Q: I get an email from Business Development talking about something being changed and says I have an action item, what does this mean?A: This is a sharepoint automated email that should not be replied to via email. Instead there is a link to the Action Items area of the Business Development site in the email itself. This is where you should respond to any actions that are assigned to you.
Q: When I look at my Out-Of-Office autoreply in Outlook, it says the correct thing, but when someone sends an email, they get an old autoreply? Why is my autoreply an old one? A: There are two sections to the autoreply area in Outlook Web Access. One is for internal senders, and one is for external senders if you would like for them to have a different message. If you have turned on the different message for the external senders at some point, please make sure it is either updated with the correct information or changed so that all users, internal or external, get the same reply.
Q: I received an email about a Task that needs my approval. What do I need to do?
A: Please do not reply to this email as it is an automated email from sharepoint. The first step you need to take is to read the document or task that needs your approval by clicking the link in Step 1 of the email. Then proceed to step 3 of the task to edit the task.There are two ways to approve a task easily from the email. If you double click on the message in Outlook and open the email, next to the Reply button will be a button that says "Edit This Task". This will allow you to approve the task without ever leaving your inbox. The other way to approve or reject a task is to click on the "here" link at the end of Step 3 of the email where it says "Click here to request access." This will send you directly to the approval page on sharepoint where you can approve or reject the task.
Q: I get an email sent back to me when I send to a certain person. #550 5.1.1 RESOLVER.ADR.ExRecipNotFound; not found ## is part of the response email.
A: Please try eliminating your autocomplete entry from Outlook and try sending an email to that person again. To do this, create a new email message in Outlook, then start typing the name or email address you want to remove. Then use the down arrow to highlight the desired or undesired entry, then press Delete or Del on the keyboard to remove the entry. Then please re-send the email and see if you get the same response. If you do, please send an email to support@iiaweb.com.
Q: After trying to send an email to someone outside of IIa, I get an Undeliverable email that says "The following organization rejected your message", what do I do?
A: You will need to contact the intended recipient by another method as their email system is locked down so that only certain people can send to them. You will need to be added to their allowed senders or white-list in order to send an email successfully.
Q: I am receiving spam. How can I make it stop?
Q: How do I handle spam and my daily spam reports?
A: To read a documented procedure on how to handle all spam as well as your spam reports, go to http://tiny.iiaweb.com/spam to read the spam procedures document on Sharepoint.
Q: I sent an attachment to someone outside of our organization and they are unable to read it on their blackberry.
A: There are various reasons users may not be able to read files on their blackberries. Some companies have attachment reading disabled on their blackberries. Or they may not have the appropriate software installed on their blackberry to be able to read the attachment that was sent. They will need to contact their IT department to see what the reasoning is and how to resolve their issue.
Q: After searching for mail in Outlook Web Access, I can only see 100 emails as results.
A: This is a limitation of Outlook Web Access. Microsoft is working on a fix for it, but it may be some time. Please try refining your search to find the appropriate email in the last 100 emails that fit the criteria appropriately.
Q: I sent an attachment to someone and they said it showed up as a winmail.dat attachment. What happened?
A: On various occasions USGS has received winmail.dat files from IIa after IIa users have attached a file to an email. This happens mainly because USGS uses a Domino server and Lotus notes for managing email similar to the way we use Microsoft Exchange and Outlook. In creating Outlook, Microsoft created a format for emails called Rich Text that can be read by most email programs. Unfortunately Lotus Notes is not one of those and as such, it changes the format of the attachment from the format you specified into a winmail.dat file. Web based programs like Outlook Web Access do not have the same problems. There are programs and websites like http://www.winmaildat.com/ that will convert the file for them into a readable file, but if you would rather them not have to go through these steps, you do have the ability to change a setting to always send emails to them in a readable format. To send emails to USGS in a readable format, there are a few options. Send all mail to all recipients as HTML – To send all mail as HTML in Outlook, go to Tools - Options - Mail Format to see the default message format (should be HTML), then click on the Internet Format to see Outlook Rich text option to convert messages and ensure that Convert to HTML format is assigned here as well. Send all mail to a specific recipient as HTML – If you correspond to a specific person on a regular basis and want to ensure that they get emails in HTML format you can add them to your contacts, then open the contact that includes their email address. Then right click on their email address and choose Send Options. After choosing Send Options, check the box that says “I want to specify the format for messages to this recipient.” Then choose HTML. Or if they are simply in your autocomplete and not a part of our Global Address list, simply right click on their email address after it is in the To: line of a message and Choose Send options and follow the same steps. Send single message in the appropriate format – If you are composing an email and want to make sure it is set to the appropriate format, go to the Options tab of the email and make sure that HTML is chosen as the format the message will be sent in.
Q: I did not receive an email that I should have gotten. How can I make sure it isn't something wrong with our system?
A: We are only able to check tracking records for the past 7 days, so please submit requests for tracking within the 7 day period so that we can have all information at our disposal and can track down any issues that may be happening with email. |
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