Email

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=Maintenance = Email/mailbox maintenance is important to consider from time to time since hard disk space is not unlimited. We must all be careful custodians of this resource. Email quotas have been established to further secure our mail traffic, provide a better method of disk management and provide uniformity to mailbox configuration across the district.

Please follow the steps below to verify mailbox size and potential solutions for archiving mail:

Verifying current mailbox size
 * 1) While in Outlook, right-click your mailbox name from the folder tree
 * 2) Choose “Properties for Mailbox – [your name]”
 * 3) Towards the bottom, click Folder Size…
 * 4) Third line down, mark the number beside “Total size (including subfolders)”
 * 5) Most users will need to remain below 500,000 KB (A.K.A. 500 MB). *A warning message will appear at 490 MB; if the quota is reached all mail flow will cease until the mailbox is cleaned up.

 If mail items need to be saved, you may want to consider deleting items by date or level of importance. You may also consider creating a .PST (Personal Folder) for archiving mail outside of the server; therefore not counted toward your mail quota. See the KB article on creating/using a PST (Personal Folder). =

= =PST File/Folder = A personal folder or .PST file is an email archive that allows the user to store email outside of the email server. The location of the actual file (e.g. “test.pst”) can be specified to be located anywhere the user deems most convenient. In general, we recommend that you store your PST in your Z:\ drive to ensure it is included in the nightly backup. As more email is stored in the PST, the file will increase in size.


 * 1) To create a PST, simply click File, then choose New…, and then choose “Outlook Data File”.
 * 2) Select “Office Outlook Personal Folders File (.pst)” and click OK.
 * 3) You will be prompted to choose a location to store the file; again we recommend a location in your Z: drive.
 * 4) In the ‘Create Microsoft Personal Folders’ window, enter a name for the PST, then click OK (*NOTE: do not enter/set a password as this will prohibit the file from being backed-up).
 * 5) <span style="font-family: Arial,Helvetica,sans-serif;">You will now notice a new email folder entry in your folder list in Outlook. By default the new folder will appear at the bottom:
 * 6) <span style="font-family: Arial,Helvetica,sans-serif;">Simply right-click on the new PST and select New Folder to add subfolders to help you further sort mail.

<span style="font-family: Arial,Helvetica,sans-serif;">Any email item dragged/moved to the PST will be removed from the mail server and stored in the PST.

=<span style="font-family: Arial,Helvetica,sans-serif;">Outlook Web Access (OWA) = <span style="font-family: Arial,Helvetica,sans-serif;">All members of the OJR staff, faculty and board members receive an OJRSD.COM email account. Most members will access their email via Microsoft Outlook, which is installed on staff & faculty laptops only. Other members such as aides, project staff or board members may access their email via the internet or Outlook Web Access (OWA).

<span style="font-family: Arial,Helvetica,sans-serif;">Use the following URL: [|https://www.email.ojrsd.com]

<span style="font-family: Arial,Helvetica,sans-serif;">Enter your network username and password and click Log On.

<span style="font-family: Arial,Helvetica,sans-serif;">*NOTE: Choose Public if you are on a non-District computer or laptop. Select Private if you are accessing email from a District-owned computer.

<span style="font-family: Arial,Helvetica,sans-serif;">If prompted choose Eastern timezone.

=Voicemail in Email= (Voice mail to Outlook Setup-New Modular Messaging)
 * First go to Tools then Account Settings select New.
 * Then select the POP3, IMAP, or HTTP option
 * Then select the box at the bottom “To manually configure server settings…" Click Next.
 * Then select Internet E-mail, click Next
 * Fill in the following information (use your name and email address etc.). IMPORTANT: The User Name will be your telephone extension and the password is your voicemail password/PIN; check the box labeled “Remember password”. Click the “Test Account Settings…” button to verify the Incoming mail server login settings are correct (the Outgoing test will fail but this is to be expected and is not necessary for this function to work properly).
 * Click Next to complete.