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UW Email Frequently Asked Questions

Your University of Wyoming email address is in the format username@uwyo.edu, where username is your UWYO domain account username that was pre-created for you upon acceptance to the University or start of employment for the University. For students and non-benefited employees whose email has been migrated to Office 365, please see the Microsoft Office 365 Email Frequently Asked Questions page (http://www.uwyo.edu/askit/displaydoc.asp?id=1342) for information specific to Office 365.

The easiest way to access your UW email account is through UW Outlook Web App at https://uwmail.uwyo.edu.

What email accounts are provided and supported for UW faculty, staff, and students?

UWYO domain, WyoWeb and Exchange email 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).

When my UWYO domain, WyoWeb and Exchange email accounts are pre-created, how do I obtain the account username and password?

To obtain your username and initial password, go to https://wyoweb.uwyo.edu and click on the link Get Your Username and Initial Password. Fill out the requested information, and click Submit to retrieve your initial logon information. You will be prompted to change your password the first time you log in. If further assistance is needed, bring a photo ID to the student computer lab in the lobby of the Information Technology Center during normal business hours. 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.

What domain server names are associated with Outlook Web App access for the Exchange email accounts?

For UW Exchange email accounts, the name uwmail.uwyo.edu provides access to the Web email interface and also serves as the SMTP host server name for IMAP clients.

For email accounts that have migrated to Office 365, visit the Office 365 Info page (http://www.uwyo.edu/infotech/services/email/365.asp) for information on how to set up accounts.

What are the settings to setup IMAP access to my UW Exchange email account?

See the Microsoft article Settings for POP and IMAP access for Office 365 for business or Microsoft Exchange accounts (http://office.microsoft.com/en-us/outlook-help/settings-for-pop-and-imap-access-for-office-365-for-business-or-microsoft-exchange-accounts-HA102908389.aspx).

What are the supported methods for accessing my UW Exchange email?

The recommended methods to access UW Exchange email is to use the Microsoft Outlook client or Outlook Web App. The supported versions of the Outlook client are Outlook 2007 and Outlook 2010 for Windows computers, and Outlook 2011 for Mac computers. Microsoft Outlook is part of the Microsoft Office suites UW has available to faculty, staff and students. For more information about installing and configuring Microsoft Outlook, see the How To documents in the Ask IT Microsoft Office software section.

The Outlook Web App can be used on any computer with Internet access by going to the website https://uwmail.uwyo.edu. For more information about how to use Outlook Web App, go to How to Access and Use Outlook Web App.

Mac Mail can also be used to access UW Exchange email.

To how many recipients can a UW email message be sent and what is the maximum size of a UW email message?

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 25MB.

How do I set up my email client to access my UW Exchange email off-campus?

Select the instructions to setup your email client below based on which client you are using. The instructions for setting up the supported email clients can be found in the Ask IT Microsoft Outlook software section.

Do students, faculty, and staff share the same Exchange Global Address List (GAL)?

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 App (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?id=161) for further instructions.

Why are the names in the Global Address List in order of First_Name Last_Name?

Names are in order of First_Name (or Friendly_Name) Last_Name so that when your email 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 Microsoft Outlook or Outlook Web App, while in the To field in a new message, enter part of the person's first or last name, and then press the keys CTRL + K or use the (Check Names) button . If more than one entry matches what was entered, you will have the option to select which recipient you intended.

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

Can I change the way my name displays for my UW email account?

Yes, you can request that your name be displayed differently in your UW email 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/_files/docs/NameChange.doc. 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. The Office of the Registrar will handle any follow-up forms that are necessary.

Staff and faculty should use the Preferred Name Change form in WyoWeb. Log in at https://wyoweb.uwyo.edu and select the My Workplace tab.  In the Administrative Systems channel, click UW Employee Self Service and from the menu displayed, select Self Service, Personal Information, Preferred Name Change.

As UW faculty or staff, can I use Microsoft Outlook in the UWSTUDENT labs to access my UW email account?

Yes, as a UW faculty or staff member you can access your UW email 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 App at https://uwmail.uwyo.edu is the recommended method for faculty and staff to access their UW email from UWSTUDENT lab systems for everyday use.

Is the Microsoft Outlook client available to students through UW for use on their personally owned computers?

Yes, Microsoft Outlook, as part of the Microsoft Office suite, is available through UW for use by students on their personally owned computers. For installation and configuration instructions for Microsoft Outlook, see the How To documents in the Ask IT Microsoft Office software section (www.uwyo.edu/askit/default.asp?parentid=1#book48).

Is the Microsoft Outlook client available to faculty and staff through UW for use on their personally owned computers?

Yes, Microsoft Outlook, as part of the Microsoft Office suite, is available to benefitted faculty and staff members through the Microsoft Work At Home program. More information about this program can be found at http://www.uwyo.edu/infotech/services/software/wah/.

Can I access my UW Exchange email using a Web browser?

Yes, Outlook Web App, or OWA, is the Exchange email Web interface and can be accessed at https://uwmail.uwyo.edu/.

How do I use Outlook Web App?

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

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

Why does my OWA look different than someone else's?

Outlook Web Access will look and function differently depending on the Internet browser you use to access it. OWA supports the use of major Web browsers including Internet Explorer, Firefox, and Safari. Any other browsers will result in limited functionality.

How do I change the way my messages are grouped in Outlook Web App?

The default layout for messages within Outlook Web App is to group the messages by conversation. To change this setting, click on View in the toolbar above the messages, and click Use Conversations to enable/disable that setting.

When I log into Outlook Web App, I am asked to choose between a public computer and a private computer. What is the difference?

Public or shared computer - Select this option when you access Outlook Web App 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 of inactivity.

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 App users who use personal computers in their office or in their home.

In Outlook Web App, 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.

Why is there an automatic time-out for Outlook Web App?

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 App 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 email, and close the Web browser after logging off.

Can I create email rules using Outlook Web App?

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

Can I forward or redirect my UW email to another email server or location?

Yes, you can create a rule in Outlook Web App to redirect email to other email servers. See How to Redirect your UW Email with Outlook Web App. Once your redirect to another email account is in place, copies of the emails will still be delivered to and remain in your UW email account. You will need to periodically check your UW email account through OWA to permanently delete the accumulated messages in your Inbox to prevent going over your email storage quota.

Can I delete the entire contents of a folder in Outlook Web App easily?

Yes, by right-clicking on the folder you would like to empty and selecting Empty Folder. Click Yes if you are sure you want to move those messages to the deleted items folder. Be sure to do the same to your Deleted Items folder to completely remove the emails from the server.

How much space do I get for my email storage?

Students, faculty, and staff whose mail resides on the Microsoft Office 365 servers receive 50 GB of storage space for email messages.

How do I know if I am near or over my email storage quota?

The email system will notify you when you reach certain thresholds. An email 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 email 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 200 MB, the mailbox is closed and will no longer receive email. At that time, when email is sent to you, a non-delivery receipt is generated and returned to the sender indicating that the email 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.

  1. When your mailbox reaches 90% of your email storage limit, you will receive a message stating "Your mailbox is almost full. Please reduce your mailbox size. Delete any items you don't need from your mailbox and empty your Deleted Items folder." as a precautionary warning. Your email will continue to function correctly at this time.
     
  2. When your mailbox has reached your email storage limit, you will receive a message stating "Your mailbox can no longer send messages. Please reduce your mailbox size. Delete any items you don't need from your mailbox and empty your Deleted Items folder." You will be unable to send email until you have freed up some space, but you will continue to receive emails during this time.
     
  3. When your mailbox exceeds your email storage limit by over 200 MB, you will again receive the "Your mailbox is full." message. You will be unable to send or receive email until you have brought your email usage back under the storage limit.
     

If I delete an email, or all my email, can it be recovered?

Information Technology does not recover deleted or lost email items. However, if you accidentally delete email from your Microsoft Outlook Exchange mailbox, you can usually recover it for up to 14 days after the deletion occurs. When an email 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 email can still be recovered for up to 14 days.

Restoring a deleted item is available in Microsoft Outlook 2007, Outlook 2010, and Outlook Web App. This function is not available in Outlook 2011 for Mac. For Outlook 2007 and Outlook 2010, follow these steps:

  1. Select the folder you would like the file(s) recovered to in the Navigation Pane (left side of the screen).
  2. For Outlook 2010, click on the Folder tab, and select Recover Deleted Items. For Outlook 2007, click on the Tools menu, and select Recover Deleted Items…
  3. Select the item(s) you would like to recover, and click the Recover Selected Items icon Recover Selected Items icon.
    Note: Multiple items can be selected by holding down the CTRL key while clicking on items.
  4. The files will be recovered to your currently active folder.

Steps differ a bit in Outlook Web App. See How to Access and Use Outlook Web App for complete instructions.

How do I create personal folders that do not take space on my email account to help manage my Exchange email?

Personal folders can be created in Microsoft Outlook 2007 and Outlook 2010. For the instructions for setting up a personal folder, see How to Create Personal Folders in Microsoft Outlook 2007/2010.

Outlook 2011 and Outlook Web App do not support the use or creation of Personal Folders.

Can I access my department's generic email only account (Exchange email only account) through Outlook Web App?

Yes, generic email only accounts can be accessed through OWA. If you have already been granted access to a generic email 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 email account. Then, when prompted for your username and password, enter your own UWYO username and password.

Can I use encryption or digital signatures in my UW email using Outlook?

Yes, to make the email you send more secure encryption and digital signatures are available in Microsoft Outlook. However, these options are not supported by Information Technology. For information about the use of encryption and digital signatures, select the Help menu in Outlook and enter either of these terms (encryption, digital signatures) in the Search box.

In Microsoft Outlook, why can't I access the free/busy information for my UW colleagues further out than two months?

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.

This can only be done in Outlook 2007 or Outlook 2010. It is not available in Outlook Web App or Microsoft Outlook 2011 for Mac. The steps to complete this task vary a bit based on the version of Outlook that is being used.

Outlook 2010:

  1. Select the File tab.
  2. Select Options.
  3. Select Calendar.
  4. Click Free/Busy Options.
  5. Click Other Free/Busy.
  6. In the Free/Busy Options window, in the Options section, change the number of months to the value you prefer.
  7. Click OK in the remaining open windows until you return to the main Outlook window.
  8. 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.

Outlook 2007:

  1. Select the Tools menu, and click Options.
  2. In the Options window, select the Preferences tab, and click Calendar Options.
  3. In the Calendar Options window, click Free/Busy Options.
  4. In the Free/Busy Options window, in the Options section, change the number of months to the value you prefer.
  5. Click OK in the remaining open windows until you return to the main Outlook window.
  6. 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./li>

Why do I receive an error when I try to synchronize my mobile device with my UWYO email account?

When trying to synchronize a Windows mobile device with UW Exchange (i.e. your UWYO email 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 App 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 email.

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.

 

Reviewed: 0314 By: SH

 

Additional help with the installation and configuration of
UW-supported software is available:
Faculty/Staff
Contact the IT Help Desk at 766-HELP (4357), option 1
Email UserHelp@uwyo.edu
Contact your IT user consultant
(www.uwyo.edu/infotech/services/helpdesk/uc/)

Students
Email ASU-IT@uwyo.edu
Contact the IT Help Desk at 766-HELP (4357), option 1
Come to the student computer lab in the lobby of the
Information Technology Center.

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