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How do I set up Outlook 2010 for use with my MIIS email account?

Click on the Outlook 2010 icon to start Outlook.

If there is no desktop shortcut icon, go to Start>All Programs>Microsoft Office>Microsoft Outlook 2010.

You should see the beginning screen:

Click ‘Next’ and select ‘Yes’ on the next page.

Click ‘Next’ again.

Make sure ‘Manually configure server settings…” is checked.

Click ‘Next’

Make sure Microsoft Exchange is selected.

Click ‘Next’

Enter mail.middlebury.edu as the Microsoft Exchange server name, and enter your Middlebury Net ID as the User Name.

Make sure ‘Cached Exchange Mode’ box is checked.

Click ‘More Settings.’

Go to the ‘Connection’ tab along the top.

Check the box, ‘Connect to Microsoft Exchange using HTTP’

Click on ‘Exchange Proxy Settings’

Enter mail.middlebury.edu under Connection settings.

Make sure both ‘fast networks’ and ‘slow networks’ boxes are checked.

Click OK

At this point you have entered all the necessary settings.  Click OK.

Click Next.

Be sure to enter your User name as midd\username

Click Finish to end the Setup.  Your mail should now begin copying over from the Exchange server.

How do I set up Outlook 2007 for use with my MIIS email account?

Click on the Outlook 2007 icon to start Outlook. If there is no desktop shortcut icon, go to Start>All Programs>Microsoft Office>Microsoft Outlook 2007.

You should see the beginning screen:

Click ‘Next’ and select ‘Yes’ on the next page.

Click ‘Next’ again.

Make sure ‘Manually configure server settings…” is checked.

Click ‘Next’

Make sure Microsoft Exchange is selected.

Click ‘Next’

Enter mail.middlebury.edu as the Microsoft Exchange server name, and enter your Middlebury Net ID as the User Name.

Make sure ‘Cached Exchange Mode’ box is checked.

Click ‘More Settings’

Go to the ‘Connection’ tab along the top.

Check the box, ‘Connect to Microsoft Exchange using HTTP’

Click on ‘Exchange Proxy Settings’

Enter mail.middlebury.edu under Connection settings.

Make sure both ‘fast networks’ and ‘slow networks’ boxes are checked.

Click OK

At this point you have entered all the necessary settings.  You may click OK, or Done to exit out of all the windows.

Try starting Outlook again and you should see the login window.

Be sure to enter your User name as midd\username

Enter your password and it should start copying your email from the Middlebury Exchange server.

How do I add my MIIS email account to my iPhone, iPad, or iPod Touch?

For the best results, we recommend that you update your iPhone, iPad, or iPod Touch to the latest iOS. At this time, the latest is iOS 8. For more information on updating your Apple products, please refer to its support article.

Following the steps below will help you set up your MIIS email on your iPhone, iPad, or iPod touch. We have included screenshots from setup on an iPad, but the process is the same for the other two devices.

1. Go to the “Settings” menu.
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2. Select “Mail, Contacts, Calendars.”

3. Select “Add Account…”
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4. Select “Microsoft Exchange.”
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5. Enter your email address and password. (Note: Use @middlebury.edu for your email address.) For description, enter a name for your account to be displayed in your mailbox. We recommend using “MIIS”
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6. Hit “Next.” If a dialog box may appear stating that it “Cannot verify the Server Identity”  Just hit “Continue.”
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7. Now comes the important part. You need to enter specific information. In the Server field, enter “outlook.office365.com.” In the Domain field, enter “middlebury.edu”
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8. Hit “Next,” and you will have the option of selecting which items you would like to sync to your iPhone, iPad, or iPod Touch. Select as many as you would like. **Unless you keep an up-to-date list of contacts in Outlook, you should not synchronize contacts because your existing contacts on your iPhone, iPad, or iPod Touch will be deleted. The same goes for your calendar. If you use your device’s calendar to organize your schedule, you should not synchronize your calendar.
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Thank you for reading! If you have any further questions, please contact the ITS Help Desk at helpdesk@miis.edu or (831) 647-6656, or come visit us on campus in Casa Fuente 320.

How do I create a Distribution List in Outlook?

Distribution lists contain multiple recipient mailing addresses and allow you to send identical messages to more than one person simultaneously.

To Create A Distribution List

  1. Click the down arrow beside New in the top-left of the Outlook window and then select Distribution List from the submenu or press Ctrl + Shift + L. The Distribution List dialog box opens.
  2. Type a name for the distribution list in the Name field.
  3. Click Select Members. The Select Members window opens.
  4. Add addresses to the distribution list:
    • To add a MIIS or Middlebury recipient:
    1. From the Show Names from the drop-down list, select Global Address List.
    2. In the Type Name or Select from List field, begin to type the surname of the person to be selected or use the scroll bar to find them on the list.
    3. When the correct name is highlighted, click Members or press Enter to add the selection to the distribution list.
    • To add an off-campus recipient:
    1. From the Show Names from the drop-down list, select Contacts.
    2. In the Type Name or Select from List field, begin to type the name of the person to be selected.
    3. When the correct name is highlighted, click Members or press Enter to add the selection to the distribution list.
  5. When all list members have been added, click OK to be returned to the Distribution List window.
  6. Click Save and Close.

To Use A Distribution List

  1. Use desired method to open a new message window.
  2. Type the name of the distribution list in the To field.
  3. Press Tab.
  4. The distribution list name becomes underlined when found in the Address Book.
  5. Complete your message and click Send.

To Review The Members Of A Group
There are departmental groups in the Global Address List that you may find useful – lists appear in bold face type in the list.

  1. Open a new mail message.
  2. Click To to access the Address Book in the Select Names window.
  3. Right-click on the desired group and then select Properties from thepop-up menu.

Why are my outgoing emails not being delivered?

This is a repost taken from Middlebury’s LIS Wiki.

We are reposting it due to the significance it has regarding many questions and issues with MIIS email.  If you feel that your emails are not being delivered or received properly, please take time to read this information.

The two most important questions to answer are:

  • Are there any links/URLs in your message or signature?
  • Are there any attachments in your message?
    • If there are attachments, are any of the attachments zip files, docx, pptx, xlsx?

Read on for an overview of the email situation.

Worldwide, e-mail has ceased to be the simple system that it was. In this message, I will try to cover some of the possible situations that can cause e-mail problems.

The cause of this change is largely due to the obscene amount of spam and junk mail. A lot depends on the reputation of the sender’s and receiver’s e-mail provider. Middlebury has kept a good reputation (so you should be able to send out e-mail from your Middlebury account without problems). Other e-mail providers may have worse reputation, and thus messages coming from those providers may be blocked.

For example, the College has been receiving enormous amounts of SPAM e-mail and this has caused our e-mail system to stop working. Thus, we invested in a service (called Barracuda SPAM firewall) that blocks SPAM for us, helping us keep the entire e-mail system up and running. Close to 99% of the messages that come to our e-mail system are correctly identified and delivered accordingly. There is a small percent of cases when a legitimate message may get identified as SPAM, and such messages are blocked. In some cases, to prevent this, you can add your colleague’s e-mail addresses (joe@email.com) or entire domain (@email.com), to Barracuda’s whitelist (instructions for that are here: SPAM).

In some cases, Barracuda may quarantine a message, so you won’t receive it directly, and the sender won’t get a bounceback. Using the same instructions as above (SPAM) you can open Barracuda’s quarantine box and look for messages there. It’s possible to be notified via e-mail whenever a message goes into this quarantine. To do this, visit the Barracuda quarantine, click on Preferences then click on Quarantine Settings, and under “Quarantine Notification” set the notification interval to “daily”.

If the instructions above don’t help, you may need to ask the sender to look at the bounceback messages that they’ve received (when an e-mail gets blocked a message bounces back to the sender, providing more information).

Reasons Why A Message May Be Rejected

There are several reasons why a message may bounce / be rejected:

– if the message had an attachment that was not considered safe
– if the message had a URL that was not considered safe
– if the words in the body of the message appeared to be heavily spam-like
– if the message came from an address that was thought to be unsafe
– if the sender’s mail system was not considered safe

Steps that may be needed to resolve these problems:

The bounceback messages contain information that can tell us why the message was rejected. There are several common “keywords” that appear in the bounceback messages. The sender needs to skim through the bounceback message, looking for keywords such as the ones below. Depending on the keyword, a different action is needed (as detailed below):

– “Message content rejected” means that there was an attachment or a URL or many words in the message that were considered unsafe. Without looking at the actual message, we don’t know what was rejected. General tips include:
* removing any attachments
* changing URLs from the format http://www.website.com/page to just “website.com/page”

– “blocked using Barracuda Reputation” means that the sender OR the sender’s domain (the e-mail system that the sender is using) has been sending large amounts of SPAM, and this has been reported by multiple sources. The report was made to “Barracuda”, the service that helps us prevent SPAM. To resolve this problem, the e-mail administrators of the sender’s domain need to contact Barracuda, and an appropriate link for contacting Barracuda. The sender needs to get in touch with their e-mail provider, and forward this link to the e-mail provider.

Original Source: https://mediawiki.middlebury.edu/wiki/LIS/Blocked_Messages_-_Non-delivered_Messages_and_Similar_E-Mail_Problems#Reasons_Why_A_Message_May_Be_Rejected

How do I forward Outlook/Exchange emails to other email addresses?

You can forward your MIIS emails to another address by setting up inbox rules through the Outlook Web App.

Faculty and staff should not forward their e-mail as this creates security and privacy concerns.

Please note that your MIIS address is considered your official contact between you and the school. If you are forwarding your MIIS email, it is your responsibility to ensure the forward works so you do not miss important emails.

The following steps were adapted from Microsoft’s instructions found on this link. When forwarding messages, copies of the messages that you forward remains in your mailbox. Note that if you follow the above link, you probably want to redirect your e-mail (the first set of instructions), so that if you reply from the forwarded address, replies will go to the original sender. If you forward your e-mail (using the second instructions), each e-mail will look like it came from your own MIIS account.

  1. Log into your MIIS account at http://mail.middlebury.edu.
  2. In the upper-right of your Outlook Web App window, select Settings > Options.
  3. Under Options, click organize email > inbox rules > New.
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  4. Under New, click  Create a new rule for arriving messages. A new window will open.
  5. Type a name for your rule.
  6. Under When the message arrives, select Apply to all messages.
  7. Under Do the following, select  Redirect the message to. Another window will open.
  8. Enter the email address you want in the To box, or choose it from your list of contacts.
  9. Choose OK to save your selections, and OK or Save to create the rule. The set-up is complete!

For more information on mail forwarding, click on this Middlebury wiki found on this link.

How can I fight Viagra spam in Outlook or webmail?

We’ve all been getting quite a bit of Viagra ads here on campus. Fortunately there’s an easy way to put it in its place…the trash. Here are instructions to create rules which will delete most of the current Viagra spam we are getting.

These instructions are for Outlook 2003 or 2007 users.

If you use other means to manage your MIIS email (Mac, Entourage, MIIS to Gmail), these instructions show you how to set up the rule via webmail.

How do I create a rule to block self-addressed spam in Outlook?

A very common form of spam we see is called backscatter, which is one of the hardest to block. This is mainly due to the sender of the spam being listed as you. Since you are “spamming yourself,” in theory, we need to create a rule to delete messages sent FROM you, TO you.

It’s up to you whether to move these messages to the Junk Folder or to delete them entirely.

1. Log into Outlook.
2. Go to the Tools menu; select Rules and Alerts.
3. Select “New Rule.”
4. “Move messages from someone to a folder” should be highlighted; click Next,
5. Put checkmarks by the following conditions as shown below. In Step 2, make sure to select your own name and include your email address in the sender’s address field.
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6. It is optional whether to move the emails to the Junk Folder or Deleted items.
7. You should not need to add any exceptions when prompted.
8. Click Finish. If you are prompted to name the rule you may use the default or whatever you wish.

How do I create a rule for spam messages in Webmail?

Note: This feature of Webmail is only available in Microsoft Internet Explorer; Safari and Firefox browsers have this option disabled.

  1. Go to Options tab on the top right corner. Select “Rules” and then “New Rule”
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  2. Select “If the message includes specific words”.   Check the box for “In the sender’s address” See example at the bottom of this article.
  3. Below is an example of how to augment a rule to filter messages with certain words in the subject line and message body.
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    It is recommended to have messages sent to the Junk Folder rather than deleted — you never know if someone, by chance, might include the same word you’ve blocked from your Inbox.

  4. Be sure to save the rule once you are finished.

For spam messages that appear to come in addressed from yourself, the most effective rule is to Junk or Delete messages specifically from yourself TO yourself. In webmail, the rule should apply to messages from the SENDER’S ADDRESS. Here is an example of that rule.
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How do I setup Gmail POP or IMAP access to my Exchange email?

This is only recommended for experienced users who are comfortable with configuring POP and IMAP clients. Please note that accessing your email through Gmail does not provide you with active directory access to Exchange; contacts, distribution lists, and other features of Exchange webmail are not supported.

Settings for Incoming Mail

  • Your Incoming mail server should be “mail.middlebury.edu”.
  • Your Incoming mail DOES require SSL.
  • You can use either IMAP (preferred) or POP3 (may cause issues). By default, POP3 will only give you access to your Inbox and it will remove your messages from the server. Hence we strongly recommend IMAP.

Settings for Outgoing Mail (SMTP)

  • Your Outgoing mail server should be “ssmtp.middlebury.edu”
  • Your Outgoing mail does require SSL (or TLS if available).
  • Your Outgoing mail server DOES require authentication, using the same credentials as the incoming server.
  • Do NOT use secure password authentication.
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