UF Exchange
Using E-mail
How can I check my email?
You can check your UF Exchange email using the Outlook Web Access web interface
or using Microsoft Outlook software installed on your workstation. Outlook
Web Access is available from http://www.mail.ufl.edu and is particularly useful when traveling or using a workstation that does
not have the Microsoft Outlook software installed. Microsoft Outlook software
is recommended to take advantage of the full feature set of email, calendaring,
tasks. If you have other questions, reference instructions on How to Connect to Your E-mail.
Is there a 'Low Vision' setting for Outlook Web Access?
We have created instructions on how to change your option in OWA (Outlook Web Access) for those who have low vision. Visit our 'Low Vision Option' Instructions link for more information.
Every time I leave my desk for a few minutes, Outlook Web Access times
out.
For security reasons, Outlook Web Access has a 20 minute timeout when using
a shared (public) computer and a 24 hour timeout
when using a non-shared (private) computer. If you lost a document you were composing at
the timeout, it may be in the "Drafts" folder. As usual, when
composing or editing a document, you should save your work frequently to
avoid possible loss of data.
I can't get my mail. What's wrong?
There are a number of reasons that this could occur. First, check with IT
Support staff to confirm that you have a UF Exchange mailbox and check that
you have the proper email address. Checking the mailbox successfully depends
on having an active Internet connection (can you browse the web?) and properly
configured email software. You may want to try checking Outlook Web Access
to see if you can access your mailbox from the web page. If you are able
to see your mailbox, but don't see mail that was sent to you, your email
address may be forwarding mail elsewhere or the sender may have the incorrect
address. Contact IT Support staff with detailed examples of the problem.
Why is none of my mail getting sent?
If you are unable to send mail, a setting may need to be changed in your
outgoing mail setup. Be prepared to answer the following questions when
you contact IT help staff. What indication do you have that mail is not
being sent? Where are you sending mail from? (Outlook Web Access, Microsoft
Outlook on department or home workstation, other email software) Do you
My email address is not correct in the address book. What should I do?
This correction will depend on which address book you are viewing. If you
have recently changed your GatorLink username or email address, please contact
IT support staff for assistance.
My name cannot be looked up correctly in the address book. How can I
correct the listing?
The Global Address Book (GAL) appears if you click the "To" button
when composing a message in Outlook Web Access or Microsoft Outlook. If
your name does not show up correctly in this directory list, you can correct
it in myUFL. Note that the Global Address Book names appear last name first so they should be entered as last name,first name. Once you have logged into myUFL,
select My Account>Update My Directory Profile. Click on your name in
orange. Select and edit the "Directory Name" field and submit
the change. It will take about 30 minutes for the GAL to update. If you
My email address is not correct in the phonebook. What should I do?
The email address displayed at http://phonebook.ufl.edu is your UF Business email address as it is recorded in the UF Directory.
If you are receiving mail in a UF Exchange mailbox, your UF Business email
will normally be your GatorLink email address, username@ufl.edu,
which is forwarded to your Exchange email. This is the recommended setting.
The UF Business email can also be set as your Exchange email address, for
instance, username@aa.ufl.edu. The UF Business email address can
be corrected in myUFL under My Account>Set
My Business Email. This change will be reflected in the phonebook listing
in 30 minutes.
I just got a message that I was over my mail quota. What should I do?
You normally will not experience this issue with UF Exchange because the
system manages quota according to your usage patterns. If you do go over
quota, contact your IT Support staff to report the issue and get assistance.
I can't use my saved addresses (contacts) to send an email. My address
book does not show up.
By default, the Global Address Book, and not your personal address book,
Address Bookinstructions, to select the appropriate address book.
How can I stop receiving spam messages? My spam is not going to the Junk
folder.
You may adjust the Proofpoint spam monitoring settings to block or quarantine more spam mail. See Proofpoint Settings and Scoring instructions. For spam that is still delivered to your Inbox, you may use Junk email filter instructions to mark mail as safe sender or junk
sender. Note that subsequent mail from that sender will be handled accordingly.
What is Proofpoint SPAM Monitoring?
Proofpoint is a SPAM Monitoring system that allows the user to set and configure the SPAM restrictions on their e-mail to specifications that they select.
How do I access ProofPoint SPAM quarantine inbox?
Go to https://quarantine.mail.ufl.edu and log-in with your Gatorlink username and password.
What is the difference between “White-Listing” and “Black-listing?”
“White-listing” is a user defined group of trusted recipients. When an address is added to the “White-List” they do not go through the Barracuda SPAM monitoring and are only monitored for viruses. As long as the message does not have a virus, it is then sent to your Inbox. This should only be used for trusted recipients.
"Black-Listing" is a user defined group of non-trusted recipients. When an address is added to the "Black-List", the message will not be delivered to the Proofpoint, but directly to your Outlook Junk E-mail folder. Mail in your Junk E-mail folder is deleted after 14 days. THIS SHOULD BE USED ONLY FOR THOSE YOU WANT TO REMOVE COMPLETELY.
How do I check messages that have been quarantined by Proofpoint?
See Using Proofpoint for instructions on how to check quarantined messages and other uses of Proofpoint.
Does UF Exchange synchronize to personally owned mobile devices or just to UF-owned devices?
UF Exchange provides synchronization services to all users of UF Exchange regardless of who owns the user’s device. The device may be owned by the University or by the user.
What mobile device synchronization service is recommended?
UF Exchange does not recommend a service. Three services are provided to ensure that most university users can find a service that fits their needs. All services appear to work well. Blackberry and Good require additional license fees upfront and annually. Blackberry communications go through servers operated by RIM incorporated. These services have had outages in the past. Active Synch and Good deliver direct from UF Exchange trough your mobile provider to your device.
Why do we have to have a PIN?
Mobile devices provide access to email and other university data sources that contain restricted and sensitive information. It is important that all access to restricted and sensitive data be controlled.
Can the timeout of the PIN be lengthened from 15 minutes?
Such a change is discussed using the normal university governance processes. ITAC Security, UF Exchange Advisory and the UF Privacy Office would all be involved in reviewing a recommendation regarding the timeout.
Will UF Exchange support additional synchronization protocols in the future?
This is possible. Providing services typically involves non-zero costs to the university. Decisions regarding future services will be made in the context of cost/benefit.