E-Mail

E-Mail Space
Create a Personal Folder
Make a Change to an Attachment
Mass E-Mails
Grant Someone Permission to Send Messages on Your Behalf
Access a Monmouth College Distribution List
Create a Personal Distribution List
Add an Additional Mailbox
Keep Your MC E-Mail Account Open after You Graduate

E-Mail Space

Students have 25 MB (or 25,600 KB) of storage space for messages. If a student's amount of used spaces reaches 10 MB (or 10,240 KB), then he or she will receive an automated alert message from the system administrator.

Faculty and staff members have 75 MB (or 76,800 KB) of storage space for messages. If a faculty member's amount of used space reaches 45 MB (or 46,080 KB), then he or she will receive an automated alert message from the system administrator.

Create a Personal Folder

If you have message that you want to keep, then you should store them in a personal folder, which is an Outlook data file that resides on your F: drive rather than on the e-mail server. Because of this, messages stored in a personal folder do not take up space in your e-mail account.

Note: You cannot access personal folders in Outlook Web Access. If you want to access your personal folders from off campus, then you'll need to use Terminal Services.

Note: Personal folders have size limit of 20 GB. (If you exceed this limit, then Outlook will truncate the folder, which means that you will not be able to view all of the messages that are stored in it.) For speed and efficiency reasons, it is recommended that your personal folder not exceed 500 MB.

To create a personal folder:

1. Open Outlook on a lab or office computer.
2. Click on the File menu and select New - Outlook Data File.

3. Under Types of storage, select Office Outlook Personal Folders File (.pst).
4. Click on the OK button.
5. Click on the Save in down arrow and make sure that the save to location is F:/windows/Application Data/Microsoft/Outlook.
6. Enter a file name for the personal folder (e.g., Saved E-Mail).
7. Click on the OK button.
8. Enter a name for the personal folder. (Usually, this will be the same as the file name.)
9. Click on the OK button. The personal folder appears on the Folder List and on the Mail pane.

Make a Change to an Attachment

IMPORTANT! In order to make a change to an attachment, you should save the attachment to your computer FIRST and then make the change to the copy that is on your computer. Otherwise, your change may be lost when you close the file.

To save an attachment, right-click on it and select Save As. (After you save the attachment, you may want to delete the message to free up space in your e-mail account.)

Mass E-Mails

It is against Monmouth College policy to send mass e-mails. Instead, general announcements should be posted in the Outlook Message Center folders, shown circled below.

Grant Someone Permission to Send Messages on Your Behalf

1. Click on the Go menu and select Folder List.
2. Right-click on the Calendar folder and select Properties.

3. Click on the Permissions tab.
4. Click on the Add button.
5. Select the person's name from the list.
6. Click on the Add button.
7. Click on the OK button.
8. Click on the Permission Level down arrow and select the desired permission level (Editor or Author).
9. Click on the OK button.

Access a Monmouth College Distribution List

Distribution lists for faculty and staff and for each department, class, and major are available in Outlook's Global Address List.

To access a Monmouth College distribution list:

1. On a new message window, click on the To button.

2. In the Search field, enter faculty, staff, department, class, or major.

3. Select the desired list.
4. Click on the Add button.
5. Click on the OK button.

Create a Personal Distribution List

1. Click on the File menu and select New - Distribution List.
2. Enter a name for the distribution list.
3. On the Distribution List tab, click on Select Members (for on-campus members) or Add New (for off-campus members).

4. Add the distribution list members. 
5. Click on Save & Close. The distribution list is saved in your Contacts folder.

Add an Additional Mailbox

If you are involved in extra-curricular or business-related college activities (e.g., the Pipeline), then you may need to obtain access to an additional mailbox.

To obtain this access, call the Information Systems Center (x2106). You will be given the alias name for the mailbox. Once you know the mailbox's alias name, follow the steps listed below to add it in Outlook.

To add an additional mailbox:

1. Click on the Tools menu and select Account Settings.
2. On the E-mail tab, select Microsoft Exchange.
3. Click on the Change button.
4. Click on the More Settings button.
5. Click on the Advanced tab.
6. Click on the Add button.
7. In the Add mailbox field, enter the alias name of the mailbox. (If you do not know the alias name, then contact the Information Systems Center.)
8. Click on the OK button.
9. Click on the OK button.
10. Click on the Next button.
11. Click on the Finish button.

Keep Your MC E-Mail Account Open after You Graduate

To keep your MC e-mail account open for up to one year after you graduate, please go to http://apps.monmouthcollege.edu/alumni/extdacct/.