FAQs

To display message headers in Outlook for Windows:

1. Double-click a message to open it in a separate window.

2. Click the Properties command in the Info submenu under the File menu.
    

   

   
   A separate window will appear, presenting header information for the chosen message.
    

   

Once presented, header information can simply be copied and pasted, as required.

Setting folder permissions:

1. Click your e-mail address at the top of the folder list, and then click Change Sharing Permissions.
2. Click Add.
3. Start typing in the name of the person you wish to enable permissions for. Select it and click Add, then click OK to continue.
4. Select the permissions level that you want to grant the user.
5. Once the permissions are set click Apply, then click OK.
6. After the mailbox level permissions are set, locate the folder you want to share. Right-click it, then click Properties.
7. Click the Permissions tab.
8. Click Add.
9. Type the name of the person you want to enable the permissions for. Select it and click Add, then click OK.
10. Select the user that you just added and click Permissions Level.
11. Select the permissions level that you want to grant the user.
12. Click Apply, then click OK.

Accessing shared folders:

1. Click Tools on the main menu.
2. Click Account Settings.
3. Select your e-mail account and click Change.
4. Click More Settings.
5. On the Advanced tab, click Add.
6. Type the name of the person whose mailbox you wish to access, then click OK.
7. Click Apply, then click OK.
8. Click Finish.
9. Click Close.

Once you've added the shared mailbox, it will appear in the folder list.

Setting folder permissions:

1. Click your e-mail address at the top of the folder list, then click Folder Permissions.
2. Click Add.
3. Start typing in the name of the person you wish to enable permissions for. Select it and click Add, then click OK to continue.
4. Select the permissions level that you wish to grant the user.
5. Once the permissions are set, click Apply, then click OK.
6. Once the mailbox level permissions are set, locate the folder you wish to share. Right-click it, then click Properties.
7. Click the Permissions tab.
8. Click Add.
9. Type the name of the person you wish to enable permissions for. Select it and click Add, then click OK.
10. Select the user you just added and click Permission Level.
11. Select the permissions level you wish to grant the user.
12. Click Apply, then click OK.

Accessing shared folders:

1. Click the File tab on the main menu.
2. Click Account Settings.
3. Select your e-mail account and click Change.
4. Click More Settings.
5. On the Advanced tab, click Add.
6. Type the name of the person whose mailbox you wish to access, then click OK.
7. Click Apply, then click OK.
8. Click Finish.
9. Click Close.

Once you've added the shared mailbox, it will appear in the folder list.

1. Click the Tools menu.
2. Click Out of Office Assistant.
3. Select Send Out of Office auto-replies.
4. Select Only send during this time range: and set the start and the end time of your vacation in the drop-boxes.
5. On the Inside My Organization tab, create a message that will be bounced back to senders with AnyUserName@weizmann.ac.il email addresses.
6. On the Outside My Organization tab, create a message that will be bounced back to senders with external addresses (e.g. Yahoo, Gmail).
7. Click OK.

Note: the automatic reply will be sent only once per sender.

1. Open the File tab.
2. Click Automatic Replies.
3. Select Send automatic replies.
4. Select Only send during this time range: and set the start and the end time of your vacation/away time in the drop-boxes.
5. On the Inside My Organization tab, create a message to be bounced back to senders with AnyUserName@weizmann.ac.il e-mail addresses.
6. On the Outside My Organization tab, create a message to be bounced back to senders with external addresses (i.e. from Gmail, etc.).
7. Click OK.

Register via Internal Services for training courses available and relevant to you.

Log into the system with your regular user ID and password.

You and the integrator should work together to split all folders with more than 10,000 mail items up into smaller folders, prior to migration. Once migration is completed, a 10K mail items per folder limit will apply, to enable proper e-mail display.

1. Click Calendar on the main window.
2. Click New (for a new appointment).
3. Enter a subject for the appointment.
4. Click Scheduling Assistant.
5. Click Add Rooms at the bottom of the window.
6. Double-click the desired room, then click OK. You should be able to see the room's schedule at the Free/Busy level, as purple stripes representing times, at which the room is occupied. Optional: to invite attendees to an event, click Address Book in the toolbar and choose designated attendees from the GAL (Global Address List) or your own contacts, then click OK.
7. Adjust the Start and End time of the event at the bottom of the window.
8. Click Send. You will receive an automatically generated e-mail stating that your request is pending. Once the responsible administrative person accepts/declines your request, you will be sent an additional automated e-mail.

To share a calendar with other people using Outlook 2007:

1. Right click Calendar.
2. Click Share Calendar.
3. Enter the person you wish to share your calendar with in the To field on the sharing invitation that appears.
4. Enter or select any other relevant options, just as if you were sending a regular e-mail message. Recipients will receive e-mail notification that you have shared your calendar with them.

To share a calendar with other people using Outlook 2010:

1. Click Share Calendar on the Home tab in the Share group.
2. Enter the person you wish to share your calendar with in the To field on the sharing invitation that appears.
3. Enter or select any other relevant options, just as if you were sending a regular e-mail message. Recipients will receive e-mail notification that you have shared your calendar with them.

The Scheduling Assistant is used to create or modify a meeting on the calendar.

Click Scheduling Assistant on the Meeting tab in the Show group.

The Free/Busy grid will display attendee availability, with green vertical lines representing meeting start times and red vertical lines representing meeting end times.

Recurring appointments with different dates are not supported in Outlook 2007.

While they're also not supported in Outlook 2010, you can use Outlook 2010 to create a Quick Step for such meetings. To do so:

1. Click New to create a new Quick Step, and privide a name for it.
2. Select an Action, then click New Meeting and enter the name of the intended recipient.
3. Click Show Options and enter a relevant subject, location, etc.
4. Click Finish when done.

Yes. To prevent people seeing your busy/unavailable status, right-click Calendar in Outlook, then click Permissions. You'll then be allowed to set the Free/Busy time permission to Other.

All these post-migration steps are to be performed by a Post team.

Delegate Control is a new tool that allows you to grant contacts the ability to perform actions on your behalf (for instance, a secretary may use this tool to invite people to a meeting on behalf of his or her manager).

Sharing is simply enabling and sharing certain permissions (such as the ability to read e-mails or create new tasks on your account) with contacts.

An e-mail will appear in the task list when flagged for follow-up. From that point on, you can view and edit the e-mail under Tasks.

Should you wish to be reminded about this e-mail, you may additionally select Add Reminder.

Quick Step templates are saved in your profile.

Only the owner of a calendar and/or someone granted owner-level permission can view activities marked private.

Windows Outlook Support:

• Outlook 2010 - full support.
• Outlook 2007 - requires installation of Outlook Social Connector to Clients.

Smartphone & Tablet Support:

• iPad, iPhone, Android - viewing personal photos on your mobile device's e-mail account is possible, though enabling this feature is fairly complicated and must be handled carefully, preferably by a member of our support team. Important note: this risky manual process may result in your mobile contacts getting deleted.

Apple Client Support:

• Apple Outlook 2011 - photos appear in contact details only if you save each individual user to your personal contacts in Outlook.
• Unlike Outlook 2010, there is no people pane in Outlook 2011.

Yes, Outlook 2010 caches photos for a session, and does not pull data from Active Directory again during that session.

Should Outlook 2010 not have Active Directory connectivity, and the user profile not be in Set to Cache mode, it will not display photos.

The OAB performs updates for workstation cache mode profiles several times per day.

No. Thumbnails are not sent out along with e-mail. Outlook 2010 clients in your organization fetch this data from Active Directory or from the OAB (the Offline Address Book).

The OAB (short for Offline Address Book) is a copy of a collection of address lists, downloaded so that a Microsoft Outlook user can access this information while disconnected from the server.

The GAL (short for Global Address List), also known as the Microsoft Exchange Global Address Book, is a directory service within the Microsoft Exchange e-mail system. The GAL contains information for all e-mail users, distribution groups and Exchange resources.

Yes. The OAB updates user workstations with a cache mode profile several times per day.

Yes. In Outlook, click Send/Receive, then click Download Address Book. A progress bar will appear and download the OAB (this may require a few minutes).

Cache Exchange Mode provides you with improved experience when you use a Microsoft Exchange Server e-mail account, with a copy of your mailbox stored on your computer, providing quick access to your data, and frequently updated by the mail server.

Should you be working offline, whether by choice or due to a connection problem, your data will still be available to you instantly, wherever you happen to be. If a connection from your computer to the computer running the Exchange server is unavailable, Outlook will switch to a Trying to Connect or Disconnected state. Once the connection is restored, Microsoft Outlook will automatically switch back to a Connected or Connected (Headers) state.

Any changes you make while a connection to the server isn't available are synchronized automatically when a connection becomes available, and you may continue to work while changes are synchronized.

To hide GAL photos in Outlook, click Contacts under the Options accessible via Outlook's File menu, and uncheck/disable Show user photograph when available.

Click the View tab, then click the People pane". The following display options are available:

• Normal.
• Minimized.
• Off.

The people pane, located underneath the main reading pane, is where you keep track of your contacts.

To remove your user photo:

1. Login to Internal Services.
2. Change the setting of the Show my picture in the Weizmann systems field to No.
3. Click Apply Changes in the upper right-hand side of the screen for changes to take effect.
4. Log out of the system.

Personal contacts override global address information.

If you save or change pictures of any user in your personal contacts, you will need to delete that user from your personal contacts to be able to see those users' pictures again.

In Microsoft Outlook for Mac, right-click the message, for which you wish to view header information, and click View Source in the context menu that appears. The message’s header information will be displayed in a separate window (see below).

In Apple Mail, click the All Headers command on the View menu's Message submenu (you may alternatively use the Shift+Cmd+H keyboard shortcut).

Header information will now be presented at the top of each message’s content, as shown below.

To set up automated out of office replies in Outlook for Mac:

1. Click Out of Office on the Tools menu.
2. Click the Send Out of Office messages button.
3. Enter an automated reply message of your choice, and the dates, during which you'll be away.
4. Click OK to close the window.

To set up automated out of office replies in Apple Mail:

1. Right-click the Inbox folder, and select Get Account Info.
2. In the window that opens, click the Out of Office tab.
3. Enter an automated reply message of your choice, and the dates, during which you'll be away.
4. Check the Send Out of Office replies checkbox, and close the window.

To set up delegates in Outlook for Mac calendars/mail:

1. Switch to the calendar view and select a calendar from the left.
2. Right-click the calendar name and click Sharing Permissions.
3. Click Add User, locate the user you wish to set up as a delegate, select the permissions you want to grant this person, then close the window.
4. To view a shared calendar, click the Open Calendar icon on the toolbar, then locate the user whose calendar you wish to see.

The above procedure can be applied to a mailbox (Inbox, Sent etc.) as well.

To set up delegates in Apple iCal:

1. Open iCal (Calendar in 10.8), and click Preferences on the iCal menu (at the top of the screen).
2. Click the Accounts icon and select the Exchange account on the left.
3. Click the Delegation tab, click the plus (+) at the bottom, and locate the user whose calendar you've been set up as a delegate for.
4. Click Edit on the bottom to add delegates to your calendar.

To create and modify rules in Outlook for Mac:

1. Select mail, for which you wish to create a rule, click the Rules button in the toolbar, and click Edit Rules.
2. Add a rule in the On my Computer category in Exchange by clicking the plus (+) at the bottom.
3. Edit the rule to the desired parameters, then click OK.
4. Close the window. You may now apply the rule to various file and folders.

To create and modify rules in Apple Mail:

1. Select mail, for which you wish to create a rule.
2. Click Preferences on the Mail menu (at the top of the screen).
3. Click the Rules icon, then click Add Rule.
4. Edit the rule to the desired parameters, then click OK.
5. Close the window. You may now apply the rule to various file and folders.

To manage signatures in Outlook for Mac:

1. Click Preferences on the Outlook menu (at the top of the screen).
2. Click the Signatures icon.
3. You may now add and delete signatures.

To manage signatures in Apple Mail:

1. Click Preferences on the Mail menu (at the top of the screen).
2. Click the Signatures icon.
3. Click an account on the left pane, and add signatures there.

If your mailbox fills up, you may transfer e-mail to a local folder on your Mac to free up space.

To transfer mail to local folders using Outlook for Mac:

1. Create a new local folder by clicking New and selecting Folder in the toolbar (be sure to select to create it On My Mac, and not on the server).
2. You may now copy mail to this folder, them delete it from the server.

To transfer mail to local folders using Apple Mail:

1. Click the plus (+) sign at the bottom left-hand part of the screen, then click New Mailbox.
2. Be sure to select the On My Mac option, and provide a name for the new mailbox's folder.
3. You may now copy mail to this folder, them delete it from the server.

It is recommended that you update Outlook for Mac once in a while, to resolve bugs and occasional crashes.

To update Outlook for Mac:

1. Launch Outlook, then click the Check for Updates command on the application's Help menu (at the top of the screen).
2. On the window that appears, click Manually, then click Check for Updates to continue.
3. Click Install and follow the on-screen directions.
4. Repeat the process until notified that no updates are available.

Yes, you can.

1. Click Calendar in the main window.
2. Click New.
3. Enter a subject for the appointment.
4. Click Scheduling Assistant.
5. Click Add Rooms at the bottom of the window, then click More.
6. Double-click the desired room and click OK.
7. Check/enable the checkbox next to the room's name. You should be able to see the room's schedule at the Free/Busy level, with purple stripes representing times, at which the room is occupied. Optional: to invite attendees to the event, click Select Attendees and add names from either the Global Address List or your contacts, then click OK.
8. Adjust the Start and End time of the event at the top of the window.
9. Click Send. You will receive an automatically generated e-mail stating that your request is pending. Once the responsible administrative person accepts/declines your request, you will be sent an additional automated e-mail.

OWA does not support user photos.