FAQs

E-Mail FAQ

How can I check my e-mail from home or off campus?

Checking your e-mail from off campus is very simple using Microsoft Outlook Web Access. Just log on to an ISP and point Internet Explorer to http://mail2.maryvillecollege.edu/exchange

You should get a message box looking like this:

Answer YES to this question. If you do not see this box or if you get any other message, check the URL you typed in to make sure it is http://mail2.maryvillecollege.edu/exchange If this is correct, and you still do not receive the above security alert, you may need to update your version of Internet Explorer.

After answering YES to the above question, you should receive a box that looks like this:

Here you will need to put your username (firstname.lastname) and password. Also, you will need to include the word FACSTAFF and a \ before your username, letting Outlook Web Access know which domain you are on.

You may receive a box that has username, password and domain instead of the one above. If so, simply put your username, password, and use FACSTAFF as the domain.

After you successfully enter your user information, Outlook Web Access will start in Internet Explorer allowing you to send and receive e-mails just as if you were at work.

Why am I getting a mailbox size limit exceeded message?

Microsoft Exchange assigns a size limit to each mail account of 100MB. If you are receiving an alert telling you that you are about to exceed or have exceeded your limit, you will need to clean out some space in your Inbox, Sent Items, etc. Delete any unneeded or very old items, as well as e-mails which have very large attachments (make sure to save the attachment to your hard drive first) A typically e-mail message of 100 words takes up 25k of space. You're mailbox limit is 100MB or roughly 100,000k. So in essence you could have up to 4,000 normal sized e-mails in your mailbox before you receive an error message. If you feel that this is not enough size for you, contact Maryville College's Network Administrator.

How can I share my calendar with my colleagues?

Sharing your calendar with the rest of your department, or creating a new calendar that everyone in your department uses is quick and easy. Staff employees please contact Mark Fugate to arrange a time to set this up for you. Faculty should contact Denise Beach to do so.

Where can I find a list of all on-campus e-mail addresses?

With the new Microsoft Exchange system comes the ability to have a Global Address list that everyone can access from Outlook. Since this list is saved server-side, their is no need to update it yourself, when new member of faculty/staff join the MC Community, they are automatically added to the list. To access the list simply click on the address book icon. Also, you can click on the TO: button when you are composing a new e-mail message.

How can I create a distribution list?

In the new Microsoft Exchange system, several distribution lists have already been created for you. To access these in Outlook simply click on the address book button, or when you are creating a new e-mail message hit the "TO:" button to access the Global Address list. This is a list of all e-mail addresses on campus, as well as the distribution lists. If you need to create a new distribution list, go to your Contacts folder, click on File-New-Distribution List. From this menu you can name the list, and add anyone' e-mail address you would like to be on the list.

Can I use other e-mail programs besides Outlook to access my e-mail?

No. Microsoft Exchange Server only works in conjunction with Microsoft Outlook.

Should I be worried about viruses in my e-mail?

Yes. Unfortunately viruses are a day to day struggle for anyone who uses a computer. The best way to avoid them is to practice Responsible Computing. Even with an up to date anti-virus program, and careful computing, viruses can still find their way into your system. Thus, it is important to always have a good backup of your important files.

How can I transfer old messages and addresses from Outlook Express to Outlook 2001 on my MAC?

The address book is incompatible because the field names are different. You will have to export your address book to an excel file, change the field names, and then import it into Outlook 2001. The step-by-step process is below. It took me a couple of tries, so I included my tips in the instructions below.

1) Within Outlook Express, go to File menu and select “Export Contacts.”

2) Open the resulting text file (probably named ‘Contacts Export’) in Excel.

3) Save as “Text (tab Delimited),” which will probably be the default choice. You will convert it to CSV (comma separated) later, but I found it necessary to keep as Tab delimited for the purposes of modifying the field names.

4) Modify the field names as necessary, according to the list below. The list is organized alphabetically, and not in the order in which the fields appear in your excel document. It’s a pain, but it won’t matter in the conversion process. I found it easier to simply eliminate or ignore empty fields. The most important differences for me were that all “work” fields have been changed to “business” fields, and that “Email” fields have been changed to “E-mail” fields. The hyphen makes all the difference in the world.

Outlook 2001 for Mac uses the fields listed in the following table to organize contact information:

Anniversary	E-mail 2 Type	Mobile Phone
Assistant Phone	E-mail 3	Nickname
Assistant's Name	E-mail 3 Type	Office Location
Birthday	E-Mail Type	Other City
Business City	File As	Other Country
Business Country	First Name	Other Fax
Business Fax	First NameYomi	Other Phone
Business Phone	Home City	Other Postal Code
Business Phone 2	Home Country	Other State
Business Postal Code	Home Fax	Other Street
Business State	Home Phone	Pager
Business Street	Home Phone 2	Primary Phone
Callback	Home Postal Code	Private
Car Phone	Home State	Profession
Company	Home Street	Radio Phone
Company Main Phone	ISDN	Spouse
Company Yomi	Job Title	Suffix
Department	Last Name	Telex
Display Name	Last Name Yomi	Title
E-Mail	Manager's Name	TTY/TDD Phone
E-mail 2	Middle Name	Web Page

5) After modifying the field names, save it again as a Tab delimited doc so as to save all that work.

6) Now save it as a CSV (comma delimited) document.

7)Within Outlook 2001, select “Import and export” from the File menu.

Select “Import contacts from a text file.”

Choose your new CSV document. It should convert automatically. If it finds an incompatible field, you may have to go back and fix something. I got an error and it aborted at this point on one of my experiments, but I restarted, tried again, and was successful

ISS Thanks Nancy Locklin for researching this process for us.

Whom should I contact if I have trouble?

Please use the IT Trouble Report Form to let us know about it. The form alerts the Network Administrator about your situation.