Charles Sturt University
Charles Sturt University
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  • Outlook
  • Web Outlook
  • Office 365 Outlook
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IT Servicesservice category Email

Email

CSU provides a secure email and calendaring system for staff including:

  • installation of Microsoft Outlook (email client) on all CSU managed staff computers
  • access to email from any location via a web browser (Web Outlook) on computers and mobile devices
  • creation of new individual and group email accounts
  • recovery of deleted items
  • centralised backup
  • virus scanning and spam filtering
  • ability to send and receive file attachments up to 20MB in size to CSU (@csu.edu.au) email addresses
  • ability to send a file attachment up to 20MB in size to non-CSU email addresses
  • meeting scheduling for individuals, groups and videoconference room bookings
  • calendar management via delegate access
  • ability to create and share calendars with other staff
  • university-wide and personal distribution lists for group email

Email accounts:

  • are automatically created for permanent, part-time and contract staff
  • must be requested from the IT Service Desk for casual staff
  • can be created for temporary staff accounts by ticking the email account option when creating a temporary access account

Creation of university-wide distribution lists must be requested by contacting the IT Service Desk. Distribution lists within business units can be created by Share Administrators (SAs).

The CSU staff email server has a limited amount of space. As a result, each staff member has a maximum quota for email storage on the server. When the amount of email reaches the quota, you must archive your emails (move to another location).

Service Owner

Manager, Infrastructure

Outlook

Microsoft Outlook offers:

  • electronic mail
  • electronic calendar - appointments, events and tasks
  • staff availability visibility – to schedule meetings etc.
  • contact lists - personal and professional
  • advanced file sharing facilities

Access

Microsoft Outlook is installed on all CSU staff computers.

To open:

  • double click on the Outlook icon on your desktop
  • click on the ‘Start’ button, select ‘All Programs’ and click on Outlook

Cost

Creation, management and support of this service are funded by the university and provided at no additional cost to staff.

Support

If you have further questions or need technical help after checking the Online Resources, contact the IT Service Desk

Web Outlook

Web Outlook (Outlook Web App – OWA) allows you to access your CSU email via a web browser if you are away from campus and without your CSU managed computer.

Web Outlook is very similar to Microsoft Outlook providing access to inbox, calendars, contacts, tasks and folders.

You are not able to view your archived .pst emails files via Web Outlook if you have saved them locally (e.g. C or D drives).

Access

You can access Web Outlook via:

Cost

Creation, management and support of this service is funded by the University and provided at no additional cost to staff.

Support

If you have further questions or need technical help after checking the Online Resources, contact the IT Service Desk

Office 365 Outlook

With Office 365, you can install Microsoft Office (including Outlook) on personal computers or mobile devices.

Once installed, you can add your CSU or personal email address account to Outlook to send and receive emails.

Access

How to install Office 365

Current staff and students are eligible to access Office 365. To continue using the software if you cease employment with CSU, go to Buy Office 365.

Cost

Creation, management and support of this service are funded by the university and provided at no additional cost to staff.

Support

If you have further questions or need technical help after checking the Online Resources, contact the IT Service Desk

Service Support Articles

Can’t open Outlook

Possible Solutions:

  • If Outlook is continually asking you for your user name and password and it won’t open, you need to restart your computer. If you have recently changed your password and have not closed down your computer since then it may be recognising your old password which is no longer valid.
  • Check your network connection if you are getting an error message. See if you can access any external websites, and whether your colleagues are having similar problems. Also check the blue network cable to see if it is correctly connected.
  • If you have a new computer and can’t access email, it could be a problem with the configuration of your email on the new PC. Log a job with the IT Service Desk to get it checked. In the meantime, use weboutlook.csu.edu.au to access your email.
  • ‘Exchange Server unavailable’ error message:
  1. Open the Windows Start menu > click Control Panel > select Mail
  2. Click the ‘E-mail Accounts…’ button
  3. Select your account
  4. Click the ‘Change…’ button
  5. In the Server dialogue box, enter weboutlook.csu.edu.au
  6. Click the ‘Check Name’ button to find your entry
  7. Click the ‘Next >’ button
  8. Select Finish
  9. Restart Outlook

Email size

The maximum attachment size which you are able to send and receive (from CSU and non-CSU email addresses) is 20MB.

Please be aware that the CSU staff email server only has a limited amount of space. As a result, each staff member has a maximum quota for email storage on the server.

As an alternative to emailing large files, you can:

  • Save your file to the common area of the S drive and send a hyperlink to the recipient so they can open and view it. Note - the S drive is only accessible to staff
  • Use the Large File Sending facility available to staff

Using hyperlinks

Sending attachments uses up significant space on the university’s mail server.

There are a couple of methods you can use to hyperlink a document within an email message:

Email the file path

  1. Select the file on the university’s S (shared) drive
  2. Highlight the file path in the ‘Address’ bar at the top of the window
  3. Either right-click and choose ‘Copy’
  4. Create a new email message to the recipient and ‘Paste’ the hyperlink into the body of the message
  5. Make sure you press the ‘Enter’ button after you have pasted in the ‘hyperlink’ to activate it, it will turn blue
  6. Send your message as normal

Insert a ‘Hyperlink’

  1. Create a new email message to the recipient
  2. Highlight the word you wish to use as your ‘hyperlink’, e.g. ‘Click here to open the document’ - highlight the word ‘here’
  3. Click on the ‘Insert’ tab at the top of the Outlook message window
  4. Select ‘Hyperlink’ or right-click on the highlighted text and select ‘Hyperlink…’ from the drop-down menu
  5. The ‘Insert Hyperlink’ window will open and you can navigate to wherever your file is kept
  6. Select the file you wish to include in your email
  7. Click OK
  8. Your hyperlinked word will now be highlighted in blue. If you run your mouse across it, you will see the details of the hyperlink appear
  9. Send your message as normal

Be sure that the recipient of any message which includes a hyperlink has access to the area where the file is stored.

Archiving

At CSU, the server for staff email only has a limited amount of space. As a result, each staff member has a maximum quota for email storage on the server. If your email exceeds this quota size, your mail services will become restricted and eventually no email will be accepted for your email address. Depending on the group you are in, your quota is as follows:

 

Warning

Stop Send

Stop Receive

Casual

615 megabytes (0.6GB)

768 megabytes (0.75GB)

922 megabytes (0.9GB)

Staff

2867 megabytes (2.8GB)

3072 megabytes (3GB)

3277 megabytes (3.2GB)

Exec

4608 megabytes (4.5GB)

5120 megabytes (5GB)

5325 megabytes (5.2GB)

When the amount of email on the mail server reaches the quota, you need to remove the emails to another location. This process is called archiving.

Records management responsibilities

For any email correspondence, please make sure that you adhere to the CSU Records Management Policy. For information visit records management.

For any email that is not a requirement for our records management system, DIT recommends that these old emails be moved off the mail server on to a file on your computer, and a copy of these burnt to CD for your backup requirements.

Check your current quota usage

Before you archive to a PST file, you need to know how much room you are currently using on the exchange servers:

  1. Open Outlook 2013, click the right mouse button on 'inbox' in the left-hand side menu and select 'Properties'. In the General tab, click on the 'Folder Size...' button.
  2. The next screen gives you an overview of the size of your mailbox and where items are stored.

Most people at CSU are in the group STAFF and as a result, will get email notifications about being close to quota when the total size (including sub-folders) is 2867 megabytes (2.8GB). You must reduce your email to below this figure to ensure continuity of your email service.

Archive emails to PST files

To create a PST file in Outlook 2013:

  1. Click on the 'Home' tab across the top of the screen and select the 'New Items' button. Scroll down the list, select 'More Items' and 'Outlook Data File'.
  2. In the 'Create or Open Outlook Data File' screen, navigate to My Documents\Outlook Files (if this folder does not exist, create it). Call the file something that will make sense to you when you are looking at this folder (e.g. your CSU username October 2009.pst).
  3. In your Mail Folders list in Outlook, you should see an entry with the name you specified in the previous step. Click the arrow at the start of the name to expand it. This file behaves in a similar way to your mailbox entry above it, you can create sub-folders and drag emails or entire folders to this group.
  4. Move the email you want to archive to the newly created PST file. Check to see that your email is now under the quota and when you are happy with the result, you will need to make a copy of the PST file in case your hard drive corrupts.

Open PST files

The folder you made to store your archived messages will be viewable in your 'Mail Folders' unless you move to a different computer, or receive a new computer. If you use someone else's computer, you will not have access to your archived information unless you use the backup copy that you created to put them on that computer.

You can only view the files from a different computer if they have been copied over to the D Drive on that computer (when you receive a new computer from the Computer Shop, this will be done for you during the installation of that new computer).

To open your PST files on a different computer, you need to add them to the 'Mail Folders':

  1. Click on File
  2. Click Open & Export
  3. Select Open Outlook Data File
  4. Browse to where your PST files are stored
  5. Click on OK and you will see the folder with the email messages inside it displayed in your list of 'Mail Folders'

Note - You will not be able to access PST files from Web Outlook

Burn PST files to disk

  1. Close Outlook, this will allow the PST to be copied to disk
  2. You should not manually copy items to  the PST file as these will not be backed up onto the burnt PST copy
  3. You should be able to find the PST file you created in your My Documents folder in the Outlook folder. Use the CD or DVD writing software on your computer to burn a backup copy of the PST file to your preferred medium.
  4. After burning a backup, place the PST backup disc in case a recovery is needed in the future.

Remember not to put any new email in the PST file after you have burnt a copy as these new emails will not be backed up. Create a new PST file the next time you want to archive.

CDs have a maximum file size of around 640 megabytes, and DVDs a maximum size of 4500 megabytes.

Distribution Lists

Access

Distribution lists (e.g. Div-HumRes-ALL, Div-HumRes-WW) can be used for replicating a department’s organisational structure to provide an easy way to send an email or a meeting request to a group of people. They can be used by Share Administrators (SAs) to manage members in a group to receive an email as well as manage permissions to folders on the S drive for their business units.

SAs have administrative rights to each of the distribution lists for which they are responsible. To view and use distribution lists; staff must be on an Outlook Exchange Server and a member of the business unit.

Administrative access to distribution lists in other areas may be available following consultation with the Division of Information Technology (DIT).

It may be possible to have ‘hidden’ lists created in special circumstances. It is also possible for users to add existing distribution lists and nest them within other larger lists, e.g. a specific campus list can be added as a sub-list of an overall university list.

Responsibilities

SAs are responsible for:

  • Requesting the creation and deletion of distribution lists through the IT Service Desk
  • Adding and removing staff members in the distribution lists for their business area
  • Contributing to the accuracy of personal details (such as phone extension, room and building number) by advising staff in their area to update information as required in the Communications Directory or contacting the IT Service Desk

Viewing members

  1. Open a ‘New message’ in Microsoft Outlook
  2. Type the name of the distribution list in the ‘To’ field of the new email, or click the ‘To’ button in the new email to display the Global Address List (GAL) and find the distribution list required. Names are displayed in alphabetical order. Typing the first few letters will display names with those letters at the top of the list.
  3. To see who is in the distribution list you can expand the list by clicking on the + sign
  4. Select ‘OK’ to expand the list. The names of the members in the distribution list will now appear rather than the distribution list name.

Creating a distribution list

  1. Request to have a new distribution list created by contacting the IT Service Desk. Remember to check if there is already an existing distribution list with the group of staff required. Your request needs to include:
    • the preferred name of the distribution list
    • the name of the staff member/s who will manage the distribution list (generally SAs are responsible for their business units distribution lists)
    • the reason/business function the distribution list is required.
  2. Once approved, the distribution list will be created for you to populate with your staff members’ details

Staff can create their own personal distribution lists

Adding staff to a distribution list

  1. Open Outlook
  2. Open the Address Book in Outlook by clicking on the Address Book icon
  3. Locate the distribution list in the GAL that you wish to add a member/s to
  4. Double click on the selected distribution list
  5. Click ‘Modify Members’
  6. Select the ‘Add…’ button
  7. Locate the staff member in the Add Users box
  8. Add the staff member to the distribution list by clicking on their name and selecting ‘Add’, or by double-clicking on their name
  9. To save your changes - click ‘OK’ and click ‘OK’ again. Lastly, click ‘Apply’ and then click ‘OK’, to close all required windows

Removing staff from a distribution list

  1. Open Outlook
  2. Open the Address Book in Outlook by clicking on the Address Book icon
  3. Locate the distribution list in the GAL that you wish to remove a member/s from
  4. Double click on the selected distribution list
  5. Click ‘Modify Members’
  6. Select the staff member to remove and click ‘Remove’
  7. To save your changes - click OK, then Apply and click OK once more to close all open windows

Other Information