Outlook Frequently Asked Questions
For general Outlook questions, you can access the help menu within
Outlook, by going to the Help menu, and choosing Microsoft
Outlook Help or Show the Office Assistant. Or, by pressing the F1 key at anytime.
For
other, commonly asked questions about features, they can be found here:
How do I?
1.
Visit https://mail.utopiasystems.net
and enter your username and password or
2.
Visit http://www.utopiasystems.com
and click on the Login button on the menu at the top right-side of the screen.
Yes. Our web-based email client is protected by a
128-bit secruity certificate from Thawte,
provided the browser you are using at the time supports 128-bit
encryption. Otherwise it will be
encrypted using either 56 or 40-bit, whichever is available.
A. An Auto-Signature is a way to have your name,
company and contact information automatically added to the bottom of
every outgoing email that you send. This
can be not only text, but graphics, html, and links to your website.
To create an Auto-Signature, within
Outlook, go to the Tools menu….choose Options….and select the Mail
Setup tab. Go to the third section,
labeled Signature, and click to create a new signature. You can format your text and paste graphics anyway you like. By
default, the signature will only be added to new messages. You must uncheck the box to allow a signature
to be added to Replies and Forwards.
A. You must change your password at the Utopia
Systems Support Home Page at http://www.utopiasystems.com/support.html. The Change Password page is protected by a
128-bit security certificate from Thawte. However, you will be prompted with a Security
Warning. Click OK to enter the Change
Password page.
Q.
How do I protect my Outlook against viruses?
A. See Slipstick’s AntiVirus
page for Outlook.
Q. How do I Import or Export my
existing mail into my new Utopia Systems Mailbox?
A.
See the following document on our support
page
Q.
How do I
add an Internet Mail account to Outlook 2000 in addition to a
Utopia Systems'
Mailbox?
A. See the following document
on our support page
Q.
Where can I find more Outlook Frequently Asked Questions?
A. Visit Slipstick’s Outlook Frequently Asked
Questions Page
Q. Is your service secure? Do I have to worry about other users on the Interent seeing my confidential email and communications?
A. Our service is secure, and you need not worry
about users seeing email transmissions between you and other people in your
organization. When you use Outlook 2000
or 2002, by default, there is a 40-bit encrypted session setup up with our
servers. While not 128-bit like shopping
online, it is enough to keep prying eyes at bay. When you use Outlook Web Access, your are protected with a 128-bit certificate from Thawte, provided the browser you are using at the time
supports 128-bit encryption. Otherwise,
it will use either 56 or 40-bit, whichever is available. Future versions of Outlook may support
128-bit encryption.
Note: As long as you are
sending email to users inside your organization, there is
encryption. When you send, reply, or
forward email outside of your organization to other users on the Internet,
it is NOT encrypted.
Q. Do you support forwarding email from one
Mailbox to another? Can we configure
this on our own?
A. Yes.
We support forwarding email from one mailbox to another. This is something that one of our
administrators must configure. Just send
email to Utopia Support at support@utopiasystems.com
with both the mailbox name you want forwarded and the mailbox name to which the
mail will be forwarded to. The change
should update in only a few minutes.
A. Yes.
Distributions Lists (DL’s) are aliases
designed to send email to multiple people, within and outside your
organization. By default, every
organization has one (1) distribution list setup automatically. This is what we call the “ALL” alias. Your will have a DL setup in the name of
“Your Company – ALL”. Any mail sent to
this alias will be sent to everyone in your organization who has a mailbox with
Utopia Systems. If you would like
additional DL’s, this is something that one of our
administrators must configure. Just send
email to Utopia Support at support@utopiasystems.com
with the alias name (such as sales@yourdomain.com)
and the mailbox names (or user’s names) that should be included when email is
sent to this list. The change should
update in only a few minutes.
A. Public folders are an easy and effective way
to collect, organize, and share information with others on your team or across
your organization. You can use public folders to store any type of file or
Outlook item.
Use public folders to:
Ø
Post information on an electronic bulletin board. People
who use the bulletin board can participate in online discussions. For example,
a workgroup can review and provide feedback on new product ideas.
Ø
Screen the contents of messages before publishing
with moderated public folders. This is useful when you want to enforce certain
guidelines or policies.
Ø
Share Outlook items in a schedule, contact list, or
task list. People can review information that is constantly updated. For
example, you might use a company calendar folder to publicize company meetings
and holidays, a group contacts folder to make information about the people who
work on a project available to everyone, and a team tasks folder to help
everyone keep track of work on a project.
Ø
Share files. People have fast access to files
created in other programs, such as Microsoft Excel or Word. For example, you
might use an employee information folder to find information about company
policies or a product reference folder to get product information out to
everyone who needs it.
Public folders are created and designed by Utopia Administrators or
others in your workgroup or organization who have the
appropriate permission. If you have permission, you can set up your own public
folders and give other people permission to use them. If you want to be innovative,
you can apply your own custom views, forms, custom fields, and rules to your
public folders.
To use public folders, you must
have permission to read items.
Q. How do I add new users when I hire a new
employee, or delete a mailbox when someone leaves?
A. Send email to support@utopiasystems.com with the
user’s full name, what level of service is desired for the new mailbox, and
what the user’s alias should be (i.e. JohnD@mycompany.com). Most often, the mailbox will be created that
same day. In the case of deleting a
mailbox, just send email with the mailbox name and a delete request. If you need to extract the mail from that
mailbox, see later in this FAQ on how to Export email from that
mailbox.
Soon, we will have a support form on our web site to request
administrative changes. Following that,
we will have an online wizard that will let you add and delete accounts on your
own.
Q. What are the most common support problems
with Outlook?
A. See Microsoft’s Support site for Top 10 Outlook 2000 Support Issues
Q. The change password button in Outlook or
Outlook Web Access does not seem to work.
How do I change my password?
A. These buttons are disabled for security
purposes. You must change your password
at the Utopia Systems Support Home Page at http://www.utopiasystems.com/support.html. The Change Password page is protected by a
128-bit security certificate from Thawte. However, you will be prompted with a Security
Warning. Click OK to enter the Change
Password page.