Computing and Information Services

Frequently Asked Questions

List of FAQ categories

Exchange - Email

+Can I create an Out of Office reply to messages I receive when I am out of the office?

Outlook 2010:

  1. From the Menu Toolbar select File | Info | Automatic Replies
  2. Select the option to Send automatic replies
  3. Set the required time range if required
  4. Add your Out of Office reply
  5. Click the Outside My Organisation tab and make the required changes - CIS advice is not to send external out of office replies 
  6. Click OK

OWA 2010

  1. Click Options then Automatic Replies
  2. Select the option to Send automatic replies
  3. Set the required time range if required
  4. Add your Out of Office reply
  5. CIS advice is to disable the option to send external out of office replies 
  6. Click Save

Outlook 2007:

  1. From the main Toolbar select Tools | Out of office Assistant
  2. Select the option to Send automatic replies
  3. Set the required time range if needed
  4. Add your Out of Office reply
  5. Click the Outside My Organistion tab and make the required changes - CIS advise not send external out of office replies
  6. Click OK

OWA 2003:

  1. Click the Options button
  2. Select the I'm currently out the Office button
  3. Type in your Out of Office reply
  4. Click on Save and Close

Please note that the Out of Office facility will only work for internal (@durham.ac.uk) email addresses. This helps reduce the amount of SPAM your email account would receive i.e. if your Out of Office reply responded to a SPAM email (external) you have confirmed that your email account is active and your address will be distributed to known account lists.

+Can I recover deleted emails and folders?

Please note: It is not possible to recover deleted items older than 30 days.

OWA 2010:

  1. Click on the Deleted Items folder then right-click and select Tools | Recover Deleted Items. A new window will open which will contain a list of your previously deleted items.
  2. Select the items you wish to recover and click the Recover Select Items button. The items will appear in the Deleted Items folder.
Outlook 2010:
  1. Click on the Deleted Items folder then right-click and select Tools | Recover Deleted Items. A new window will open which will contain a list of your previously deleted items.
  2. Select the items you wish to recover and click the Recover Select Items button. The items will appear in the Deleted Items folder.

OWA 2003:

  1. From the Options, click the View Items button (under Recover Deleted Items). A new browser window will open which will contain a list of your previously deleted items.
  2. Select the items you wish to recover and click the Recover button. The items will appear in the Deleted Items folder.

Outlook 2007:

  1. Click on the Deleted Items folder then from the Menu Toolbar select Tools | Recover Deleted Items. A new window will open which will contain a list of your previously deleted items.
  2. Select the items you wish to recover and click the Recover Select Items button. The items will appear in the Deleted Items folder.

+Can I use a mobile phone to access Exchange?

Please go to the following URL, which provides as list of instructions for a number of devices.

http://www.dur.ac.uk/its/local/telecom/mobiles/mobile_exchange/

+Can I use the IMAP protocol on Exchange 2003?

The IMAP protocol is available for staff and students on request. Please see the URL below for further details.

http://www.dur.ac.uk/its/services/email/exchange/eximap/

+How can I back up my email before leaving Durham

If you are leaving the University, or are switching to a department which has their own email server, then you may wish to take a copy of your current emails from the CIS Exchange server. You can only carry out these instructions while your emails are still being delivered to the CIS Exchange email system. The following instructions are for Microsoft Outlook. If you primary means of access your Durham email is via OWA, you will need to request IMAP is enabled on your account, configure Outlook for IMAP and then export your mail folders.

  1. On the File menu, click Options
  2. Select Advanced from the left hand menu
  3. Locate the Export heading and click the Export button
  4. From the list, click Export to a file and click Next
  5. Select Outlook Data File (.pst), and then click Next.
  6. Click the folder that contains the messages you want to back up. If the folder contains a subfolder that you want to include, select the Include Subfolders check box, and then click Next.
  7. Under Save exported file as, click Browse, and then specify a name and location for your backup file, for example, Mail Backup.
  8. If you back up a .pst file that you have backed up to before, click one of the following:
  • Replace duplicates with items exported - Existing data will be overwritten with the information in the file being exported.
  • Allow duplicate items to be created - Existing data will not be overwritten, and duplicate information will be added to the backup file.
  • Do not export duplicate items - Existing data will be kept, and the duplicate information in the folder will not be copied to the backup file.
  1. Click Finish.
  2. You will be asked to enter a password to secure your file, then press OK

Now that you have made a copy of your emails from the CIS Exchange server you can burn this to a CD and take it home with you, or to your new department to be imported into their email server.

+How do I configure email clients for IMAP on Exchange 2003?

The Exchange 2003 IMAP server details are as follows:

Incoming server: eximap.dur.ac.uk
Port: 143
Encryption method: None

Outgoing server: exsmtp.dur.ac.uk
Port: 25
Encryption method: None

Configuring Windows email clients

Outlook 2007

  1. From the Menu Toolbar select Tools | Account Settings
  2. Click the New button
  3. Select Microsoft Exchange, POP3, IMAP or HTTP from the options listed and click Next
  4. Click the Manually configure server settings or additional types then click Next
  5. Select Internet Email then click Next
  6. Type your Name, and Email address and choose IMAP from the Account Type drop-down options
  7. In the Incoming and Outgoing Mail Server boxes add the server information displayed above
  8. Type your CIS username (in the format mds\username) and password in the relevant boxes and ensure the remember password box is checked
  9. Click the More Settings button then the Outgoing Server tab and tick the option to use outgoing server authentication (using the same settings as the incoming mail server)

  10. Click OK then Next and finally, Finish

Outlook 2010

  1. From the Menu Toolbar select File then Account Settings
  2. From the Email tab, click New
  3. Select Email account then click Next
  4. Type your name, email address and password then select to Manually configure server settings and click Next
  5. Ensure Internet Email is selected, then click Next
  6. Using the Account Type dropdown menu, choose the IMAP option
  7. Add the server details as above
  8. Type your CIS username and password and ensure that Remember Password is ticked
  9. Click the More Settings button then the Outgoing Server tab and tick the option My server (SMTP) requires authentication and Use same settings as my incoming server

  10. Click OK then Next then Close and finally, Finish

Windows Live Mail

  1. From the Menu Toolbar select Accounts then click Email
  2. Type your Email address and Password then select the options to the remember the password and to manually configure server settings, click Next
  3. For the Incoming server type select IMAP then add the server details as above
  4. For the Outgoing server type, add the server details as above and tick the Requires authentication option
  5. Enter your CIS username in the Logon user name box then click Next
  6. Click Finish to complete the setup, all folders and messages in your Exchange Mailbox will then be downloaded

Thunderbird 13.x

  1. From the Menu toolbar select Tools | Account Settings
  2. Click Account actions, then Add Mail account
  3. Type your Name, Durham email address and password, tick the option to remember password and click Continue
  4. The automatic configuration will fail, so proceed with the following changes
  5. Ensure the incoming server is set to eximap.dur.ac.uk, change the dropdown menu option from POP to IMAP and change the port to 143, set the SSL option to None, and the Authentication to Normal Password
  6. Set the SMTP server hostname to exsmtp.dur.ac.uk, change theportto 25, set the SSL option to None and the Authentication to Normal Password
  7. In the username box enter your Durham username
  8. Click the Advanced Config button
  9. Click Server Settings , then tick the options Clean up ("Expunge") Inbox on Exit and Empty Trash on Exit
  10. In Server Settings, click on Advanced un-tick the options to Show only subscribed folders and Allow the server to override these namespaces
  11. Click OK
  12. Click OK again
  13. Click the Inbox of the account you just created. Your Exchange mail folders and email messages will appear, this may take a while depending on your connection and the size of your mailbox
  14. From the Menu Toolbar select Tools | Account Settings then click Copies and Folders, ensure there is a tick in Place a copy in: select the Other option and chose the Sent Items folder from the list of folders displayed
  15. Click Server Settings and opt to move deleted messages to the Deleted Items folder of your Exchange account (using the dropdown menu option)
  16. Click OK, your email account is now ready to use

Configuring Mac OS X clients

Mac Mail 5.2

  1. From the Menu Toolbar select File | Add Account
  2. Add Full Name, Email Address & Account Password then Continue
  3. Incoming Mail Server Page - complete details below then Continue
    • Account Type – IMAP
    • Description – Durham IMAP
    • Incoming Mail Server - as displayed above
    • Username – mds\your username
    • Password – Your CIS Password
  4. Ensure the option to use SSL is unchecked and Authentication is set to Password, then click Continue
  5. Outgoing Mail Server - complete details below then Continue
    • Description - Durham SMTP
    • Outgoing Mail Server – as displayed above
    • Uncheck the option to Use only this server
    • Ensure Use Authentication is checked and type your CIS Username and Password
  6. Click Continue then Create to finish

Thunderbird 11.x

  1. From the Menu select Tools | Account Settings
  2. Click Account actions, then Add Mail account
  3. Type your Name, Durham email address and password, tick the option to remember password and click Continue
  4. The automatic configuration will fail, so proceed with the following changes
  5. Ensure the incoming server is set to eximap.dur.ac.uk, change the dropdown menu option from POP to IMAP and change the port to 143, set the SSL option to None, and the Authentication to Normal Password
  6. Set the SMTP server hostname to exsmtp.dur.ac.uk, change theportto 25, set the SSL option to None and the Authentication to Normal Password
  7. In the username box enter your Durham username
  8. Click the Advanced Config button
  9. Click Server Settings , then tick the options Clean up ("Expunge") Inbox on Exit and Empty Trash on Exit
  10. In Server Settings, click on Advanced un-tick the options to Show only subscribed folders and Allow the server to override these namespaces
  11. Click OK
  12. Click OK again
  13. Click the Inbox of the account you just created. Your Exchange mail folders and email messages will appear, this may take a while depending on your connection and the size of your mailbox
  14. From the Menu Toolbar select Tools | Account Settings then click Copies and Folders, ensure there is a tick in Place a copy in: select the Other option and chose the Sent Items folder from the list of folders displayed
  15. Click Server Settings and opt to move deleted messages to the Deleted Items folder of your Exchange account (using the dropdown menu option)
  16. Click OK, your email account is now ready to use

Entourage 2008

  1. From the Menu Toolbar select Tools | Accounts
  2. Click New and select Mail
  3. Type in your email address. Do NOT check the 'My account is on an Exchange server' box
  4. Click on 'Configure Account Manually'
  5. Select IMAP and click OK
  6. Complete the Account Settings Page then click OK
  7. For the Account name type :- Durham IMAP
  8. Type mds\your username in the Account ID
  9. Add the IMAP server details displayed above
  10. Type your CIS Password in the Password text box
  11. Add the SMTP Server details displayed above
  12. Click the Advanced Sending Option button
  13. Check the "SMTP Server requires Authentication" and type in your Username and Password then close the window

Outlook 2011

  1. From the Menu Toolbar select Tools | Accounts
  2. Click on the Email Account button
  3. Type in your email address.
  4. Type in your CIS password
  5. Type in your username (in the format mds\username)
  6. Check the TYPE box is set to IMAP
  7. Incoming server is eximap.dur.ac.uk
  8. Outgoing Server is exsmtp.dur.ac.uk
  9. ( Do NOT check 'Override Default Port' or 'Use SSL to connect')
  10. Click Add Account - the configuration screen will refresh, click the More Options button
  11. Select User Name and Password as the Authentication method and enter you User name (in the format mds\username) and Password and click OK
  12. Close the Accounts configuration window - your account is now ready to use
  13. Click on Tools > IMAP Folders , highlight any folder you wish to subscribe to, and click the subscribe button.

Configuring Unix/Linux clients

Pine

Pine has been configured on the CIS linux system (vega) to access Exchange email. Provided your mail is delivered to the CIS Exchange service and you have requested IMAP access, you need take no further action. The information below is provided purely for reference on how that configuration has been achieved.

  1. Select SETUP from main menu
  2. Select (C) Configure option
  3. Use arrow keys to select smtp-server line, then C to change value
  4. Change value to exsmtp.dur.ac.uk
  5. Repeat 3&4 for inbox-path={eximap.dur.ac.uk}inbox
  6. Select E to exit setup

+How do I configure email clients for IMAP on Exchange 2010?

The Exchange 2010 IMAP server details are as follows:

Incoming server: imap.dur.ac.uk
Port: 993
Encryption method: SSL

Outgoing server: smtp.dur.ac.uk
Port: 587
Encryption method: TLS

Configuring Windows clients

Outlook 2007

  1. From the Menu Toolbar select Tools | Account Settings
  2. Click the New button
  3. Select Microsoft Exchange, POP3, IMAP or HTTP from the options listed and click Next
  4. Click the Manually configure server settings or additional types then click Next
  5. Select Internet Email then click Next
  6. Type your Name, and Email address and choose IMAP from the Account Type drop-down options
  7. In the Incoming and Outgoing Mail Server boxes add the server information displayed above
  8. Type your CIS username (in the format mds\username) and password in the relevant boxes and ensure the remember password box is checked
  9. Select the option to Require logon using Secure Password Authentication (SPA) 
  10. Click the More Settings button then the Outgoing Server tab and tick the option to use outgoing server authentication (using the same settings as the incoming mail server)
  11. Click the Advanced Tab and change the Incoming and SMTP server settings and type of encryption as above  

  12. Click OK then Next and finally, Finish

Outlook 2010

  1. From the Menu Toolbar select File then Account Settings
  2. From the Email tab, click New
  3. Select Email account then click Next
  4. Type your name and email address then select to Manually configure server settings and click Next
  5. Ensure Internet Email is selected, then click Next
  6. Using the Account Type dropdown menu, choose the IMAP option
  7. Add the server details as above
  8. Type your CIS username and password and ensure that Remember Password is ticked
  9. Select the option to Require logon using Secure Password Authentication (SPA) 
  10. Click the More Settings button then the Outgoing Server tab and tick the option to use outgoing server authentication (using the same settings as the incoming mail server)
  11. Click the Advanced Tab and change the Incoming and SMTP server settings and type of encryption as above  

  12. Click OK then Next then Close and finally, Finish

Windows Live Mail

  1. From the Menu Toolbar select Accounts then click Email
  2. Type your Email address and Password then select the options to the remember the password and to manually configure server settings, click Next
  3. For the Incoming server type select IMAP then add the server details as above and select the option Requires a secure connection (SLL) 
  4. For the Outgoing server type, add the server details as above and select the options Requires a secure connection (SLL) and Requires authentication 
  5. Change the Authentication using option to Secure Password Authentication
  6. Enter your CIS username in the Logon user name: box then click Next
  7. Click Finish to complete the setup, all folders and messages in your Exchange Mailbox will then be downloaded

Thunderbird 17.x

  1. From the Menu toolbar select Tools | Account Settings
  2. Click Account actions, then Add Mail account
  3. Type your Name, Durham email address and password, tick the option to remember password and click Continue
  4. The automatic configuration will fail, so proceed with the following changes
  5. Ensure the incoming server is set to imap.dur.ac.uk, change the dropdown menu option from POP to IMAP and change the port to 993, set the SSL option to SSL/TLS, and the Authentication to Normal Password
  6. Set the SMTP server hostname to smtp.dur.ac.uk, change theportto 587, set the connection secuirty to STARTTLS and the Authentication to Normal Password
  7. In the username box enter your Durham username
  8. Click the Advanced Config button
  9. Click Server Settings , then tick the options Clean up ("Expunge") Inbox on Exit and Empty Trash on Exit
  10. In Server Settings, click on Advanced un-tick the options to Show only subscribed folders and Allow the server to override these namespaces
  11. Click OK
  12. Click OK again
  13. Click the Inbox of the account you just created. Your Exchange mail folders and email messages will appear, this may take a while depending on your connection and the size of your mailbox
  14. From the Menu Toolbar select Tools | Account Settings then click Copies and Folders, ensure there is a tick in Place a copy in: select the Other option and chose the Sent Items folder from the list of folders displayed
  15. Click Server Settings and opt to move deleted messages to the Deleted Items folder of your Exchange account (using the dropdown menu option)
  16. Click OK, your email account is now ready to use

Configuring Mac OS X clients

Mac Mail 5.2

  1. From the Menu Toolbar select File | Add Account
  2. Add Full Name, Email Address & Account Password then Continue
  3. Incoming Mail Server Page - complete details below then Continue
    • Account Type – IMAP
    • Description – Durham IMAP
    • Incoming Mail Server - as displayed above
    • Username – mds\your username
    • Password – Your CIS Password
  4. Ensure the option to use SSL is unchecked and Authentication is set to Password, then click Continue
  5. Outgoing Mail Server - complete details below then Continue
    • Description - Durham SMTP
    • Outgoing Mail Server – as displayed above
    • Uncheck the option to Use only this server
    • Ensure Use Authentication is checked and type your CIS Username and Password
  6. Click Continue then Create to finish

Thunderbird 17.x

  1. From the Menu select Tools | Account Settings
  2. Click Account actions, then Add Mail account
  3. Type your Name, Durham email address and password, tick the option to remember password and click Continue
  4. The automatic configuration will fail, so proceed with the following changes
  5. Ensure the incoming server is set to imap.dur.ac.uk, change the dropdown menu option from POP to IMAP and change the port to 993, set the SSL option to SSL/TLS, and the Authentication to Normal Password
  6. Set the SMTP server hostname to smtp.dur.ac.uk, change the port to 587, set the SSL option to STARTTLS  and the Authentication to Normal Password
  7. In the username box enter your Durham username
  8. Click the Advanced Config button
  9. Click Server Settings , then tick the options Clean up ("Expunge") Inbox on Exit and Empty Trash on Exit
  10. In Server Settings, click on Advanced un-tick the options to Show only subscribed folders and Allow the server to override these namespaces
  11. Click OK
  12. Click OK again
  13. Click the Inbox of the account you just created. Your Exchange mail folders and email messages will appear, this may take a while depending on your connection and the size of your mailbox
  14. From the Menu Toolbar select Tools | Account Settings then click Copies and Folders, ensure there is a tick in Place a copy in: select the Other option and chose the Sent Items folder from the list of folders displayed
  15. Click Server Settings and opt to move deleted messages to the Deleted Items folder of your Exchange account (using the dropdown menu option)
  16. Click OK, your email account is now ready to use

Entourage 2008

  1. From the Menu Toolbar select Tools | Accounts
  2. Click New and select Mail
  3. Type in your email address. Do NOT check the 'My account is on an Exchange server' box
  4. Click on 'Configure Account Manually'
  5. Select IMAP and click OK
  6. Complete the Account Settings Page then click OK
  7. For the Account name type :- Durham IMAP
  8. Type mds\your username in the Account ID
  9. Add the IMAP server details displayed above
  10. Type your CIS Password in the Password text box
  11. Add the SMTP Server details displayed above
  12. Click the Advanced Sending Option button
  13. Check the "SMTP Server requires Authentication" and type in your Username and Password then close the window

Outlook 2011 (14.2.2)

  1. Before configuring Outlook 2011, you should check for and install any products updates to ensure you are running version 14.2.2 or above
  2. From the Menu Toolbar select Tools | Accounts then Email Account 
  3. Type your email address and CIS password
  4. Type in your username (in the format mds\username)
  5. Check the TYPE box is set to IMAP
  6. Type the incoming server as above
  7. Select to Override the default port and Use SSL to connect
  8. Change the port from 143 to 993
  9. Type the outgoing server as above
  10. Select to Override the default port and Use SSL to connect
  11. Change the port from 25 to 587 
  12. Click Add Account - the configuration screen will refresh, click the More Options button
  13. Select User Name and Password as the Authentication method and enter you User name (in the format mds\username) and Password and click OK
  14. Close the Accounts configuration window - your account is now ready to use

Configuring Unix/Linux clients

Pine

Pine has been configured on the CIS linux system (vega) to access Exchange email. Provided your mail is delivered to the CIS Exchange service and you have requested IMAP access, you need take no further action. The information below is provided purely for reference on how that configuration has been achieved.

  1. Select SETUP from main menu
  2. Select (C) Configure option
  3. Use arrow keys to select smtp-server line, then C to change value
  4. Change value to smtp.dur.ac.uk
  5. Repeat 3&4 for inbox-path={imap.dur.ac.uk/ssl/user=USERNAME}inbox
  6. Select E to exit setup

+Is there any email best practice advice?

Please see the URL below for further details.

http://www.dur.ac.uk/its/services/email/goodpractice/

+What are the Exchange quotas for staff & postgraduate students?

All Durham Exchange accounts are subjected to mailbox quotas. For staff & postgraduate students the quotas are as follows.

Daily warning messages - 1945 MB
Unable to send messages 2048 MB
Mailbox limit - 2.3 GB

If your mailbox size exceeds 1945MB you will receive daily warning messages informing you that your about to go over quota.

If you fail to take action to reduce your quota on receipt of a daily warning message you will be unable to send email messages once your mailbox size exceeds 2048MB. If you continue to ignore the warning messages you will eventually be unable to send or receive email.

To check the size of your mailbox size using Microsoft Outlook, click on Tools | Mailbox Cleanup then the View Mailbox Size button. The size is displayed in Kb and there are 1024KB in 1MB so 102400Kb is 100MB.

In order to reduce your mailbox size you will need to proactively manage your email, for example
By emptying your deleted items folder regularly
By saving attachments to your local disk or J: drive and then deleting the attachment from the original email message
By sorting through Mail folders (including Sent Mail) and deleting any messages no longer required.
By archiving messages to your j: drive.

For further information on deleting attachments and using AutoArchive, please visit the URLs below:
Deleting attachments - http://www.dur.ac.uk/its/info/faqs/?faqno=708
Archiving messages - http://www.dur.ac.uk/its/info/faqs/?faqno=709

Please see http://www.dur.ac.uk/records.management/erm/email/ for University advice on Records Management: Email.

+What are the Office 365 mailbox quota limits?

The Office 365 quota limits are as follows:

Mailbox limit - 25GB
Maximum number of message recients per day - 1500
Maximum number of recipients per message - 500
Maximum size of attachment - 25MB

Despite the large mailbox quotas on Office 365, you should proactively manage your email, for example:
By emptying your deleted items folder regularly.
By sorting through Mail folders (including Sent Mail) and deleting any messages no longer required.

+What attachments are Blocked in Outlook and OWA?

By default for security reasons Outlook blocks a number of various attachments types. For a full list of these attachments see
http://office.microsoft.com/en-us/outlook/HP030850041033.aspx
If you do require to send an attachment which is blocked we recommend that you compress the file into a zip format prior to sending.
see http://support.microsoft.com/kb/306531 for further details

+What is the maximum size of attachment I can send?

The maximum size of attachment you can send from an Exchange enabled account is 15MB.

If you try to send a message larger then 15MB it will remain in your Drafts folder and will count towards your mailbox quota size.

If you have large messages in your Drafts folder, you should delete them and empty your Deleted Items folder.

+Why can I not see mail folders I have been given permission to view?

Users who grant access permissions to their email folders must also ensure that they apply the permissions to the top level of their mailbox in addition to individual mail folders.

If you are unable to open mail folders which you know you have the required permissions to access, please check with the owner of the account that they have followed the instructions in the following FAQ.
http://www.dur.ac.uk/its/faqs/?faqcategory=159#faq826

Instructions on accessing secondary mail folders can be found via the following FAQ.
http://www.dur.ac.uk/its/faqs/?faqcategory=159#faq828

+Why do weblinks in my email messages get amended?

Exchange adds a secure redirect to web links in emails automatically. Not doing so would present a privacy risk to the end user. The secure URL also allows you to navigate away from and return to OWA without re-authenticating.

If the amended link was not added, when you clicked the unsecured link, your web browser would send the original URL as part of the HTTP referrer header. The referrer header would contain your username and the subject of the message that you where viewing at the time. By adding a secure URL, no confidential data is passed in the referrer request.
The above behaviour is by design and it is not possible to turn it off for privacy and security reasons, both for the individual and the University.

You may also see text which states that MailScanner has detected a potential fraud attempt. This message is displayed because MailScanner interprets the secure URL added by Exchange as a redirected webpage and as a result raises the potential fraud risk to the user.

Again, the MailScanner behaviour is by design and has been implemented to reduce the possibility of the recipient of the email being a victim of fraud.

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