General Email FAQ & Tutorials

FAQs

 Is there a limit on how many recipients I can send to in a day?

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 500 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 owner of 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 university 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 500 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 workorder or emailing the Postmaster.

 Can I connect my personal device to my UWSP email account?

Setup instructions for various email clients and operating systems are available on our Email Setup Tutorials page.

 What is my email address?

If you are a student visit our student email address page to learn about your email addresses. If you are a faculty/staff member visit our faculty/staff email address page.

 Can I access another e-mail account if I have permissions?

You can do this easily once the account owner has requested permissions for you from the Postmaster. After you have received permission, please see "Add another email account to your Outlook Mailbox" in the Tutorials section below.

 I can't send messages?

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 150M limit set for the email system. (You should receive a specific error message related to this.)
  • You may be trying to send a message to a restricted list from an account not authorized to send to the list. (Click here to create a new message addressed to UWSP's Postmaster.  Please include the exact error message you received.)
  • Most likely, you are over your mailbox size limit. If so, click here for information on how to reduce the size of your mailbox.

If none of the above apply, please contact the Service Desk.

 My Outlook Address Book is out of date?

The UWSP Offline Address Book is updated automatically every hour.  To manually update the address book:

  • In Outlook 2016 select the Send/Receive tab
  • Click the drop down arrow next to Send Receive Groups
  • Click Download Address Book
  • Click Ok

 Email I sent was returned to me, what do I do?

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.

 What is my mailbox size?

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.

 How do I include a message as an attachment?

Including a Message as an Attachment

Outlook 2016

In a new email, click Attach Item on the Message ribbon. Select Outlook Item. Select the email you want to attach and click OK to add and send it as an attachment with your email.

Outlook Web App

Select the email you want to forward, right-click the selected email and click Forward as Attachment.

 What is Automatic Replies/Out of Office Assistant?

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.

  1. Click File
  2. Click Automatic Replies (Out of Office).
  3. Select Send automatic replies.
    1. Choose whether you want to send the out of office message during a specific time frame.
  4. Write the text for the message people will receive.
    Out of Office Inside Organization
  5. 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).
    Out of Office outside of organization
  • 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 > Automatic Replies.

 Is Outlook still sending Out of Office messages even after turning them off?

If you had Outlook's Automated Replies (aka Out of Office Assistant) turned on when your email mailbox was migrated to Office 365, then it may still be stuck on. To fix this issue, use the directions below to log into the Outlook Web Application (OWA) and turn Automatic Replies off in the web application.

  1. In your web browser, navigate to https://outlook.office.com and follow the prompts to log in. (Hint: When signing in, use the fully qualified version of your username that includes "@uwsp.edu" – e.g. spointer@uwsp.edu.)
  2. Click on the “gear” icon to open the settings window.
  3. Select “Automatic replies.”
  4. Select the radio button labeled “Don’t send automatic replies.”
  5. Click “OK” at the top of the settings window.

After making this change, you should be able to turn Automatic Replies on and off with the desktop version of Outlook.

More details about using Automated Replies are at https://support.office.com/en-us/article/Automatic-replies-formerly-Out-of-office-assistant-48d40166-0129-4653-98f1-eb85f9bd8c20.

 Pictures are not displaying on some of my email messages?

Visit Microsoft's website to learn about blocking or unblocking automatic picture downloads in email messages in Outlook.

​Cached Mode

 About Outlook 2016 Cached Mode?

Visit Microsoft's website to learn about blocking cached mode in Outlook.

 How to adjust cached mode connection behavior?

Visit Microsoft's website to learn how to adjust cached mode connection behavior in Outlook.

Distribution List

 Where can I find information about the distribution lists UWSP maintains?

 I need a distribution list to be available in the Outlook Address Book?

For a distribution list to be available in the Outlook Global Address list, please submit an IT Work Order. 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.

 How do I edit a global distribution list (DL)

  1. From the Home tab choose Address Book.
  2. Verify the Search field is set to Name Only
  3. Verify the Address Book field displays Global Address List
  4. In the Search text box type start typing the name of the distribution list to locate the list. 
  5. Double-click to open the list properties.
  6. Click the 'Modify Members' button.
  7. Click the 'Add' or 'Remove' button and then do one or both of the following:
    • 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.
  8. Click OK.

 How to Create a Contact Group (Personal Distribution List) from an Excel Spreadsheet?

Follow this step by step tutorial to create a personal distribution list from Excel

Spam and Junk Mail

 About the quarantine digest report email

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:

GFIQuarantineDigestSample.jpg

 

 How do I access my spam quarantine locations?

You have two locations where messages may be flagged as spam that you should check regularly.

  1. Your UWSP email Junk Email folder.  Open Outlook or OWA and navigate to your Junk Email folder.
  2. Your daily qurantine digest report message.

 How long are messages retained in quaratine locations?

  • 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.

 How do I block a sender?

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 Email folder.

 Legitimate emails were quarantined. How do I allow a sender?

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.  

 Missing Mail - I did not receive a message I was expecting?

If you have not recieved a message from a sender you were expecting make sure you check:

  1. Your UWSP email Junk Email folder
  2. Your daily qurantine digest message

If you are unable locate the message in either of your quarantine locations, please contact the       Service Desk.

 Review email messages moved to the Junk Email Folder

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.

 Change the level of Junk Email protection in Outlook 2010

Visit Microsoft's website to learn how to adjust the level of junk mail protection in Outlook.

 Messages in the Junk Folder are not displaying correctly?

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.

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