EMAIL: Questions related to RHS and MSU email

Click on a topic for more information.

E-Mail Scam Warning

RHS team members should be constantly on guard against phishing attacks or any emails where a sender asks you to provide passwords and other sensitive information.

If someone sends you an e-mail requesting that you provide personal information of this kind, you can assume that they are up to no good. Although MSU and RHS are able to limit many such e-mails, it is impossible to eliminate them completely.

Our general advice to everyone has been - do not reply to a phishing message, just DELETE it.

Please remember, no legitimate organization, including MSU, will EVER ask you to send a password or any other sensitive information through e-mail.

In the event you or someone you know did respond to a scam and provided the solicited information, it is important to act quickly to minimize any possible damage:

  1. Immediately change the account password
  2. Call the RHS Help Desk at 3-1691 if you need further assistance

To learn more about phishing emails please read MSU Knowledge Base article 4194.


E-Mail: About Your Microsoft Exchange (Outlook) Email Account

Changing your Display Name and Email Signature in the Outlook Global Address Book

Changing your Display Name in the Outlook Global Address Book

Our new Outlook accounts were created using people’s information from our HR records.This means that users who go by names other than their full name on record may wish to change how their name appears in the Outlook Global Address Book. (e.g., Richard Rogacki wants to be displayed at Rick Rogacki). Follow the instructions below to change your display name (note: this can only be done via Outlook webmail!):

  • Open your internet browser and go to
  • Login with your netid and the password you log into your computer with
  • Click "Options" (in the upper right hand corner)
  • Click "See All Options"; it should open up to your general account information
  • Click "Edit" (near the middle of your screen)
  • Type your name as you would like it to appear in the Display Name Field (note: this is the only field you will be able to change)
  • Click "Save"; you are all set!


Setting up your Email Signature

In order to setup your e-mail signature within the Outlook client, please follow the steps below (note: The signature that you set up is only for messages sent from the Outlook client on your RHS computer; you will have to set up a signature separately on your webmail and mobile accounts):

  • Choose the File tab at the top left of your screen
  • Choose “Options” from the list on the left, and a window will appear
  • Choose “Mail” from the list on the left
  • The third section in the right pane will be to “create or modify signatures for messages”
  • Click the “Signatures” button, on the right side of this section
  • Set up your signature as you would like, then click “OK”


Creating a New Contact Group in Outlook

Creating a New Contact Group in Outlook

  1. Click "Contacts" in the lower left section of your Outlook client
  2. Right-click "Contacts" under "My Contacts," and choose "New Folder"
  3. Type in the name that you would like your Folder group to be called (this would be like the title of your personal address book in GroupWise)

4. The new Contact Group will appear in your group list on the left


Now you have to create the contact group itself under the new folder:

5. Right-click in the white space to the right (Make sure the folder you created is still selected on the left as in the above picture)
7. Name the Group the same as the contact folder you created ("Project Team Members," in this instance)


To add members to the new contact group:

Click the Add Members button in the top menu.

If the person you are adding is an RHS Outlook user or someone that exists in one of your Outlook address books,  choose from "ADDRESS BOOK," find their name in the box that appears (you may need to choose the appropriate address book from the list), and double click their name. Their name will appear next to the members list below. You may add as many people from the address book as you would like by continuing to find and double click names. Once you have finished adding contacts from inside the Outlook Address Book, click "OK" to return to the contact group.

If the person is someone not in the Outlook address books, click "ADD MEMBERS," then choose  the "New Email Contact" option. Enter the information you would like for that contact, then click "OK" to add them to your list.

After you have finished populating the list, click "SAVE AND CLOSE" (in the upper left corner)

You have now created your contact group and folder.


E-Mail: How do I get to my MSU email? How would I forward it to my RHS Outlook/Exchange account?


Using any web browser, visit and log in using your MSU credentials.Select MSU Prefs and enter in your e-mail address ( in the forwarding window. Then click Save Settings.

If you have any questions, the MSU ATS Help Desk can help you. Contact them by calling (517) 432-6200, or visiting in person at their Service Center in room 120 Computer Center.


How Do I Check my Mail on the Web?

How do I check my mail on the web?

Go to login and password are the same as the Windows login that you use on your work PC.


Oulook Training

Outlook Training:

Check for basic in-person outlook classes:

Outlook Training through MSU-LCTTP and

  • Click the “Go to” link and log in with you MSU NetID and password
  • In the black header bar, click “software”, select the letter “O”,  then choose “outlook."
  • From the “filter this list of Outlook courses” section, click "2010."
  • There are 6 training classes available, ranging from beginning to advanced functions.


Sharing a Contact Folder in Outlook

Sharing a Contact Folder in Outlook

  1.  Right-click on the Contact Group Folder name in the left hand panel in your Outlook Contacts
  2.  Choose "SHARE," and then choose "SHARE CONTACTS"
  3.  The following message will appear:

4.   Enter the RHS Outlook users that you would like to share the contact group with
5.   Be sure to check "recipient can add, edit, and delete items in this contacts folder" if you would like them to do so
6.   Click "Send," and the sharing invitation will be sent to the selected persons





E-mail Quotas

What is a quota?

A quota is a size limit placed on your email mailbox.

What is my quota?

All Full Time team members will have a 1GB (1,000MB) quota. All other team members will have a 250MB quota.

Is there an attachment file size limitation?

There is a per e-mail limit of 25 megabytes. Each e-mail cannot exceed a total of 25 MB including the header, body and all attachments. (This limit was updated 6-20-2011.)

  • If a message is stopped from receipt in Outlook because it is larger than our send/receive size limit of 25MB, it is held for 7 days in the RHS user's Forefront Online Protection account (this is your Microsoft online SPAM filter).
  • The below Instructions explain how to retrieve those attachments from Forefront.
    • If you are sent a message that is larger than the RHS send/receive limitation, you will receive an e-mail similar to that shown below:

  • However, you may still retrieve the information and attachment contained in this message by logging into your Forefront Online Protection account.
    • Type into the address bar of your internet browser or use the link under Favorites in Internet Explorer. It is within the RHS folder in your favorites.
  • The password for Forefront is not the same as the Microsoft password that you use to login to your RHS computer.
  • You will have to set it the first time, by clicking the "Need Your Password" Link and following the directions that are e-mailed to you.
  • Your user name is
  • Once your password has been set, login to your Forefront account and you will see a screen similar to that below: 

  • Click on POLICY E-MAIL on the left hand side of the screen
  • This will show you a listing of any messages from the last 7 days that exceeded the Outlook send/receive limit:

  • If you left click on the subject of the message the content of the message will open:

  • From here you can LEFT CLICK on the attachment and CHOOSE TO SAVE THE FILE from the window that pops up.
  • Choose the location (share or home drive) to save to and click OK.
  • You can now go to the location you saved the attachment and open it to view. 

Are all file types allowed as attachments?

No. Only these file types may be sent: Microsoft Office, .pdf, .txt

How do I find out how much space I am currently using in my mailbox?

To check your mailbox size in Outlook:

1) Open Outlook

2) Click "File"

3) Click "Cleanup Tools"

4) Click "Mailbox Cleanup"

5) Click "View Mailbox Size"



What counts towards my quota or mailbox size?

Any mail in your inbox, folders in your cabinet, sent items, trash folder and also any archived e-mail.

What happens to my OUTLOOK e-mails if I reach my quota?

  • At 80% of your quota, you will receive a warning.
  • At 100% of your quota, you will not be able to send e-mail.
  • At 110% of your quota, you will not be able to send or receive e-mail.

What do I need to do to prepare for the mailbox quotas?

It is recommended that you attempt to get your mailbox down to 750MB for Full Time and 75MB for all others, so that you will have free space for new e-mails.

Follow the below steps to begin cleaning up your mailbox. Once you have cleared out messages, close and re-open Outlook and check your mailbox size again to see the impact of your cleaning.

  • Sort your sent mail by date and begin to delete mail beyond a certain date (e.g., you may decide it is only beneficial to keep mail that you have sent in the past 6 months, so you can then delete any older than that.)
  • Go through your folders and delete messages that are no longer necessary.
  • Empty your trash bin
    • When you delete a message, it goes to the trash container. You must then right click “trash” and choose “Empty Trash” in order for the messages to be deleted and not count towards your quota.
  • Remember: it is not just the quantity of messages, but also the size of each e-mail that is an issue. E-mails with large attachments (some .pdf or .ppt presentations, etc.) will take up much more space. Save the attachment to a folder on your network drive and delete the e-mail.

E-Mail: Can I use another email client to check my e-mail at home?

If you would like to access your Exchange/Outlook e-mail from a non-RHS computer, use a web browser to access the Outlook Web App at

E-Mail: How To Edit Your Contact Information In The Global Outlook Address Book


  1. Go to the RHS Outlook Web App:
  2. Login using your RHS login credentials.
  3. At the upper right, click Options
  4. From the list that appears, select See All Options
  5. On the left, click on Account
  6. Under the My Account section, click on Edit
  7. Edit your contact information.
    1. You will not be able to edit your name or e-mail address.
    2. You can edit your display name.
    3. The display name is what shows up in the addressbook when others search for you. Make sure it is what others would expect.
    4. You can edit your office location and your phone numbers.
  8. Click on Save (your edits will not be saved if you forget to click on Save!)
  9. Sign out




E-Mail: How can I access Outlook?


You can access Outlook by using the Outlook client on your work computer or by using Internet Explorer on any computer to access the RHS Outlook Web App.


To launch the Outlook client on your work computer:

-Go to Start>All Programs>Microsoft Office and click on the shortcut for "Microsoft Outlook 2010"


-In your Novell-Delivered Applications Window, double-click on the shortcut labeled "Outlook 2010"


To access the RHS Outlook Web App using Internet Explorer:

-Open Internet Explorer and go to this address:



E-Mail: How can I check my e-mail and calendar while away from my work computer?


To access your Outlook(Exchange) e-mail account from any computer, enter into Internet Explorer.



E-Mail: Outlook Tips and How To's

  • How can I see the full headers of an e-mail?
    1. Double-click the message to open it in its own window.
    2. Click File, select the Info section, and click the Properties button.
    3. The full headers are shown in the "Internet Headers" box.
  • How can I edit my contact info in the global Outlook address book?
    1. Go to the RHS Outlook Web App:
    2. Login using your RHS login credentials.
    3. At the upper right, click Options. From the list that appears, select See All Options.
    4. On the left, click on Account.
    5. Under the My Account section, click on Edit
    6. Edit your contact information.
      1. You will not be able to edit your name or e-mail address.
      2. You can edit your display name. The display name is what shows up in the addressbook when others search for you. Make sure it is what others would expect.
      3. You can edit your office location and your phone numbers.
    7. Click on Save (your edits will not be saved if you forget to click on Save)
    8. Sign out

E-Mail: What RHS distribution lists are available for use in Outlook?


In Outlook, distribution lists are referred to as "Groups."

You can look up the list of system-wide groups in Outlook, as well as see who is the "Owner" of each group.  The owner is the person who is responsible for editing or updating the list of names in the group.

Open Outlook, and click on "Address Book" in the ribbon (you'll find it towards the top right of the menu.)

In the "Address Book" drop-down box, select "All Groups"

To see the owner, right-click on a group name, and choose "Properties." You'll see the owner's name listed there.



E-Mail: Where can I find training for Outlook?

Microsoft Outlook 2010 Training 
Residential and Hospitality Services is getting ready to transition from Novell Groupwise to Microsoft Outlook
2010. As you get ready to switch, basic Outlook 2010 training is available as an online video through the share
drive, or as videos on To access the training that is on the share drive, you may launch the video from
your NAL window, or navigate to the file and launch it direcly from the following location:

S:/Training/Office 2010/Outlook 2010/GW_to_Outlook_2010/GW_to_Outlook_2010.html
(This is a large video file and will take a little bit to load in your browser)

If you wish to view the training videos on, these are the links:

Outlook Training Pt 1 - Introduction

Outlook 2010 Basic Training Part 2 Find everyday commands

Outlook Training Pt 3 - Create and Send email

Outlook Training Pt 4 - Read and Reply to E-mail

Outlook Training Pt 5 - Print and Set Options

Outlook Training Pt 6 - Calendar

Outlook Training Pt 7 - Search and Find

Outlook Training Pt8 - Practice and review

Additional training is available through MSU’s training videos:

  1. Access training through this link,

  2. Click on “Go to” then use your MSU NetID and password.

  3. Use the “Learn By” filter under the software drop down list, scroll down to Outlook 2010.

  4. You will have the following 5 courses available.
    -Migrating from Outlook 2003 to Outlook 2010
    -Outlook 2010: Effective Email Management
    -Outlook 2010 Essential Training
    -Outlook 2010 New Features
    -Outlook 2010: Real-World Projects

Outlook-Windows Migration Project FAQ

RHS is migrating many of our network services to a new platform.  Here are some of the questions we've been hearing...

What is the Migration Project?

The RHS Division is merging two networking platforms, making Microsoft the standard and retiring Novell. Novell systems have provided GroupWise, department shared folders, printing, our computer’s application window, and other things. With the upgrade, Microsoft systems will provide new services and features to replace Novell.

July 14, 2010

What benefits will the Migration Project bring?

The upgrade will give us many benefits.  Some of them are...

  • The new system will be more robust, provide better peformance, and have more features.
  • We will be better protected against computer viruses and criminal cyber attacks.
  • The Microsoft platform is more modern and has a unified architecture for better management at a lower cost. 
  • Switching from Novell to Microsoft will prepare us for upcoming technologies we will want to use in the future.
  • Security and software upgrades will be better and faster.
  • We’ll all have Outlook, instant messaging, and Windows 7.

July 14, 2010

How do I change my Microsoft and Novell login passwords?

For information on how to change your Microsoft/Novell login passwords, please see this FAQ page:

Why do this now?

There is never a perfect time, but we need this change.  The upgrade becomes more difficult and expensive the longer we wait, and meanwhile we continue without the benefits.

July 14, 2010

What is the timing for the Migration?

The upgrade is a large project, coming in phases. Behind-the-scenes work has been underway for over a year. Departments are now taking time to clean up shared folders to make the transition easier. The first major change on your computer will be available near the beginning of February 2011, when Outlook will replace GroupWise. Prior to the migration to Outlook, we will be putting all workstations into the new environment. This will occur throughout December and require a new login process for users. Early in 2011, shared department folders and printing will migrate, and later Windows 7 will replace Windows XP. We expect to complete the migration around the end of summer 2011.

Where can I go for more information?

The best place to keep informed is online, right here at  Look for announcements and check the FAQ page for answers to common questions.  RHS Information Services will be working with representatives from your department to help make this transition smooth and successful.  You will be hearing from them in the coming months.  As always, you can contact Information Services with any questions or concerns you may have.
July 14, 2010

New Login/Password for Workstations

Generic/Shared Novell Account Instructions for Joining Workstation & Changing Passwords

Use these instructions if you use a generic/shared account to log in to Novell.

Click on this link to download the instruction:

Individual Novell User Instructions for Joining Workstation & Changing Passwords

Use these instructions if you use a unique individual account to log in to Novell.

Click on this link to download the instructions:

Why do I need a new login and password?

Microsoft Active Directory will be replacing Novell in the divisional migration. In order to move all users and their workstations into the AD, new logins and password will have to be created and used.

When will we be switching to our AD login and password?

This will be happening throughout December for all existing Novell users and throughout December and January for CAT users. Please watch this FAQ for specific date announcements.

How will I get my new login/password information?

  • Users with Novell logins - Your departmental migration representatives will be handing out printed copies of instructions with your user name and password information.
  • CAT Users - An Information Services representative will be conducting CAT login training sessions (15-20 minutes) on site at every CAT room location throughout November and December. CAT team members will receive their login and password information at this time.

What do I need to do to prepare for this new login process?


1. Clean up your desktop

  • Once you login to the new environment, your old desktop settings will no longer be available to you. Please be certain that you don’t have any files saved to your desktop well before the time frame for this change.
  • All shortcuts on your desktop and your custom background image will have to be re-created.

2. If you use Firefox, backup your FIREFOX BOOKMARKS. (Internet Explorer favorites will remain intact through this process and do not need to be backed up)

HOW TO Backup and Restore Firefox Bookmarks - For Firefox Version 3.6.11

BEFORE joining the RHSNET Windows domain:

1. Open Firefox

2. Select Bookmarks, Organize Bookmarks

3. Select Import and Backup, Backup…

a. DO NOT save the file on your Desktop!

4. Navigate to your Q: drive and save the file there. Make note of the file name.

AFTER joining the RHSNET Windows domain:

1. Open Firefox

2. Select Bookmarks, Organize Bookmarks

3. Select Import and Backup, Restore, Choose File…

4. Navigate to your Q: drive, select the backup file, and click Open.

5. You will receive a warning that states the following:

  • "This will replace all of your current bookmarks with the backup. Are you sure?"
  •  Click OK

7. Your Firefox bookmarks will be restored.



Discontinue Use of Generic Accounts

What is a generic account?

A generic account is any Novell login that is shared or is not tied to a specific user. E.g. Phonehst, StuDesk1, MentAkr, etc.

Why is this necessary?

In order to be compliant with security standards required by multiple regulatory agencies, every user must login with unique credentials.

What do I need to do to prepare for the transition away from generic accounts?

  • Denise Ngubeni will be sending out a spreadsheet to all migration representatives showing all existing generic login accounts.  You will need to fill in the requested information for each account.
  • Information Services will generate ARFs based on this information in order to create accounts for all team members who need logins.
  • Once new logins have been created for all users, the generic account will be deactivated.
  • CAT Users
    • An Information Services representative will be conducting CAT login training sessions (15-20 minutes) on site at every CAT room location throughout November and December.  CAT team members will receive their login and password information at this time. 
      • Generic CAT logins will not be available for use once all users have gone through training.


When will generic accounts be discontinued?

Throughout December and January we will gather the necessary information on each account and create individual logins for all necessary users with a goal of having generic accounts disabled by the completion of the migration project.

Exchange vs. Outlook

What is the difference between Exchange and Outlook?

Exchange is the email system running on the server. Outlook is the client software used to connect and work with your e-mail, calendar, and contacts.

Outlook Training

What Outlook training will be available to us?

A self-run Outlook training video will be created. It will cover how to use basic mail and calendaring functions within Outlook.

See for details and links to the videos.

When will training be available?

3-4 weeks before we begin migrating users to Outlook.

See for links to the videos.



How do I access the training?

The video will be accessible from the S:\ drive or on myRHS. Watch this FAQ and the link will be posted once the training video is complete.

See for links to the videos.

What if I want more detailed training?

There will be more detailed training on the various features of Outlook 2010 made available to you in 2011. This first training is intended to get users basic information, so that they may use the basic functionality of Outlook as soon as we migrate.

New E-mail Address Information

What will my new e-mail address be?

When will my new e-mail address be in effect?

Once you are migrated to Outlook, your messages will be sent out from this new address.

What do I need to do once I am using my new e-mail address?

  • Information Services will automatically forward all messages sent to your “” address to your account. This will continue until December 31, 2011.
  • Ensure that your new e-mail address is included in your business cards, e-mail signatures, web sites and any other locations where your was being used. Do not do this until you have been migrated to Outlook.

Cell Phone/Smartphone Syncing

See Smartphone FAQ for information about syncing your calendar, contacts and e-mail with your smartphone.

Will I be able to sync my calendar, email, contacts on my cell phone once we have migrated to Exchange/Outlook?

Most modern smartphones will be able to sync with our new Exchange server. See Smartphone FAQ for information and instructions.

Outlook Web App

Will I be able to check my e-mail from anywhere?

Yes, by using Outlook Web App (OWA).

How do I access my e-mail using Outlook Web App?

Simply enter into your favorite web browser and login using your Windows credentials.

Can I use POP3 or IMAP to check my e-mail?

No. POP3 and IMAP will not be available.

Outlook Client Access

Which version of the Outlook Client will be supported on RHS computers?

We will install and support Outlook 2013 and are phasing out Outlook 2010.