[Back to Main] FREQUENTLY ASKED QUESTIONS Exchange Migration Questions Outlook 2007 Questions
- Will my local mail archives be migrated to my new Exchange account?
No: Mail in archives stored locally on your computer's hard drive will not be copied, because there is no automated method to copy it to your new account. [Back to Top]
- Will my central GroupWise archive be migrated to my new Exchange account?
Yes: All centrally stored GroupWise archives will be migrated to the new Exchange archive solution. [Back to Top]
- Will my PDA automatically work with the new system?
No. Please refer to http://it.jhu.edu/exchange/mobility.
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- Can I use a client other than Outlook?
Yes. Entourage v2008 for MAC, POPs/IMAPs clients, and Outlook Web Access (OWA).
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- Will cached names from previously sent email come up in the new system?
No: Cached names will not be migrated. You will have to send at least one email with the new client. [Back to Top]
- Deleted email: How long is it available for recovery?
Deleted email is available for recovery for 14 days. Hint: View "Recovering Deleted Items" Tip Sheet
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- Will my GroupWise folders be migrated to Exchange?
Yes: Local folders will be migrated to Exchange. [Back to Top]
- Will folders from my GroupWise be maintained after migration?
Yes: When data is migrated from a GroupWise account to a new Exchange account, the folder structure will be maintained. [Back to Top]
- Will I still be able to synchronize my wireless device that I currently use with GroupWise?
Yes: Your wireless device will need to be reconfigured to the new Exchange system. [Back to Top]
- Will my personal contacts get migrated?
Yes: Personal contacts will be migrated. Multiple address books will be migrated into one contact list in the Exchange system. In addition, you will have access to the global address list. [Back to Top]
- Will my existing GroupWise mail addresses continue to work?
Yes: Your new mail account will be created with multiple mail aliases. Example: - lastname1@jhmi.edu
- lastname1@jhu.edu
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- Will my personal distribution lists be migrated to Exchange?
Yes: Personal distribution lists will be migrated. [Back to Top]
- Once migrated to Exchange will I be able to schedule meetings with users still on GroupWise?
Yes: You will be able to schedule meetings, view meeting space availability, and view if an invited attendee is free or busy during the proposed meeting time. This will work to and from both systems. [Back to Top]
- I've created GroupWise rules to filter my mail. Will these rules be migrated?
No: There is no automated way to migrate your mailbox rules. You should print a copy of your GroupWise rules and re-create them when your Exchange account is activated. [Back to Top]
- I have both an "@jhmi.edu" and "@jhu.edu" mail address. Will I still have two addresses after I migrate?
You will minimally have mail aliases created for all existing inbound aliases. You will have one outbound address. By default, your outbound or "from" address is based on your primary organization. There will be a process defined to change the default if desired. [Back to Top]
- Can I continue to organize my mail according to "@jhmi.edu" or "@jhu.edu" and keep them separate?
Yes: You will have mail aliases set up for "@jhmi.edu" and "@jhu.edu." You will be able to define a rule to automatically place mail sent to "@jhmi.edu" in one folder and mail sent to "@jhu.edu" in another. [Back to Top]
- Archiving: How often will this happen and will it be automatic?
Archiving will automatically run weekly and reduce mailbox size by moving messages into the Archives and replacing them with stub/shortcut messages (a smaller version of the original message). Hint: View "All About Archives" Tip Sheet
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- Archiving: Which folders will be excluded from archiving?
-Calendar -Contacts -Deleted Items -GroupWise Archive -Notes -Tasks -Trash Hint: View "All About Archives" Tip Sheet [Back to Top]
- How long will items be archived for?
Policy based on GroupWise archived messages: - All migrated GroupWise Archive messages under "GroupWise Archive" folder will be stubbed (a stub is a smaller version of the original message) and never expire.
Policies based on the age of the message: - After 30 days: Messages over 1MB in size are stubbed.
- After 90 days: The message is stubbed.
- After 3 years: Messages and stubs are expired.
CommVault (the archiving solution) will not stub or remove: Calendar, Tasks, Contacts, Notes. There is no size limit (quota) on CommVault archives. Hint: View "All About Archives" Tip Sheet
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- Is there a quota in the new Exchange environment?
Yes. The default quota is 500MB, but you should never reach the limit if you are enrolled in the email archive system (EAS).
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- What is the size limitation for attachments?
25MB is the limit for total message size.
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- My mail is currently purged after 180 days. Will that still occur?
NO, unless you have opted out of the use of the EAS archive system, email will remain in your inbox for 90 days and archives will remain for 3 years.
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- Are there any other size or data limitations?
A list of blocked file extensions for the enterprise can be found at http://it.jhu.edu/alerts/blockedextensions.html
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- Where can I learn more about the Enterprise Archive System (EAS)?
http://it.jhu.edu/exchange/tipsheets/allaboutarchives.html
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- How is Office/Outlook 2007 client software installed on laptop computers that are taken home each evening?
Please contact your LAN administrator for answers to this question. If an automatic software "push" is planned, and you regularly connect your laptop to the Hopkins network, it is likely that the software will be available to you the morning after the migration.
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- Do I need to archive my current email in order for it to be moved?
No. If you have a large mailbox, we encourage deleting unwanted messages and archiving prior to the migration. Customers with very large email accounts may not have access to all of their information until later in the day following the migration.
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- How do I set up or change an automatic signature?
You can create a signature so that it automatically appears on the bottom of all out-going messages. To create a signature: 1) Select Tools -> Options -> Mail Format -> Signatures.
2) Select New, type in a name for this signature (i.e. Business), and click OK. 3) Type in your signature exactly as you want it to appear in the bottom window. To format the text, select it first then use the formatting buttons! You can also insert hyperlinks (web addresses) and pictures by clicking on those buttons! 4) Do this for as many signatures as you need.
5) If you want all outgoing messages to automatically have a signature on them, then choose the signature that you want to automatically appear by using the drop-down arrow after New Messages.
6) Press the OK button.
Related question: What if I have multiple signatures? [Back to Top]
- What if I have multiple signatures?
If you don't want to default to any signature (you would rather insert the signature manually when needed) then keep the setting for New Messages to None. To manually insert the signature, you can use the Insert Signature button on the Insert tab when creating a message and select the signature to insert.
Related question: How do I set up or change an automatic signature? [Back to Top]
- Can I view other people's calendars? Can I view multiple calendars on the same screen?
If you want to view another person's calendar: 1) Click on Open a Shared Calendar... 2) Type in the name of the person or click Name... and select them from the address book. 3) If that person has not given you permission to view their calendar, then a second gray box (displayed below) and you can send an email to that person requesting permission. 4) Once you have opened up another person's calendar once, their name will appear with a checkbox under People's Calendars, and you can toggle the checkmark on and off whenever you want to show or hide it. You can use this same feature for rooms as well as people. 
Hint: View "Sharing Calendars" Tip Sheet [Back to Top]
- How can I share my calendar, contacts, and/or tasks with other users?
If you want to share your calendar for VIEWING only (similar instructions for contacts and tasks also): 1) Click on Share My Calendar... (this will automatically share your calendar and send each user an email informing them that they can now see your calendar). 
2) Fill in the To... box with all users names who you want to be able to view your calendar. 3) Type in any message in the message area at the bottom of the screen. 4) Press the Send button. 
If you want to share your calendar for MORE THAN VIEW ONLY (similar instructions for contacts and tasks also): 1) Right-click on the folder that you want to share. (i.e. Contacts) 2) Click on Change Sharing Permissions. 
3) Click the Add button to select each person who you want to have rights to work with your calendar. 4) Once each person is added, select each person one at a time and select the rights that you want that person to have by checking on/off checkboxes. You don't necessarily have to use the Permissions Level drop-down arrow, because the level will set automatically based on what boxes are checked below. 5) Press the OK button. 
Hint: View "Sharing Calendars" Tip Sheet [Back to Top]
- How can I view my calendar and my inbox in 2 different screens?
To open your calendar in a separate window, just right-click on the Calendar button on the Navigation Pane and select Open in New Window. This feature is available for all of the buttons on the Navigation Pane, not just the calendar. 
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- How do I recall (retract) a message once I have sent it?
Outlook allows you to recall messages sent to Exchange users who have not read or moved the message yet. To recall/resend a message: 1) Click on your Sent Items folder. 2) Open the message that you want to recall. 3) Click on the Other Actions button on the Ribbon. 4) Click on Recall This Message. 5) Close the message. 
Unlike GroupWise, Outlook does not secretly attempt to remove the message from the recipient's Inbox. Instead, Outlook sends a separate recall message. The recipient will then have the original message and the recall message sitting in their Inbox. If the recipient never opens either one, they will both disappear at some point in time depending on the Exchange Server. If the recipient opens the original message before the recall message then there is nothing to recall and a message gets sent back to the original sender that the recall was a failure for this recipient. If the recipient opens the recall message first, then a box will appear telling the recipient that this message has been recalled and then both the original message and the recall message are automatically deleted and a message gets sent back to the original sender that this recall was successful. This notification appears in the original sender's inbox with a subject Message Recall Success or Message Recall Failure. Once messages have been recalled, either successfully or unsuccessfully, a Tracking page will appear as a separate tab when the original sender opens the sent message in the Sent Items folder. However, the Tracking page only appears after the sender has processed (or opened) the first success or failure message that appeared in their Inbox. Hint: View "Tracking and Recall" Tip Sheet [Back to Top]
- All About Contacts:
- Where is my Frequent Contacts Book?
- How do I use the Contacts folder?
- Can I create more than one contacts folder?
In Outlook 2007, there are 2 main address books by default: Global Address List (GAL) and Contacts Folder. The Global Address List contains all of those resources on the Johns Hopkins Exchange Server (including both people and room resources). The Contacts Folder will contain all of those names and addresses that used to be stored in your personal book in GroupWise. (As a note, these addresses will be stored last name first.) Your Frequent Contacts folder will also be in the Contacts book as a separate folder and will contain all of those names and addresses that used to be stored in your Frequent Contacts book in GroupWise. Any other books that you created in GroupWise, will migrate over as separate folders in the Contacts folder. The big difference you will see when Outlook 2007 first rolls out is that your names will not complete for you as you type them in the To... area in a message. This feature is called the autocomplete in Outlook and does not have memory of any previous names when you first start using Outlook. As you continue to use Outlook, this autocomplete will start remembering your previous names and will start acting like it did in GroupWise. So in the beginning, you may have to just use the To... button or Address book to get to your names. You can get to the Global Address List by clicking on the Address Book button  or by clicking on the To... button  when creating a new message (also the CC or BCC button). To select people or rooms, either double-click on the resource OR select them and click on the To, CC, or BCC button at the bottom. Just clicking once on the name and pressing the OK button DOES NOT work. You can also get to your contact folder by clicking on the drop-down after Global Address List and selecting Contacts. The Contacts folder should contain all contacts that you want to save that may or may not already be in the Global Address List. This is where all of your internet addresses should go. There are several ways to create an entry into your Contacts folder. If you want to add someone to your Contacts who is already in the Global Address List, then the best way is to bring up the Address Book and right-click on their name and select Add to Contacts. 
If the person you want to add is NOT already in the Global Address List and they just sent you an email, then just drag their email message to the Contacts button on the Navigation Pane and drop it. This will automatically open up the New Contacts box allowing you to enter any additional information about this person. Click on Save and Close when you are done. You also have the option to just click on the New Contacts button on the Navigation Pane at any time and add or edit any contacts. To add a new contact: 1) Click on the Contacts button on the Navigation Pane. 2) Click on the New button. 3) Either type in the full name or click on the Full Name... button to enter first name, middle, last, etc. 4) Type in any other additional information including email address. 5) Click on the Save & Close button on the ribbon. 
You can create additional folders by right-clicking on Contacts (once you are in the Contacts folder) and selecting New Folder... You can also change how you view your contacts by changing the Current View options on the Navigation Pane. 
To share your contacts with other users: 1) Select the contacts folder that you would like to share. (i.e. click on it) 2) Click on the Share My Contacts folder. 3) Select the person(s) using the To button. 4) Write a note if needed. 5) Click the Send button. This will send a message to the user that they now have access to your Contacts folder. To view someone else's Contacts folder: 1) Click on Open Shared Contacts... 2) Type their user name or select them using the To button. 3) Click OK. Their contacts folder will now be displayed under the My Contacts option. Now both your contacts book and their contacts book will appear. Note: This will only work if the user has first shared their contact folder with you. See above to see what they must do to share their contacts folder with you. Hint: View "All About Contacts" Tip Sheet [Back to Top]
- How do I create a personal appointment?
There are several ways to create a personal appointment. Here is a list of ways. You can select which option works best for you. 1) Just drag an email from your Inbox to the Calendar button on the Navigation Pane. This automatically creates an appointment for the current date within the next half hour. OR 2) Just drag an email to the date on the To-Do bar. OR 3) Click on the Calendar button in the Navigation Pane and click on the New button OR double-click anywhere in the main window at a designated time or date. OR 4) Double-click a date on the Date Navigator on the To-Do bar, and it will automatically create an appointment. 
Fill out all necessary information then click on the Save & Close button on the Appointment ribbon to save and exit this appointment. You can also quickly turn a one-time personal appointment into a recurring appointment by clicking on the Recurrence button. This can be done even after an appointment has been saved. [Back to Top]
- How do I create/edit/update a meeting request?
The easiest way to create a meeting is to create a personal appointment first and then invite others (which turns it into a meeting). If you haven't already read it, please read the FAQ about creating a personal appointment first before continuing on with this. Once a personal appointment is created, click on the Invite Attendees button on the Appointment ribbon. 
A To... option gets added to the screen. Click on the To... button to select the names of the people that you are inviting to the meeting. Conference rooms can also be reserved by clicking on the Rooms button. Conference rooms are saved in the Global Address List. 
Once you have typed in all the necessary information: people, rooms, subject, location, date, time, etc., you should click on the Scheduling Assistant button to check everyone's availability (including the room). Doing this will cut down on a lot of meeting requests being sent back and forth until a good time is agreed upon. Remember, the Scheduling Assistant is only good if employees keep their calendars up-to-date in Outlook/Exchange. 
To edit or update information regarding a meeting, you can just drag the meeting to another date/time, or you can drag the border to change the time, or you can double-click on the meeting, make any changes, then Save & Close. [Back to Top]
- How can I change the settings of the Reading Pane?
The Reading Pane allows you to view the messages without having to double-click and open the messages. By default, the Reading Pane displays to the right of the screen but can be displayed on the bottom of the screen or turned off completely by going to the View Menu and selecting Reading Pane. You can also work with attachments, accept or decline meeting requests, and use voting buttons in the Reading Pane. In the example shown here, you can see that this message has been flagged for follow up and also categorized as Blue. This information is showing on the Info Bar. You can right-click on the Info Bar to see more information regarding the message including voting buttons (if used). 
By default, a message will be marked as read when you view it for 60 seconds in the Reading Pane. This can be changed by going to the Tools Menu and selecting Options, then clicking on the Other tab and clicking on Reading Pane. 
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- I checked the box to never ask me about sending a receipt again but now I need to change that answer.
Once the Don't Ask box has been answered and the pop up disappears, you can still change your mind on how you want to handle read receipts in the future by going to Tools -> Options -> Preferences -> Email Options... -> Tracking Options... 
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- How do I update the email address for someone I already have in my contacts folder?
To edit an email address, you need to first double-click on that person's name in your Contacts folder to open up the contact information and then double-click on their email address. 
Then update the email address in the Email Properties box and click OK. It will then update the main screen. 
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- How can I track messages that I have sent?
I want to know when my sent messages get delivered, opened, and/or deleted like I could in GroupWise. Outlook does not automatically have Tracking Options turned on like GroupWise did. In Groupwise, you could open up the properties of your sent message and see when the message was delivered, opened (read), deleted, etc. In Outlook you need to turn on the Tracking Options feature. You can turn it on for individual messages or change the default so that it is turned on for all messages. To turn on Tracking Options for individual messages you would need to click on the Options tab when you are creating a New message. 
There are 3 different options that will enable Tracking in Outlook: - Voting Buttons: You can use voting buttons to insert Yes/No buttons (or others) into the mail message so that the recipient can just reply to the message by clicking on one of the buttons. You can use Approve;Reject OR Yes;No OR Yes;No;Maybe OR you can customize your own responses. Once the respondents reply by clicking on the buttons, the sender will receive special email responses back in their Inbox. Once the sender processes the first response, then the sender can get a complete list of who voted and how by opening up the original sent message and a Tracking tab will appear.
- Request a Delivery Receipt: You can turn on this option to track whether the recipients receive your message. The sender will get a message in their inbox stating that the message was delivered for each recipient. Once the sender processes the first returned receipt, then the sender can get a complete list of who received what and when by opening up the original sent message and a Tracking tab will appear.
- Request a Read Receipt: You can turn on this option to track whether the recipients read your message. The sender will get a message in their inbox stating that the message was read and opened for each recipient. Once the sender processes the first returned receipt, then the sender can get a complete list of who read what and when by opening up the original sent message and a Tracking tab will appear.
When the tracking options are enabled, you automatically receive a notification in your inbox from the System Administrator when a message is delivered/read. When a message marked for delivery is delivered, the notification sent back displays a green arrow icon and the subject Delivered:. When a message marked for read notification is read, the message sent back displays a green check mark icon and the subject Read:. 
If tracking has been turned on for a message, and the sender has processed or read the return delivery/read receipt, then the sender will see a Tracking button upon opening the sent message in the Sent Items folder. Once clicked, the Tracking page displays the delivery and receipt status of the message. 
Another big difference in how Outlook handles tracking and how GroupWise did it is that in Outlook a recipient knows when a read receipt has been placed on the message as soon as they open it, because a message pops up similar to what you see below. 
The recipient can select Yes to send the receipt or No to cancel the receipt. However, the danger lies in whether you responded to the check box to never ask again. If you place a check in the Don't ask box and click on the Yes button, it will ALWAYS send the read receipt back to the sender and never ask you again. Adversely, if you place a check in the Don't ask box and click on the No button, it will NEVER send the read receipt back to any sender and it will never ask again! Once the Don't ask box has been answered, and the pop up disappears, you can still change your mind on how you want to handle read receipts in the future by going to Tools -> Options -> Preferences -> Email Options... -> Tracking Options.
Hint: View "Tracking and Recall" Tip Sheet [Back to Top]
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