e-mail could not be delivered because your mailbox is over quota. At the time the mailbox is closed, an explicit warning message is deposited in the mailbox making you aware of this fact.

NOTE: The following example e-mails are based on the default storage space of 100 MB. The quota amounts listed will differ if you have purchased additional space for your e-mail account.

1. When your mailbox reaches 90% of your e-mail storage limit, you will receive the following message as a precautionary warning. Your e-mail will continue to function correctly at this time.
   
   
   Your mailbox has exceeded one or more size limits set by your administrator.
   
   Your mailbox size is 97219 KB.
   
   Mailbox size limits:
   
   You will receive a warning when your mailbox reaches 92160 KB. You may not be able to send or receive new mail until you reduce your mailbox size. To make more space available, delete any items that you are no longer using or move them to your personal folder file (.pst).
   
   Items in all of your mailbox folders including the Deleted Items and Sent Items folders count against your size limit.
   
   You must empty the Deleted Items folder after deleting items or the space will not be freed. See client Help for more information.
   
2. When your mailbox has reached your e-mail storage limit, you will receive the following message. You will be unable to send e-mail until you have freed up some space, but you will continue to receive e-mails during this time.
   
   
   Your mailbox has exceeded one or more size limits set by your administrator.
   
   Your mailbox size is 107056 KB.
   
   Mailbox size limits:
   
   You will receive a warning when your mailbox reaches 92160 KB.
   
   You cannot send mail when your mailbox reaches 102400 KB. You may not be able to send or receive new mail until you reduce your mailbox size. To make more space available, delete any items that you are no longer using or move them to your personal folder file (.pst).
   
   Items in all of your mailbox folders including the Deleted Items and Sent Items folders count against your size limit.
   
   You must empty the Deleted Items folder after deleting items or the space will not be freed. See client Help for more information.
   
3. When your mailbox exceeds your e-mail storage limit by over 100 MB, you will receive the following message. You will be unable to send or receive e-mail until you have brought your e-mail usage back under the storage limit.
   
   
   Your mailbox has exceeded one or more size limits set by your administrator.
   
   Your mailbox size is 217865 KB.
   
   Mailbox size limits:
   
   You will receive a warning when your mailbox reaches 92160 KB.
   
   You cannot send mail when your mailbox reaches 102400 KB.
   
   You cannot send or receive mail when your mailbox reaches 204800 KB. You may not be able to send or receive new mail until you reduce your mailbox size. To make more space available, delete any items that you are no longer using or move them to your personal folder file (.pst).
   
   Items in all of your mailbox folders including the Deleted Items and Sent Items folders count against your size limit.
   
   You must empty the Deleted Items folder after deleting items or the space will not be freed. See client Help for more information.

Recover Deleted Email

Information Technology does not recover deleted or lost e-mail items. However, if you accidentally delete e-mail from your Microsoft Outlook Exchange mailbox, you can usually recover it for up to seven days after the deletion occurs. When an e-mail is first deleted, it is generally moved to the Deleted Items folder. Until this folder is emptied, you can move items back from it into your Inbox or any other folder. What many users don’t know is that even if they empty the Deleted Items folder (either manually or by closing Microsoft Outlook), the deleted e-mail can still be recovered for up to seven days.

To restore a deleted e-mail, in Microsoft Outlook, begin by selecting the Deleted Items folder. Next, select the Tools menu and click Recover Deleted Items. A list of files deleted during the past seven days will be displayed. You can individually select the deleted e-mails and recover them by moving them back to the Deleted Items folder.

Steps differ a bit in Outlook Web Access. See How to Access and Use Outlook Web Access (www.uwyo.edu/askit/displaydoc.asp?askitdocid=153&parentid=1) for complete instructions.

If an e-mail item is hard-deleted (for example, using the shift-delete key combination or accessing a mailbox via POP or IMAP) such that it bypassed the Deleted Items folder additional steps are needed to recover the item.

To recover email that has been hard-deleted the registry on the Outlook client machine must be edited. Instructions can be found in the Microsoft Knowledge Base Article KB178630 (http://support.microsoft.com/default.aspx?scid=kb;en-us;178630). Once the registry has been successfully edited, deleted items can be recovered from the Outlook Inbox.

Warning: Changes made to the Windows registry happen immediately, and no backup is automatically made. Do not edit the Windows registry unless you are confident about doing so. Microsoft has issued the following warning with respect to the Registry Editor: "Using Registry Editor incorrectly can cause serious, system-wide problems that may require you to re-install Windows to correct them. Microsoft cannot guarantee that any problems resulting from the use of Registry Editor can be solved. Use this tool at your own risk."

Warning: Do not attempt to edit the registry on UWStudent lab system computers.

See How to Create Personal Folders in Microsoft Outlook (www.uwyo.edu/askit/displaydoc.asp?askitdocid=226&parentid=1).

Outlook Web Access does not support the use or creation of Personal Folders.

Yes, generic e-mail only accounts can be accessed through OWA. If you have already been granted access to a generic e-mail account, you can open it in OWA by entering the URL as https://uwmail.uwyo.edu/exchange/username where username is the name of the generic e-mail account. Then, when prompted for your username and password, enter your own UWYO username and password.

Yes, use of encryption and digital signatures are available in Microsoft Outlook 2003 to make the e-mail you send more secure. However, these options are not supported by Information Technology. For further information on the use of encryption and digital signatures in Outlook 2003, in Outlook, select the Help menu, click Microsoft Office Outlook Help, and enter either of these terms in the Search for box.

The amount of free/busy information that is available on the server is controlled by end users themselves through Microsoft Outlook.  In the Free/Busy Options section of the Calendar Options in Outlook, users can set the number of months of free/busy information that they would like others to be able to view. By default, the value is two months.

Following are the steps to complete this task:

1. Open Microsoft Outlook.
   
2. Select the Tools menu, and click Options.
   
3. In the Options window, select the Preferences tab, and click Calendar Options.
   
4. In the Calendar Options window, click Free/Busy Options.
   
5. In the Free/Busy Options window, in the Options section, change the number of months to the value you prefer.
   
6. Click OK in the remaining open windows until you return to the main Outlook window.
   
7. It may be necessary for you and the individual wishing to see your free/busy information to close and restart Outlook in order to view this information.
   

This situation can occur if you have changed your Outlook Web Access Inbox (or any other e-mail folder) view to show only unread messages instead of showing all messages. To resolve this,

1. Login to Outlook Web Access in Internet Explorer (not another Web browser).
2. Select the Inbox (or whatever folder is affected).
3. At the top of the window on the left-hand side of the toolbar, beside Inbox (or other folder name), click the down arrow next to Unread Messages.
4. Click Messages.

You should now see all messages in the folder.

When trying to synchronize a Windows mobile device with UW Exchange (i.e. your UWYO e-mail account), you may receive an error similar to “The security certificate on the server is not valid.  Contact your Exchange Server administrator or ISP to install a valid certificate on the server.” This is due to an SSL security certificate that was updated on the UW Outlook Web Access site. The configuration of this certificate causes Windows mobile devices configured for a secure encrypted (SSL) connection to the UW Exchange servers to no longer synchronize with UW Exchange e-mail.

To resolve this problem, users need to download and install a new root certificate on their Windows mobile device:

1. On your Windows mobile device, browse to the URL,
   https://www.geotrust.com/resources/root_certificates/certificates/Equifax_Secure_eBusiness_CA-1_DER.cer.
2. Click Open file after download, and click Yes.