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Exchange Online FAQ

Exchange Online FAQ

To access Exchange Online via the web, you will log in using your full Butler email address as your username, and your Butler password. Simply visit outlook.com/butler.edu and log in.

 

NOTE: Do not use the "Can't access your account?" link on the sign in page at outlook.com. This link is tied to Microsoft, not Butler, and will not help you to reset your password. If you need to reset your Butler password, please go to login.butler.edu

How do I access my Butler email on my mobile device?

Instructions on how to add your Butler email account to mobile devices can be found here.

What if I have problems signing in on the web?

First ensure you are logging in using the correct url at outlook.com/butler.edu (or portal.office.com). If you encounter any issues signing in on the web, you may need to clear your web browser cache. For more information on how to clear your browser cache, please visit this link.

Will my voicemails appear as email messages?

Yes. Your voicemails should still appear in your mailbox as a message with an audio file attachment. The indicator light and message icon on your desk phone (if you have one) will still flash to indicate a waiting message, though there may be a delay before they activate on your phone screen.

How do I forward my email to an external email address?

Log in to outlook.com/butler.edu (or portal.office.com) and click on the Gear icon on the upper right corner. Then, below My app settings, click on Mail. From the options which appear on the left, under Accounts, click on Forwarding. Click on Start forwarding and enter the address to receive your forwarded mail. Click Save.

What is the Clutter folder?

The Clutter feature learns how you process your messages to determine whether you find a message important or not. For those messages that are not important, the messages will get moved to your Clutter folder automatically. It takes time for clutter to learn, so be aware that this feature may make mistakes as it learns and sort emails into the Clutter folder which you would not otherwise put there. Be sure to keep an eye out for its activity if you choose to keep it turned on.

Read this article for more information on how to help Clutter learn faster, turn it on/off, etc.

How do I access the Outlook Web App Light (Accessibility) version?

Log in to the Outlook Web App. Click on the Gear icon on the upper right corner.  Then, below My app settings on the bottom right of the screen, click on Mail. From the options which appear on the left side of the page, under General (above Mail), click on Light Version. Click the checkbox to select Use the light version of Outlook, then click Save.

How do I modify a Distribution List?

In order to modify the membership of any Distribution Lists which existed prior to our move to Exchange Online, contact the Help Desk.

How do I change my default response option from "Reply All" to "Reply"?

Log in to the Outlook Web App, then click on the Gear icon on the upper right corner. Then, below My app settings, click on Mail. From the options which appear on the left, under Automatic processing, click on Reply settings. Click on Reply to make it your default response. Click Save.

How do I navigate between mail, calendar, and people (contacts) in the Outlook Web App?

When logged in to the Outlook Web App, you will initially see your mail by default. To navigate between your mailbox, calendar, people (contacts), and tasks, you have two options.

  1. Use the navigation bar on the bottom left corner of your screen to switch between sections.
  2. Click on the blue tiled box in the upper left corner of your screen right next to the words "Office 365" and "Outlook". This will reveal a list of larger tiles representing those pieces of the app. Click on the labeled tile for the section you'd like to navigate to, and when you are ready to return to your mailbox, take the same action to find and select the mail tile.

What if I accidentally delete an email in Exchange Online?

If you completely delete an email from your mailbox, you will have 30 days to recover it using Outlook on the web at outlook.com/butler.edu. For more detailed information on how to do this, please refer to this Microsoft support page. After 30 days, the email will be permanently lost.

I'm having problems connecting to email. How do I know if there is an outage?

If you are experiencing issues connecting to your Butler email, check the Microsoft service dashboard at https://portal.office.com/servicestatus to see if there are any disruptions in service to Exchange Online (Outlook.com). If everything looks good there and you are still experiencing issues, please contact the Help Desk.

How do I dial in to access voicemail now that we're in Exchange Online?

If you are dialing in to listen to voicemail, dial 317-940-6245 and enter the required information to listen to messages.

How do I access a shared mailbox in Outlook 2010/2013/2016?

In order to add an additional inbox in Outlook 2010/2013/2016:

  • Go to the File tab in the top left.
  • Click the "Account Settings" box and a drop-down menu should appear. Click "Account Settings…"
  • Make sure you are on the Email tab. Select your email address under accounts and click Change. (If this is for someone else or on their computer, select their name instead.)
  • When the new window opens up, click "More Settings" in the bottom right. 
  • Click on the advanced tab in the new window that has opened.
  • Next to "Open these additional mailboxes", click "Add…" and then enter the email address. Click OK and then click OK to close those two windows.
  • In the "Change Account" window, click Next and then Finish. The new inbox should be on the left side of Outlook.

How do I access a shared mailbox in Outlook 2016 for Mac?

  • Open Outlook.
  • Click "Outlook" in the Top Menu Bar and select "Preferences."
  • Click on "Accounts" in the "Personal Settings" Row.
  • Click the "+" symbol in the bottom left hand corner of the window pane and select "Exchange..."
  • Type the email address of the shared mailbox, then BUTLER\username@butler.edu and your password, uncheck the "Configure Automatically" box and enter outlook.office365.com in the server field and click "Add Account"
  • If prompted to enter your password again, enter it. 
  • When back at the Accounts window, you can change the "Account description" field to better reflect the mailbox name.
  • The shared mailbox will appear in the folder list in the main Outlook window on the left hand side.

How do I access a shared mailbox in the Outlook Web App?

  • Visit outlook.com/butler.edu in a computer web browser
  • Sign in with your Butler username and password
  • Click your name in the top right hand corner of the window after you have signed in
  • Click on Open another mailbox
  • Enter the email address in the search box and then click "Open"
  • The shared mailbox will open in a separate tab

How do I archive my emails?

By storing seldom-used items in an archive folder, you can reduce the size of your Outlook mailbox. This allows faster access to your current items and reduces the time it takes for Information Technology to back up your mailbox.  IT strongly recommends storing your archive folder on your H: drive.

To create an archive folder:

  1. Go to the File menu and select Archive
  2. Select Archive this Folder and all subfolders
  3. Highlight the folder you wish to archive, such as a particular subfolder of the inbox
  4. In the Archive items older than field, specify the cut-off date for the archive
  5. Where it says Archive File, click the Browse button
  6. Navigate to your BUfiles folder (the H: drive) and choose the outlook folder (if you do not have an outlook folder, create one)
  7. In the File Name field, type a name for the archive, preferably something descriptive such as sent-mail-2009.pst, then click OK
  8. Outlook will begin moving items into the specified archive folder
  9. Your new archive folder will appear above your Mailbox in the folder view on the left side of the window. Now you can create subfolders under Archive Folders and move items from your Mailbox to the Archive! (Be sure to move them rather than copy them).
  10. All items stored in your Archive Folders reside in your personal folder on BUfiles, and are backed up regularly.

*** Optional ***
If desired, you can use your Archive Folders in conjunction with Outlook's AutoArchive feature to automate the archival of old items. First you'll need to configure AutoArchive to go to your archive folder  your H: drive.

  1. Go to the Tools menu and select Options
  2. Click on the Other tab
  3. Click the AutoArchive... button
  4. You should leave most of the default options checked.
  5. In the Clean out items older than field you will need to set how long you would like to keep items in your inbox before they are archived.
  6. In the Move old items to field click Browse and navigate to the outlook folder on your BUfiles folder (the H: drive). You can have Outlook autoarchive to same folder you created above or a completely new file.
  7. Click OK, then click OK again.

Now you can set the archival options on individual folders in your Mailbox. For more information on AutoArchive, please refer to Microsoft Outlook help.  For additional help, view this 20 minute email archive online course.

How do I export or back up all of my emails?

If you want to export or back up all of your emails, you will have to use the full Outlook application to do so. (If you primarily use Outlook over the web and need help configuring the full Outlook application on your computer, see the first topic on this page.) 

Instructions for exporting your emails are available from Microsoft here.