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How to Access NAS (Network Folder)

On NAS Server you can save your important work which is scheduled to backup bi- weekly. If you logon on the ‘ROOT’ domain then in “My Computer’ you’ll find Z: drive which is your network folder where you can save your data. 

If you logon using the local account then do the following to access your network folder: 

1. Click on Start
2. Then click on Run…
3. Type \\nas and press Enter
4. A window will open where you’ll find many folders. Double click on the folder by your username (or ID). (You can also drag and drop your folder to desktop to create a short cut for easy reference in the future). It may ask you for your username and password. Type ‘root\username’ in the username field and your password in the password field. Press Ok and you can then save your work in that folder which is same as your Z: drive when you logon on the domain ‘ROOT’.

Archiving and Managing Your Mailbox 

We Need You to Do Your Part

 We ask everyone to participate in routinely cleaning out their mailbox. Large mailboxes with thousands of messages impact backups and may cause problems for everyone. You can help by taking some time to clean out your mailbox then developing the following management habits:

• Check Your Mailbox Size
• Add the Size Field to Your Inbox and Sent Message folders
• Organize Your Mail in Off Line Personal Folders (rather than Inbox Subfolders) which archives your messages yet allows easy retrieval
• Empty Your Deleted Items Folder Regularly or set to Automatically Empty
• Remember Your Sent Items Folder
• Watch Out for Attachments
• If You Do Exceed your Mailbox Limit...

Managing your Account? 

Check How Much Space You Are Using

Maintain awareness your mailbox size. Size limits for mailboxes are enforced at 10 MB for faculty and 5 MB for staff. You will receive notification messages when you are at or exceed your quota.

Check Your Mailbox Size

Take a minute to check how much space you are using. To see the details of your account at a glance, in the properties for your mailbox you can browse your list of folders and examine the current size of each folder.

How to Check Folder Sizes

• To check the size of your whole mailbox, right-click on the Outlook Today icon on the Outlook bar or right-click on your mailbox root folder in your Folder List (listed as "Outlook Today [Mailbox - Your Name]”)
• Select Properties. (If not visible, the Outlook Bar and Folder list can be turned on under the View menu.)
• Once in your Mailbox Properties window, click on the Folder Size button. Each folder is listed with its size. Note it shows the individual folder size next to the size including its subfolders, for example Inbox - 10045K34500K, where 1000K=1MB.
• You can check the size of any folder by right-clicking on the folder then clicking the Folder Size button.

Add the Size Field to your Inbox folder and Sent Items Folder

At a glance you can see how large a message is.

 How to Add the Size Field

• Right-click on the gray column heading bar and select "Field Chooser." Scroll in the Field Chooser window to the "Size" field. Drag this field onto the gray column heading bar. You will see red arrows where the field will be positioned. Release your mouse. Adjust the size of the fields by dragging the black dividing lines in the gray column heading bar.
• You can sort your messages by size by clicking on the Size heading. Watch out for the distinction between Bytes and Kilobytes (KB). A 500B file is not that big - is is less than 1 Kilobyte, while a 500 KB file is half a megabyte! If a file is smaller than roughly 1KB it is listed in Bytes. Click on the Received heading to return to the typical sort order.

Organize Your Messages in Off Line Folders

 Archives in Outlook are known as "Personal Folder Files" or "Off line folders." The single best thing you can do to keep your Mailbox a manageable size is to use Off Line "Personal Folders" instead of folders inside of your Inbox on the server to organize your messages. You can have unlimited space for these messages, limited only by the size of your hard drive. The only messages that you should leave on the server should be current messages.

It is easy to set up and use Offline Folders. All messages that you want to keep but don’t access regularly should be archived. You can manually or automatically archive your messages.

First Create a Personal Folder File 

You must first set up an off line archive folder known as a "PST" or "personal folder" file. Personal folder files have file extensions of .pst.  An example of a name of a personal folder file is "personal.pst".  A personal folder file can be defined as your primary store or as a secondary store. A primary store means that mail delivered to the Inbox in that file and all of your other default Outlook folders, such as Calendar, Contacts, Deleted Items, Journal, Notes, Sent Items, and Tasks reside there. A personal folder file can also be defined as a secondary store, which means you can move items to that file, either manually or with Inbox Rules, from your primary store.

How to Create an Off Line Personal Folder

• In Outlook 2000: Click on File - New - Personal Folder File (.pst)
• In Outlook XP: Click on File - New - Outlook Data File and chooser Personal Folders File. (.pst). Click OK.
• Enter a name and location where it will be saved on your hard drive. You can accept the default location on your hard drive or navigate to another location of your choice, but keep in mind if you move the file to another location later; you will need to adjust your AutoArchive settings. Click Ok.
• You will then be prompted to enter a name as it will appear in your server. Since your messages are now in a file on your hard drive.
• Optionally, you may choose to add a password and encryption to protect access. The name and the password feature can be changed later by right clicking on the folder and choosing Properties - AutoArchive tab - Advanced button.

NOTE: Please note that archived messages will be available only on the computer where the archive (PST) file is saved, so do this task when on a computer you use regularly, such as your office computer or laptop. PST files can be copied to another location or disk for backup - if you have AutoArchiving set to automatically save messages periodically to an off line folder, if you move the folder be sure to update the Online folder's AutoArchive location property.

You can give the personal folder file a new Service Name.  This name will appear in the Folder List automatically.  In order to add this new folder to the Outlook Shortcut Bar, select File, select New and then select Outlook Bar Shortcut…

 BACKUP

• Make sure that you regularly copy the .pst file on Z drive (NAS) so that in case of local hard disk crash, your emails are safe and stored as .pst file on the server.
   

To Manually Archive Your Messages...

To manually archive your messages, open your archive folder by choosing it under File - Open -

Personal Folders File. It will then appear in your Folder List.

 How to Manually Archive

• Create a personal folder as described above.
• Drag your messages into this folder that you wish to archive.
• Remember you can select groups of messages using the Shift and Control keys to move multiple messages at one time.
• Repeat above steps for each online folder you wish to archive.
• You can also manually launch your AutoArchive settings at any time by selecting File menu – Archive and following the prompts.

Using import and export to archive data

you can export all of your email into a data file that can be stored in your Harddisk. This process will create a *.pst file that can be opened in outlook if you need to recover an email. This is easily done by the Outlook import/export wizard:

1. In outlook Click file, and then Import and Export:

2. Select "Export to a file":

3. Scroll down and click on "Personal Folder File (.pst):

4. In the "Select a Folder to export" window, select the top folder in your branch. It should say "Mailbox - username" i.e "Mailbox - John Smith". Click that folder once, and then check "Include Subfolders" and click next:

5. Now in the file location window, click browse and go to your folder where you want to save the file and then click save. Click finish and outlook will create a *.pst file that has all your email in it. You can now delete most all of the email in your inbox, which should empty your mailbox. Remember to empty your deleted items so that stuff you delete doesn’t stay in your mailbox.

 

Accessing Backed Up Email

Now that you've backed up your email, you may want to access it to get old messages. This is very easy. In outlook click File -> Open -> Outlook Data File. Open the pst file you saved and it will show up in your outlook folder view. You can then move messages from your backup to your mailbox.

To Automatically Archive Your Messages

How to Automatically Archive

 To automatically archive all items after a certain period of time, Outlook has three features that work together to control settings: 

1. To turn Auto Archiving On or Off and for general settings such as frequency and default Archive file location, click on Tools - Options - Other Tab and click on the Auto Archive button to follow the prompts. You then must set Auto Archive properties for specific folders in Steps 2 and 3.
2. To determine how Archiving will affect specific folders, right click on that folder and choose Properties - Auto Archive tab to control automatic archive settings for that folder.
3. Go to File menu - Archive to determine how individual and global folder settings and subfolders are handled.

Sub Folders within Offline Folders

Once you create an offline folder, then you can easily drag an online folder into the offline folder to archive it. The online folder will be moved offline and it will become a subfolder within the original offline folder where it was dragged. You can drag it back into the online Inbox at a later time if needed online. You will need to have your Folder List turned on under the View menu for this task.

You can create a new subfolder within an offline folder by right clicking on the offline folder in the Folder List, then choosing New Folder. You can then drag messages into this sub folder. There is a Deleted Items sub folder automatically created for each offline folder. Since the messages are now stored offline, the regular Deleted Items feature does not work with the offline folder. Messages deleted within the offline folder will be moved to its Deleted Items folder, which can be emptied when desired by right clicking on it and choosing Empty Deleted Items.

Please note the "Recover Deleted Items' feature online will not work, and when the Deleted Items folder is emptied, the messages are unrecoverable.

Empty Your Deleted Items Folder - Regularly!

Deleting messages doesn’t save space until you empty your trash. Remember to empty your Deleted Items folder often, or set it to empty automatically.

How to Empty Your Deleted Items

To empty your folder, right-click on the Deleted Items folder icon in your Outlook bar and choose Empty.

You can automatically empty your Deleted Items folder every time you close Outlook. To turn on or off this option, go to Tools - Options - Other Tab and check the "Empty the Deleted Items folder Upon Exiting." If you want a warning before it is emptied, go to Tools - Options - Other tab and click on Advanced Options button, then select or clear the "Warn before permanently deleting items" check box.

You can also use Auto Archiving to automatically empty your Deleted Items periodically - right click on the Deleted Items folder, choose Properties then choose the Auto Archive tab and select

"Permanently Delete Old Items". This is an excellent use of this feature, you can set it to whatever time interval you wish, and you never have to think about it.

Note: Don’t worry about "permanently deleting" these items - Outlook calls them "permanently deleted" but this is misleading! You can still recover items you have emptied for up to 30 days from the date of permanent deletion. Open your Deleted Items folder and choose Tools menu – Recover Deleted Items. You can then drag the item back into the folder of your choice.

Remember Your Sent Items Folder 

Periodically Delete or Archive Your Sent Items Folder

It is easy to forget about managing the Sent Items folder. Messages quickly accumulate here. Remember to delete or archive these messages regularly as well, especially the messages with attachments that you have sent to others.

Auto archiving can be used to periodically clean out and save your Sent messages - this is an excellent use of the AutoArchive feature as well.

How to Manually Archive Sent Items

• Create a new Personal Folder file for your Sent Items. Name it "Archived Sent Items" or "Sent Items 2005", for example.
• Open your on-line Sent Items folder.
• Select the messages. Remember you can select them as a group - click on the first message then scroll down and click on the last message while holding down the shift key.
• Hold down the Control key while clicking on non-sequential messages to select a sub group.
• Drag the group of messages to the new personal folder.

How to Set Up Auto Archiving for Sent Items 

• Right click on the Sent Items folder
• Choose Properties
• Choose the AutoArchive tab
• Select "Clean Out Items Older than [select desired time, such as one month]" and "Move Items to [select your desired Personal Folder which must already be created]."

Watch Out for Attachments 

Save Attachments to Your Hard Drive Then Delete the Messages

Attachments consume a considerable amount of space in your mailbox if they aren't saved to your hard drive and removed from the server.

How to Save Attachments to Your Hard Drive

• To see how many attachments you have and to conveniently group them to manage them, in your Inbox click on the paper clip icon in the gray column heading bar to sort your messages by attachment. Click on the Received column heading to return to sorting messages in the order received.
• Open the message with the attachment.
• Right click on the attachment icon.
• Choose Save As, then give the file a descriptive name and location on your hard drive.
• You can now select and delete the file, or drag it to an offline archive folder.

Don't Send Large Attachments to Others, Especially to Groups

Be aware of the size of the files you are attaching. Large attachments also fill up people’s mailboxes, and can swamp a remote download for an unsuspecting user just trying to quickly check his mail who can’t do a thing about it.

Note: If you have a large file to share, post it on the network in shared folder and email a hyperlink to this location in your message.

Don't Open Unexpected Attachments without Checking 

Never open an attachment that you are not expecting to receive without first checking with the sender to confirm they truly sent it to you. Simply reply back and ask if in question. Most viruses are sent through attachments these days which appear to come from someone you know, and are launched only by opening the attachment, not the email message.

If You Do Exceed Your Mailbox Limit 

You will receive a notification messages until your mailbox size is reduced under the limit. It is a standard message (unfortunately we cannot modify it) that reads as follows:

 -----Original Message-----

From: System Administrator

Sent: Wednesday, December 05, 2001 7:00 PM

To: Last Name, First Name

Subject: Your mailbox is over its size limit

Importance: High

Your mailbox has exceeded one or more size limits set by your administrator.

Your mailbox size is 55256 KB.

Mailbox size limits:

You will receive a warning when your mailbox reaches 55250 KB.

You may not be able to send or receive new mail until you reduce your mailbox size. To make more space available, delete any items that you are no longer using or move them to your personal folder file (.pst). Items in all of your mailbox folders including the Deleted Items and Sent Items folders count against your size limit. You must empty the Deleted Items folder after deleting items or the space will not be freed.

See client Help for more information.

Please note "client Help" in the last line simply means refer to the Outlook Help menu. Please note also that this message is only a notification. Your ability to send and receive messages will not be impacted by exceeding the size limit of your mailbox at this time.

For More Information

Be sure to check out Outlook’s Help on Archives. From the Help menu choose Microsoft Outlook Help - Answer Wizard tab and type in Archives. Contact ITU if you have any questions.

Use public folders 

Several shared public folders are created in MS Outlook for HBCC community. (e.g. HBCC News, HBCC Share, HBCC Advertisements etc.) Any soft of news, views, entertainment information, advertisements etc can be posted in these folders. Please avoid sending such information to all the faculty members on their email addresses or group. You can post the information in the public folders and others can view it by visiting the public folders.

If you want to know how to post in a public folder then read the following:

Posting a Message to a Bulletin Board (Public Folder)

MS Outlook

1. Make sure your Folder List is visible. If it is not, click "View" on the menu bar and select "Folder List."
2. If you are not currently viewing a public folder, open the Public Folders list by clicking once on its Plus sign located to the left of its name in the Folder List. Then, click once on the Plus sign located to the left of "All Public Folders" to see the listing of public folders.
3. Click once on the desired public folder.
4. Click the Down Triangle located to the right of the "New" button and select "Post in This Folder."
5. Type an appropriate subject header for the posting.
6. Type your message and attach any files as needed.
7. Click the "Post" button to send the message (i.e., post) to the public folder.
8. Messages in the Public Folder can be viewed by visiting the public folder. These messages will not go to your email-addresses.

How to use Office programs with the Norton Antivirus Office plug-in

SUMMARY

The Norton AntiVirus plug-in for Microsoft Office scans documents for macro virus infections in Office products. This plug-in may cause performance issues, the inability to open files within Office, or the inability to install some Office programs. This article contains the latest information about how to use Office with the Norton AntiVirus Office Plug-in.

MORE INFORMATION

To work around the issues listed in the “Summary” section, use either of the following methods.

Method 1: Run Live Update

Obtain the latest version of the Office plug-In that is available through the Live Update option site in your Norton AntiVirus software.

Note An update to the Norton Office plug-in may not be available in all languages.

Method 2: Disable Office Plug-In

Note Perform this method only if you cannot update your Norton AntiVirus software through the Live Update Web site.

When the Norton AntiVirus plug-in is disabled, the Norton AntiVirus for Microsoft Office plug-in does not scan documents when you open the documents. Even if the Norton AntiVirus for Office plug-in is disabled, the Norton AntiVirus Auto-Protect feature still provides ongoing protection by scanning any file that you run, download, open, create, or delete.

To disable the Norton AntiVirus plug-in for Microsoft Office, use one of the following methods as appropriate to the version of Norton AntiVirus that is installed on your computer.

Note Because there are several versions of Microsoft Windows, the following steps may be different on your computer. If they are, see your product documentation to complete these steps.

Norton AntiVirus 2004, Norton SystemWorks 2004, Norton AntiVirus 2003, Norton SystemWorks 2003, Norton AntiVirus 2002 or Norton SystemWorks 2002 Is Installed

Disable the Norton AntiVirus Office plug-in program. To do this, follow these steps:

Norton AntiVirus 2001 or Norton SystemWorks 2001 Is Installed

Disable the Norton AntiVirus Office plug-in program. To do this, follow these steps:

Norton AntiVirus 2000 or Norton SystemWorks 2000 Is Installed

Unregister the Norton AntiVirus OfficeAV.dll file. To do this, follow these steps: