Outlook – Frequently Asked Questions
Q: When we switch will we lose all our old emails, archives, calendars or will it be transferred over to Outlook?
A: The migration will copy over all emails that are not in private folders or your archive. If you have a private folder, which is designated by a folder with a figure on it, the contents must be moved to a non-private folder. You can do this by creating a new folder, selecting all the emails in the private folder, and moving them to the new folder.
Q: Is there anything we need to do to backup and keep anything in our saved folders with this change? I heard that there maybe a problem with folders in Outlook? Put my anxious heart to rest.
A: Folders still exist in Microsoft Outlook to assist with organizing your information. There is one catch…if you have a private folder, which is designated by a folder with a figure on it, the contents must be moved to a non-private folder. You can do this by creating a new folder, selecting all the emails in the private folder, and moving them to the new folder.
Q: Will Lotus notes traveler also be gone? Will Outlook replace that as well? Will we have to do anything to switch that over?
A: IBM Traveler will also cease on your migration date. Apple iOS and Android based devices have the ability to connect to Microsoft Exchange (Outlook servers). The training video provides details on how to remove the IBM Traveler and add Microsoft Exchange. Here is a link to an article regarding mobile devices: http://portal.sauss.net/knowledge-base/outlook-setup-email-on-apple-android-and-windows-mobile-devices/
Q: Is any action required in the field? Updates to machines, etc. ?
A: On the day of your migration, you will immediately have access to your email via the web. We have been working to add Microsoft Outlook 2016 to user computers. Most users have Microsoft Outlook; however, most people will use the web. In the event your Microsoft Outlook fails to work, please use the Outlook web application. You can access the Outlook web application at http://portal.sauss.net/.
Q: What is the Online Archive?
A: An efficient way to reduce the size of your Outlook Data File (.pst) or Exchange mailbox is to regularly archive older items. Unlike a traditional backup in which a copy of Outlook items is made, archived items are moved to a separate Outlook Data File (.pst). Archived items can be accessed at any time by opening the file.
Mail over 2 years old will automatically be moved the the online archive.
Q: Why did my older email messages from Lotus Notes eventually show up, but then a bunch went away?
A: Outlook uses Auto Online Archiving which finds your messages that are older than 2 years and moves them to Online Archiving folder at the bottom ( Online Archive – your firstname.lastname@example.org )
Q: Can I manually archive emails? and how does it work?
A: You can use the Archive button in the Delete group on the Home tab to move one or more messages to your Archive folder without deleting them. There are no space limitations on the archive folder.
Q: Why don’t I see any of my Group Contacts from Lotus Notes in my new Outlook Contacts?
A: While we were able to copy over individual Contacts from Lotus Notes to Outlook, we were not able to copy over any Contact Groups. Sorry.
Here is a link to the article to show you how to make Contact Groups on Windows and Mac.
Q: Why is Outlook 2016 for Mac client – New Contact Group is grey out?
A: The Account after being Migrated is set up as an Exchange ActiveSync account instead of a standard Exchange account. Simply meaning that the groups are controlled on the server side and the Mac 2016 Client works as more of a window to the server then being able to affect the server.
One way to work around this is to create folders in your contacts, then when you click on the address book when attempting to create a new email you should be able to select that folder as your group. It is not perfect but it works.
Q: Name (address book) lookup in Lotus Notes used to be last name-first name, but in Outlook, it is first name-last name. Is there a way to change it to last name-first name?
A: Yes, you can change it by clicking More columns, and then type the last name in front. You can also do a advanced search by clicking Advanced Find, and a windows with fields will appear where you can search by using any of those fields.
Q: I’m using the Mac Outlook 2016 client, but the Shared Mail boxes that I’ve been told I have access to do not show up. How can I add them?
A: Click the Outlook tab, and select Preferences. Select Accounts, your account will be listed, then select the + sign at the bottom to add another account. Type the email address, authentication method will be user name and password, type your email and password. The new email address will be listed.
Q: How can I access the USS Southern Territory Address Book or the Global Address Book?
A: Click the Address Book icon in the tool bar, and and under address book you have the different address books that you can access, USS Address Book is the default.
Q: Can I open the calendar and the email box in separate windows?
A: If you have a Windows computer, just right click the email or calendar icon at the bottom, and select Open in New Window. If you have a Mac computer, it’s not possible.
Q: Can I request a receipt on delivery or request a read receipt for Outlook for Mac?
A: The client for Mac doesn’t allow those options. You can use OWA (Outlook Web App) on a Mac and select those options.
Q: Can I get Outlook on my phone?
A: You have the option to used the built-in mail application to access your mail on your phone. This is the familiar setup if you have used IBM Notes Traveler on your phone. Here are some instructions.
iPhone, Android and Windows Mobile: http://portal.sauss.net/knowledge-base/outlook-setup-email-on-apple-android-and-windows-mobile-devices/
Q: How do I get the Outlook icon on my desktop so that I can access it much faster than the start menu?
A: Locate Outlook in your Start Menu, and drag it to the desktop. A short cut icon will be added in the Desktop. You can also pin the icon to the task bar by locating the Outlook icon in the start menu, and right click, select Pin to Taskbar.