Key

Component/s

Release Note

Issue Began

Target Release

VST-0239

Discussions

When searching for a students contributions, their names are displayed with the discussion posts even though the topic has anonymous authors.

Prior to 4.2 / 6.2

Release 8.0

VST-0745

Tracking & Reporting

When users log in using SSO, no login action is recorded in the tracking tables. Users logging in via the form-based screen trigger an entry in the tracking tables. Not all the data regarding logins is able to be analyzed when using the PowerSight kit as a result of this problem.

Vista 4.0/6.0

Future Reference

VST-0661

Stability WebDAV

WebDAV usage increases the WebLogic session count substantially, but does not affect performance. This is by design; when session counts spike due to WebDAV usage, it can be safely disregarded.

Vista 4.1/6.1

Vista 8.0 SP1

VST-2503

Content Manager/Browser

The My Files area may display the incorrect file usage. The files may be deleted or not stored, though the file usage is incorrect.

Vista 4.1/6.1

Vista 8.0 SP1

VST-1016

Selective Release

The Selective Release feature is not working properly. Until you edit a grade that is calculated in the grade book using GRADE FORM, the release criteria is not met.

Vista 4.1/6.1

Future Reference

VST-1499

Course Management

Any section (even new sections) produce an unexpected system error when users go to Manage Course - Course Content Icons.

Vista 4.1/6.1

Vista 8.0 SP1

VST-1532

Settings Management

If users Add a File or if a File is already added and they edit the title using the Customize Link option, moving the icon around changes the title back to whatever it was originally.

Vista 4.1/6.1

Future Reference

VST-1982

Branding

Navigating from the Portfolio tab to an institutional tab (My Blackboard, User Manager etc) causes the top frame logo to appear as a broken image.

Vista 4.1/6.1

Vista 8.0 SP3

VST-1112

Discussions

When viewing the complete thread view of a discussion post the display cascades when the mail tool is not enabled. The displayed thread cascades insides each post until the text is unreadable.

Vista 4.1/6.1

Vista 8.0 SP1

VST-2889

User Interface

When trying to rename a column in the grade book to a name already being used, the system throws a System Exception error. They are likely to think the system is broken when the error is not that severe.

Vista 4.1/6.1

Future Reference

VST-0930

SCORM

Users trying to import a SCORM module through the SCORM tool receive an error message: "SCORM operation failed". Users are able to import the package successfully within the original Blackboard Academic Suite software but cannot import it to Vista.

Vista 4.1/6.1

Vista 8.0 SP3

VST-2709

Discussions

This issue concerns a cross-site scripting vulnerability in the Discussion Boards.

Vista 4.1/6.1

Vista 8.0 SP3

VST-0375

Branding Login

After combining a custom institution entry page with a custom login page, the direct Section login URLs navigates to MyWebCT rather than into the Section.

Vista 4.2 / CE 6.2

Vista 8.0 SP1

VST-0573

Admin-Roles

Application Pack 2: The Learning Context Manager is unable to create Sections. When a Learning Context manager attempts to create a Section, clicking the Save button causes the session to time out.

Vista 4.2 / CE 6.2

Vista 8.0 SP1

VST-1000

SDK (Vista)

When there are accounts with the same name in different institutions the UserService.getUser(userId, currentLCld) method does not distinguish between them. The same user is returned each time. This affects SDK developers working in multiple institutions, especially when getting user information on default admin accounts.

Vista 4.2 / CE 6.2

Future Reference

VST-1004

Selective Release

A section in Learning Contexts can have both a 'Course' parent and a 'Term' parent. It is not clear how each parent is accessible through the SDK and how they are distinguished from one another when calling getParentLcld().

Vista 4.2 / CE 6.2

Future Reference

VST-1008

SDK (Vista)

In Learning Contexts, the IMS fields 'Organization ID,' 'E-mail,' and 'Web Link' are not accessible to the SDK.

Vista 4.2 / CE 6.2

Future Reference

VST-1009

SDK (Vista)

The AuthenticationModule.getSettings() method does not return the expected values when the argument is for an Institution or Server.

Vista 4.2 / CE 6.2

Future Reference

VST-1011

SDK (Vista)

The parameter of a session in getInstructorPersonIDs() must relate to a user who is an Institutional Administrator. This should either be documented or changed to include roles with fewer privileges.

Vista 4.2 / CE 6.2

Future Reference

VST-0922

Learning Context Management

Sections that have not yet had content assigned are rendered unusable following a 'Move' operation. When attempting to setup the section as a Blank Section, the following error is displayed: "You do not have access to this Learning Context Please click this link to return to 'myWebCT'"

Vista 4.2 / CE 6.2

Vista 8.0 SP1

VST-0908

Chat & Whiteboard

SSL issues with the chat server.

Vista 4.2 / CE 6.2

Vista 8.0 SP1

VST-0960

SDK (Vista)

New columns in the rpt_member table cause the SDK getMembers() method to fail.

Vista 4.2 / CE 6.2

Vista 8.0 SP3

VST-1094

Related Categories:

Blackboard - Technical Information

Blackboard Technical Information

Blackboard - Important Browser Information

Blackboard Known Issues (PDF)

Related Categories:
Technology for Teaching, Learning & Collaboration | Blackboard Learning Management System and Tools

Computer Lab - Mobile Classroom - About

ED Tech Operations (labs) - Mobile Classroom

The mobile classroom is a transportable cart that consists of 25-50 wireless laptops that can be delivered directly to your classroom for a maximum of four times during the semester. The mobile classroom is available for classroom use Monday through Thursday during the hours of 10:00am-9:00pm and Friday from 10:00am-4:15pm. Requests for the mobile classroom must be made one week in advance to allow for proper scheduling, staff availability and updating of the equipment. If computers for your class are needed for more than three times during the semester, we recommend requesting a classroom lab. 

Things to consider when requesting the mobile classroom:

1.      Do you require use of the computers for more than four dates?

2.      Is there an active Ethernet jack available in the classroom?

3.      There is a setup time of ½ hour, is the classroom available ½ before your class?

Answers you need to supply when requesting the mobile classroom:

1.      How many laptops do you need for your class?

2.      Where is your class being held?

3.      What day and time is your class?

4.      What is the name of the course?

The mobile classroom is stored in the Healey Library and must be returned to that location each evening for charging of the batteries. Battery life Due to the mobile classroom needing time to recharge (approx. 3-3½ hours), the cart will not be used for classes meeting back to back. laptops is at maximum two hours, if your class is longer than two hours, the mobile classroom is not an option for your class; we recommend you request a classroom lab. Requests for the mobile classroom can be made by using the computer lab reservation form at: http://umb.edu/index.php/it/forms_detail/lab_reservation_form/ , and selecting the option for the mobile classroom, or by contacting Brian Butler at 617-287-5240.

Related Categories:
Computer Labs, Facilities & Technology Enhanced Classrooms | Computer Labs and Facilities

Computer Labs - Adaptive Use - About

Adaptive Computer Lab (ACL)

Academic Aspirations and Access

What is Assistive Technology?

Assistive technology (also called adaptive technology) refers to any product, device, or equipment, which is used to maintain, increase, or improve the functional capabilities of individuals with disabilities.

Summary of Services

The Adaptive Computer Lab (ACL) is committed to increasing opportunities and access through the use of technology for individuals with disabilities. We provide services for students, faculty, and staff with vision, mobility and/or learning impairments. We train individuals with unique learning needs about assistive technology as it pertains to reading, writing, studying, and information access. The ACL is devoted to educating and promoting assistive technology throughout the campus.

ACL Services:

·                                     Assistive technology evaluations

·                                     Comprehensive training opportunities

·                                     Current software and hardware

·                                     Test accommodations using assistive technology

Whatever your needs are, feel free to contact us or just stop by.

For other university and IT policies visit the IT Policy page.

Access to ACL

Training workshops

Assistive Technology Products

Digital books

Resources Link

Contact and Hours

Testimonials

“The Assistive Technology Computer Lab is truly an exceptional environment which allows me to have an even playing field in a classroom.” Roy, Sociology Student

“In my opinion, I would not have received as good an education without the ACL and its consultants.” Theo; English BA 2009

“The ACL has galvanized my college journey through its training techniques and caring staff.” Jerry, English major

Gaining Access to the Adaptive Computing Lab (ACL)

Students

The procedure for a new student to use the ACL is as follows:

1. Request a referral from either of the following departments:

               Ross Center for Disability Services                   Veterans Upward Bound Program

               Campus Center                                                 McCormack Build,

               2nd. Fl., Rm. 2010                                            3rd. Fl., Rm. 704,

               617-287-7430                                                  617-287-5870

2. Make an appointment with the Adaptive Computing Lab Coordinator for a tutorial.

Test Taking Accommodations

• Test Taking Accommodations using the ACL technology are available.  Contact the Ross Center directly or view their website for more information.

 Faculty

The Lab is available for class tours and presentations. Contact the ACL Coordinator to schedule an appointment.

Contact Information:

Kenneth Elkind

Assistive Technology Specialist

617-287-5243

Kenneth.Elkind@umb.edu

Related Categories:
Computer Labs, Facilities & Technology Enhanced Classrooms | Computer Labs and Facilities

Data Security Brochure

View the latest brochure on Data Security [August 2009]

Related Categories:
Security | IT Security

Blackboard - Disable Pop-up Blockers

Blackboard uses pop-up windows as an essential part of its operation therefore, it is important that pop-up blockers are disabled. Here's how to disable pop-up blocking software.

Disable Pop-up Blocker in IE7

• Open Internet Explorer 7
• Select Tools > Pop-up Blocker
• Ensure the Pop-up Blocker is turned off

Optional: Modify IE's settings to setup Blackboard (http://learning.umassonline.net) as a trusted site. This makes it possible to block pop-ups for other sites but to allow pop-ups for Blackboard.

Disable Pop-up Blocker in FireFox

• Open FireFox
• Select Tools, then Options
• Select Content
• Uncheck the box next to Block pop-up windows
• Press OK

Disable Other Pop-up Blockers

If the pop up windows are still not working, check the settings of the following applications:

• Norton Security
• Personal Firewall (e.g. ZoneAlarm, Norton)
• Google browser toolbar
• Yahoo browser toolbar
  
  
  

Related Categories:

Blackboard - Important Browser Information

Important Browser Information

Please be sure to perform a browser check before logging in to Blackboard to ensure your computer is properly configured to use Blackboard. For a complete list of supported web browsers please visit the Blackboard Supported Browsers web site.

Windows users:

Internet Explorer version 8 and Firefox version 3.5 are currently not supported with Blackboard. If either of these browser versions is installed on your computer we recommend that you uninstall it.

Instructions for removing Internet Explorer 8 can be found at http://support.microsoft.com/kb/957700 . Removing Internet Explorer 8 will restore the browser to an earlier installed version with your customizations (such as add-ins, Favorites, and your home page).

To install the Mozilla Firefox version 3.0.13 browser visit the following web site:
http://www.mozilla.com/en-US/firefox/all-older.html

Mac users:

Safari version 4 is currently not supported with Blackboard. If Safari version 4 is installed on your computer we recommend that you use Firefox version 2.0.1 with Blackboard instead, which may be downloaded from the following website:
http://mac.oldapps.com/safari.php?old_safari=5

Related Categories:

Web Content Styling: Text

Webservices has included a series of text styles to use with the UMass template.*  Contribute editors will see these styles available in the font style dropdown menu. CMS editors should code the styles directly in the HTML editor per the following instructions* *  Below you will see some sample usage of these styles.  Following is a list of available styles with example code for easy reference. We recommend using the BLUE FAMILY in the majority of your headings; use red only for WARNINGS or NOTIFICATIONS when possible.

These styles generally work with either the <p> class or <span> classes. Following is an example of such usage for a paragraph and snippet of text respectively .

<p class=""txt_blueital">To style an entire paragraph in blue text formatting. Be sure to use the end tag for all coding as in </p>.

Here's an example of styling just a snippet of text:

<span class="txt_goldbold">Fall Courses</span>

Again, note the end tag for both the paragraph and span classes.

*PLEASE NOTE: do NOT cut and paste copy from MS Word or other rich text formatting applications. To avoid display problems, simply cut and paste the copy from a non formatting application such as Notepad or Wordpad which is available on all PCS. Use Textwrangler (a free text formatting software available for Mac).

* * CMS editors will not see these types of styles applied when in editors mode. However you will see when viewing through 'Live Look' or once published.

Related Categories:
Web Services

Contribute Training

We have created a training site detailing usage of the web editor application Contribute. The site also discusses the UMass Boston template, best practices when starting a new site, and helpful hints and tricks for site design. Also, be sure to check out the step by step online tutorials in the Contribute Usage section.

Related Categories:
Web Services

Instructional Continuity - Using Information Technology to Promote Instructional Continuity

Using Information Technology to Promote Instructional Continuity

This document suggests several strategies that will help faculty members to make adjustments and avoid problems that could arise in the event of wide-spread absenteeism or campus closure for any reason. Since we are unable to predict when such events may happen, or how they might affect the University of Massachusetts Boston campus, we recommend that you consider immediately implementing the following strategies: (1) have a means of contacting students, (2) create an online presence for your courses, (3) be prepared to work from home, and (4) participate in training about educational technologies for your courses.

1. Have a means of contacting students.

WISER – Use the WISER system to communicate with all the students in your class. You will be able to send a broadcast message out to all students. Steps to do so can be found here: Emailing Students Using the Class Roster (pc). (Mac)

Twitter – Create pages on Twitter for your course and ask your students to follow you. Post brief messages about your courses.

Practical 101s: Getting Started With Twitter will walk you through a couple of simple steps to getting set-up on Twitter and suggest a few guidelines that will help put you on the path to getting the most out of it.

IT – Digital Learning Studio (A Faculty Support Center) can also assist you with setting up Twitter pages. Please email dls@umb.edu or call 7-5977

Facebook – as many students are members of Facebook, this may be a service that faculty members can use to communicate with them. However, not all students are Facebook members.  Also, becuase Facebook is very “open” and contains personal information (photos, etc.) students may not feel comfortable with becoming “friends” with a faculty member or an “event” or a “group”.  Therefore, you may want to discuss this option with your students before selecting it.  IT – DLS can also assist you with setting up a Facebook page for a course. Please email dls@umb.edu or call 7-5977

2. Create an online presence for your courses, posting syllabi, readings, assignments, and course materials.

Quick Overview 

The following systems/services can be used to provide access to course information:

Blackboard – About 600 course sections at UMass Boston currently use Blackboard. It is by far the most popular educational technology tool. Blackboard allows instructors to load materials and hold their release until a specific date. The instructional designers have created a template which simplifies the Blackboard experience, making it easier to use. Please email umb.lms@umb.edu or complete the Blackboard course request form at: http://umb.edu/index.php/it/forms_detail/blackboard_course_request_form/

Turn-around time for a course shell to be created is 3-4 weeks.
Training is also available. Please visit the training portal http://www.umb.edu/training and click on “Upcoming Workshops”
___________________________________________________________________________

Wiki’s – the university has a site license to use Wikispaces – a hosted solution. Wiki’s are generally very easy to use and allow a faculty member and students to accomplish most of the tasks that Blackboard can support. Wiki’s can be easily made “private” – thereby restricting access to those allowed to veiw the Wiki.

Currently, Wiki setups are completed manually. Please send an email to wiki.admin@umb.edu. Once a Wiki has been setup, the faculty member will need to enroll all their students into the Wiki – thereby giving them access to the Wiki.

Turn around time for the creation of a Wiki is 2-3 weeks. Wikispaces Getting Started documentation for faculty and students can be found at http://www.wikispaces.umb.edu
_______________________________________________________________________________________

Xythos – a document management and collaboration system allows a faculty member to share a folder or files with a group of students. Access is gained via the internet and a web browser. The campus has a site license for Xythos, allowing every faculty member to store up to 1GB of data. Collaboration with students is completed via a “ticket” which grants access to a folder or files for a certain period of time. Additional security can be implemented by creating a “password”.

Xythos training is available iin the Lower Level of the library. For dates and time please visit: http://www.umb.edu/training and selecting “Upcoming Workshops”. Documentation on using Xythos is also available by logging into Xythos at: http://xythos.umb.edu
______________________________________________________________________________________

Providing lectures using WIMBA Classroom (for faculty members already experienced in using the tool)

Faculty members who have already taught online courses using WIMBA Classroom, may wish to use Wimba Classroom's archiving (recording) function to create lectures that students in face-to-face course may view in the event of course meeting cancellations. To pursue this option, please email umb.wimba@umb.edu. The WIMBA team will configure a Wimba Classroom learning module and Wimba Classroom to enable you to record (aka "archive") lectures.

Note: At present we do not have the infrastructure to record lectures for those not familiar with using WIMBA. We are piloting new systems such as Camtasia Relay.

Suggested resources for getting started with creating course resources online
Emergency Preparedness: Creating an online presence for your course

3. Be prepared to work from home.

You may want to be prepared with an internet connection so you can manage your work remotely. It is also a good practice to have necessary materials ready to take home on short notice.

4. Training Information and Dates (Tentative)

Please check back later to view future dates

In-depth Training on Blackboard, Wikispaces and Xythos are available by visiting the Training Portal (www.umb.edu/training) and selecting "Upcoming Workshops"

Related Categories:
Technology for Teaching, Learning & Collaboration | Blackboard Learning Management System and Tools

McAfee Antivirus for Mac

Related Categories:
Security | Anti-Virus Tools

wiser homepage2

WISER is the on-line system at UMass Boston where students and faculty can access academic and financial information.  Students will use WISER for registering for classes and updating and maintaining their personal, academic and financial information at the University.  Faculty will use WISER to access their class rosters, email students, enter grades and assist in advising students. 

Related Categories:
WISER (Student Information Systems)

Voicemail-Set up guide

 If voicemail needs to be set up for the first time in the new system follow these steps

1. Dial 7-4747

2.Enter temporary password which is 5 zeros "00000"

3. Follow the voice instructions to set up your new voicemail. 

 Use this quick reference to help you navigate through your voicemail 

Related Categories:
Telephone & Blackberry | Request/Change/Move Telephone Services

Web Tables: Advanced Styling 2

The table_head, table_medium and table_liteblue styles may be applied to either the <tr> tag or the <td> tag. To style an entire row, use the <tr> tag, to style each cell, apply the style in the <td> tag. The names of these styles are displayed in the following tables and coded accordingly. To see full usage just choose 'view source' to see the full code for this page.
Following is the code applied in various parts of the table:

<tr class="table_head">
<tr class="table_medblue">
<tr class="table_liteblue">

<td class="table_head">
<td class="table_medblue">
<td class="table_liteblue">

Table 1

  Styles applied in rows <tr class="table_head">and <tr class="table_liteblue">. The table above shows an example of alternating row styles <tr> tags. The table shows consistent row styles throughout.

Table 2

    Styles applied in rows <tr class="table_medium"> and <tr class="table_head">

Table 3

    Styles applied in table cells <td class="table_medium"> and <td class="table_liteblue">

Related Categories:
Web Services

Web Tables: Advanced Styling

In the HTML editor, apply the "bordertable" class in the table tag like this:

 <table class="bordertable" ...  >

This adds a thin border around the table cells. See also Tables Advanced Styling 2 for further styling ideas.

To use the 'heading' style above type this code in the HTML editor. The <thead> tags must preface the <tbody> tag

<thead>
<tr>
<th scope="col">Description</th>
<th scope="col">Class Schedule </th>
</tr>
</thead>
<tbody>
........

<thead>
<tr>
<th  colspan="2">Class Schedule</th>
</tr>
</thead>
<tbody>
........

To use the alternating row style as seen in the two tables above, apply this class code in alternating <tr> tags as in:

<tr>
<th scope="row" style="width: 25%">row</th>
<td>content</td>
</tr>

 

<tr class="even">
<th scope="row">row even</th>
<td>content</td>
</tr>

 

<tr>
<th scope="row">row</th>
<td>content</td>
</tr>

Related Categories:
Web Services

Web Content Styling: Inline Styles

Web Services offers a suite of styling options that use background colors for extra emphasis.
Inline blue is preferred and mimics the color of the template header; use red and gold sparingly.

This paragraph shows examples of small portions of text hilighted for emphasis. To use these styles within a paragraph, be sure no previous formatting has been applied to any text in the paragraph; then select only the copy you want to edit. Try not to select extra spaces to the left or right of the copy when using these styles. If for some reason, you have problems with this style, you may need to select the immediately preceding text and apply the "txt_blknorm" style to reinitiate normal paragraph styling.* * * Use these styles sparingly as they really stand out on a page.

The strip below spans the content width. The style is applied to an entire paragraph. This can be used as one line headers over a long body of copy and since it mimics the template header, is best used farther down the page. It is not meant to be used for lengthy copy expanding more than one line: inline blue is preferred.

President's Initiatives Funds

*PLEASE NOTE: do NOT cut and paste copy from MS Word or other rich text formatting applications. To avoid display problems, simply cut and paste the copy from a non formatting application such as notepad or wordpad which is available on all PCS. Use textwrangler (a free text formatting software available for Mac).

* * CMS editors will not see these types of styles applied when in editors mode. However you will see when viewing through 'Live Look' or once published.

* * *There is usually no need to select "txt_blknorm"; it is the default font for all paragraph copy; however depending on the style that precedes it, it may help to reinitiate normal paragraph styling. 

Related Categories:
Web Services

McAfee VirusScan 8.7i Installation Instructions

McAfee VirusScan 8.7i Installation Instruction

McAfee VirusScan 8.7i Installation Instruction (these instructions are written for Windows Vista and Windows XP)

Our Anti-Virus is only licensed for computers that are owned by the University and connected to its wired network.
 
 
Please save and close all work and applications before proceeding.  
 
To download and install McAfee VirusScan Enterprise Version 8.7i software:
1.       Click on the Run icon and type   \ appsdistappsMcAfee
Figure 1  


2.       Connect as (email logon): Username: compservdomfirstname.lastname
Figure 2

Password:  email password (Figure 2).

3.   Choose the “McAfee 8.7i for PC” folder for PC or “McAfee 8.6 for Mac” for Mac. This instruction will proceed with the choice of PC.

4.Navigate to the SetupVSE icon and click once to start the setup.  

Figure 4

5. Click Continue at the User Account Control to start the installation.

6. Click Next at this screen.

Figure 5

7. Click the drop down to select from 1 Year Subscription to Perpetual. Choose the “I accept the terms in the license agreement” radio button, and then click OK. 

Figure 6

8. Select "Typical" radio button and Next. 

Figure 7

9. Select “Standard Protection” radio button and Next to start the installation. 

Figure 8

10. You should see the following screen: 

Figure 9

11. Click Finish. Be sure to choose the 2 checkboxes in the screen.
 

Figure 11 

Related Categories:

Student Email UMass Boston Live FAQ

Related Categories:
Email | Student Email/Alumni

Web Prescreen

Prescreen Questions for Web Services

When you suspectyou have a web-related caller, here is a list of questions you shouldask them before contacting Web Services. This prescreened informationwill better enable whomever receives the call, whether it's WebServices or another department. Please note: UMB does NOT provideconsultation for sites we do not host. See below for determining if UMBhosts a particular website.

Contact Info

• Client name and email address
  • If the address is not a umb address, dig a little deeper. Are they grad students? etc?
• What department or division are they calling for?
  
• For existing site or web page, full url they need help with. This is important for ALL WEB CALLS.

  How to determine if a site is hosted by UMB   

Whena site doesn't have the standard http://www.umb.edu convention, it's difficultto know if UMB hosts it. Dan has written a handy script called "getserver" to determine if we host a site. DO NOT enter spaces or "http"in the dialogue box however you may start with www or other [such as"csc.umb.edu"]. See http://www.umb.edu/it/web/config/getserver.html.

  Personal and Department Webspace on UMB Servers:  

CurrentFaculty and Students are allocated personal space on UMB webservers aswell as departments. Faculty often use it for their courses. Initialwebspace for these users is provided by Web Services and consulting isprovided by Media Services(Educational Technology Division). For valid UMB personnel callingabout PERSONAL websites, please ask the following questions:

• Are they Faculty, Student or Staff?
• Do they have a valid UMB email account?
• If they have not already established a webspace account, they need to fill out a webrequest form asking the Systems Administrator to establish the account and provide all needed information including email address.
• If they have questions about site design, content etc... please direct them to Media Services.

  Password & Domain Names:  

Clientswho do not use Contribute on UMB servers are usually FTP (file transferprotocol) clients. These clients need FTP accounts established by theSystem Administrator. Sometimes they forget these passwords as they'reoften buried in an FTP application.

• For those needing passwords reset, ask them to fill out a webrequest including URL. Dan, our Systems Administrator, handles those requests.

Newdomain names are infrequently requested. That's when a user wants a urldifferent than the standard http://www.umb.edu/... ex.)http://gokids.umb.edu. Those calls should be directed to Dan, ourSystems Administrator.

  Contribute Related Questions:  

• Are they current Contribute users? If they don't know what Contribute is, then you have your answer
• For current Contribute users, get the full URL and have them call us
• For new Contribute users (or possibly new users), make sure they have a valid UMB email account. If not, inform them they need a valid UMB account to use UMB licensed Contribute. Otherwise, their department will have to purchase Contribute themselves.
• If they have a valid UMB email and are authorized to use one or our copies, have them fill out a web request form and make sure they reference the URL where they want access.

  General Development Questions:  

• What phase they are in with regard to developing their site:
  • Early research - are they looking for host providers?
  • Are they considering UMB to host their site or are they using UMB to host their site now? If they're at the early phase they probably have no clue.
• If Web Services is too busy to answer an immediate question about who hosts an existing site, try using our get server tool to determine if we host a site; see http://www.umb.edu/it/web/config/getserver.html

Note:UMB does NOT provide consultation for sites we do not host. That is ourpolicy. That's why the URL information is so important.

Related Categories:
Web Services

WISER Upgrade

Before WISER goes up, it has to go down.

While we are converting to the new system, WISER will be unavailable from Tuesday, Nov. 24, at 9:00pm to Wednesday, December 2, at 7:00am.

Information for Students

Student Self Service Fact Sheet

New WISER Sneak Peek:  Student Center

Information for Faculty

Faculty Self Service Fact Sheet

Faculty Self Service Sneak Peek

Information for Staff

Academic Advisement Fact Sheet

Recruiting and Admissions Fact Sheet

Student Financials Fact Sheet

WISER Tip:  Page Search

Desktop Requirements in the new WISER Upgrade

Check the information for PC Users or Mac Users so you will be ready when the new system goes live on December 2, 2009.

New way to get HELP for the WISER Upgrade

There is a new interactive web application that shows you all about the new WISER system coming on December 2nd.  It's called the UPK Player.  (UPK = UMass Productivity Kit)

The short intro document How to Use the UPK Player explains how to use the player. 

Check out the UPK Player for your area to learn more about getting around in the new WISER system.

Student Center

Faculty Center

Related Categories:
Campus Administrative Systems | WISER | WISER (Student Information Systems)

PC Repairshop Information

PC Repair Shop Information

Location: Service Building, UL, Room 039
Hours: Monday-Friday, 8:30 am to 4:00 pm
The PC Service Center offers the following:

We are a Dell Certified Self Maintainer for equipment purchased through UMass Boston including servers, printers and personal computers.
We are an Apple Authorized Service (AASP) provider. We do not service IPods or IPhones.
We are an HP Authorized Service Provider (ASP) Self Maintainer for printers only, based on the model at time of service.

We provide:
•    In-shop and on campus computer and printer repair for university-owned, staff or faculty equipment. This includes warranty repair for the following manufacturers as specified above and subject to UMass IT Department and OEM Vendor Policies. We also provide Best Effort repairs on other IT related equipment which is out of warranty.  Out of warrenty parts are paid for by the department requesting the repair and are not the responsibility of the IT department.                                                           •   Upgrade assistance with the gathering of information and part installation for Dell and  Apple PC’s, and HP printers.  Other upgrade assistance at discretion of the service center.
•   Unlocking of security devices originally furnished and installed by the Service Center.
•   Destruction of hard drives slated for disposal.  This process includes degaussing, controller removal and physical damage to the internal mechanism.

The Service Center staff is not permitted to move or relocate equipment unless it is initiated through one of the provided services. Contact the Facilities or Property departments if your office is being relocated and needs assistance with this.

To initiate a service request please contact the IT Service Desk at 617-287-5220, or send an email to ITServiceDesk@umb.edu, or visit the IT Service Desk on the third floor of the Healey Library on campus (mail drop: 090-03-007).

Related Categories:
Hardware & Software Equipment | Hardware Purchase: Repair, Support

Microsoft Outlook 2007 Viewing Other Calendars

Viewing Other Calendars

If you want to open someone else's calendar or the calendar of a meeting room, etc. then you should be able to do the following, unless the owner of the calendar has restricted permissions on their calendar .
From the Outlook File menu:
•    Select Open
•    Then select Other User's Folder
•    Type the last name of the user or resource (or click the Name button to browse for it)
•    Under 'Folder type:' pull down the menu, select Calendar
•    Press OK
•    The dialog box "Open Other User's Folder" appears with the name you've selected
•    Click the OK button and the calendar should appear.

In subsequent Outlook sessions you can pick this user's name directly from the Open menu because Outlook keeps several of the recently opened Calendars in memory. You should also see it listed under Other Calendars in the Calendar window of Outlook.

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Outlook 2007 Sharing Individual Mail Folders

How to share individual Folders within your Exchange Mailbox

You may have a need to share an individual (personal) folder within your mailbox other than the most commonly shared items like Calendar, Tasks, Inbox, Contacts, Notes and Journal.  Please review the following page about Multiple Mailboxes Access . This explains the concept of granting someone "Super-Delegate" (Full access) or "Ordinary-Delegate" (Partial access) to your mailbox in more detail.  This is important to understand since sharing these types of folders requires you to grant "Delegate" access in order for it to work.

Note:  A delegate is a user whom you granted access to your mailbox and thereby automatically has the right to send e-mail messages "On Behalf Of" you.

In the situation where you want to share one or more folders but not everything you will grant only Partial access (Ordinary-Delegate) to that person.
 

First, you need to add the person as the Delegate:
From your Outlook client;
Tools> Options> Delegates tab> Add button;
Select your name from the Global Address List;
Press the Add button at the bottom of the screen;
Press OK;
Edit the permissions as desired;
Press OK twice.

Next, you need to first share out your Mailbox-Name (Note: this is the very Top level of your Mailbox Folder which contains everything else underneath it):
From your Outlook Folder tree view (left pane);
Select your Mailbox-Name (Last-name, First-name);
Right click, Select Change Sharing Permissions...
In the Permissions Tab> Add button;
Select the name of the person you want to share your mailbox with;
Press the Add button at the bottom of the screen;
Press OK;
Edit the Permission Level;
Select the appropriate Role (at a minimum, you need to give him/her a "Reviewer" role at this level - read access);
Press OK to exit.
 

Next, you need to explicitly share out the folder item that you intend to share (which is actually a sub-folder beneath your Mailbox Name):
Select the Folder name (i.e. "My Shared Folder");
Right click, Select Change Sharing Permissions...
In the Permissions Tab> Add button;
Select the name of the person you want to share this folder with -  - should be the same person as above;
Press the Add button at the bottom of the screen;
Press OK;
Edit the Permission Level, Select the appropriate Role;
Press OK to exit.

Finally, ask the person to access your shared folder.  Note that the person will have to view it as an 'additional' mailbox which needs to be added in the Advanced Tab of his/her Outlook profile.  This is the only method to view such shared folders.  The additional mailbox will be listed as part of his/her Outlook folder tree.  Note: Only your Mailbox-Name plus any explicitly Shared folder will be shown.  

The following steps will accomplish this:  
From his/her Outlook client:

Tools> Account Settings> Change button;
More Settings button> Advanced tab> Add button;
Fill in the name of the account (your account);
Press OK button;
Now press OK;
Next> Finish.

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Outlook 2007 Setting Your Work Hours

Setting Your Work Hours

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Outlook 2007 Sending Email for Another Person

Sending E-mail for Someone Else (Send on Behalf of mailbox owner)

If you need to send E-mails out on behalf of someone else on the From: line (e.g. your boss) there are a couple methods which will work.

If you have Full Mailbox Access permissions on their mailbox (aka "super-delegate").

Once you have already been given Full Mailbox Access (aka "super-delegate") as described here, you need to open that mailbox by listing it as an additional mailbox as part of your Outlook folder tree.   
Then, it's as simple as displaying the From: field and typing the other person's name.

 In the e-mail compose window:
•    Select View menu;
•    Select From Field;
•    Now you can type the other person's name on the From line;
•    The e-mail will arrive looking just as if the other person sent it.  

If you only need Partial Mailbox access on their mailbox (aka "ordinary-delegate").
If you only need partial mailbox access, then you'll need the other person to make you a Delegate on their e-mail.

Please ask the other person to grant you Delegate access from his/her Outlook client. Here's a description and instructions on how to do this.  
After you are listed as a Delegate on their Inbox you will be able to send e-mails On Behalf Of them.  In the e-mail compose window:
•    Select View menu;
•    Select From Field;
•    Now you can type the other person's name on the From line;
•    The e-mail will arrive at the destination with a From address looking something like this: Your Name [on behalf of His/her Name].

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Outlook 2007 Scheduling a Meeting

Microsoft Outlook 2007 Scheduling a Meeting

Inviting People

To schedule a meeting:
•    From Outlook Calendar;
•    Highlight the time and select Actions;
•    Select New Meeting Request (or press Ctrl+Shift+Q);
•    This will bring up the Meeting Request form;
•    Type the subject of the meeting and any other information in the body of the message;
•    Select the To button;
•    In the "Type Name or Select from list" box type the last names of the people you would like to include;
•    Then press either the Required or Optional button at the bottom;
•    Repeat the look-up of people and pressing Required or Optional until all the people have been invited.

Inviting Resources (booking a conference room for your meeting)
Continuing from above (after you have invited all the people):
•    Press the To button again and select the meeting room;
•    This time you will press the Resources button at the bottom of the screen. This button is only used for inviting resources and causes special things to happen with conference room bookings. If you use either of the other two buttons the room will not be booked.
Can we add resources? How?

Checking Attendee Availability and Sending Request
Click on the Attendee Availability tab and you should see the people and resources you've selected. They will be marked with:
•    blue (busy);
•    light blue (tentative appointments);
•    purple (out of office);
•    slashes (no data available)                                                                                                                                                                                                                                                                                •    white (free).

You may need to adjust the date and/or time of your meeting until all the required people and the conference room are all available. When you are satisfied you've got all the people and resources needed:
•    Press Send button in upper left corner.

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Outlook 2007 Recovering Deleted Items

Recovering Deleted Items

By default, Exchange saves deleted items in the "Deleted Items" folder on the Exchange server. To recover mail items from this folder
Using Outlook 2007
•    Click on the Deleted Items folder
•    Select the item(s) you want to recover
•    Click on the right mouse button
•    Select Move to Folder
•    Select the folder you want to move the mail items to and click OK

From the Dumpster

If mail items are no longer in the "Deleted Items" folder, you'll need to recover them from the dumpster. When you empty your Deleted Items folder they are held in the "dumpster" for 20 days.
To recover items from "dumpster" you'll need to:

Using Outlook 2007
•    Select "Deleted Items" folder
•    Go to the top menu and select Tools> Recover Deleted Items
•    Select the item(s) you want to recover
•    On the menu bar in this window, click on the icon with the envelope (Recover Deleted Items)
•    They will be restored to your Deleted Items folder
•    Move them to their original folder by using the instructions in the prior section

Using Outlook Web Access with Internet Explorer
(https://email.umb.edu )
•    Select "Deleted Items" folder
•    Go to the line of icons just above the folder headings and click on the one for "Recover Deleted Items"
•    A new window will pop up and you can select the item(s) you want to recover
•    Then press the Recover button in the upper left of the window
•    They will be restored to your Deleted Items folder
•    Press the Close button to close this extra window
•    Move them to their original folder by dragging them or by using the Move/Copy icon.

Using Outlook Web Access with Firefox
(https://email.umb.edu )
•    Select Options from the list at the left
•    Scroll down until you find the Recover Deleted Items section
•    Press the View Items button
•    Select the item(s) you want to recover and press the Recover button at the top
•    Press the Close button to take you back to the Options window
•    Select Folders icon along the left and look in your Deleted Items folder for the recovered item(s)
•    Move them to their original folder by using the Move icon.

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Outlook 2007 Printing Your Calendar

Printing Your Calendar

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Outlook 2007 Managing Personal Distribution Lists

Managing Personal Distribution Lists

Create a Personal Distribution List
•    From the Contacts folder, choose Actions from the menu bar; then select New Distribution List or you can use the keyboard shortcut Ctrl+shift+L.
•    Enter a name for the distribution list in the Name text box.
•    To add people from your Address Book list click the Select Members button.
•    From the Select Members dialog box, click a name you want to add to the list. Then click the add button, or just double-click the person's name.
•    Continue adding members to the list until all members have been added and click the OK button.
•    You may also add people who are not in one of your address books by clicking the Add New button instead of Select Members button. Then enter the person's name and e-mail address.
•    When you are done adding all the people you want click the Save and Close button to save the list to your Contacts folder.

Add New Members to Existing DL
•    From the Contacts folder, double-click the name of distribution list you want to add to.
•    Click the Select Members button to select from your address list or click the Add New button to open the Add New Member dialog box.
•    The Add New Member dialog box will appear. Enter the person's name and e-mail address.
•    Click the OK button.
•    Click the Save and Close button.

Remove Members
•    In the Contacts folder, double-click the name of the distribution.
•    Select the name you want to remove.
•    Click the Remove button to remove the person from the list.
•    Click the Save and Close button.

Sending E-mail to Certain Members of a DL
•    Open a new e-mail message by clicking the New button.
•    Press the To button.
•    In the Select Names dialog box under "Show Names from the:" select Contacts. You may need to scroll up or down to the bottom of the list depending on your setup.
•    Right click the distribution list you selected.
•    Select Properties.
•    Select the members you want to send the message to by holding down the Ctrl key and clicking on the names.
•    Press the To button.
•    Press the OK button in the properties dialog box.
•    Under the Message Recipients, you should see a list of members you selected to send the message to. Click the OK button.
•    The selected members of the distribution list should now appear in the To field of your new message. Compose your message as usual and press the Send button.

Related Categories:

Microsoft Outlook 2007 Mailbox Clean Up

Outlook 2007 Mailbox Clean Up

Do you know how big your mailbox is? What is the default size limit of an Outlook/Exchange mailbox?  How much e-mail are you storing? What happens when you're near the limit? It is important to understand the answers to these questions so you aren't prevented from sending and/or receiving e-mail.

The default mailbox size is 500MB. This limit is set up by the UMB System Administrators and can be increased upon request. To do this, please contact IT Service Desk  at 617-287-5220, or send an email to ITservicedesk@umb.edu or visit the IT Service Desk on the third floor of the Healey Library on campus (mail drop: 090-03-007).

If you reach your limit, you'll get a message about the possibility of being unable to send or receive messages (when approaching ~450MB).  Don't panic, with these first warnings you are still fully able to send and receive email messages.  However, if you don't do some cleanup you'll eventually receive some more warnings about not being able to send messages (when approaching ~500MB).  Finally, if you still don't clean up your mailbox, you'll eventually be unable to receive messages at all (once limit is exceeded).

What can you do?

In Outlook 2007 there is a tool called Mailbox Cleanup used to manage the size of your mailbox. By using this tool, you can manage the size of your mailbox to improve the overall performance of Microsoft Outlook.
With this tool you can: view the size of your mailbox and individual folders, locate any items that are older than a certain date or items larger than a certain size, and View or Empty items in your Deleted Items folder.

•    On the Tools menu, click Mailbox Cleanup.
•    Do any of the following:
o    View the total size of your mailbox and of individual folders within it.
o    Find items older than a certain date.
o    Find items that are larger than a certain KB size.
o    Archive items using AutoArchive.
o    View the size of your Deleted Items folder.
o    Empty your Deleted Items folder.
o    View the size of your Conflicts folder.
o    Delete your Conflicts folder.
You will see a window like this one:
 

    
Finding Total Size of Mailbox and Individual Folders

Click on the "View Mailbox Size..." button.
You'll see the total size of the mailbox and individual mail folders.

Finding Large Messages

Select "Find items larger than" and then fill in a size number.
Press Find... and you'll see an Advanced Find window open and it will locate the messages.
You can delete the messages you no longer need.

Finding Old Messages

Select "Find items older than" and then fill in the number of days. Press the "Find..." button.
The Advanced Find window opens and it will locate the messages.
You can delete the messages you no longer need.

Cleaning Out Your Trash

Click on the "View Deleted Items Size..." button to view items in your Deleted Items folder and/or press Empty to delete items from your Deleted Items folder.
You can still retrieve them via Recover Deleted Items feature for 30 days.
*Deleted Items folder should probably be emptied upon each exit from Outlook.
This is set via: Tools >Options> Other... place a checkmark in the top box.

Finding Messages with Attachments

For this you'll use the Advanced Find feature directly.
From the Tools menu select Instant Search and then Advanced Find.
Press the Browse button and click on the top-most folder (e.g. Mailbox - ...) and press OK.
Select the More Choices tab and place a checkmark in the box labeled "only items with - one or more attachments".
You can fill in a minimum size in the lower part of this window too if you want (e.g. "greater than" and "1000" to find those > 1MB).
Press the Find Now button and it will begin the search.
When it is completed you can delete the messages you no longer need from the displayed window.

Removing Attachments from Messages

Based on the previous procedure (Finding Messages with Attachments); once you find the messages with attachments, your may choose to remove the attachment only and leave the original message in your mailbox:
Open the message in Outlook, right click the attachment, and select Remove.  
Then save the message when prompted.  
Note that there will be no indication that there ever was an attachment after this action is taken.

Reduce Items Count in Core Folders
For performance reasons, it's strongly suggested that both the "Inbox" and "Sent Items" folders (known as Outlook Core folders) are kept with the minimum amount of items at any given time.  
The larger the messages in your Inbox, the lesser the number of messages you ought to keep in it.  
To obtain optimal performance for your online Outlook client, the contents of each of these two core folders should not exceed 100MB.  This can be achieved by creating more mailbox folders and moving/filing messages accordingly.
     
Extra Cleaning Tips:
1. With Outlook 2007, use the "Large Mail" under the "Search Folders" (bottom of Outlook left pane) to identify really big saved messages.                                                                                                                 You'll see messages grouped by Size categories (Enormous, Huge, Very Large and Large).  Review and delete those you don't need any longer.

2. Sort your "Sent Items" folder by size and remove large unneeded messages.

3. Look for mail items you may have in your "Junk E-mail" folder, review and delete unwanted messages.
 
4. If after all the above, you still need to archive some personal folders, see the Manual Archive to Personal Folders for the procedures on how to manually archive folders into your home directory.

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Outlook 2007 Filtering Email

Microsoft Outlook 2007 Filtering Email

Filtering E-mail

If there are certain e-mails which you do not want to see you can usually create a rule to filter it to another folder, such as Deleted Items, so that it doesn't clutter your Inbox. Please see below for the menu items to look for to get started with creating the rule or filter.

OUTLOOK 2007
Tools > Rules and Alerts

Set up the rule you want to move this message to whatever folder you like. If you want the rule to work 100% of the time then be sure it is not a "client-only" rule. When you press Finish you may see Client-only in its name. In this case you put a local trigger on the rule (e.g. flag, etc.)

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Outlook 2007 Expanding Internet Headers

Expanding Headers to Report Spam to Postmaster

The instructions below assume you are expanding headers of Spam messages to forward them to ITservicedesk@umb.edu  

1.    Open a new message window and type ITservicedesk@umb.edu  on the To: line;
2.    Drag the Spam message into the new message window (the headers are automatically included for us);
3.    Only put one Spam item in each message to postmaster! If you put more than one then all the headers are put together and it is useless for us.

Press Send.
 
Headers are the path or servers on the internet which the Email took to get from the sender to the receiver.

Please remember that 95% of the SPAM that UMB receives is stopped at the server level, but not all SPAM can be blocked.  

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Outlook 2007 Custom Out of Office Rules

Microsoft Outlook 2007 Custom Out of Office

Custom Out of Office

Many of us would like to use the Outlook "Out of Office" feature but we don't want to reply to spammers. In order to get around this problem we have documented the steps below so you can create your own rule in Outlook to reply to only the e-mails from UMB addresses, but no others. Or perhaps you'll want to reply to everyone (UMB or non-UMB addresses), but you don't want to reply to the e-mails with [SPAM: in the Subject line. You can make these rules as simple or as complex as you like. It is highly recommended you test your rule for awhile before depending on it to do all you expect.

One down-side to creating an Out of Office using the Rules Wizard is it cannot be programmed the way the real Out of Office is. That is, the real Out of Office will reply only once/day per unique e-mail address. This is something we cannot fix.

The rule below will not respond to any e-mails coming in from offsite, nor will it respond to UMB mailing lists which can be really annoying to the members of the mailing lists.

Creating a Custom Out of Office Rule in Outlook 2007

•    Go to Tools menu; press Rules and Alerts; press New Rule; select “Check Messages when they Arrive” under the option Start From a Blank Rule; click Next
•    Select condition(s) window:
o    Put a checkmark in the box which says "where my name is in the To box";
o    Press Next
•    Select action(s) window:
o    Put a checkmark in the box which says "have server reply using a specific message";
o    Click on Specific Message in the lower window and fill in the e-mail Subject and Body that you'd like to send out;
o    Press Save and Close;
o    Press Next

•    Select exception(s) window
o    To NOT reply to e-mails from UMB mailing list servers:

•    Put a checkmark in the box which says "except with specific words in the sender's address";
•    Click on specific words in the lower window and type @lists.umb.edu and press Add button;
•    Press OK;

o    To NOT reply to other Out of Office messages:
•    Put a checkmark in the box which says "except if it is an Out of Office message";

o    To NOT reply to e-mails with SPAM in the Subject:
•    Put a checkmark in the box which says "except if the subject contains specific words";
•    Click on specific words in the lower window and type [SPAM: and press Add button;
•    Press OK;

o    To NOT reply to e-mails from yourself, specific people, or specific distribution lists:
•    Put a checkmark in the box which says "except if from people or distribution list";
•    Click on people or distribution list in the lower window and select addresses from the UMB directory, or type any email address in the lower window, each one separated by a semi-colon;
•    Press OK;
o    Press Next
•    Finish rule setup window:
o    Give it a useful name
o    You'll have a rule which looks something like this:

Insert Office Picture HERE (on both 2003 and 2007 web pages)

•    Press Finish
•    This rule should probably be placed at the top of your list of rules so it always fires.
•    You can check and uncheck the box to make it active or inactive.
•    You can also edit the rule to change the body of your Out of Office message as needed.

Again, it is highly recommended you test your rule for awhile before depending on it to do all you expect.

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Outlook 2007 Creating Calendar Appointments

Microsoft Outlook 2007 Creating Calendar Appointments

Creating Appointments

To create a new appointment, click the New button in the top left side of the standard calendar toolbar, then select Appointment. (The menu command is Actions, New Appointment.)

If you like the keyboard shortcut method you can press Ctrl+n to activate the New Appointment window. The Ctrl+n shortcut creates a new input form specific to the area of Outlook you are currently in.                                For example, if you are in the Inbox Ctrl-n would open a new message window. If you are in Contacts Ctrl+n would open a new contact window. However, Ctrl+Shift+A opens a new appointment window no matter where you are in Outlook.

Related Categories:
Hardware & Software Equipment

Microsoft Outlook 2007 AutoAchiving Email

Microsoft Outlook 2007 AutoArchive

Turn Off AutoArchive

One of the biggest problems new Outlook users run into is "disappearing" e-mails. This almost always comes down to AutoArchive being enabled. We recommend everyone disable this feature immediately.

Disable it as follows:
•    Tools;
•    Options;
•    Other tab;
•    AutoArchive button;
•    Uncheck the top box;
•    Click OK.  

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Outlook 2007 Address Book

Microsoft Outlook 2007 Address Book

There are three kinds of address books in Outlook:
•    Global Address List (GAL) - This is the primary address list for our organization's Exchange e-mail system. All UMB Faculty/Staff e-mail addresses are put here automatically.
•    Outlook Address Book - This is actually what you see as your Contacts folder.
•    Personal Address Book - For those e-mail addresses you want to keep private and store on your own computer. We do not recommend the use of Personal Address Book, most of the time it only adds an extra layer of confusion.

Adding Contacts to Outlook
You can add Contacts as another address book to be searched when you are composing e-mail. On the menu bar:

•    Select Tools;
•    Account Settings;
•    Click on the Address Books tab;
•    Select Additional Address Books;
•    Click the Next button;
•    On the next window select Outlook Address Book;
•    Press Next;
•    Click Finish;
•    Restart Outlook.

After Outlook is restarted you will need to:
•    Right click on Contacts;
•    Select Properties;
•    Click the Outlook Address Book tab and make sure the "Show this folder as an e-mail address book" is checked.

Changing the way Names Appear in Contacts

To change the sort order of an Address Book:

•    From the menu bar select Tools;
•    Account Settings;
•    Click on the Address Books tab;
•    Click the Change button;
•    You can change the "Show names by" setting here if you want;
•    Then press Close.

Setting Order of Address Books

If people use the Global Address List, they'll want it at the top of the search order. Others prefer to have Contacts at the top of the search order, it's really a matter of preference and can be changed any time.                     To change the order of the Outlook Address Book:

•    Select Tools;
•    Address Book
•    In the Address Book dialog box:
o    Select Tools;
o    Select Options;
o    In the "Show this address list first" drop-down list select the address book you want automatically displayed each time the Address Book or a Select Names dialog box opens;
o    To change the order in which the address books appear click the up or down arrow on the right side.

Related Categories:
Email | Microsoft Outlook/Entourage

Media Services - Technology Enhanced Classroom Schedule

Faculty, staff and students may use equipment or access services without prior reservations during normal working hours. Requests for equipment and services are subject to availability. Items such as LCD Data Projectors are in high demand and are typically difficult to borrow without prior reservations. Whenever possible we recommend advanced reservations for all equipment and service requests.

All equipment is for on-campus use only. Equipment is loaned for a class or event period and returned immediately after use. You must pick-up and return equipment from our distribution locations (Media Labs) on campus. Overnight loans require an overnight form and Media Services approval of a secure storage space on campus.

Portable LCD Data/Computer projection systems are in high demand and consequently there are restrictions on reserving this equipment.. Faculty teaching regularly scheduled classes will have preference over any other uses. Students may only reserve the projection systems for use in a regularly scheduled class. The signature of the faculty member instructing the class is required.

The 94 Technology Enhanced Classrooms (TEC's) and Auditoria are scheduled through the normal classroom scheduling process. Media Services does not schedule access to these rooms, but does provide technical support for the installed multimedia equipment. If you are utilizing our Technology Classrooms, we strongly recommend you attend an orientation to familiarize yourself with the operation of our TEC's. Orientation workshops are set up at the beginning of each semester or at request.

You may also visit http://media.umb.edu/tec1/ to view our PowerPoint orientation of the Level 1 Technology Enhanced Classroom.

Please make note that all equipment loans require a valid UMass Boston ID and the completion of the appropriate form

Related Categories:
Computer Labs, Facilities & Technology Enhanced Classrooms | Classroom Technology and Support

Microsoft Entourage 2008 Changing your Inbox View

How to Change the View in Entourage

View has been defined as how the inbox is displayed. You can arrange your mail to be seen by the categories that your Email can be sorted by.

Click on View>Columns.  A drop down list of view options appears. Check the options that you want to see in your inbox in your email. The following is an explanation of your choices.

To Do Flag Status: Shows items that you flagged to be done, is also linked with the 'My Day' program.
Links: You can create a link between items in Entourage or between an item in Entourage and a file on your computer.(give inst)
Online Status: This option is for organizations that are also using messenger. It will show if the person that sent a certain email is online/at their computer or not.
Message Status: A closed envelope means that its unread, an open envelope means that the message has been read. This also shows if you've replied or forwarded that message.
Priority: A ! means that it is a very important message.
Attachment: whether or not there is a file(s) attached to the message.
From: The person or persons that sent the message.
Subject: A short descriptive line about the contents of the email. Some people have their email set up to send to the deleted items folder and/or trash an email without a subject line  
Conversation: The ability to use a corporate account with entourage to communicate with your co-workers.
Sent: The person or persons that received the message
Received: The date and time that an email message arrived in your inbox.
To: The person or persons that sent the message
Size: Shows the Size of the message and its attachments.
Categories: A way to organize you events, contacts and messages by a color code. You can assign one item to multiple categories.
Projects: The ability to collect and manage an event or events by having all the information in one view. You can also invite other Entourage users to work on your project with you.

You can chose to see all the categories in your inbox or just a few. Click on View>Columns> uncheck the items that you don't want to see in your inbox.

You can also rearrange the order that the columns are in, by dragging and dropping the column header to where you want it to be.

NOTE: This doesn't work for the headers of the TO DO flag, the link, and message status icons on the far left of your inbox. The online status, importance, and attachment icons can't be moved, but other headers can be moved to the left or the right of them.

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Entourage 2008 Creating Appointments in Calendar

Creating Appointments in Entourage 2008

Click on the calendar icon. Click on the view that you want, by the day, the week, the work week or the month.

Click on the new appointment icon. Its the calendar labeled 'New'.
A new window should open. You can fill in all or some of the information at that window.
Subject:
Location:
Start date:
End date:

If its an event that will happen more then once, such as a weekly, monthly or biweekly meeting, click on occurs:. A drop down menu appears, with a list of options, such as every day, every that day or date. Or you can click on the custom option. Another window appears where you can extend it forward years or modify it in other ways.

You can also modify your appointment to  include travel time, if it is off campus.  Just click travel time and add the number of minutes or hours that you will be using to travel to this appointment. You can also add a reminder function to your appointment, so that your computer will tell you when your appointment is. This can be modified so that you get reminders up until the time of the meeting. Also you can click on 'All-day Event', if it's an all day or several day meeting.
If it's a several day meeting, click on the calendar icon or fill in the dates that you want.
There is a space for you to make notes at the bottom of the window about this appointment.

After you fill in all the information for this appointment, there are other modifications that can be made.

Click on the status icon at the top left, to show others if you are Busy, Out of Office, Free or Tentative. The status icon is useful for anyone else that you have given permission to share your calendar when they want to schedule anything.

Click on the Categories icon on the top right, to show what kind of appointment it is work, family, personal, holiday, vacation, friends, travel, junk or recreation. All are color coded to show the difference.

Click on Projects to ensure that this appointment shows up in any projects that it might relate to.

Click on Links on the top right side of the window, to link this appointment with email and other things.

Click the invite icon on the top left side of the window. Another window will pop up and you can send the invitation to anyone you want to.

If you don't want to invite anyone, simply click the red X on the upper left hand side to close the window and the program should ask if you want to save changes to your calendar event. You can also tell the computer to do this automatically, when you check the option to do so.

After you save the calendar event, you can reopen it and link the appointment or event to either an existing event or a new or existing mail message.

Reopen the calendar event and then click on the link icon on the upper right of the window. A new window will appear. Click on the icon for either a new or an existing link. Each option has a drop down menu of choices, to link to a Mail Message, a Project, a Calendar Event, Task, Note, Contact or Group.

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Entourage 2008 Granting Permissions in Calendar

Granting Others Permission to View/Edit your Calendar

Adding a Delegate

Go to Tools>Accounts. It is the last option on the drop down list.

Click on your email account. A window 'Edit Account' will open.
Click on the button 'Delegate' on the top, the fourth button from the left.
Click on Add. A new window will appear.
Type in the name of the person that you want as a delegate. Click Find. Choose your delegate when the name appears. Click OK. A new window 'Delegate Premissions' appears.

Delegate Permissions gives you three options: Calendar, Inbox and  Address Book. Choose which level of access that you want to give your delegate on each section. Check if you want your delegate(s) sent email about your meeting messages.

Becoming a Delegate for another person:

You can also become a delegate for another user on this window. That section is below the 'My Delegate' section.

Click on Add. A new window will appear.

Type in the name of the person that you want as a delegate. Click Find. Choose your delegate when the name appears. Click OK.

The name of person that you are a delegate for will appear below the icon for Public Folders.
You will have to enter your password again for security reasons.

Clicking on that icon will show you a blank screen. You will not be able to see anything until that person lists you as a delegate in their account. When that happens, their inbox will slowly show up in yours. After that happens, you should be able to see all the folders in that account. However, when you send mail, you can chose from which account the mail has been sent from.

When you remove the person as a delegate, all that mail will disappear from you inbox.

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Entourage 2008 Out of Office Assistant

Out of Office Assistant

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Entourage 2008 Creating a Signature

Entourage Signature Creation in Exchange mode

Related Categories:

Microsoft Entourage 2008 My Day Application

My Day is a separate application that displays your day's events and To Do List right on your desktop.

Even when Entourage is closed, you can use My Day to conveniently see your schedule, check off completed To Do items, and create new tasks.

To create a new task, click on the icon of √+ in the lower left hand corner.

A  drawer pops down with a space 'Create a Task'. Type in the task that you want to remind yourself of.  The task will show up in the window above the drawer.

My Day shows the tasks, events and appointments that you've noted in Entourage.

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Entourage 2008 Printing your Calendar

How to print your calendar

You can print a monthly, weekly, or daily calendar.  You can also print a calendar list of events and tasks. For each option, you can choose whether to include your events and tasks, or you can filter the events and tasks that you print by category and project. You can also select which tasks to include by due date. For example, if you categorized your work-related tasks and events, you can print a monthly calendar that includes all of your work-related tasks that are due during the month and all of the work-related meetings that you have scheduled.

Click the Calendar icon. Click on the calendar that you want to print, if you have more then one. If you only have one calendar, it will default to that one.
Go to File>Print

In print preview your calendar will show up. Chose to print the entire month or a range of dates.

You can Print out the Daily, Weekly, Monthly or a list of your Calendar appointments.

You can chose the range of dates that you want to print out by filling in the blanks next to Start: and End:. Or by clicking on the calendar icon next to those blanks.

You can also chose the form that your calendar is printed out as. Click on the drop down menu next to Form:. Chose the type of calendar set up or keep with the default.

To print a blank calendar  

File>Print>click the layout button. Uncheck what you don't want printed, such as Tasks and Events. or chose only to print the calender items that deal with a certain project or category.

To print a single calendar event, open the event, and then click print.

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Entourage 2008 Using Rules

Using Rules in Entourage 2008

A rule is a set of instructions that tells Entourage what action(s) to perform for specific of e-mail messages. For example, you can create a rule so that all messages from your coworkers are automatically added to the Work category. Or, you could have Entourage play a sound when you receive a message from someone in your family.

Rules can help you stay organized by automatically sorting messages into folders or adding messages to a project. You can set up rules for incoming messages, news account messages, and outgoing messages.
With a Microsoft Exchange account, you cannot use Entourage to edit any rules that were saved on the Exchange server (such as any rules you create in Outlook).
   
Tools>Rules>New
   
There is a drop down menu to chose what kind of account you want the rule applied to, POP, IMAP, Windows Hot Mail, Exchange, News, Outgoing. Exchange is the type of server that UMass uses.
    
A new window pops up

Type a name for the rule, next to the box Rule Name

Click on the 'add criterion' button under If.

Click on 'All Messages' drop down menu to chose the parameters of the rule. Then modify the drop down menu under 'Contains'

For most rules, you move from left to right to use more pop-up menus or text boxes. For example, to identify all messages sent from coworkers, the criterion could be "From" "Contains" "@umb.edu".

To add an additional criterion, click 'add criterion'. Another option will appear. Chose whatever additional parameters you want to add to this rule.

If you have multiple criteria, on the 'Execute' pop-up menu, click the option you want to apply.

Under Then, on the 'change status' pop-up menu, click the action that you want.  Both Change status and actions are drop down menus.

For most actions, you move from left to right to use the pop-up menus or text boxes. For example, to assign the messages to the Work category, the action would be "Set category" "Work".

To add another action, click 'add action'.

Make sure that the Enabled check box is selected, and then click OK.

Note:

Rules that you create in Entourage are not saved on the Exchange server.  All Entourage rules are local, only on your machine rules.

Before it runs rules on messages, Entourage first applies the Mailing List Manager and then Junk E-mail Protection. Rules are applied last. However, they are applied to messages even if they are in the Junk category.

If you create multiple rules, Entourage runs the rules in the order in which they appear in the Rules window. You can adjust the order by moving them up or down in the list.

Related Categories:
Email | Microsoft Outlook/Entourage

WISER Student Information System Overview

For log-on access to WISER see the WISER Home Page or click on the Logon section on the yellow task bar above this page.

WISER (Web Information Services for Everyone Remix) is the Student Administration system (PeopleSoft v8.0) shared with the Dartmouth and Lowell campuses of the University.  The system is in the process of being upgraded to v9.0.

The student administration system consists of the following modules:

• Campus Community
  
• Recruiting and Admissions
• Student Records
• Student Financials
• Financial Aid
• Student Self Service
• Faculty Self Service

Staff Access to WISER

Primary users of the non-self service portions of the system are staff members in the Office of Enrollment Marketing and Information Services, Undergraduate Admissions, Graduate Admissions, Registrar's Office, Corporate, Community and Distance Education, University Advising Center, Bursar's Office and Financial Aid.

Staff members in Dean's Offices, academic departments and student support offices may obtain appropriate access to the Student Records module by registering for WISER training through the IT Training Portal.

WISER Student Self Service

Upon matriculation, students are provided with a User ID and password to access WISER Student Self Service over the web.  Students may add, drop or withdraw from classes, view their schedules and grades, request transcripts, apply for graduation, generate a degree audit, view and pay bills, submit Financial Aid and Health Services transactions.

For assistance with WISER, students should contact the IT Service Desk (617-287-5220).

WISER Faculty Self Service

Faculty may use their Campus ID, listed on their pay advice to access Faculty Self Service.  They may view class rosters, access permission numbers, send email to an individual student or to an entire class, enter grades and view student data for advising purposes.

For assistance with WISER, faculty members should contact the IT Service Desk (617-287-5220).

Related Categories:
Campus Administrative Systems | WISER

Web Services Hours

We deliver web services, design and update UMass hosted Web sites, and maintain and update the Web servers. We provide consulting services with regard to data, site design, and other Web-related technologies.

Hours of operation are 8:30am to 5:00pm EST

Learn more about the new UMass Boston Web Template we have designed to help promote uniformity and standardization for UMass Boston Web sites.

Related Categories:
Web Services

Web Services for Students

Web Services provides Web space for students for course purposes upon request by a faculty member. To submit a request please fill out our project request form.

Policies

Before posting content on your website, please review the Student Web Site Policy page. This page discusses the student's responsibility and accountability for all information they post on their site.

Student Organizations

In order to be given Web space, your club/association must be a recognized student organization (RSO). Recognition of student clubs is determined by the Office of Student Life.

Upon request from the Office of Student Life, student clubs will be given 75MB of Web space for club use only. If a student organization loses its RSO status, the associated Web site will be removed.

Duration

Access to accounts may be terminated immediately upon student's departure from UMass Boston.

Within one year of leaving UMass Boston, Web files and related backups, logs, or other data may be deleted.

Space Allocation

• Students- 20MB
• Recognized Student Organization- 30MB

Related Categories:
Web Services

Web Services for Staff

All UMass Boston staff who are listed in the UMass Boston Directory have Web space located at www.faculty.umb.edu

Requests for changes to this directory information can be sent to Customer Service Center.

Policies

• Web Design Policy
• Content Policy

Duration

Access to accounts may be terminated immediately upon staff member's departure from UMass Boston.

Within one year of leaving UMass Boston, Web files and related backups, logs or other data may be deleted.

Space Allocation

• Staff- 20MB
• Campus Organization Unit-100MB

Related Categories:
Web Services

Web Services for Faculty

All UMass Boston faculty who are listed in the UMass Boston Directory have Web space located at www.faculty.umb.edu

Requests for changes to this directory information can be sent to Customer Service Center.

Policies

• Web Design Policy
• Content Policy

Duration of Web Space

Access to accounts may be terminated immediately upon faculty member's departure from UMass Boston.

Within one year of leaving UMass Boston, Web files and related backups, logs or other data may be deleted.

By request and as space permits, retired faculty members may continue to use their faculty Web space upon retirement if no department option exists. Departments, at their discretion, can host retired faculty sites as part of the department space allocation.

Space Allocation

Faculty- 30MB

Related Categories:
Web Services

Browser Specifications

For best results, view the IT website with a monitor setting of 1024x768 max screen resolution. The IT UMass Boston website supports the following browsers:

Related Categories:
Web Services

Mobile Device - Ordering Information

Steps for getting a BlackBerry/Cell

1. For device details please visit: ATT website ,    Sprint    ,   Verizon
2. Someone with budget signing authority submits Cell Request Form to order the device and accessories.
3. Telecom receives the device after approximately 5 days and notifies Help desk . If the user currently has a cellular device and would like to have their number ported over Telecom will need that device number before their number can be moved to their new device.
4. Systems is notified that a new device needs to be activated on the BES server.
5. The user is contacted by the Help Desk and informed the device is ready to be delivered and activated.

Related Categories:
Telephone & Blackberry | Blackberry/Mobile Devices

Microsoft Entourage 2008 Recovering Deleted Email

Recovering Deleted Items.

You can recover deleted items from the 'dumpster' on the server up to twenty (twenty) days after you delete them. Unfortunately, this isn't a function that is available in Entourage. You would have to use OWA, the web based mail system for this to work. These instructions are for Safari, but the instructions are the same for FireFox

• Go to email.umb.edu and log into your email account .
• Click on Options. It's usually the Icon above the Log Off on the left hand side of the inbox.
• Scroll down to the bottom of the page. Click on the button 'view items'. Everything that you deleted that are still in the dumpster will be shown.
• In the Recover Deleted Items window, select the check box next to the item you want to recover.

Note  If the item you want to recover isn't there, it's likely that the recovery time has expired for that item.

Click Recover to return the selected item to your Deleted Items folder, or click Permanently Delete to permanently remove the item.

Related Categories:

Microsoft Entourage 2008 Not Seeing New Mail in Exchange

You are receiving new mail in your web mail, but not in Entourage 2008 set up under Exchange.

For some users, quitting then restarting Entourage does the trick.
For others, rebooting the Mac fixes it.

If neither of those works,  you may have to Clear the Cache.
This tells Entourage to forget everything it thinks it knows about your mail on the server and go get it anew.

Here’s how to do that:

In the Mail window,  Right-click (or Control-Click) on your main account. (It might be your name.)
In the contextual menu, select Folder Properties.

In the new window press the “Empty” button under “Empty Cache”.
Go get coffee, it may take awhile to re-download your mail.

When it’s finished your mail should be synchronizing again.

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Entourage 2008 Mail Clean Up

Entourage 2008  Mailbox Cleanup

Do you know how big your mailbox is? What is the default size limit of an Outlook/Exchange mailbox?  How much e-mail are you storing? What happens when you're near the limit? It is important to understand the answers to these questions so you aren't prevented from sending and/or receiving e-mail.

The default mailbox size is 500MB. This limit is set up by the UMB System Administrators and can be increased upon request. To do this, please contact IT Service Desk  at 617-287-5220, or send an email to ITservicedesk@umb.edu, or visit the IT Service Desk on the third floor of the Healey Library on campus (mail drop: 090-03-007).

If you reach your limit, you'll get a message about the possibility of being unable to send or receive messages (when approaching ~450MB).  Don't panic, with these first warnings you are still fully able to send and receive email messages.  However, if you don't do some cleanup you'll eventually receive some more warnings about not being able to send messages (when approaching ~500MB).  Finally, if you still don't clean up your mailbox, you'll eventually be unable to receive messages at all (once limit is exceeded).

What can you do?

Related Categories:
Email | Microsoft Outlook/Entourage

MIcrosoft Entourage 2008 Finding Internet Headers

Expanding Headers to Report Spam to Postmaster

The instructions below assume you are expanding headers of Spam messages to forward them to ITservicedesk@umb.edu

1. Open the mesasge that is SPAM
2. Click on Message> Internet Headers. Its at the bottom of the list. A new window will open. That window lists the path that the Email took from the sender to the receiver. 
3. Past the information there into either a text or word document. If there is more then one SPAM that you want to report, create separate documents for each Email.
4. Open a new message window and type ITservicedesk@umb.edu on the To: line AND Subject:line type in SPAM.
5. Attach all the documents to the Email, write a short note about the contents then and press Send.

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Outlook 2003 Viewing Other Calendars

Viewing Other Calendars

If you want to open someone else's calendar or the calendar of a meeting room, etc. then you should be able to do the following, unless the owner of the calendar has restricted permissions on their calendar .
From the Outlook File menu:

• Select Open
• Then select Other User's Folder
• Type the last name of the user or resource (or click the Name button to browse for it)
• Under 'Folder type:' pull down the menu, select Calendar
• Press OK
• The dialog box "Open Other User's Folder" appears with the name you've selected
• Click the OK button and the calendar should appear.

In subsequent Outlook sessions you can pick this user's name directly from the Open menu because Outlook keeps several of the recently opened Calendars in memory. You should also see it listed under Other Calendars in the Calendar window of Outlook.

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Outlook 2003 Calendar Permissions

Calendar Permissions

Granting Others Permission to View/Edit
In your folder list:

• Right click on your default Calendar (the one which came with Outlook -- this is the only Calendar which other people are going to be able to see)
• Select Properties
• Permissions tab
• Press Add button
• In the "Type Name or Select from List" box, type the last name of the person
• Click the Add button
• Click OK
• You will now select the correct level of access to give the person
• Press OK

While you are here, verify that Default has the permissions you desire. This will control the access to your Calendar for everyone else at SLAC which uses Outlook.

Related Categories:

Microsoft Outlook 2003 Setting Your Work Hours

Set Your Work Hours

It is important to enter your busy time so you are not invited to a meeting when you have other plans. Outlook defaults to a workday of 8AM to 5PM, Monday through Friday. You should customize your calendar to define when your workday and workweek actually begin and end.

To set your work hours in Outlook:

• Select Tools
• Options
• Preferences tab
• Press Calendar Options button.

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Outlook 2003 Scheduling a Meeting

Inviting People
To schedule a meeting:

• From Outlook Calendar;
• Highlight the time and select Actions;
• Select New Meeting Request (or press Ctrl+Shift+Q);
• This will bring up the Meeting Request form;
• Type the subject of the meeting and any other information in the body of the message;
• Select the To button;
• In the "Type Name or Select from list" box type the last names of the people you would like to include;
• Then press either the Required or Optional button at the bottom;
• Repeat the look-up of people and pressing Required or Optional until all the people have been invited.

Inviting Resources (booking a conference room for your meeting)
Continuing from above (after you have invited all the people):

• Press the To button again and select the meeting room;
• This time you will press the Resources button at the bottom of the screen. This button is only used for inviting resources and causes special things to happen with conference room bookings. If you use either of the other two buttons the room will not be booked.

Checking Attendee Availability and Sending Request
Click on the Attendee Availability tab and you should see the people and resources you've selected. They will be marked with:

• blue (busy);
• light blue (tentative appointments);
• purple (out of office);
• slashes (no data available); or
• white (free).

You may need to adjust the date and/or time of your meeting until all the required people and the conference room are all available. When you are satisfied you've got all the people and resources needed:

• Press Send button in upper left corner.

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Outlook 2003 Printing Your Calendar

Printing Your Calendar

If you'd like to print the information stored in the body of meetings/appointments you can do so as follows:

• Click Calendar
• On the View menu select Arrange By
• Select Current View
• Select Day/Week/Month if it isn't already selected
• Display the days you want to print and on the File menu select Print
• In the Print style box select Calendar Details Style
• Also, to start a new page at the start of every day, week, or month click Page Setup
• Select the "Start a new page each" check box
• Select an option
• Click Print

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Outlook 2003 Creating Calendar Appointments

Creating Appointments

To create a new appointment, click the New Appointment button on the far left side of the standard calendar toolbar. The menu command is Action, New Appointment.

If you like the keyboard shortcut method you can press Ctrl+n to activate the New Appointment window. The Ctrl+n shortcut creates a new input form specific to the area of Outlook you are currently in. For example, if you are in the Inbox Ctrl-n would open a new message window. If you are in Contacts Ctrl+n would open a new contact window. However, Ctrl+Shift+A opens a new appointment window no matter where you are in Outlook.

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Outlook 2003 Sharing Individual Folders in Exchange

How to share individual Folders within your Exchange Mailbox

You may have a need to share an individual (personal) folder within your mailbox other than the most commonly shared items like Calendar, Tasks, Inbox, Contacts, Notes and Journal.  Please review the following Web page about Multiple Mailboxes Access. This explains the concept of granting someone "Super-Delegate" (Full access) or "Ordinary-Delegate" (Partial access) to your mailbox in more detail.  This is important to understand since sharing these types of folders requires you to grant "Delegate" access in order for it to work.  Note:  A delegate is a user whom you granted access to your mailbox and thereby automatically has the right to send e-mail messages "On Behalf Of" you.

In this situation where you want to share one or more folders but not everything; you will grant only Partial access (Ordinary-Delegate) to that person.

1)  First, you need to add the person as the Delegate:

From your Outlook client;
Tools;
Options;
Delegates tab;
Add button;
Select your name from the Global Address List;
Press the Add button at the bottom of the screen;
Press OK;
Edit the permissions as desired;
Press OK twice.

2)  Next, you need to first share out your Mailbox-Name (Note: this is the very Top level of your Mailbox Folder which contains everything else underneath it):

From your Outlook Folder tree view (left pane);
Select your Mailbox-Name (Last-name, First-name);
Right click, Select Sharing...
In the Permissions Tab;
Add button;
Select the name of the person you want to share your mailbox with;
Press the Add button at the bottom of the screen;
Press OK;
Edit the Permission Level;
Select the appropriate Role (at a minimum, you need to give him/her a "Reviewer" role at this level - read access);
Press OK to exit.

3)  Next, you need to explicitly share out the folder item that you intend to share (which is actually a sub-folder beneath your Mailbox Name):

Select the Folder name (i.e. "My Shared Folder");
Right click, Select Sharing...
In the Permissions Tab;
Add button;
Select the name of the person you want to share this folder with -  - should be the same person as above;
Press the Add button at the bottom of the screen;
Press OK;
Edit the Permission Level, Select the appropriate Role;
Press OK to exit.

4)  Finally, ask the person to access your shared folder.  Note that the person will have to view it as an 'additional' mailbox which needs to be added in the Advanced Tab of his/her Outlook profile.  This is the only method to view such shared folders.  The additional mailbox will be listed as part of his/her Outlook folder tree.  Note: Only your Mailbox-Name plus any explicitly Shared folder will be shown. 

The following steps will accomplish this: 
From his/her Outlook client;
Tools;
E-mail Accounts;
Next button;
Change button;
More Settings button;
Advanced tab;
Add button;
Fill in the name of the account (your account);
Press OK button;
Now press OK;
Next;
Finish.

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Outlook 2003 Sending Email for Another Person

Sending E-mail for Someone Else (Send on Behalf of mailbox owner)

If you need to send E-mails out on behalf of someone else on the From: line (e.g. your boss) there are a couple methods which will work.

If you have Full Mailbox Access permissions on their mailbox (aka "super-delegate").

Once you have already been given Full Mailbox Access (aka "super-delegate") as described here , you need to open that mailbox by listing it as an additional mailbox as part of your Outlook folder tree.  

Then, it's as simple as displaying the From: field and typing the other person's name.

In the e-mail compose window:

• Select View menu;
• Select From Field;
• Now you can type the other person's name on the From line;
• The e-mail will arrive looking just as if the other person sent it.  

If you only need Partial Mailbox access on their mailbox (aka "ordinary-delegate").

If you only need partial mailbox access, then you'll need the other person to make you a Delegate on their e-mail.

Please ask the other person to grant you Delegate access from his/her Outlook client. Here's a description and instructions on how to do this. 

After you are listed as a Delegate on their Inbox you will be able to send e-mails On Behalf Of them.  In the e-mail compose window:

• Select View menu;
• Select From Field;
• Now you can type the other person's name on the From line;
• The e-mail will arrive at the destination with a From address looking something like this: Your Name [on behalf of His/her Name].

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Outlook 2003 Expanding Interenet Headers

Expanding Headers to Report Spam to Postmaster

The instructions below assume you are expanding headers of Spam messages to forward them to ITservicedesk@umb.edu

1. Open a new message window and type ITservicedesk@umb.edu on the To: line;
2. Drag the Spam message into the new message window (the headers are automatically included for us);
3. Only put one Spam item in each message to postmaster! If you put more than one then all the headers are put together and it is useless for the vendor;

Press Send.

Headers are the path or servers on the internet which the Email took to get from the sender to the receiver.

Please remember that 95% of the SPAM that UMB receives  is stopped at the server level, but not all SPAM can be blocked. 

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Outlook 2003 Custom Out of Office

Custom Out of Office

Many of us would like to use the Outlook "Out of Office" feature but we don't want to reply to spammers. In order to get around this problem we have documented the steps below so you can create your own rule in Outlook to reply to only the e-mails from UMB addresses, but no others. Or perhaps you'll want to reply to everyone (UMB or non-UMB addresses), but you don't want to reply to the e-mails with [SPAM: in the Subject line. You can make these rules as simple or as complex as you like. It is highly recommended you test your rule for awhile before depending on it to do all you expect.

One down-side to creating an Out of Office using the Rules Wizard is it cannot be programmed the way the real Out of Office is. That is, the real Out of Office will reply only once/day per unique e-mail address. This is something we cannot fix.

The rule below will not respond to any e-mails coming in from offsite, nor will it respond to UMB mailing lists which can be really annoying to the members of the mailing lists.

Creating a Custom Out of Office Rule in Outlook 2003

• Go to Tools menu; press Rules and Alerts; press New Rule; select Check Messages when they Arrive under Start from a blank rule; click Next
• Select condition(s) window:
  • Put a checkmark in the box which says "where my name is in the To box";
  • Press Next
• Select action(s) window:
  • Put a checkmark in the box which says "have server reply using a specific message";
  • Click on specific message in the lower window and fill in the e-mail Subject and Body that you'd like to send out;
  • Press Save and Close;
  • Press Next
• Select exception(s) window
  • To NOT reply to e-mails from UMB mailing list servers:
    • Put a checkmark in the box which says "except with specific words in the sender's address";
    • Click on specific words in the lower window and type @lists.umb.edu and press Add button;
    • Press OK;
  • To NOT reply to other Out of Office messages:
    • Put a checkmark in the box which says "except if it is an Out of Office message";
  • To NOT reply to e-mails with SPAM in the Subject:
    • Put a checkmark in the box which says "except if the subject contains specific words";
    • Click on specific words in the lower window and type [SPAM: and press Add button;
    • Press OK;
  • To NOT reply to e-mails from yourself, specific people, or specific distribution lists:
    • Put a checkmark in the box which says "except if from people or distribution list";
    • Click on people or distribution list in the lower window and select addresses from the UMB directory, or type any email address in the lower window, each one separated by a semi-colon;
    • Press OK;
  • Press Next
• Finish rule setup window:
  • Give it a useful name
  • You'll have a rule which looks something like this:

• Press Finish

• This rule should probably be placed at the top of your list of rules so it always fires.
• You can check and uncheck the box to make it active or inactive.
• You can also edit the rule to change the body of your Out of Office message as needed.

Again, it is highly recommended you test your rule for awhile before depending on it to do all you expect.

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Outlook Manual Archiving to Personal Folders

Manual Archive to Personal Folders

Personal folders are Outlook folders stored on a hard-drive (local or networked) rather than on the Microsoft Exchange Server.

We don't recommend moving messages off the Exchange server as it causes confusion when people are looking for archived messages. For example: you have archived messages to Z: drive from your office computer and then you go home and read email and you don't have access to the Z: drive... Instead of archiving messages we really prefer you make your best effort at mailbox cleanup and if you are still running into quota limits then just ask for an increase from ITservicedesk@umb.edu

If you are convinced that manual archive is what you want to do then we recommend you store your personal folders on your Windows home directory (Z: drive) instead of your local computer so that it can be backed up centrally. Keep in mind that unless Outlook is closed your file cannot be backed up since it is still in use by Outlook. Please close Outlook every night.

Adding Personal Folders

Start by creating a folder on your Windows home directory (Z:) called Private where you'll store the e-mail. After you create the folder, give it the proper Windows permissions so that it is not visible to everyone. What you want to see when you right-click on it and select Properties and Security is your windows account, System, and Administrators. Do not include Everyone or Authenticated Users. If you need help with the permissions please contact the ITservicedesk@umb.edu

Then open Outlook and do the following in the menu bar:

• Choose File;
• Open the drop-down menu under New;
• Click on Outlook Data File;
• Click on Outlook Personal Folders File (this will allow you to save > 2Gig in the file);
• Click the OK button.

In the next dialog box, locate your Windows home directory and double-click on the Private folder you created above. Go to the bottom of the dialog box under File name: and enter a name for the file. Be sure to make it easily identifiable (e.g. EmailArchive) and click the OK button.

In the next window you can give the folders a descriptive name like "EmailArchive" as well. Defaults for all other options are best. Click OK button.

Before you start moving your e-mails to your Z: drive you should check your current quota and free space:

Now you can just drag e-mails and/or folders from the Exchange server to this new set of folders. They are accessible to you via Outlook from this computer as long as the Z: drive is connected to your computer.

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Outlook 2003 Mailbox Clean up

Outlook 2003 Mailbox Cleanup

Do you know how big your mailbox is? What is the default size limit of an Outlook/Exchange mailbox?  How much e-mail are you storing? What happens when you're near the limit? It is important to understand the answers to these questions so you aren't prevented from sending and/or receiving e-mail.

The default mailbox size is 500MB. This limit is set up by the UMB System Administrators and can be increased upon request. To do this, please contact IT Service Desk  at 617-287-5220, or send an email to ITservicedesk@umb.edu, or visit the IT Service Desk on the third floor of the Healey Library on campus (mail drop: 090-03-007).

If you reach your limit, you'll get a message about the possibility of being unable to send or receive messages (when approaching ~450MB).  Don't panic, with these first warnings you are still fully able to send and receive email messages.  However, if you don't do some cleanup you'll eventually receive some more warnings about not being able to send messages (when approaching ~500MB).  Finally, if you still don't clean up your mailbox, you'll eventually be unable to receive messages at all (once limit is exceeded).

What can you do?

In Outlook 2003 there is a tool called Mailbox Cleanup used to manage the size of your mailbox. By using this tool, you can manage the size of your mailbox to improve the overall performance of Microsoft Outlook.

With this tool you can: view the size of your mailbox and individual folders, locate any items that are older than a certain date or items larger than a certain size, and View or Empty items in your Deleted Items folder.

• On the Tools menu, click Mailbox Cleanup.
• Do any of the following:
  • View the total size of your mailbox and of individual folders within it.
  • Find items older than a certain date.
  • Find items that are larger than a certain KB size.
  • Archive items using AutoArchive.
  • View the size of your Deleted Items folder.
  • Empty your Deleted Items folder.
  • View the size of your Conflicts folder.
  • Delete your Conflicts folder.

You will see a window like this one:

Finding Total Size of Mailbox and Individual Folders

Click on the "View Mailbox Size..." button.

You'll see the total size of the mailbox and individual mail folders.

Finding Large Messages

Select "Find items larger than" and then fill in a size.

Press Find... and you'll see an Advanced Find window open and it will locate the messages.

You can delete the messages you no longer need.

Finding Old Messages

Select "Find items older than" and then fill in the number of days. Press the "Find..." button.

The Advanced Find window opens and it will locate the messages.

You can delete the messages you no longer need.

Cleaning Out Your Trash

Click on the "View Deleted Items Size..." button to view items in your Deleted Items folder and/or press Empty to delete items from your Deleted Items folder.

You can still retrieve them via Recover Deleted Items feature for 30 days.

*Deleted Items folder should probably be emptied upon each exit from Outlook.

This is set via: Tools; Options; Other... place a checkmark in the top box.

Finding Messages with Attachments

For this you'll use the Advanced Find feature directly.

From the Tools menu select Find and then Advanced Find.

Press the Browse button and click on the top-most folder (e.g. Mailbox - ...) and press OK.

Select the More Choices tab and place a checkmark in the box labeled "only items with - one or more attachments".

You can fill in a minimum size in the lower part of this window too if you want (e.g. "greater than" and "1000" to find those > 1MB).

Press the Find Now button and it will begin the search.

When it is completed you can delete the messages you no longer need from the displayed window.

Removing Attachments from messages

Based on the previous procedure (Finding Messages with Attachments); once you find the messages with attachments, your may choose to remove the attachment only and leave the original message in your mailbox:
Open the message in Outlook, right click the attachment, and select Remove. 

Then save the message when prompted. 

Note that there will be no indication that there ever was an attachment after this action is taken.

Reduce Items Count In Core Folders

For performance reasons, it's strongly suggested that both the "Inbox" and "Sent Items" folders (known as Outlook Core folders) are kept with the minimum amount of items at any given time. 

The larger the messages in your Inbox, the lesser the number of messages you ought to keep in it. 

To obtain optimal performance for your online Outlook client, the contents of each of these two core folders should not exceed 100MB.  This can be achieved by creating more mailbox folders and moving/filing messages accordingly.
    

Extra Cleaning Tips:

1. With Outlook 2003, use the "Large Mail" under the "Search Folders" (bottom of Outlook left pane) to identify really big saved messages.  You'll see messages grouped by Size categories (Enormous, Huge, Very Large and Large). 

Review and delete those you don't need any longer.

2. Sort your "Sent Items" folder by size and remove large unneeded messages.

3. Look for mail items you may have in your "Junk E-mail" folder, review and delete unwanted messages.
 

4. If after all the above, you still need to archive some personal folders, see the Manual Archive to Personal Folders FAQ for the procedures on how to manually archive folders into your home directory.

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Outlook 2003 Managing Personal Distribution Lists

Managing Personal Distribution Lists

Create a Personal Distribution List

• From the Contacts folder, choose Actions from the menu bar; then select New Distribution List or you can use the keyboard shortcut Ctrl+shift+L.
• Enter a name for the distribution list in the Name text box.
• To add people from your Address Book list click the Select Members button.
• From the Select Members dialog box, click a name you want to add to the list. Then click the add button, or just double-click the person's name.
• Continue adding members to the list until all members have been added and click the OK button.
• You may also add people who are not in one of your address books by clicking the Add New button instead of Select Members button. Then enter the person's name and e-mail address.
• When you are done adding all the people you want click the Save and Close button to save the list to your Contacts folder.

Add New Members to Existing DL

• From the Contacts folder, double-click the name of distribution list you want to add to.
• Click the Select Members button to select from your address list or click the Add New button to open the Add New member dialog box.
• The Add New Member dialog box will appear. Enter the person's name and e-mail address.
• Click the OK button.
• Click the Save and Close button.

Remove Members

• In the Contacts folder, double-click the name of the distribution.
• Select the name you want to remove.
• Click the Remove button to remove the person from the list.
• Click the Save and Close button.

Sending E-mail to Certain Members of a DL

• Open a new e-mail message by clicking the New button.
• Press the To button.
• In the Select Names dialog box under "Show Names from the:" select Contacts. You may need to scroll up or down to the bottom of the list depending on your setup.
• Right click the distribution list you selected.
• Select Properties.
• Select the members you want to send the message to by holding down the Ctrl key and clicking on the names.
• Press the To button.
• Press the OK button in the properties dialog box.
• Under the Message recipients, you should see a list of members you selected to send the message to. Click the OK button.
• The selected members of the distribution list should now appear in the To field of your new message. Compose your message as usual and press the Send button.

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Outlook 2003 Accessing Multiple Mailboxes

Accessing Multiple Mailboxes

If you need to have more than one Mailbox opened within your Outlook client at one time (e.g.: yours and your bosses; or yours and a colleague's or group mailbox; etc.), the following information explains what you will need:

Summary of Providing or obtaining "Delegate" Permissions
 

This process is called "delegation".  A delegate is a user who has been granted access to another person's mailbox and thereby has the right to send e-mail messages "On Behalf Of" that mailbox owner.
 

Choose the Necessary Delegate Permission Type: "Super-Delegate" or "Ordinary-Delegate"
 

A "super-delegate" is one who has Full mailbox access permissions to the other person's mailbox.  Some of your group functional and operational needs may require you to have this type of access.  This cannot be done through the Outlook e-mail client.  The mailbox owner will need to authorize it by sending a request to ITservicedesk@umb.edu to have this type of access granted.  Note that there's an additional feature that the ITservicedesk@umb.edu can enable if you need "Send As" permissions.  This is a special permission that will allow you to send and reply to e-mail messages as though you were the mailbox owner (impersonation).    
 

An "ordinary-delegate" is one who has only partial access to the other person's mailbox.  As an ordinary delegate, you will be able to send and reply to any e-mail messages "On Behalf Of" that mailbox owner without having Full access to the entire contents/folders of that person's mailbox.  This can be done by the mailbox owner through Outlook.  Here's how:

How to grant (ordinary) Delegate access to someone else into your mailbox within Outlook.

The person granting delegation will need to do the following in Outlook in order to enable this (if they haven't already):

• Tools;
• Options;
• Delegates tab;
• Add button;
• Select your name from the Global Address List;
• Press the Add button at the bottom of the screen;
• Press OK;
• Edit the permissions as desired (for Calendar, Tasks, Inbox, Contacts, Notes, Journal).  
• Press OK twice.

Get the Mailbox Added to Outlook

It is assumed that you have obtained the necessary Delegate permissions, either "super-delegate" or "ordinary-delegate".  Now the additional mailbox needs to be added in the Advanced Tab of your Outlook profile so that will be listed as part of your Outlook folder tree.
 

The following steps will accomplish this:

• Tools;
• E-mail Accounts;
• Next button;
• Change button;
• More Settings button;
• Advanced tab;
• Add button;
• Fill in the name of the account;
• Press OK button;
• Now press OK;
• Next;
• Finish.

Related Categories:

Microsoft Outlook 2003 Recovering Deleted Items

Recovering Deleted Items

By default, Exchange saves deleted items in the "Deleted Items" folder on the Exchange server. To recover mail items from this folder

Using Outlook 2003

• Click on the Deleted Items folder
• Select the item(s) you want to recover
• Click on the right mouse button
• Select Move to Folder
• Select the folder you want to move the mail items to and click OK

From the Dumpster
If mail items are no longer in the "Deleted Items" folder, you'll need to recover them from the dumpster. When you empty your Deleted Items folder they are held in the "dumpster" for 30 days.
To recover items from "dumpster" you'll need to:

Using Outlook 2003

• Select "Deleted Items" folder
• Go to the top menu and select Tools, Recover Deleted Items
• Select the item(s) you want to recover
• On the menu bar in this window, click on the icon with the envelope (Recover Deleted Items)
• They will be restored to your Deleted Items folder
• Move them to their original folder by using the instructions in the prior section

Using Outlook Web Access with Internet Explorer
(https://email.umb.edu )

• Select "Deleted Items" folder
• Go to the line of icons just above the folder headings and click on the one for "Recover Deleted Items"
• A new window will pop up and you can select the item(s) you want to recover
• Then press the Recover button in the upper left of the window
• They will be restored to your Deleted Items folder
• Press the Close button to close this extra window
• Move them to their original folder by dragging them or by using the Move/Copy icon.

Using Outlook Web Access with Firefox
(https://email.umb.edu )

• Select Options from the list at the left
• Scroll down until you find the Recover Deleted Items section
• Press the View Items button
• Select the item(s) you want to recover and press the Recover button at the top
• Press the Close button to take you back to the Options window
• Select Folders icon along the left and look in your Deleted Items folder for the recovered item(s)
• Move them to their original folder by using the Move icon.

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Outlook 2003 Filtering Email

Filtering E-mail

If there are certain e-mails which you do not want to see you can usually create a rule to filter it to another folder (Deleted Items) so that it doesn't clutter your Inbox. Please see below for the menu items to look for to get started with creating the rule or filter.

OUTLOOK 2003
Tools> Rules and Alerts

Set up the rule you want to move this message to whatever folder you like. If you want the rule to work 100% of the time then be sure it is not a "client-only" rule. When you press Finish you may see Client-only in its name. In this case you put a local trigger on the rule (e.g. flag, etc.)

THUNDERBIRD
Tools>Message Filters

Set up the rule you want...

ENTOURAGE

Tools>rules> mail (exchange)

Click on New to set up rule(s) that you want.

Related Categories:
Email | Microsoft Outlook/Entourage

Microsoft Outlook 2003 AutoArchive

Turn Off AutoArchive

One of the biggest problems new Outlook users run into is "disappearing" e-mails. This almost always comes down to AutoArchive being enabled. We recommend everyone disable this feature immediately.
Disable it as follows:

• Tools;
• Options;
• Other tab;
• AutoArchive button;
• Uncheck the top box;
• Click OK. 

Related Categories:
Email | Microsoft Outlook/Entourage

Cell Phones-Policies and Procedure

The find more information of cell policy and procedure click here

Related Categories:
Telephone & Blackberry | Blackberry/Mobile Devices

PeopleSoft Systems on Campus

What is PeopleSoft?

PeopleSoft is the name of the software used at UMass for a variety of systems, so it is important to specify the particular system required.

Click on the links below to go to the main pages of each of these systems.

• Student Information System WISER
• Human Resources - HR Direct
• Finance 8.9

Related Categories:

Voicemail for Desktop Phones

Related Categories:
Telephone & Blackberry

Conference Call Services

Related Categories:
Telephone & Blackberry | Setting up Voice Point / Conference Call

Telephone - About - Telephone Directory Book (UMass-Boston Campus)

The publication of the UMass-Boston telephone directory book used to be the sole responsibility of the Telecommunications Services. However, through the years, the significant growth of the university brought to the forefront the need for collaboration with other university departments to bring together the varied specializations that these offices can contribute towards publishing an efficient campus telephone directory. A directory committee was formed 3 years ago spearheaded by Elizabeth Kilcoyne and included the offices of Human Resources, Customer Services, Division of Information Technology (IT), Quinn Graphics and Telecom. In 2008, Linda O'Brien, director of Customer Services office took over the helm of the directory committee. 

The telephone book is published annually. Months before publication, the Customer Services office sends a list to all departments to update their database. This information together with other data culled from Telecom records and HR database is the basis for information that will be included in the campus directory book. Accurate information provided will ensure a correct listing not only in the published directory book but also in the UMass-Boston online directory.*

This year, 2009, there was a deviation in the publication of the directory where the contents only included departmental as well as key personnel in the departments. However, for your telephone directory needs the university community may:

• Dial "0" for the UMass Boston switchboard for assistance, or

• Go online and visit the directory page of the UMass Boston's website at http://www.umb.edu
  

We strongly encouraged our customers to check their own listings online to check for accuracy. Any incorrect information should be reported to the IT, Services Desk and send them an email at itservicedesk@umb.edu together with the correct information. Please remember that our records are only as good as the information that is provided to us. We enlist your help in making the data in Telecommunications as accurate as possible.

**********************************************************************************

*Important Notes: The online directory is updated bi-weekly. If you have requested for changes or updates in your online information, please allow at least 10 working days for these changes to take effect.

Related Categories:
Telephone & Blackberry

Authorization/Access/Long-distance Code (Authcode)

Related Categories:
Telephone & Blackberry

Telecommunications Services

Related Categories:
Telephone & Blackberry

Telephone - About - Special Notes on Telephone Use and Abuse

As employees and students of this public university, we have an obligation to the citizens of the Commonwealth to use our agency’s appropriated funds prudently and responsibly. It is imperative that we earn and maintain the trust of those who have provided most of the needed financial resources to allow us to build and operate our university. One of the small, but still important ways we can maintain that trust is through the proper use of the telephone facilities and the avoidance of more expensive services available.

The Telecommunications Office issues monthly statements of detailed charges for each telephone on the campus. In addition, summary reports are distributed to section heads showing usage statistics within the department. Please use these reports to help control costs.

Beyond this, the following rules have been promulgated by the Administration to complement this effort by discouraging more expensive operator assisted calling and prohibiting personal calling. Please observe them and encourage others to do so.

The private use of the telephone is in principle strictly forbidden. Personal calls should be made from the remaining coin-box telephones on campus or from your own personal cell phone. Should an employee find it necessary, in an emergency, to place a personal call from his or her desk, the cost of the call will be charged to the individual.

Third party calls (toll calls not made from the campus but charged to the university) are similarly prohibited. Any employee with special job-related requirements for such calling should address a written request to the Telecommunications Office, explaining the need for off-campus toll calling. Calls of this nature should be made using university issued cell phones and all incoming and outgoing calls should be for university business only.

Collect calls are strongly discouraged. Employees, who must make or receive collect calls, can do so only through the switchboard, 617-287-5000. University console operators will ask for approval only through appropriate unit head before accepting any call. Employees may not accept collect calls that have not been forwarded by the console operators. Charges for such calls will be deducted from departmental allocations.

Please remember that these categories of calls represent relatively simple expenses to cut in order to save funds for more important programmatic expenses. The surcharges for operator assisted third party and collect calls can easily quadruple the cost of a call. And of course, personal calls are entirely inappropriate to university budgets.

Thank you for your cooperation.

Revised June 2009/jm

Related Categories:
Telephone & Blackberry

Telephone - About - How to Transfer Calls to another Extension

• Pick up call on “Line 1”. If the call needs to be transferred,

• Press “Hold” button/key

• Hit “Access 2 or Line 2” button

• Put in the 5 digit number/extension where you want to transfer the call, 7-XXXX

• Once you put in the phone number (5 digit extension), you may wait for the other party to pick up and notify them or ...

• Hit the "Transfer" button/key to transfer the call immediately without announcing the call.

Related Categories:
Telephone & Blackberry