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

Your email, calendar, and personal contacts have been migrated from Novell to Outlook!

Your GroupWise folders will show under a folder named "Cabinet" in your Outlook mailbox.

Everyone has migrated to Outlook.

When you go to send an email, the default address book will be your Outlook Global Address book, which will have everyone's Outlook account. Do not send e-mails to @mail.hfs.msu.edu accounts.

If you have any questions and/or concerns, please submit an IS Service Request at https://is.rhs.msu.edu/srsystem or call the IS Help Desk Mon-Fri between 8am and 5pm at 353-1691.

You should begin changing any places where you have auto-forwards to your GW account. For example, if your msu.edu account is forwarded to GroupWise, you will want to log into that account and change the forward to yournetid@rhs.msu.edu instead. This will get you ready for when the connection between GW and Outlook is gone later next year.

Please refer to the following pages for important information regarding the migration:

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 webmail.rhs.msu.edu
  • 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 https://mail.msu.edu and log in using your MSU credentials.Select MSU Prefs and enter in your e-mail address (yournetid@rhs.msu.edu) 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.


Forefront: SPAM Protection, and How to Use It

Forefront: SPAM protection, and how to use it:

RHS Outlook email messages pass through Forefront Online Protection for Microsoft, which will filter out many of your spam messages before they get to your inbox.

You will start to receive e-mails in your Outlook from your Forefront quarantine mailbox.

Within the e-mail, you should see the listing of any messages that have been quarantined. Forefront will then allow you to mark each message as safe, or ignore them from within the e-mail.

Any messages left in Forefront for 15 days will automatically be deleted.

You may also check Forefront whenever you need by visiting quarantine.messaging.microsoft.com, or by using the link under Favorites in Internet Explorer. It is within the RHS folder.

The password for Forefront is not the same as your other Microsoft login password; 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 yournetid@rhs.msu.edu


How Do I Check my Mail on the Web?

How do I check my mail on the web?

Go to webmail.rhs.msu.edu.Your login and password are the same as the Windows login that you use on your work PC.


Missing Information that Should Have Been Migrated?

Missing information that should have migrated?

It is difficult to ensure that 100% of all mail will be migrated, due to a variety of possible errors. Please look over your mailbox within one week of migration; if you are missing any vital mail or calendar appointments, submit a service request at https://is.rhs.msu.edu/srsystem.

Oulook Training

Outlook Training:

Check http://rhs.msu.edu/training/ for basic in-person outlook classes:

Outlook Training through MSU-LCTTP and Lynda.com

  • Click the “Go to lynda.com” 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.


Outlook Exchange Setup Instructions for Smartphone Users

Outlook Exchange Setup Instructions for Smartphone Users

There are two options for setting up your Exchange account on your smartphone or other mobile device:

  • You may setup your Exchange/Outlook account using ActiveSync on your device. The settings that you will need can be found at http://is.rhs.msu.edu/faqBook/smartphone. Please note that we cannot list instructions for how to setup accounts on your phones, as the process varies depending upon your model.
  • You may submit an IS Service Request to have someone assist you in setting up your phone. Please note that these requests will be fulfilled as soon as possible, but there will be some delay as other requests will take priority.

Once you have set up your new Outlook account on your mobile device, be certain to delete your old GroupWise mail account.


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





Your Email Address has Changed!

Your Email Address Has Changed!

  • Your new address is yournetid@rhs.msu.edu
  • Your old address has been set up with an automatic forward to your new account
  • You should start updating your email address in regards to printed material, web sites, and outside contacts

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 quarantine.messaging.microsoft.com 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 yournetid@rhs.msu.edu
  • 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.