The University of Arizona

Frequently Asked Questions - Calendar (Windows) With Outlook 2007

When requesting a Room in UAConnect calendar you need to make sure that you are actually clicking on the Room button and not selecting from the dropdown menu.  The dropdown only saves previous information and does not actually connect the room request to your meeting.  

  • When you click on the Room button a pop-up window will appear.
  • Search for the room resource(s) by typing in the name of the room(s) in the GAL.  Once you locate the room and select it (if available) for use make sure that you click on the bottom Room button to bring the room back over to your scheduled meeting invitation.  This will place the room in the To: location.  

Rooms

Rooms

  • Final confirmation will appear in the form of an email stating that the room is reserved for you.

 

Yes. Delegates on Resource Mailboxes must have full access permission to the full mailbox in addition to being tagged as delegates. No additional permissions are necessary. 

How to Figure Out Your Mailbox Quota

You can see how much storage you are using through Outlook, Apple Mail, or Outlook Web App (OWA). These show your usage in MB (megabytes).

Outlook 2010:

1. In Outlook 2010, click on the File tab and this should auto-select the Info option on the left-hand menu.

2. You should see under Mailbox Cleanup something similar to the screenshot below.

Outlook Web Access:

1. Log in to UAConnect.

2. Leave the Use Outlook Web Access Light box unchecked.

3. In your Inbox, place the mouse cursor over your account name in the Nagivation Pan (left hand corner of the window).

4. The Mailbox Quota information will display as shown below.

What Happens When You Are Over Quota?

For faculty, staff, and retiress, here is what happens as your email account reaches its maximum capacity of 12GB.

UITS will send an automated message daily at 1:00 a.m. to alert you to each of these conditions as they apply:

  • Warn: if you receive one of these, it is a good idea to double-check it with the 24/7 IT Support Center since phony 'over quota' messages are a popular way for phishers to try to trick people into disclosing confidential information. Do not ignore this message as it is likely legitimate.
  • Prohibit Send: your account will be marked as full and you will be unable to send any messages
  • Prohibit Send/Receive: your account will be marked as full and you will be unable to send or receive any messages

When you reach the maximum quota all subsequent messages sent to you will be bounced back to the sender. You will receive email again and your account will function normally as soon as you delete enough messages for your account to fall under the relevent 12GB quota.

Recommendations on How to Manage Your Email Quota 

  • Save large email attachments on your personal computer and delete the server version
  • Empty your deleted items, junk mail folder, sent folders frequently
  • Delete old/unwanted messages and folders
  • Move items to an offline .pst

How to Make a Backup Copy of a .pst File in Windows

Follow these steps to make a backup copy of your .pst file in Outlook for Windows:

  1. Close any messaging programs such as Outlook, Microsoft Exchange, or Microsoft Windows Messaging.
  2. Open the Control Panel.
  3. Double-click the Mail icon.
  4. Click Show Profiles.
  5. Click the appropriate profile, and then click Properties.
  6. Click the Data Files tab.
  7. Click on the personal folder you want to backup.
  8. Click Open File Location.
  9. Copy the .pst file to another location.

How to Make a Backup Copy of your Outlook for Mac Data File:

Follow these steps to make a backup copy of your .olm file in Outlook for Mac:

  1. On the File menu, click Export.
  2. Click Outlook for Mac Data File.
  3. Select an option to filter by category or item type.
  4. To export all items in Outlook, click Items of the following types, and then select all the check boxes.
  5. Click the right arrow to continue, and then follow the instructions.

Note: If you have a Microsoft Exchange account or directory services account, contacts from the directory are not exported. Similarly, items that are stored in public folders are not exported. Also, An Outlook for Mac Data File does not contain account settings or your Outlook preferences.