Frequently asked questions
Settings and Functions
You can search the name of the recipient by clicking the ‘Address Book’ button:
There is another quick way to search for a recipient. In the ‘To’, ‘Cc’ or ‘Bcc’ field, type part of the name of the recipient and press Ctrl + K. A list of matching users from the address book will be shown for your selection. If there is only ONE matching user, the name will be automatically shown in the respective field.
The ‘Bcc’ field is by default hidden. To un-hide it, select ‘Options’ from the menu and click the ‘Bcc’ button.
To protect your email data, follow the best practices below:
The email sent from “firstname.lastname@example.org” may go to junk mail. This is caused by the Outlook client’s junk email handling feature. It may wrongly suspect the email contents containing “spam like” objects.
In order to avoid Outlook client to classify the email as “junk email”, it is necessary to trust any messages send from “polyu.edu.hk” domain. To add the domain “polyu.edu.hk” to safe senders list, please refer to PolyU Staff Email Service - Prevent PolyU's email from going to junk mail
Some users have reported that their Outlook Cached data file (in .ost file format) shows errors when starting Outlook. It is found that some errors are caused by improper closing of the Outlook client. To avoid crashing of data file, always close your Outlook client properly before shutting down the Windows or turning off your computer.
The "missing" mails may be due to one of the followings:
|1.||Check your "Junk E-Mail" folder
Check whether the messages have been dropped to your “Junk E-mail” folder because they have been classified as suspected junk mails. If so, you can drag them back to your Inbox. You can also right click on the message and select "Junk E-Mail" -> "Add Sender to Safe Senders List" to add the sender as a trusted source.
|2.||Size of the message
Each message sent to the Staff Email Service has the following size limitation:
If the message is oversized, it cannot be delivered to your Staff Email account.
Please also note that some GroupWise users may send an oversized message to your GroupWise account. This message, however, cannot be forwarded to your Staff Email account due to the size limitation. You may have to communicate with the sender to resize and resend the message.
This may happen when the message in your GroupWise account is being automatically forwarded to your Staff Email account, especially during a time when the GroupWise system is handling a lot of mass messages. Please wait and the message will be delivered to you later.
For users who need to send messages to a large number of recipients via GroupWise, please do so during non-office hours by making use of the “delay delivery” function.
|4.||Message management by 'Rule'
Please check whether there is any ‘Rule’ in your Outlook client to move incoming messages to different sub-folders under certain criteria. You can use the “Search All Mail Items” function to search and locate the “missing” messages.
The default setting of Outlook is to send the reminder 18 hours before the scheduled appointment. To change this setting:
Once it is set, all new appointments and/or meeting requests will adopt the new setting as the default. However, this setting does not apply to “All Day Event” which will always use “18 hours” as the default reminder time. You have to change it every time.
You can change the reminder time of a meeting appointment after you accept a meeting request. You can do so simply by double clicking the accepted meeting request and changing it in the Reminder drop list as stated above.
Outlook does not have the auto-completion feature. However, Outlook will remember your previously contacted recipients and will automatically list them out when you start typing the name in the To/cc/Bcc field.
You can enter part of the recipient’s name and press Ctrl+K (or press the Check Names button in the ribbon bar) to check the complete name of the recipient. It will either show:
In Outlook, there is a cached copy of the master address book, named Offline Global Address List, which is updated daily. However, to ensure that you can always access the most updated address book, you can switch to the online copy of the master address book, named Global Address List, as the default address book. To do so:
Yes. You can use several different POP3 and IMAP4 email programs to connect to Staff Email. The features supported by each email program vary. Here are connection details:
For information about the features offered by specific POP3 and IMAP4 email programs, please refer to the documentation provided by each program - http://help.outlook.com/en-us/140/cc875899.aspx.
Yes, you can use the push e-mail function with most devices using Apple iOS, Android, and also Windows Phone and Blackberry. You can have all e-mails sent to your new Staff Email mailbox automatically pushed to your mobile device or you can do the updating manually.
Access and Mailbox Quota
You can access the new Staff Email Service in several ways:
If the Staff Email Login page cannot be shown and the PolyU Connect Login page is shown instead, please refer to PolyU Staff Email Service Showing Login Page
E-mail address: <Preferred Address Name>@polyu.edu.hk, e.g. email@example.com
Default login username: in Outlook WebApp - NetID, in Outlook client - <NetID>@polyu.edu.hk
The mailbox size is 25 GB and there will be no regular e-mail purging exercise. However, colleagues are advised to do regular housekeeping activities to remove unwanted messages. You can also offload "old" messages to a local Personal Storage Table file (i.e. .pst file) to leave more room for your online mailbox. A warning message will be sent to you if your mailbox is almost full.
At initial launching, the new Staff Email Service will only replace the Campus E-mail System and you can continue to access and receive new messages via your GroupWise account. However, your GroupWise account will ultimately merge with the new Staff Email Service upon completion of the data migration exercise which will be conducted by departments starting June 2012. All staff users will then be provided with ONE single e- mail service.
Yes, you can still login and access your Campus E-mail account till the end of August 2012. However, NO NEW MESSAGES will be received and you can only view the 'old' messages received before the launch of the new Staff Email Service.
NO message migration for the Campus E-mail System will be conducted. User may download the old messages using the MS Outlook client (ver. 2007/2010) or any other e-mail clients through POP3/IMAP4 protocol.
You don't have to do it yourself. We will create the same auto-forward settings in your new Staff Email account at the launching date.