Email and Calendering

Using Outlook 2010


  • SPAM!  See Blocking Spam.
  •  Use the in-program Help feature (the question mark in the upper right corner).  Many answers to your questions are available in this resource.
  • Always use Scheduling Assistant to invite people and resources to a meeting.
  • Out of Office Message?  Always use Outlook Web Access (OWA).  Click Options, then Set Automatic Replies.
  • View others’ calendars in OWA:  Open the calendar, Click Share in the menu bar.
  • Using Cached Mode

    Cached Mode stores a copy of your mailbox on your local computer for quick access to your data. Any changes you make are synchronized automatically with the server whenever a connection is available.

    Do not use cached mode if:

    • you are engaged in a "delegate" relationship in any way
    • you have been granted "shared" access to other calendars (Note: granting shared access is almost never necessary; use the Scheduling Assistant instead.)

    This is because cached mode does not provide "real time" updates to your views of other account data.

    Enabling Cached Mode

    1. Open Account Settings:
      • Outlook 2007: Click on Tools - Account Settings
      • Outlook 2010: Click on File - Info - Account Settings - Account Settings.
    2. Make sure the Microsoft Exchange account is selected and click Change.
    3. Check the box marked Use Cached Exchange Mode

 Common Problems

 Any problem with Outlook:  Try these steps first:

    • Close and Restart Outlook
    • Open a web browser and log in to Outlook Web Access (OWA)   Does the problem occur there?
    • Problem with Log In – make sure you use netid\your-netid to login to Outlook.

Outlook is slow or unavailable

    • Check your network connectivity
    • Use cached mode
    • Use Outlook Web Access
  • Undeliverable messages – usually caused by a corrupted cached address
    • Open an new email message
    • Begin to type in the name of the person whose message was undeliverable
    • When the name appears in the drop-down box, highlight the name and press the Delete key.
    • On your next email to that person, begin to type in the name or UW NetID, and click the Check Names icon to get the correct address.
  • Recipients can’t read my email – likely because your default email format is HTML
    • Change your email format to Plain Text or Rich Text
    • Go to the File Tab, Choose Options, then Mail, and change the default format
  • Your mailbox is getting full and you can’t send email.
    • The UW-IT Exchange mailbox limit is set to 2GB, which includes all mail, tasks, contacts, and calendar items.
    • Clear deleted items.  Prune Sent Mail.
    • Create an Outlook Data File (.PST) to “archive” old mail that can be deleted from the active mail.
    • Ask Nebula for help.
    • See also: 
      • Managing Your Email
      • Email Best Practices: what emails must be retained and for how long

Microsoft On-line Training Tools

Microsoft has many helpful online tools, starting with the Help feature within Outlook: hit F1, or click on Help - Microsoft Office Help. For more, check out these links:

  • Self-paced training courses are available for many Outlook topics
  • Outlook 2010 command reference guide
  • Online command reference guides teach you where Outlook 2003 commands exist in the Outlook 2007 interface
  • Take Control of Your Inbox helps you process and organize your e-mail.

Last modified: July 8, 2013