Export email/calendar/contact from an Exchange account

Firstly, you need to export .pst file data in the old profile.

1. On the File menu, click Import And Export ...
   
   
2. Click Export To File, and then click Next.
   
   
   
   
3. Click Personal Folder File (.pst) , and then click Next.
   
   
   
   
4. You can export your entire mailbox (including all subfolders) and calendar by clicking Mailbox – <your_name>, select Include subfolders and then press Next. You can also select any parituclar folder to export by selecting the appropriate folder.
   
   
   
   
5. Click the Browse button, and then select the location to save the .pst file.
   
   
   
   
   
6. In the File Name box, type a descriptive file name for the .pst file, and then click OK. (default is backup.pst)
7. Click Finish.

Import email/calendar/contact to central email/calendar server (hkucc1.hku.hk)

1. To restore the email/calendar/contact items, open hkucc1 account in Outlook and click Import and Export.
   
   
   
   
2. Choose Import from another program or file, then press Next.
   
   
   
   
3. Select Personal Folder File (.pst), then press Next.
   
   
   
   
4. Click Browse to select the backup file and select Do not import duplicates, then press Next
   
   
   
   
5. Choose Personal Folder and then press Finish to import all items to your central email/calendar account. You can also select any parituclar folder to import by selecting the appropriate folder.
   
   

Note:

• Rules and Alerts set for your old account will not be imported. You need to create new rules in central email/calendar profile.
• Signature set for your old account willl not be imported. You need to create a new signature in central email/calendar profile.

This procedure guides you how to save your emails from the Central Email/Calendar server(HKUCC1) to "Personal Folder" of your Outlook (local PC). Please note that this action will remove emails from the Central Email/Calendar Server (HKUCC1) when you are logged in through Outlook. That means, you can no longer access emails via Web Interface.

Firstly, you need to create a new "Personal Folder" in Outlook.

1. On the "File" menu, click "Data File Management".
2. Click "Add" button.
3. Select "Office Outlook Personal Folders File (.pst)".
4. Type the filename "Personal Folders HKU.pst" in "File name" box.
5. Click "OK" button.
6. Type the name "Personal Folders HKU" in "Name" box.
7. Accept other default settings and click "OK" button.
8. Click "Close" button.

Secondly, configure Outlook to save emails into "Personal Folders".

1. On the "Tools" menu, click "E-mails Accounts."
2. Select "View or change existing e-mail accounts" and click "Next" button.
3. In the "Deliver new e-mail to the following location" dropdown, select "Personal Folders HKU".
4. Click "Finish" button.
5. Quit and restart Outlook.

To change Sender Name/Email Address, login HKU Portal-> " Campus Information Services" ->"Central IT Services " -> "Register Name/EAddress in Mail "

An "E-mail Alias" is another name for your email address which is easier for your friends to remember e.g. "chan-tai-man@hkucc.hku.hk". An account name is limited to 8 characters while the email alias can have 9 to 32 characters with any combination of alphabets, numbers and special characters "-", ".", "_".

You can create or change your email alias in the HKU Portal => Campus Information Services => Central IT Services => Change Email Alias.

Also, you can change the default Sender Email Address to your email alias in the HKU Portal => Campus Information Services => Central IT Services => Register Name/EAddress in Mail.

View Screenshots

You must use Internet Explorer to set email forwarding once. If you use other browsers such as Firefox, Safari, Google Chrome, you will not see the "Rules" button for setting email forwarding.

You can setup email forwarding in HKU Portal -> MyEmail as follows:

1. Click the Options button located at the top bar.
2. In the left-hand pane, click on Rules
3. Click the New Rule drop-down and select Create a new rule for arriving messages.
4. You may be prompted to delete any disabled rules that were setup in Outlook. If you have any such rules and are happy to delete them, click Delete disabled rules button. If you wish to keep them, cancel the operation and use Outlook to configure forwarding.
5. In the section Do the following, click on Forward or redirect.
6. Select either one of the following options:
• Redirect the message to people or distribution lists. The redirected message retains the original sender's details but any recipients in the To: and CC: fields are removed and replaced with the address that the message is being redirected to ie. your external email address. In particular, this means that you won't know who the message was originally sent to and you won't be able to "reply to all". However, the original recipients will still be available in the original message in mailbox.
• Forward the message as an attachment. The forwarded message contains the original message as an attachment. If you open the attachment, you can see and reply to all the original recipients. With this method, there is one disadvantage: In your external email account, all forwarded messages will be displayed as having been sent from yourself to yourself.
  
7. The text "Apply this rule after the message arrives / redirect it to people or distribution lists" will appear in the left-hand pane. Click on the people and distribution lists link and type in your external email address in the Message recipients: box at the bottom of the dialog.
8. Click OK to close the dialog.
9. Click Save to save the rule. You will be asked to confirm that this rule will be applied to every message that you receive. Click OK.

To cancel email forwarding, do the followings:

1. Click on Options => Rules.
2. Click on the existing rule and either delete it by clicking the Delete button OR disable it by unchecking the check box next to its name.

Webmail Interface

1. In the lower left of the IE 6 or IE 7 window, on the navigation bar, click Mail to make sure you are in the correct view.
2. In the upper left, you will see the folder list. Your name will be displayed near the top. Hover your mouse pointer over your name. A small box with your quota information will appear.

Outlook (Total Disk Quota of Email account)

1. To check the total disk quota in Outlook, right click Mailbox - Your full name in the pane All Mail Folders on the left hand side. Select Properties for "Mailbox - Your full name"...
2. In the Outlook Today dialog box, click the Folder size... button.
   
   



3. In the Folder size dialog box, select Server Data tab.
   
   
4. Your total usage is listed beside "Total Size (including subfolders)". A detailed breakdown of each folder's size is listed below the total.
   
   
   

Outlook (Disk Quota of Individual Folder)

1. To check the disk quota of individual folder in Outlook, right click the folder and click Properties.
   
   



2. In the folder properties dialog box, click the Folder size... button.
   
   




3. In the Folder size dialog box, select Server Data tab.
   
   
4. Your usage of individual folder is listed beside "Total Size (including subfolders)".
   
   
   

View Screenshots

1. Start Core FTP (download it free from http://www.coreftp.com/download.html)

IMPORTANT NOTE: CoreFTP home web site is reported to contain malicious contents and users are advised not to download from it until the issue is cleared.

2. In the Site Manager window, type hkucc.hku.hk
3. Type in hkucc.hku.hk in the Host/IP/URL field.
4. Type in your HKU Portal UID in the Username field .
5. Type in your HKU Portal PIN in the Password field.
6. Click on the Connect button.
7. In the Core FTP window, the local system (your PC) appears on the left window and the remote system (hkucc.hku.hk server) appears on the right window.



8. To download a file from the server to PC, browse for file you wish do download in the right window.
9. Choose your destination directory on the right window e.g. My Documents.
10. Select the files on the server using the mouse button.
11. Click on the
button in the right window to transfer the file to your PC. You will see a "transfer complete" message when Core FTP is finished moving the files.


12. To end your session, click on the menu File => Disconnect. Then click on Yes.
13. To exit Core FTP, simply click on the Exit button in the upper righthand corner of the Core FTP Lite window.

1. Export address book from HKUCC Webmail to a file
   
   
   1. Visit http://webmail.hku.hk and login to your HKUCC.HKU.HK account.
   2. Click "Address Book" at the top of the page.
   3. Click "Import/Export" at the top of the page.
   4. Click "Export" button at the bottom of the page to export your address book to your computer.
   5. Click "Save" button on "File Download" dialog box.
   6. To save the address book file "turba.csv" on your computer desktop, click "Desktop" button and then click "Save" button on "Save As" dialog box.
   7. When download is completed, click "Open" button on "Download complete" dialog box to examine your address book file.
   8. Examine the address book file. Correct any error, if any, in your address book file and save the changes.
      Please note that distribution list (or mailing list) in IMP Webmail cannot be exported into address book file. Besides, if you want to import the address book file into Microsoft Outlook, please refer to further detail below.

   Detail on how to prepare the address book file before importing into Microsoft Outlook 2003/2007/2010

   1. There may be problem when importing the address book file, if the file contains non-English characters. You may require to remove the address entries with these characters from the file when the problem occurs.
   2. On importing the address book file, Microsoft Outlook recognizes last name and first name using information in "name" column and "lastname" column of the file. For best result, you are advised to check the values in the "lastname" column of the file and put the first name in the "name" column of the file.
   
   
2. Import contacts into Exchange Mail and Calendar
   
   
   1. Before importing contacts, you should configure your Microsoft Outlook 2003/2007/2010 to access Exchange Mail service. For detail, please refer to the FAQ.
   2. Go to the Microsoft Outlook in your computer. You have to use "Import and Export Wizard" to import contact information from an Comma Separated Values file (.csv) into your "Outlook Contacts" folder.
   3. In the Microsoft Outlook, on the "File" menu, click "Import and Export".
   4. Click "Import from another program or file", and then click "Next" button.
   5. Click "Comma Separated Values (Windows)", and then click "Next" button.
   6. In the "File to import" box, browse to find the Comma Separated Values file (.csv) that contains the addresses you want to import (e.g. it is "turba.csv" if you export the address file from IMP Webmail). In "Options", click one of the following and click "Next" button.
      • Replace duplicates with items imported
      • Allow duplicates to be created
      • Do not import duplicate items
   7. In the folder list, click the "Contacts" folder where you want the imported contact information to go, and then click "Next" button. In order to use the imported contact information in HKU Portal->MyEmail, you are advised to click "Contacts" folder under your mailbox instead of the one under "Personal Folders".
   8. To determine how the contact information is imported from the file, click "Map Custom Fields" button.
   9. In the "Map Custom Fields" dialog box, it shows how the values from the file are going to be matched with the fields in the contacts list.
   10. To check that the email address is going to be imported successfully, scroll down the "Field" list on the right hand side of the dialog box until you can see "E-mail" field. Click on the "Plus" sign on the left of the "E-mail" field. Drag the "email" value from the "Value" box on the left of the dialog box to the "E-mail address" field on the right as shown.
   11. If your address file has individual column for last name and first name, scroll up the "Field" list on the right of the dialog box until you can see "Name" field, click on the "Plus" sign on the left of the "Name" field and drag the appropriate values from the left to the right of the box.
   12. After the mapping is completed, click "OK" button.
   13. Click "Finish" button and wait for the import process finishes.

1. In MyEmail, click "Contacts" button at the bottom left corner of the screen.
2. A Contact page is shown. To create a new contact, click an "arrow" next to the "New" button and click on "Contact".
3. A new contact page is shown. In Profile section, fill-in the essential information like "First Name" and "Last Name".
4. Scroll down to Contact section, fill-in other essential information like "E-mail" and "Display as" (i.e. Name shown in "To" field of email).
5. Click "Save and Close" button near the top left corner to save the new contact.
6. The new contact is available on the Contact page.

1. In MyEmail, click "Calendar" button at the bottom left corner of the screen will display your calendar.
2. To create an appointment, double click on a slot on the calendar or click on the "New" button on the toolbar to bring up an "Appointment" dialog box.
3. To fill in appointment details, and click "Save and Close" button to save and put it in the calendar.
   
   The "Show time as" box is a way of designating how your time shows on your calendar (Free, Tentative, Busy or Out of Office). This information can be used by others as an indication of your availability when setting up a meeting. The default setting for an appointment is "busy".

Note: To prevent indication of your availability to others, you can configure your Microsoft Outlook 2007 as follows: (You should configure your Microsoft Outlook 2007 to access Central Email/Calendar Service (HKUCC1) before proceed. For detail, please refer to the FAQ.)

• Microsoft Outlook 2007
  1. In pulldown menu, choose "Tools->Options".
  2. Click on "Calendar Option" button, then click "Free/Busy Options" button.
  3. On "Permissions" tab, select "Default" in the "Name | Permission Level" box.
  4. From the "Permission Level" drop-down box, select "None"
  5. Click on "Other Free Busy" button under the "Read" permissions
  6. Set "Publish" to 0.
  7. Click "OK" button.

1. In MyEmail, right click on the email you treat as a junk email to bring up a pop-up menu.
2. In the pop-up menu, select "Junk E-mail->Add Sender to Blocked Senders List" to put the email (and all future emails) from this sender to "Junk E-mail" folder in your mailbox.

Note: In case the "Junk E-mail" is not available in the pop-up menu, probably automatic junk email filter option is switched off. To switch on this option:

• Click on "Options" button at top right corner of the screen.Click on "Junk E-mail" on left of the screen and you can find "Automatically filter junk e-mail" option on right.
• Select this option and click on "Save" button on top of the screen.

When you go on holidays, you may want to take a vacation from answering email. This can be done by setting an “Out of Office” message to automatically reply to incoming emails with a message explaining that you are away from your email and will not be able to answer immediately. You can setup the vacation message via Out of Office Assistant. Click on the Options button from the top toolbar and then click Out of Office Assistant.

To turn on Out of Office auto-replies, check the Send Out of Office auto-replies radio button. You can also configure the following settings:

1. To select a time period, select the Send Out of Office auto-replies only during this time period check box, and then set the start time and the end time. Enter the auto-reply message text that you want to be sent to senders within HKU.
   
   
   
   
2. To send an auto-reply to external senders with non-HKU email addresses, select the Send Out of Office auto-replies to External Senders check box, and then select the options that you want. Enter the auto-reply message text that you want to be sent to external senders.
   
   
   
   
3. To turn off Out of Office auto-replies, click Do not send Out of Office auto-replies.

When you have setup the auto-reply message, please click the Save button.

NOTE: Out of Office Assistant Feature is currently not available in Outlook 2007.

A feature of Outlook is the auto-archiving of mail items.  This process is very important because it is very possible that all of the mail items you need won't fit into the limited space on the Central Email/Calendar Server (HKUCC1) .  The Auto-archive process takes the oldest mail items and transfers them to a personal file folder on your PC hard drive.  Thus, auto-archiving is very useful in the maintenance of your account. 

The following steps show how to set up the auto-archiving process.

Specify default AutoArchive settings for all Outlook folders

AutoArchive is turned on by default. However, you can change its default settings.

1. On the Tools menu, click Options, and then click the Other tab.
2. Click AutoArchive.
3. With Run AutoArchive every n days selected, specify how often to run AutoArchive.
4. Select the options that you want.
5. To apply the changes to all folders, click Apply these settings to all folders now. This will override custom archive settings that you've specified on individual folders.

Note: If you change the archive file listed under Move old items to, it's changed for all folders that use the default AutoArchive settings.

Specify AutoArchive settings for individual folders

1. On the Go menu, click Folder List, right-click the folder you want to specify settings for, and then click Properties on the shortcut menu.
2. Click the AutoArchive tab.
3. Specify whether you want to archive this folder and if so, whether to use the default AutoArchive settings or your own settings.

To archive to a file other than the default one, specify a different file name in the Move old items to box. The next time AutoArchive runs on this folder, Outlook will automatically create the new archive file for items in this folder.

Archive items manually

1. On the File menu, click Archive.
2. Specify whether to archive all folders using their AutoArchive settings (that is, either the default settings, or per-folder settings you specified for individual folders) or whether to archive an individual folder using the options you specify in this dialog box.

Webmail Interface:

Firstly, you need to create a folder called spam-notification.

1. In the lower left of the IE 6 or IE 7 window, on the navigation bar, click Mail to make sure you are in the correct view.
2. In the upper left, you will see the folder list. Your name will be displayed near the top. Right-click your name and select Create New Folder ...
   
   
   
3. For the folder name, type spam-notification

Secondly, create a rule to filter notification message into the spam-notification folder.

1. Click the Options button located at the top bar.

   
   

2. In the left-hand pane, click on Rules
3. Click the New Rule drop-down and select Move messages from someone to a folder
4. You may be prompted to delete any disabled rules that were setup in Outlook. If you have any such rules and are happy to delete them, click Delete disabled rules button. If you wish to keep them, cancel the operation.
5. In the New Rule window, type Spam Quarantine Notification in the Name: box at the bottom.
6. In the section After the message arrives on the right hand side, click on If the message includes specific words ...
7. Check the box In the Subject.
   
   
   
   
8. The following text will appear in the left-hand pane:
   
   "Apply this rule after the message arrives
   from people or distribution lists
     and with specific words in the subject
   move it to the specified folder"
   
   
9. Click on the "from people and distribution lists" link and type in an email address spam-filter@hku.hk in the Message recipients: box at the bottom of the dialog. Click OK.
   
   
   
   
10. Click on the "and with specific words in the subject" link and type in Spam Quarantine Notification in box. Click Add and click OK.
    
    
    
11. Click on the "move it to the specified folder" link and select spam-notification folder from the folder list. Click OK to close the dialog.
    
    
    
    
12. Click Save to save the rule.

Outlook

Firstly, you need to create a folder called spam-notification.

1. In Outlook, on the navigation bar, click Mail to make sure you are in the correct view.
2. In the upper left, you will see the folder list. Your Mailbox name will be displayed near the top. Right-click your Mailbox name and select New Folder ...
   
   
   
   
3. In the Create New Folder windows, type spam-notification in the Name: box.
   
   

Secondly, create a rule to filter notification message into the spam-notification folder.

1. From the menu, click Tools => Rules and Alerts ...
2. Click the New Rule button
3. In the Rules Wizard, under Stay Organized section, select Move messages from someone to a folder. Click Next.
   
   
   
   
4. Check the box from people or distribution list.
5. Check the box with specific words in the subject. Click Next.
   
   
   
   
6. The following text will appear under Step 2: Edit the rule description (click underlined value) section at the bottom
   
   "Apply this rule after the message arrives
   from people or distribution lists
     and with specific words in the subject
   move it to the specified folder"
   
   
7. Click on the "from people and distribution list" link and type in an email address spam-filter@hku.hk in the Message recipients: box at the bottom of the dialog. Click OK.
   
   
   
   
8. Click on the "and with specific words in the subject" link and type in Spam Quarantine Notification in box. Click Add and click OK.
   
   
   
   
9. Click on the "move it to the specified folder" link and select spam-notification folder from the folder list. Click OK to close the dialog.
   
   
   
   
10. Click Next.
11. In the following window, click Next.
    
    
    
    
12. Exceptions to the rule can be set. Click Next.
    
    
    
13. For Step 1: Specify a name for this rule, type Spam Quarantine Notification.
    
    
    
    
14. Click Finish to save the rule.

1. In the navigation window on the left, click Mail. You should see a complete list of all of your mailbox contents listed above the Mail button. 
2. Click the plus sign next to your Contacts folder. That should reveal the all Contacts folder, nested within your current Contacts folder. 
3. Right click on it and choose Delete or Rename.

When someone sends a meeting request in iCalendar format from a POP/IMAP account in Microsoft Outlook to a non-Outlook user, the Content-Type:text/calendar information is not recognized. As a result, the message is not processed correctly.

Please try to do the following so that meeting request can be sent to non-Outlook user properly.

1. Open Tools ->Options
2. In the Preferences tab, click Calendar Options
3. In the Calendar Options  dialog box, under Advanced Options
4. Un-check the box When sending meeting requests over the Internet,
   use iCalendar format.

1. Log in to BIS
2. Set up a new account
3. Enter Email ONLY - do not enter the password; then hit next
4. Choose I will provide the settings to add this email account.; then hit next
5. Choose This is my work email account.; then hit next
6. Choose I can access my email account using a Web browser (Outlook Web Access) and then hit next
7. Fill in the web access URL https://hkucc1.hku.hk/owa, user name etc.; then hit next

The "Recall" function of Outlook is not supported.

For Webmail, refer to http://www.itservices.hku.hk/faq/email/owa-distributionlist.htm

For Outlook 2007, refer to http://www.itservices.hku.hk/faq/email/outlook2007-distributionlist.htm

For Outlook 2003, refer to http://www.itservices.hku.hk/faq/email/outlook2003-distributionlist.htm

Please note that HKU Portal PIN contains 8 characters only. Please try to login HKU Portal again by using the PIN with 8 characters. You can then access to the "MyEmail" tab in HKU Portal.

Enter the following URL: https://hkucc1.hku.hk/owa/user@hku.hk/?cmd=contents&f=calendar (where user should be replaced by the account name of the owner of the shared calendar). Please note that only the default calendar can be accessed using OWA. Other calendar created and shared by the users can only be accessed using Outlook.

If you encounter problems in clicking the buttons in Webmail, click the following icon on the right hand side (highlighted in red).

Please access the archive search function by browsing to this URL:
https://archive.hkucc-com.hku.hk/enterprisevault (login using your HKU Portal UID/PIN).

Note:
- This archive search function can search the full text of archived email.
- This applies to Windows/Macintosh/Linux users
- This is in additional to searching the first 1000 characters of an email in the Outlook or Webmail interface

Please refer to the procedure for:
Hotmail
Gmail
Yahoo

1. The Outlook will suggest you some contacts after you partially typed the recipient address in the "To" or "CC/BCC" fields

2. To remove unwanted or invalid suggested contacts from Outlook, highlight the suggested contact and click the cross icon next to the contact or press the "Del" button on the keyboard.


3. Next time, the Outlook will no longer suggest that contact to you.

1. From your Outlook 2010 calendar, click 'File' > 'Account Settings' > 'Delegate Access'.
   
   
   
2. Click 'Add...'
   
   
   
3. Select 'More columns' > type 'Your delegate's UID' > click 'Go' > select Your delegate > click 'Add ->' > OK
   
   
   
4. Select Calendar 'Editor (can read, create, and modify items)' > Check 'Delegate receives copies of meeting-related messages sent to me' > Select Task 'None' If you don't want the delegate to see your private items, Uncheck 'Delegate can see my private items' > OK
   
   
   
5. Click OK.
   
   
   
6. From your delegate's Outlook 2010 calendar, click 'Open Calendar' > Open Shared Calendar.
   
   
   
7. Type your UID > OK
   
   
   
8. Then, your calendar is shared with your delegate.
   
   

1. From your Outlook 2007 calendar, click 'Tools' > 'Options'.
   
   
   
2. Click 'Delegates' > 'Add...'
   
   
   
3. Select 'More columns' > type 'Your delegate's UID' > click 'Go' > select Your delegate > click 'Add ->' > OK
   
   
   
4. Select Calendar 'Editor (can read, create, and modify items)' > Check 'Delegate receives copies of meeting-related messages sent to me' > Select Task 'None' If you don't want the delegate to see your private items, Uncheck 'Delegate can see my private items' > OK
   
   
   
5. Click OK.
   
   
   
6. From your delegate's Outlook 2010 calendar, click 'Open Shared Calendar'.
   
   
   
7. Type your UID > OK
   
   
   
8. Then, your calendar is shared with your delegate.
   
   

When you're using MS Outlook 2010 and receive a meeting request from your co-worker or client. Between the headers and your actual message, part of your Outlook calendar appears in the message, showing the proposed meeting and anything else that is already in your calendar. This saves you the trouble of checking your calendar for potential conflicts. You and your co-worker didn't embed a calendar in the meeting request message-but it's visible by you only in the message that you received.