General Email FAQ
Yes, a throttling policy was applied to personal university mailboxes in May 2013 to help combat the issues that can occur when campus account credentials are compromised. The policy allows a mailbox to send to 800 recipients in a 24 hour period (per day). If a mailbox reaches this limit, a delivery service notification message will be sent informing the mailbox the following: "This message could not be sent. Try sending the message again later, or contact your network administrator. Error is [0x80004005-00000000-00000000]". No additional messages can be sent from the mailbox until the policy is removed. The policy is automatically removed from a mailbox in 24 hours or to expedite the removal process contact the Postmaster
- This policy is not applied to office/department accounts so there is no
danger of unversity business being delayed as long as the messages are not
being sent from a personal mailbox.
- Distribution Lists count as a single recipient.
- Individuals who are legitimately sending to more than 800 recipients
each day can request this policy be removed from their mailboxes (may take
up to two hours for the change to go into effect) by entering an
IT work order or
emailing the Postmaster.
Setup instructions for various email clients and operating systems are available on our Email Setup Tutorials
These procedures will only work if you already have permission to
access the mailbox you are adding. If you do not have the appropriate
permission, contact the
Postmaster or the manager of the mailbox.
In Outlook Web App (OWA)
- Log in to OWA as you would
for your mailbox.
- Click on "your name" in the upper right hand corner, and click
Open Other Mailbox
- Type in the name of the mailbox you want to open.
- Click "Open", and the mailbox will be displayed.
In Outlook 2010
(Log in as yourself and start Outlook as you normally would.)
- Click the File tab.
- In the Info menu choose the Add Account button just under your
- In the Add New Account window type the name of the mailbox you
want to add, the email address for the mailbox you want to add, and
your UWSP password twice.
- Click Next.
- Click Finish after Outlook has configured your mailbox.
You may not be able to send messages for a variety of reasons:
- As a student you may have violated the email policy and restrictions
on your account may prohibit you from sending messages for a period of
time (you would have received a specific email message detailing the
violation and the length of restriction [which is normally one week]).
- You may be trying to send a message over the 20M limit set for the
email system. (You should receive a specific error message related to
- You may be trying to send a message to a restricted list from an
account not authorized to send to the list. (Contact the UWSP Postmaster
click here to create a new message, and including the exact error
message you received.)
- Most likely, you are over your mailbox size limit. If so,
click here for information
to help reduce the size of your mailbox.
If none of the above apply, please contact the
The UWSP Offline Address Book is updated automatically every hour.
To manually update the address book:
- In Outlook 2010 select the Send/Receive tab
- Click the drop down arrow next to Send Receive Groups
- Click Download Address Book
- Click Ok
If a message is returned to you, there are several possible reasons why.
The address you used could be wrong. Check and make sure you typed in the address exactly as it should be. There could be a server down at the "other end." Verify you used the correct address and try to send it again. You can always check the address book at their web site if one is available. If you have tried to send to a particular address multiple times and have verified that the address is correct, but you still are receiving undeliverable messages, forward the "Undeliverable" message to the UWSP Postmaster and they will look into the situation for you.
Information about the size of faculty, staff and student mailboxes as well as information to help you best management your mailbox can be found here
Including a Message as an Attachment
Select an email you want to forward, right-click the selected email
and from More Actions, click Forward as Attachment.
Outlook Web App
Select the email you want to forward, right-click the selected email
and click Forward as Attachment.
In Outlook, you can turn on your "Out of Office Assistant" when you will
be gone for an extended period of time and if someone sends you a message
they will automatically receive an "out of office" message.
- Click File
- Click Automatic Replies (Out of Office).
- Select Send automatic replies.
- Choose whether you want to send the out of office message during
a specific time frame.
- Write the text for the message people will receive.
- Choose whether you want to send out of office messages to those
outside of UWSP (you can choose those in your contacts only or anyone
that sends you an email).
- You may also choose add rules to do things like automatically forward
messages from your boss to a co-worker or delete all messages you
receive. Click the Rules... button to get started.
Outlook Web App (OWA)
(From the OWA Online Help Menu)
Use automatic replies whenever you're unable to respond to e-mail for an
extended time. After automatic replies are turned on, they'll be sent once
to each sender.
To turn on or modify automatic replies, go to Options > Set Automatic
For a distribution list to be available in the Outlook Global Address list, please fill out the new global distribution list request form
. Only global lists can be made available to all in the Outlook Address Book. A personal distribution lists is different than a global list and are only available to you;, however, you can email a personal contact list to others for them to save in their own Contacts folder.
In Outlook 2010
- From the Home tab choose Address Book.
- Verify the Search field is set to Name Only
- Verify the Address Book field displays Global Address List
- In the Search text box type start typing the name
of the distribution list to locate the list.
- Double-click to open the list properties.
- Click the 'Modify Members' button.
- Click the 'Add' or 'Remove' button and then do one or both of the
- To add a name, select the name in the address list and click the 'Add' button.
- To delete a name, select the name in the Members list and
click the 'Remove' button.
- Click OK.
There is a tool that allows you to see the membership of many of the distribution lists in our email system.
Send an email message addressed to "Info Tech Return List Membership" and use as the subject either the name of the list or the alias of the list that you want to see the membership of. For example to see the membership of the list called 'Psychology - Faculty/Staff List', you would type "dl-psycfac" or "Psychology - Faculty/Staff List", (without the quotes, and spaces in the names are important) as the subject. Within a few minutes you should receive a message with a table displaying the members of the list.
To see the membership of sub-lists expanded, for example for your Faculty/Staff list, send a message and add '#Expand' to the end of the list name or alias.
To return the membership of multiple lists separate them with a ';'.
Each list you request will be returned as a separate message.
Lists that are FERPA protected can not have their memberships retrieved.
Requesting Multiple Lists
Requesting Expanded Membership
Requesting Expanded Membership of Multiple Lists
step by step tutorial to create a personal distribution list from Excel
Spam and Junk Mail
Quarantine Digest (QD) reports will be sent to any faculty/staff/student whose account has received messages detected as 100% spam since the last time the QDs was sent. With the
increasing amounts of spam being delivered to UWSP mailboxes, you will most
likely receive a message daily or every other day.
You can approve
messages directly from your quarantine digest message by clicking on "Release to Inbox"or if the message is not junk click the "Report as Not Junk". Clicking "Report as Not Junk" will deliver the message to your Inbox and allow Microsoft the ability to analyze the message further.
Example digest message:
You have two locations where messages may be flagged as spam that
you should check regularly.
- Your UWSP email Junk Email folder. Open Outlook or
OWA and navigate to your Junk Email
- Your daily qurantine digest report message.
- Messages flagged by the quarantine digest email that are older than 15 days are automatically deleted and can not be recovered.
- Messages located in the Outlook Junk Email folder that are older than 30 days are automatically deleted.
If you no longer wish to receive emails from a particular person or domain, visit
Microsoft's web pages to learn how to block senders in Outlook 2010, Add names to the Junk Email Filter.
Messages you block using the Junk Email settings will be moved to your Junk
If there are messages located in your Outlook Junk Email folder that are not spam
visit Microsoft's web pages to learn how to mark these messages as not spam
in Outlook 2010:
If the quarantine digest message you receive daily indicates a message was quarantined when it should not have been click on the "Report as Not Junk" link for the corresponding message. This will deliver the message to your Inbox and allow Microsoft the ability to analyze the message further.
If you have not recieved a message from a sender you were expecting make sure
- Your UWSP email Junk Email folder
- Your daily qurantine digest message
If you are unable locate the message in either of your quarantine locations, please contact the
Visit Microsoft's FAQ
to learn how to review messages that have been moved to your Junk Email folder. Messages located here that are over 30 days old will automatically be deleted, so please check this regularly.
Messages that are moved to the Junk Email folder are converted to plain text and any links are disabled (affects MS Outlook versions 2003 and later).
The UWSP Postmaster does not recommend moving messages out of Junk E-mail to view them as this can be a security concern. However, if a message is from a legitimate source and you are certain it does not pose a security risk, you can move the message out of Junk E-mail. For additional information visit Microsoft's FAQ.