Office of Information Technology

Microsoft Outlook Support Documentation

Brookdale Community College uses Outlook Exchange to manage Email and Calendars. You can access your Brookdale email using the Outlook Desktop Client or the Outlook Web Access from the MyBrookdale Portal or the Staff and Faculty tab from the web site.  Please use your NetID user name and password when using Outlook Web Access.

  • Desktop Client Version: The Outlook Client is the preferred method of access. It provides access to the full features of the mail, tasks, contacts, groups, and advanced calendaring features. Outlook Client is installed on all Staff and Faculty issued desktops and laptops as part of the Microsoft Office suite of applications.
  • Outlook Web Access (OWA): The Outlook Web App is used to access e-mail calendars, contacts, tasks, and other mailbox content when access to the Outlook Desktop Client application is unavailable. (i.e. home or public computer). OWA provides basic services such as email, calendars etc., but does not provide access to all features of the Outlook client desktop version.Please note, some OWA functionality may vary across browsers. For example, you may be unable to edit your signature file when using Google Chrome.

Email Management

Quotas

The default quota for accounts on Exchange 2010 is 1GB. You can view your quota usage at any time, as described below.
Outlook Desktop Client 2010

  1. Click on the File tab and, if necessary, Info.
  2. Under Mailbox Cleanup you’ll see your current use of the mailbox.

Message Size Limits

All Exchange accounts can receive messages of up to 50 MB in size (including attachments), but will vary in terms of messages that can be sent. It’s important to note that message size includes the message itself, plus attachments, plus any encoding that is placed on the message by the sending mail client. See details below:

Mail Client Send Limit Receive Limit
Outlook Desktop Client  50 MB 50 MB
OWA  50 MB 50 MB

"Out of Office" Auto Replies

You can use the Out of Office Assistant to alert people writing to you that you are out of the office and will not be able to reply to their message immediately. Each sender will only receive one alert, even if they write to you multiple times. Follow the steps outlined below to set up your auto-reply.

In Outlook Desktop Client

  1. Launch Outlook
  2. Go to File and choose Automatic Replies (Out of Office)
  3. Set the parameters of your message. Note that “Inside My Organization” and “Outside My Organization” need to be set separately.
  4. Click on OK

In OWA

  1. Click Options, which you’ll find in the upper right corner.
  2. Click on Set Automatic Replies….
  3. Select Send automatic replies.
  4. Set a date and time range for the reply.
  5. Enter the message(s) that you want people to get while you are out of the office. (Scroll down to note that you have an option to set different text for those who are writing from inside your organization vs. those coming from the outside.)
  6. Click Save in the bottom right corner and then you’re all set.

Archiving Email

An efficient way to reduce the size of your Outlook mailbox is to regularly archive older items. Unlike a traditional backup in which a copy of Outlook items is made, archived items are moved to a separate Outlook Data File (.pst). Archived items can be accessed at any time by opening the file.

By default, Staff and Faculty Brookdale issued desktops and  laptops are set to archived automatically on a regular interval. Items older than 90 days will be auto archived every 14 days. .

You can also manually back up and archive items, in addition to AutoArchive or as a replacement. Manual archiving provides flexibility, and allows you to specify exactly which folders are included in the archive, and which archive Outlook Data File (.pst) is used.

To manually archive Outlook items, do the following:

  1. Click the File tab.
  2. Click Cleanup Tools.
  3. Click Archive.
  4. Click the Archive this folder and all subfolders option, and then click the folder that you want to archive. Any subfolder of the folder you select is included in this manual archive.
  5.  Under Archive items older than, enter a date.
  6. If you do not want to use the default file or location, under Archive file, click Browse to specify a new file or location. Browse to find the file that you want, or enter the file name, then click OK. The destination file location appears in the Archive file box.
  7. Select the Include items with “Do not AutoArchive” checked check box to include any items that might be individually marked to be excluded from automatic archiving. This option does not remove that exclusion from these items, but instead ignores the Do not AutoArchive check box for this archive only.

 

Turn off AutoArchive

If you want to archive only manually, you must turn off AutoArchive. Do the following:

  1. Click the File tab.
  2. Click Options.
  3. On the Advanced tab, under AutoArchive, click AutoArchive Settings.
  4. Clear the Run AutoArchive every n days check box.