January 01, 2012

Email Best Practices

  • Use our tested clients and browsers - The clients that have been tested and approved for working with Exchange 2010 are Outlook 2003, Outlook 2007, Outlook 2010, and Outlook 2011 for MAC using Exchange. Mozilla Thunderbird, Apple Mail, and Windows Mail have been tested using SSL IMAP and SSL POP3. Other mail clients have not been tested but may work using settings similar to those published above. OWA web-based mail has been tested on the latest versions of Internet Explorer, Firefox (Windows and OS X), Safari (Windows and OS X), and Chrome (Windows and OS X).
  • Use Autodiscover but verify - Autodiscover automatically configures user profile settings for clients running Microsoft Office Outlook 2007 or Outlook 2010, as well as supported mobile phones. Other clients may support a form of Autodiscover for setting up your email account but in our testing you might have issues with pulling and sending your email. So, the best practice is to verify proper settings before you use the client.
  • Use cached Exchange mode or non-cached Exchange mode - Laptops should run in cached Exchange mode; desktops should run in non-cached Exchange mode.
  • Wipe data from lost smartphones in Outlook Web App - If you lost a mobile device for which you had Active Sync setup, you can log into OWA (https://mail.ad.uab.edu) to wipe it (Options > Mobile Device > Wipe all devices). If you are not in a situation where you can access Outlook Web app, call the AskIT helpdesk immediately at 996-5555.
  • Wipe data from IPhones, Ipads, and other Apple devices – You can do a remote wipe on your Mobile Me account by going by to this Help Article: Mobile Me remote wipe for IPhone. Otherwise, call the AskIT Helpdesk immediately at 996-5555.
  • Signature blocks - It is important to keep email signatures brief and professional (i.e. no graphics and no unusual fonts).
  • Avoid performance issues with your email client – To avoid issues with emails not being sent/received and performance issues in your email client of choice, we recommend following a weekly or monthly clean out of your email to make sure you do not have any issues. There is a FAQ to help you in looking at issues with email overflow.
  • Use Outlook Out of Office Assistant - To set up an out of office reply, it is best to use the Out of Office Assistant (Tools > Out of Office Assistant). The Out of Office Assistant is also now available through Outlook Web Access (Options > Out of Office Assistant). If you have questions, contact AskIT (205-996-5555 or AskIT@uab.edu).
  • Use Resource accounts and entity aliases for functions rather than personal accounts - Contact AskIT (205-996-5555 or AskIT@uab.edu) if you need to set up a resource account. To setup your Entity aliases, you will need to talk with the departments’ Bluepage administrator. You can find your Bluepage admin by going to http://www.uab.edu/directory and typing in your Department name in the search field and enter. Then select directory contacts to find the person that does the editing and creating of entries in your department.
  • Consider shared calendars - For management of calendars among multiple individuals, users should set up a distribution list and add the individuals to that list. That distribution list can then be added as a delegate for the calendar.
Published in FAQ - Infrastructure

Initial set up: 

If you are launching Outlook 2011 for the first time, the "Welcome" screen will appear upon opening the application.

  1. Set Outlook as the default application by checking the box next to Make Outlook the default application for email, calendar, and contacts.

  2. Select Add Account.

    Add Account

  3. In the Accounts screen, select Exchange Account.

    Select Exchange Account 

  4. Fill out the appropriate Exchange account information (leave the Configure Automatically box checked) and click Add Account.

     Enter Exchange Account Info

  5. A screen with your Exchange account information will appear for your review. Click the red "X" button on the upper left-hand corner of that screen to continue to Outlook 2011.

     Continue to Outlook 2011

Adding an account to a previously configured Outlook 2011 application:

  1. Select Outlook from the top left of the Apple Menu bar after launching the application.

  2. Select Preferences.

  3. Select Accounts under Personal Settingsfrom the Preferences menu.

     Select Account

  4. Select the plus sign in the lower left-hand corner of the screen and select Exchange.

     Click plus sign and select Exchange account

  5. Fill out the appropriate Exchange account information (leave the Configure Automatically box checked ) and click Add Account.

    Enter Exchange Account Info 

  6. A screen with your Exchange account information will appear for your review. Click the red "X" button on the upper left-hand corner of that screen to continue to Outlook 2011.

     Continue to Outlook 2011

Published in FAQ - Infrastructure

Set Up Exchange - Mac® Mail

With the release of OS 10.6 Snow Leopard, Mac Mail, iCal, and Address Book can integrate with Microsoft Exchange.

Note: For best performance with Exchange, we highly recommend using Autodiscover.

To set up Mac Mail for Exchange with Autodiscover, perform the following steps:

  1. Open Mac Mail. If this is the first time that it has been used, the Setup Assistant will appear. Otherwise, select File / Add Account.
  2. Enter the following information:  
    • Full Name-Enter your first and last name. This is the name that will appear in the From field of messages you send.
    • Email Address-Enter your entire email address (e.g., alias@uab.edu).
    • Password-Enter the Blazerid password for your email account.
  3. Select the Continue button.
  4. If you get a Verify Certificate pop-up, select the Connect button.
  5. An Account Summary page will open. To access your contacts through Address Book, select the Address Book contacts check box. To access your calendar through iCal, select the iCal calendars check box.
  6. Select the Create button.

If you need to manually setup Mac mail, here are the server settings you will need to use.

Mail Server: mail.ad.uab.edu

Your Username: BlazerID

Your password: BlazerID password.

Published in FAQ - Infrastructure

Initial set up:

If you are launching Outlook 2011 for the first time,  the "Welcome" screen will appear upon opening the application.

1. Set Outlook as the default application by checking the box next to "Make Outlook the default application for email, calendar, and contacts."

2. Select Add Account.

3. In the Accounts screen, select Exchange Account.

4. Fill out the appropriate Exchange account information (leave the "Configure Automatically" box checked ) and select Add Account.

 

5. A screen with your Exchange account information will appear for your review. Select  the red "X" button on the upper left-hand corner of that screen to continue to Outlook 2011.

Adding an account to a previously configured Outlook 2011 application:

1. Select Outlook from the top left of the Apple Menu bar after launching the application.

2. Select Preferences.

3. Select Accounts under Personal Settings from the Preferences menu.

4. Select the plus sign in the lower left-hand corner of the screen and select Exchange.

5. Fill out the appropriate Exchange account information (leave the "Configure Automatically" box checked ) and select Add Account.

 

6. A screen with your Exchange account information will appear for your review. Select  the red "X" button on the upper left-hand corner of that screen to continue to Outlook 2011.

Published in FAQ - Infrastructure

Setup Autodiscover for Outlook 2010 when you’re on the UAB domain.

  1. Open Outlook 2010. The Startup Wizard displays automatically. On the first page, select Next.
  2.  

  3. On the E-mail Accounts page of the wizard, select Next again to setup the account.
  4.  

  5. On the Auto Account Setup page, Outlook may try to automatically fill in Your Name and Email Address (BlazerID@uab.edu) settings based on how you’re logged on to your computer. Make sure the information is correct, and select Next.
  6.  

  7. After selecting Next on the Auto Account Setup page of the wizard, Outlook will perform an online search to find your email server settings. Select Finish.
  8.  

How To configure Outlook 2010 while NOT on the UAB domain

  1. Open Outlook 2010. The Startup Wizard displays automatically. On the first page, select Next.
  2.  

  3. On the E-mail Accounts page of the wizard, select Next again to setup the account.
  4.  

  5. Finally, just above the Account Settings button, click Add Account. You will see the Auto Account Setup page. You will need to type in the fields Your Name, E-mail address (i.e. blazerid@uab.edu) and Password (BlazerID). Select Next.
  6.  

NOTE: If you are not sure if you are on the UAB domain, please check out our FAQ on how to determine that.

Published in FAQ - Infrastructure
January 01, 2012

Supported Clients

The following Exchange clients are supported:  Outlook 2010, Outlook 2007, Outlook 2011 (MAC), Entourage 2008 EWS Edition, OS X Mail App.

POP/IMAP clients that known to work include: Thunderbird.  We will continue to support the Pop/IMAP Services but Pop/IMAP client support is limited.

Published in FAQ - Infrastructure

 

  1. Open Outlook Web App (OWA). The URL is https://mail.ad.uab.edu.

  2. Sign in with your BlazerID & Password.

  3. In the top right corner, click Options> See All Options.

    See All Options


  4. On the left side, click Organize E-mail.

    Organize E-Mail


  5. At the top center, click Delivery Reports.

    Delivery Reports


  6. Click Select Usersin the “Search for Messages I’ve sent to:” section.

    Select Recipient


  7. Find the person you sent the email to, double-click their name, and click the OK button at the bottom (note: if you sent an email to multiple persons, you only have to supply the name of one recipient).

  8. On the right side, click Search.

    Click Search


  9. Find the email in question in the Search Results window and double-click it.

  10. The next screen will show you the delivery status and time delivered for each person that the email was addressed to.

    Message Details

 

NOTES

  • Delivery Reports are only available for messages sent within the past 7 days.

  • If you sent the message off-campus, you will see this message in the Delivery Report: “The message was successfully handed off to a different e-mail system. This is as far as we can track it.” If you see that message, then the email made it out of UAB’s email system and we cannot track it any further. You will need to contact the recipient’s email administrators if message tracking is needed beyond this point.
Published in FAQ - Infrastructure

 

  1. Open Outlook Web App (OWA). The URL is https://mail.ad.uab.edu.

  2. Sign in with your BlazerID and Password.

  3. In the top right corner, click Options> See All Options.

    See All Options


  4. On the left side, click Groups.

    Click Groups


  5. On the right side is a list called Public Groups I Own. If you have rights to manage a distribution list, you should see it listed. Double-click the group you wish to manage.

    Public Groups


  6. Double-click on Membership to see all members, and to make the Add and Remove buttons visible.

  7. a. To remove a member, click the member’s name and click Remove. Then click Save.

    b. To add a member, click Add then search for the appropriate name in the subsequent window. Double-click the person you want to add, then click OK. Click Save.

Published in FAQ - Infrastructure
September 19, 2012

Email for Faculty/Staff

Direct Link to UAB Email Web Login


 NOTE: Email for students is changing to Office 365 beginning May 2014.  For more information on student email click here.


UAB 
Campus Email Service Description

For faculty and staff, UAB has deployed Microsoft Exchange, a messaging and collaboration software product, as its campus email system.  This service has been designed for high availability, performance, security, and growth.  Extensive database redundancy, and off-site disaster recovery, minimizes downtime during failures or scheduled maintenance.

The system features email, calendaring, contact, and task management functions.  Additionally, UAB campus directory information can be accessed from within the system’s Global Address List (GAL) to facilitate contact with other users across the institution.  Spam filtering, anti-virus protection, and data encryption are included to mitigate risks.

Email Service Support and Access

The service is available 24 hours a day, 7 days a week for all students, faculty, and staff.  End user support assistance is available by contacting AskIT at 996-5555 or askit@uab.edu within their normal working hours.  Limited after-hours support is available for emergency situations impacting multiple users.

To setup a new email account, please visit www.uab.edu/blazerid, select “Get a UAB E-mail Account” from the links on the left side of the page, log in, and follow the appropriate instructions.

The email service can be accessed from a web browser by visiting https://mail.ad.uab.edu.  In addition to the web interface, users may access the service using an email client such as Outlook or by using an appropriately configured mobile device.  Supported mobile devices include most iPhone, iPad, Blackberry, Windows Mobile, and Android devices. 

Staff and Faculty may request email archive support for email storage beyond 5 GB.  All attachments are limited to 30 MB in size.  Larger files should be transferred using the UAB Drop Box: http://dropbox.dpo.uab.edu

To review UAB’s latest best practice guidance pertaining to email, please visit http://www.uab.edu/it/home/component/k2/item/176-email-best-practices.

Email FAQs can be found here: http://www.uab.edu/it/home/email-faq

For any questions or concerns about accessing the system or for assistance in configuring a supported email client, please contact AskIT at 996-5555 or askit@uab.edu.

Technical Details for Email Access

The email service may be accessed using any properly configured client that relies on POP or IMAP.  The latest version of most web browsers may also be used as well as ActiveSync mobile devices.  Please note that any device or email client using one these methods to connect with the system must support the use of SSL encryption. 

Supported MAPI-based clients include Outlook 2007 and later for Windows PCs.  Mac clients supported via Exchange Web Services include Entourage 2008 Web Services Edition and Outlook 2011.

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