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 ( 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
  • Use Resource accounts and entity aliases for functions rather than personal accounts - Contact AskIT (205-996-5555 or 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 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.
Last modified on September 28, 2012