Skip to Content

Microsoft Outlook

June 13, 2017

CAS Exchange Migration

In 2018, Information Services will begin providing Exchange mail and calendaring to new faculty and staff accounts, automatically. This change is part of a larger goal to standardize email and calendaring across campus. As a requirement for this change, CASIT must complete the following by Friday, June 15th, 2018:

  • migrate all existing IMAP (webmail.uoregon.edu) accounts to Exchange, and
  • migrate mail and calendar portions of CAS Google Apps for Education accounts (duckid@cas.uoregon.edu) to Exchange.

Failure to migrate IMAP mail before the implementation of Exchange auto-provisioning will result in the loss of access to old email still residing within the IMAP system.

This communication is the first step in the Exchange migration process. In the coming weeks, we will be reaching out to affected departments to begin migration planning. If you have further concerns not yet addressed, please contact CASIT by any of the methods listed below: 

Frequently Asked Questions (FAQs)

Why is this happening?

The reasons Information Services provided for these changes include, but are not limited to:

  • standardizing campus around one email and calendaring solution;
  • simplifying the email support requirements for IT staff by improving consistency between/within departments; and
  • ensuring a system that can provide uniform support for legal holds, records requests, and email retention.

When is this happening?

Deadline is Friday, June 15th, 2018

Who is affected?

The following affiliates with, their current access rules, will be migrated:

Affiliation Current Access
Administrative Faculty                       Start/End of Appointment
Faculty One term prior to start/one year after end of Appointment
Fixed Term Enduring Faculty One term prior to start/one year after end of Appointment
Fixed Short Term Faculty One term prior to start/Three terms after end of Appointment
Staff Start/End of Employment
Temporary Employees Start/End of Employment

Other affiliations (Associate, Courtesy, Emeritus, GTF, Retired, Student Employee) will not be provisioned automatically but, if eligible, can continue to be manually provisioned as per the current process.

At this time, no exceptions are planned except normal exceptions for delayed hiring paperwork.

What is the migration process?

The first step of the process is communicating with departments to identify any factors that would inform the migration, including scheduling needs, calendaring policies, and role accounts that may need Exchange access. When the migration timeframe arrives, CASIT ITCs will schedule individual appointments to:

  1. grant Exchange access;
  2. migrate IMAP email;
  3. configure Outlook on primary workstation;
  4. connect GAE account to Outlook to ready mail migration;
  5. migrate GAE calendar data;
  6. set up forward from GAE to Exchange;
  7. set and verify calendar permissions, according to departmental policy/need;
  8. demonstrate outlook.uoregon.edu, email rules, and Gmail folder/label migration;
  9. connect and configure mobile and secondary devices.

At this time CASIT ITCs will also create any room calendar resources, role accounts, and other resources as requested. After this list has been completed, the user will be responsible for:

  • migrating old email and folders/labels from GAE account, and
  • recreating mail filtering rules in Outlook/Exchange.

What do I need to do to prepare for this?

In order to best prepare, please:

  • make a list of any questions to ask an ITC,
  • clean up any old mail or folders that you don’t need migrated, and
  • gather any devices that need access to your Exchange account.

Is CAS Google Apps for Education (GAE) going away?

Only your email and calendaring use will be affected by this transition.

For the time being, you will still be able to use Google Drive and Apps, through your GAE @cas.uoregon account.

Do I have to use Outlook?

For migration purposes, CASIT will be using Outlook, both locally and via outlook.uoregon.edu. After your mail is migrated, CASIT will assist you in configuring any mail client that supports Exchange. The most common are Outlook and Apple Mail.

Also, please note that the Gmail interface is not an alternative to Outlook, because Gmail does not operate with Exchange. As part of the process, your GAE mail will be forwarded to Exchange.

How can I access Exchange off campus?

Your Exchange mail and calendars are accessible off campus through a variety of methods, including:

  • outlook.uoregon.edu;
  • email clients configured to access exchange, including Outlook and Apple Mail; and
  • mobile devices that have been configured to work with Exchange.

CASIT can help you connect your home devices. We will offer documentation, along with hands on and remote service sessions as needed.

How do I access Exchange mail and calendars on my mobile device?

Exchange access is supported on many mobile device platforms, including Android, iOS and Windows Mobile. Regarding access on any of these devices, the user has at least these options:

  • use the default mail and calendaring apps on the device, or
  • download and configure a mobile version of Outlook.

Please note that connecting to Exchange on a mobile device grants both you, and Exchange admins the ability to remotely wipe your device. If you use the mobile version of Outlook, the remote wipe is limited to Outlook app only.

 

June 13, 2013

Share Your Calendar in Outlook 2010

If you are a UO Microsoft Exchange user, sharing your Outlook calendar will allow other Exchange users to see events, appointments, and meetings. You can grant different levels of access, enabling other users to view detailed event information or add and delete entries. Follow these instructions to add a user to your calendar.

A table of permission levels is also displayed below.

  1. Under “My Calendars”, right-click on “Calendar”.
  2. Hover the mouse pointer over “Share” in the right-click context menu.
  3. Click on “Calendar Permissions”.
    The “Calendar Properties” window will appear.
  4. Click on “Add”.
  5. Type the name of the user.
  6. Click on the user’s name when it appears.
  7. Click on “Add”.
    Repeat steps 5-7 to add more users.
  8. Click on “OK”.
  9. Click on the user.
  10. Click on the “Permission Level” drop-down menu.
  11. Click on the permission level you desire for the user.
    Repeat steps 9-11 to change permission levels for multiple users.
  12. The user(s) permission level(s) should now be changed.
    You may also set custom permission settings under the “Read”, “Write”, “Delete items”, and “Other” sections.
  13. Click on “OK” when you are finished changing permission levels.
Permission Level Definition
Owner Create, read, modify, and delete all items, and create subfolders. As the folder owner, you can change the permission levels others have for the folder.
Publishing Editor Create, read, modify, and delete all items, and create subfolders.
Editor Create, read, modify, and delete all items and files.
Publishing Author Create and read items, create subfolders, and modify and delete items you create.
Author Create and read items, and modify and delete items you create.
Nonediting Author Create items only. The contents of the folder do not appear.
Reviewer Read items only.
Contributor Create items only.
Free/Busy time, subject, location See Free/Busy time, subject, and location only.
Free/Busy time See Free/Busy time only.
None Cannot see or create any items.

 

 

 

 

May 10, 2011

Setup Outlook

This article explains how to setup the different versions of Outlook to work with the University’s IMAP server.

Contents

Outlook 2011

  1. Start Outlook
  2. Click Tools, then scroll down to Accounts
  3. Click Email Account
  4. Enter the Email address and DuckID password in the dropdown
  5. The menu will drop down more things
  6. Add the user’s duckid
  7. In the Incoming mail server box enter “imap.uoregon.edu”
  8. Check the box that says “Use SSL to connect”
  9. Make sure IMAP port is set to 993 (if not check the “Override default port” box and change the port)
  10. In the Outgoing server (SMTP) box enter “smtp.uoregon.edu”
  11. Check the box that says “Use SSL to connect”
  12. Make sure IMAP port is set to 587 (if not check the “Override default port” box and change the port)
  13. Click Add Account
  14. Another screen with the info you added will show up, verify it’s all correct. Add the user’s full name
  15. Under Outgoing server, click “More Options”
  16. Change Authentication from none to “Use Incoming Server Info” and click Ok
  17. Test that user can send and receive email correctly

Outlook 2010

  1. Start Outlook
  2. From the File” menu, click “Add new account”
  3. Enter your name in the Your Name box
  4. In the “E-mail Address” box enter your email address
  5. (Optional) Enter your Duck ID password in the Password box
  6. You may see a security alert asking to proceed, click yes
  7. It will start to setup your email server. It may ask you to put in your password. This is a domain thing, you can click cancel to move on if you are not joined to the domain or add the password and click ok.
  8. You may get another popup asking to allow server setting configuration. Click allow.
  9. If you get another security alert, just click yes
  10. Again, it may ask you to put in your password. This is, again, a domain thing, you can click cancel to move on if you are not joined to the domain or add the password and click ok.
  11. If it finished successfully, you should see a “Your IMAP email account is successfully configured” message. Click Finish
  12. Let the email populate
  13. Test that user can send and receive email correctly

Outlook 2007

  1. Start Outlook
  2. From the “Tools” menu, select “Account Settings “
  3. Click the “New…” button
  4. Enter your name in the Your Name box
  5. In the “E-mail Address” box enter your email address
  6. (Optional) Enter your Duck ID password in the Password box
  7. Click the “Manually configure server settings or additional server types” check box
  8. Click the “Next >” button
  9. Select “Internet E-mail” and click the “Next >” button
  10. For Server Type select “IMAP”
  11. In the Incoming mail server box enter “imap.uoregon.edu”
  12. In the Outgoing server (SMTP) box enter “smtp.uoregon.edu”
  13. (Optional) In the User Name and Password box enter your Duck ID and password
  14. Click the “More Settings…” button, Click the “Advanced” tab
  15. Under “Incoming server (IMAP)” set “Use the following type of encrypted connection” to “SSL”
  16. Make sure IMAP port is set to 993
  17. Under “Outgoing server (SMTP)” set “Use the following type of encrypted connection” to “TLS”
  18. Make sure the SMTP port is set to 587
  19. Click on the “Outgoing Server” tab
  20. Click the “My outgoing server (SMTP) requires authentication” check box
  21. Click the “OK” button, Click the “Next >” button, Click the “Finish” button, Click the “Close” button
  22. Let the email populate
  23. Test that user can send and receive email correctly

Outlook 2003

  1. Start Outlook
  2. From the “Tools” menu, select “E-mail Accounts”
  3. Click the “Add a new e-mail account” button and click “Next >”
  4. Select “IMAP” and click “Next >”
  5. In the “User Information” section, enter your name and email address
  6. In the “Server Information” section, enter your Incoming mail server as “imap.uoregon.edu”
  7. Enter “smtp.uoregon.edu” as the Outgoing mail server
  8. (Optional) In the User Name and Password box enter your Duck ID and password
  9. Click the “More Settings…” button
  10. Click the “Advanced” tab
  11. Under “Incoming server”, click the “This server requires a secure connection (SSL)” check box
  12. Make sure IMAP port is set to 993
  13. Under the “Outgoing server (SMTP)” section, click the check box for “This server requires a secure connection (SSL)”.
  14. In the box to the right of “Outgoing server (SMTP)” change the number there to 587.
  15. Click OK, Click Next, Click Finish
  16. Let the email populate
  17. Test that user can send and receive email correctly

 

Fix Outlook Reminders

This is how to fix Outlook reminders that begin appearing at incorrect times or stop appearing at all.

Contents

Outlook 2003 & 2007

  1. Start Microsoft Outlook.
  2. Select “Options.” Select “Other,” click the “Advanced Options” button and choose “Reminder Options.”
  3. Make sure that the “Display the Reminder” check box is selected. If the check box was not selected, enabling it will fix the problem.

Outlook 2010

  1. Go to the “File” tab and click “Options.” Select the “Advanced” tab in the left pane and find the “Reminders” section.
  2. Make sure the “Show Reminders” check box is selected. Click “OK.” If the check box was not selected, enabling it will fix the problem.

(If it was already selected, continue on to fix corrupt reminder files).

  1. Exit Microsoft Outlook.
  2. Click “Start” and type “outlook /cleanreminders” into the “Search” box at the bottom of the “Start Menu.” Select “Outlook/Clean Reminders” from the result list. Microsoft Outlook opens.
  3. Check to see if your Outlook reminders are now working. If so, the “Outlook /Clean Reminders” switch has fixed the problem. If not, continue on to the final step.
  4. Click the “Start” button and select “Run”
  5. Type “outlook /resetfolders” into the “Open” box and click “OK.”

Windows Vista or 7

Outlook 2003 & 2007

  1. Start Microsoft Outlook.
  2. Select “Options.” Select “Other,” click the “Advanced Options” button and choose “Reminder Options.”
  3. Make sure that the “Display the Reminder” check box is selected. If the check box was not selected, enabling it will fix the problem.

Outlook 2010

  1. Go to the “File” tab and click “Options.” Select the “Advanced” tab in the left pane and find the “Reminders” section.
  2. Make sure the “Show Reminders” check box is selected. Click “OK.” If the check box was not selected, enabling it will fix the problem.

(If it was already selected, continue on to fix corrupt reminder files).

  1. Exit Microsoft Outlook.
  2. Click “Start” and type “outlook /cleanreminders” into the “Search” box at the bottom of the “Start Menu.” Select “Outlook/Clean Reminders” from the result list. Microsoft Outlook opens.
  3. Check to see if your Outlook reminders are now working. If so, the “Outlook /Clean Reminders” switch has fixed the problem. If not, continue on to the final step.
  4. Click the “Start” button and select “Run”
  5. Click “Start” and type “outlook /resetfolders” into the “Search” box at the bottom of the “Start Menu.” Select “Outlook/Reset Folders” from the result list. Microsoft Outlook opens with the missing or corrupt reminder folders restored.

 

September 5, 2010

How to configure your CAS Gmail account in Outlook

Why would I use Outlook to access my Gmail account?

Google’s web-based email interface is one of the most feature rich webmail platforms, and CASIT can help you consolidate email and/or email accounts for easy access from Gmail’s web interface. However, you may want to manage your Gmail account from a program like Microsoft Outlook. For example, if you several different email accounts, it may be easiest to access all of them from a standalone email client.

Automatic configuration (recommended)

These instructions are for setting up Outlook 2003/2007/2010 using Google Apps Sync. Although it works well, it doesn’t synchronize a few lesser-used Outlook features to your Gmail account, like Tasks. See this chart for more details.

First, download and install Google Apps Sync. If prompted, restart your computer.

Next, find the “Google Apps Sync 2.0” folder in your Start menu, and click “Set up a Google Apps Sync user.”

When prompted, fill out the fields…

  • Email address: YourDuckID@cas.uoregon.edu
  • Password: Your CAS Gmail password (typically the same as your UO DuckID password)

Check the box “Remember me” if you prefer, and click “Continue.” Next, click the “Create profile” button. This will set up a second profile within Outlook named “YourDuckID@cas.uoregon.edu – Google Apps.”

If you run into any trouble or need help setting up delegation, please contact us.

Configuring Outlook  2010 manually

Below, we will detail how to manually setup Microsoft Office Outlook 2010 to send, receive and store email messages for a Gmail address. Before getting started, please make sure you know your Gmail email address and your Gmail password.

Start Outlook: from the main Outlook window, go to File -> Info -> Account Settings…

On the Account Settings window, click the “New…” button.

Make sure “E-mail Account” is selected and click “Next”

Select “Manually configure server settings or additional server types” and click “Next”

Make sure “Internet E-mail” is selected and click “Next”

On the next screen, you will have to specify all of your account settings.

Outlook account settings:

  • E-mail Address: YourDuckID@cas.uoregon.edu
  • Account type: IMAP
  • Incoming mail server: imap.gmail.com
  • Outgoing mail server: smtp.gmail.com
  • User name: YourDuckID@cas.uoregon.edu
  • Password: Your CAS Gmail password (typically the same as your UO DuckID password)

Click on the “More Settings” button and go to the “Advanced” window tab.

  • On the “Incoming server (IMAP)” field, enter 993
  • Check the box “This server requires an encrypted connection (SSL)”
  • On the “Outgoing server (SMTP)” field, enter 587
  • Check mark the box “This server requires an encrypted connection (TLS)”.

Select the “Outgoing Server” tab and click the box “My outgoing mail server requires authentication”

When you are done setting up your Outlook Gmail advanced settings, click on OK to return to the Outlook Gmail account window, then click “Next”

At this point, your Gmail account should be fully configured. Depending on the size of your Inbox, it may take a little while for Outlook to synchronize your mail.

September 3, 2010

To set up your Outlook Express client to work with Gmail

1. Enable IMAP in Gmail. Don’t forget to click Save Changes when you’re done.
2. Open Outlook Express.
3. Click the Tools menu, and select Accounts
4. Click Add, and then click Mail
5. Enter your name in the ‘Display name’ field, and click Next.
6. Enter your full CAS email address (duckID@cas.uoregon.edu) in the ‘Email address’ field, and click Next.
7. For ‘My incoming mail server3 is a ______ server’, please select IMAP in the drop-down menu.
8. Enter ‘imap.gmail.com’ in the ‘Incoming mail (POP3, IMAP or HTTP) server’ field. Enter ‘smtp.gmail.com’ in the ‘Outgoing mail (SMTP) server’ field.
9. Click Next.
10. Enter your full CAS email address (duckID@cas.uoregon.edu) in the ‘Account name’ field. Enter your UO Duck ID password in the ‘Password’ field, and click Next.

11.

12. Click Finish.
13. Highlight imap.gmail.com under Account, and click Properties.
14. Click the Advanced tab.
15. Under Outgoing Mail (SMTP), check the box next to ‘This server requires a secure connection (SSL).’
16. Enter ‘465’ in the ‘Outgoing mail (SMTP)’ field.
17. Under Incoming mail (IMAP), check the box next to ‘This server requires a secure connection (SSL)’. The port will change to ‘993’.

18.

19. Click the Servers tab, and check the box next to ‘My server requires authentication.’

20.

21. Click OK.
22. Check the recommended client settings, and adjust your client’s settings as needed.

Congratulations! You’re done configuring your client to send and retrieve CAS Gmail messages.

September 2, 2010

Import Your Data from Microsoft Outlook

Email, calendar, & personal contacts

(Users must have admin rights on computer to install Google Apps Migration utility)

You can import your email messages from Microsoft Outlook to Google Apps Mail, using Google Apps Migration for Microsoft Outlook, a desktop utility that includes an easy-to-follow wizard. With this utility, you can import your:

  • Email messages, directly from our mail server or from PST files that you saved on your computer
  • Meetings on your Outlook Calendar
  • Personal contacts you added to Outlook

If you saved email in folders:

Google Apps Migration converts your folders in Outlook or PST files to labels. Labels provide the same function as folders but with more flexibility. Each of your original folder names becomes a label, with the next level folder separated by a slash, as in “Projects/Resin 5XB.” For example:

Important notes about importing your data:

  • Importing your messages can take significant time. However, the import process runs in the background, so you can continue to work on your computer, and even use your Google Apps Mail account during the import process.
  • Messages you migrate to Gmail are placed under the label Migrated. Simply remove this label by clicking Settings > Labels, and then clicking Remove (to the right of the label Migrated).
  • For messages that were in Outlook subfolders, we recommend that you rename their labels with the name of the original top-level folder or one subfolder. Usually, one label is enough to effectively categorize your messages.
  • You can easily rename, remove, or add labels on your migrated messages.

For more information about how Google Apps Migration works and what data gets imported:

See the documentation at: http://mail.google.com/support/bin/topic.py?topic=28647

When you’re ready to install Google Apps Migration for Microsoft Outlook and import your Outlook data:

Go to the following URL and and follow the instructions under [I’m downloading Google Apps Migration myself / My administrator downloaded it form me]:

http://mail.google.com/support/bin/answer.py?hl=en&answer=181236

When prompted to sign in, use your new Google Apps user name and password.

Import Your Personal Contacts

From your Microsoft Outlook Contacts

You can import all of your personal contacts in Outlook Contacts to Google Apps, using a comma-separated values (CSV) file. However, you can’t import any mailing (distribution) lists you saved in Outlook.

What gets imported:

Most of the contact fields in Outlook are imported to Google Contacts, including:

  • Name
  • Job title
  • Company
  • Email (multiple)
  • Addresses (multiple)
  • Phone numbers (multiple)
  • Web page address
  • Notes
  • Dates, including Birthday and Anniversary
  • Department, Office, Profession
  • Title and Suffix
  • Spouse, Manager, Assistant
  • Custom fields

To import your contacts:

1. Open Microsoft Outlook.
2. Select File > Import/Export.
3. In the Import and Export Wizard, select:

  • Export to a file
  • Comma Separated Values (Windows or DOS)
  • Contacts

4. Save the CSV file to your computer and note its name and location.

Note: If you have more than 3,000 contacts, you must create two or more “smaller” CSV files with fewer than 3,000 contacts each, and import these files separately.

5. Open Gmail and click Contacts.
6. On the right, select Import Contacts, browse to the .csv file you saved on your computer, and then select Import.

Outlook Calendar

Switch to the Calendar
Calendar views
Schedule Events
Calendar Options
Add Holidays
Add Work Schedule


Switch to the Calendar

Switch to the Calendar by clicking the calendar tab located toward the bottom left of the screen. Alternatively, you may also select Go>Calendar from the menu at the top of the screen or by pressing Ctrl+2.

Switch to Calendar Mode:

1.

2.

Use the calendar to keep track of appointments, meetings, seminars, birthdays, and all those important dates. Also, you may create a global or local calendar. The difference is that a global calendar can be accessed and modified by your contacts allowing your friends and contacts to edit or see your calendar.

Back to Top


Outlook – Calendar views

Upon switching to calendar mode in Outlook, you will find yourself starring at the current day broken down hour by hour. Click through the tabs at the top to switch views from a daily view to a weekly or monthly view.
Calendar Views:

Use the arrows to thumb through days, weeks, or months depending on the current calendar view.
Days, Weeks, Months:

Back to Top


Outlook – Schedule Events

The time has come to learn how to populate a calendar with appointments, meetings, and other important to remember events. An appointment or meeting is very simple, there’s a couple of ways to add a new appointment. While in Calendar Mode in Outook pressing the New button or Ctrl+N brings up the New Appointment Window.
New Appointment Button:

Set up a simple appointment with a reminder by populating the fields of the New Appointment Window. The bare minimum for this form requires a title, time, date, and duration.
New Appointment Window:

After filling in the requires forms, Click the OK button and the new appointment is added to your calendar.

Back to Top


Outlook – Calendar Options

The Outlook calendar offers a whole mess of configuration options to be covered. A lot of them are self explanatory and can be turned on/off simply by checking a check box. Access the calendar options via Tools>Options and pressing the Calendar Options Button.
Calendar Options:

1.

2.

Back to Top


Outlook – Add Holidays

Holidays can be added automatically to your calendar by clicking on the Add Holidays button.
Add Holidays:

Outlook provides several built-in holidays already select one or multiple countries and press OK.

Select Holidays:

Back to Top


Outlook – Add Work Schedule

Also in the calendar options menu is the chance to choose your working hours. Day by day. Setting up your working hours updates your Outlook calendar marking these hours as hours that you are busy. If a meeting or appointment is scheduled during these hours, you will be reminded that you are “busy” at this time. Also, when we dive into calendar sharing, others will know your work schedule allowing for them to schedule meetings, seminars, and “get togethers” around your work schedule.

At the top of the Calendar Options Menu, check each of the days that you normally work. Use the drag down lists to select specific days and times.
Working Hours:

Back to Top