Email

CoM-IT provides email, contact management and calendaring services for all DUCOM faculty, staff and residents. Email accounts are automatically created on the business day following input of the person’s information by the Drexel Human Resources department. CoM-IT supports the following applications/methods for email retrieval:

Microsoft Outlook 2010, 2011, and Webmail

In addition, CoM-IT can provide special purpose email addresses. Please review the links on the left-side pane for information on special purpose mailboxes and distribution groups.

CoM-IT also provides access to:

Public Folders - Public folders provide a way to maintain departmental calendars, contacts and notes.

Resource Accounts - These accounts are for tangible resources that must be booked for a meeting. Conference rooms, projectors, conference call accounts, etc. can be “invited” to a meeting in Outlook, ensuring that the resource will be available when needed.

Tips for Managing Your Mailbox Size

Setting Options for Calendar Free/Busy Information

 

Outlook Mailbox Cleanup
The default mailbox size limit is 1 GB.  As you approach your limit, you'll get a message about the possibility of being unable to send or receive messages (when approaching ~900MB).  With these first warnings you are still fully able to send and receive email messages.  However, if you don't clean up, you'll eventually receive some more warnings about not being able to send messages (when approaching ~1GB).  Finally, if you still don't clean up your mailbox, you'll eventually be unable to receive messages at all (once limit is reached ~2GB).

What can you do?

In Outlook, there is a tool called Mailbox Cleanup used to manage the size of your mailbox. You can use this tool to view the size of your mailbox and individual folders. It can also locate any items that are older than a certain date or items larger than a certain size. You can also View or Empty items in your Deleted Items folder. From the top menu in Outlook, select Tools, then Mailbox Cleanup.

Finding Total Size of Mailbox and Individual Folders

Click on the "View Mailbox Size..." button. You'll see the total size of the mailbox and individual mail folders.

Finding Large Messages
Select "Find items larger than" and then fill in a size. Press Find... and you'll see an Advanced Find window open and it will locate the messages. You can delete the messages you no longer need.

Finding Old Messages
Select "Find items older than" and then fill in the number of days. Press the "Find..." button. The Advanced Find window opens and it will locate the messages. You can delete the messages you no longer need.

Cleaning Out Your Trash

Click on the "View Deleted Items Size..." button to view items in your Deleted Items folder and/or press Empty to delete items from your Deleted Items folder.

Finding Messages with Attachments

For this you'll use the Advanced Find feature directly. From the Tools menu select Find and then Advanced Find. Press the Browse button and click on the top-most folder (e.g., Mailbox - ...) and press OK. Select the More Choices tab and place a checkmark in the box labeled "only items with - one or more attachments". You can fill in a minimum size in the lower part of this window too if you want (e.g., "greater than" and "1000" to find those > 1MB). Press the Find Now button and it will begin the search. When it is completed you can delete the messages you no longer need from the displayed window.

Removing Attachments from messages
Based on the previous procedure (Finding Messages with Attachments); once you find the messages with attachments, you may choose to remove the attachment only and leave the original message in your mailbox:
Open the message in Outlook, right click the attachment, and select Remove.  Then save the message when prompted.  Note that there will be no indication that there ever was an attachment after this action is taken.
 
Reduce Items Count in Core (Critical path) Folders
For performance reasons, it's strongly suggested that the "Inbox", "Calendar", "Contacts" and "Sent Items" folders (known as Outlook Core or critical path folders) are kept with the minimum amount of items at any given time.  The recommended amount is between 2500 and 5000 items.  A range is given since email messages come in various sizes.  The larger the messages in your Inbox, the lesser the number of messages you ought to keep in it.  To obtain optimal performance for your online and/or Cached-Mode Outlook client, the contents of each of these two core folders should not exceed 5000 items (ideally, 1,000 or less).  This can be achieved by creating more mailbox folders and moving/filing messages accordingly.
     
Extra Cleaning Tips:

1. With Outlook, use the "Large Mail" under the "Search Folders" (bottom of Outlook left pane) to identify really big saved messages.  You'll see messages grouped by Size categories (Enormous, Huge, Very Large and Large).  Review and delete those you don't need any longer.

2. Sort your "Sent Items" folder by size and remove large unneeded messages.

3. Look for mail items you may have in your "Junk E-mail" folder, review and delete unwanted messages.

 

DrexelMed and Drexel.edu Outlook clients can now share Free-Busy information for scheduling meetings. Microsoft sets the Calendar Entries to show as Free or Busy when viewed by other people by default. Following the instructions for Setting Options for Free/Busy can change this option.

Free/Busy settings are the privacy settings for Exchange Calendar (you can modify whether people see a range of things including nothing about you, Free/Busy, Meeting subject, and all the way to full meeting details).

Microsoft Outlook: Setting Options for Free/Busy
Outlook 2010 and 2007

1. Using Outlook, log into the appropriate mailbox.

In Outlook 2010, from the File tab, select Options. In the resulting Outlook Options window, on the left side, click Calendar.
In Outlook 2007, from the Tools menu, select Options. In the resulting window, click Calendar Options.

2. In the Calendar Options section or window, click Free/Busy Options.

Setting Permissions:

If the option Folder Visible is not checked Outlook 2007 users will not be able to see your folder. This option will need to be checked if you want others to view your calendar.

As a reminder, sensitive information such as PHI, PII, PCI should not be shared with other users.

 

 

 

 

3. If you click on the Other Free/Busy. You will see the field in which you enter the number of months you wish to publish. Default is set to two months. If you set this to zero, it will prevent any user from seeing your free/busy information when scheduling meetings with you. Since the server may host several thousand users, you should publish only as many months as you actually need.

4. Below this setting is the frequency with which your calendar updates the server with free/busy information; the default value is 15 minutes. In most cases, you should not decrease this setting.

5. To apply your changes, click OK. Click OK in any other windows to return to Outlook.