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FAQ List: Exchange Staff

FAQ Most valuable

Can not add attachments using Chrome via the webmail.
Are you having problems with the performance of Outlook 2010?
Configuring exchange on a device I receive the following error msg: You can't connect this account to any more devices. Remove another device first with help from your system admin or Internet service provider.
All online archive mailboxes appear with the same name in Outlook 2010.
Topic: Lost e-mails
I use Outlook 2013 and cannot see my old e-mails

FAQ Mostly viewed

How to create an out-of-office message?
Can I access my KU Leuven mail outside the KU Leuven network (e.g. abroad)?
Can I check my mail using my internet browser?
I can't send attachments with webmail/OWA (Outlook Web App). Sometimes I can't send mails with webmail.
Where can I find the mail address of a KU Leuven student or KU Leuven staff?

FAQ Most recent

Een mail komt niet aan, welke informatie moet ik doorgeven en wat zijn de voornaamste oorzaken van het niet aankomen van een e-mail?
What are my email client's settings to read my KU Leuven email?
Where can I find the mail address of a KU Leuven student or KU Leuven staff?
Topic: Lost e-mails
I use Outlook 2013 and cannot see my old e-mails
Topic: Lost e-mails
Outlook sync problems: in Outlook folders are not consistent with OWA

FAQ Questions

POP is the no longer supported at the KU Leuven.
How do I admin share authorisation on calendars of administrative and resource mailboxes (room, equipment)?
In Thunderbird > I get an error #554 5.6.0 STOREDRV.Deliver; Corrupt message content >>> ##rfc822;u number@luna.kuleuven.be when sending emails with attachment.
What is SPAM and what can I do about it?
Where can I find the mail address of a KU Leuven student or KU Leuven staff?
Mails sent to a distribution list from the Outlook Address Book don't get sent to every recipient and / or error message "Too many recipients"
I can't send attachments with webmail/OWA (Outlook Web App). Sometimes I can't send mails with webmail.
Topic: Lost e-mails
I can only see the last e-mail from a specific discussion
In Outlook I want to copy mailfolders from mailbox A to mailbox B, with both mailboxes on the ICTS Exchange server. I get this error message:"Cannot copy this folder because it may contain private items".
What are my email client's settings to read my KU Leuven email?
How do I remove my outlook profile entirely.
Why do I get e-mails that are adressed to other people?
I also want to set my changed password in my mail client.
How can I read emails from an administrative mailbox via my webmail OWA?
I want an ESAT mailbox or I have an issue or question about my ESAT mailbox.
What is the attachment limit per email?
How can I archive my mails as a staff member?
I've shared my calendar with Exchange and "Availability, subject, location" as rights, but now this person only sees a blank calendar instead of my calendar.
I have received an email with a suspicious attachment. What should I do?
How can I delete mails permanently from my mailbox in OWA?
How do I as a staff member set up my Outlook for the Exchange server?
How can I make a back up of my archived emails? (f.i. when my account will expire)
I would like to have access to the mailbox from an (ex-)employee.
How can I have my K.U.Leuven email forwarded to a non K.U.Leuven email address?
I am staff and I reached the mailbox limit. What can I do?
What happens with my staff mailbox when I leave university?
Topic: Lost e-mails
I cannot find a certain email(s)/folder back in my mailbox. How can I find it back?
How to create an out-of-office message?
Why is it not possible for certain attachments to open in Outlook and/or OWA?
Topic: Lost e-mails
Outlook sync problems: in Outlook folders are not consistent with OWA
What does POP3, IMAP, SMTP mean?
Heb ik een mailbox op de centrale Exchange mail servers van de KU Leuven?
I received a message concerning an administrative mailbox I admin will expire soon.
I've never been able to log on to OWA: Outlook Web Access.
How can I change my e-mail address?
Topic: Lost e-mails
Suddenly mails or items that are older than 6 months are disappearing.
How do I request a resource mailbox (room)?
How do I request an equipement mailbox?
Welke clients worden ondersteund door het ICTS Servicepunt en het Exchange team?
Een mail komt niet aan, welke informatie moet ik doorgeven en wat zijn de voornaamste oorzaken van het niet aankomen van een e-mail?
Which are the supported browsers to read my email?
Via geen enkele e-mailaccount kunt u e-mail naar deze ontvanger versturen
.
Outlook 2003 blocked.
Changes from ActiveSync settings on your mobile device
All the sent and deleted items from the administrative mailbox are stored in my personal mailbox instead of the administrative mailbox. How do I solve this?
Can not add attachments using Chrome via the webmail.
Are you having problems with the performance of Outlook 2010?
All online archive mailboxes appear with the same name in Outlook 2010.
Configuring exchange on a device I receive the following error msg: You can't connect this account to any more devices. Remove another device first with help from your system admin or Internet service provider.
Topic: Lost e-mails
I use Outlook 2013 and cannot see my old e-mails
Can I check my mail using my internet browser?
Can I access my KU Leuven mail outside the KU Leuven network (e.g. abroad)?
What configuration data do I need as a member of KULeuven personnel to configure my e-mail account?

FAQ Answers:

POP is the no longer supported at the KU Leuven.
Because with a POP connection all your e-mails will disapear from the server and will be set locally on the computer you are using at that time. No copy will be keped on the server. In other words, you don't have a backup of your e-mails in case you use them locally. We recommend to use outlook and OWA as much as possible.
How do I admin share authorisation on calendars of administrative and resource mailboxes (room, equipment)?
In case you just want to provide authorisation on the calendar of the mailbox without providing full access rights on the entire mailbox:

- Make sure you have full access on the mailbox (authorisation given by the manager of the particular mailbox via https://gwbeheer.icts.kuleuven.be
- Create a seperate Outlook account on your computer connecting to the administrative or resource mailbox
- Start outlook with this profile (logon with your own credentials in case you have full access on this mailbox)
In Thunderbird > I get an error #554 5.6.0 STOREDRV.Deliver; Corrupt message content >>> ##rfc822;u number@luna.kuleuven.be when sending emails with attachment.
When a mail with attachment sent from a Thunderbird mail client doesn't arrive in the Exchange mailbox it was sent to, it's possible that the Thunderbird mail client adds a wrong mime type to the attachment. f.i. the client has to attach a MIME type "application/word" to a Word document, but in some cases Thunderbird adds"application/applefile". Exchange considers this as a mail with a corrupt content.

Please take following steps to restore the incomplete corrupt mimeTypes.rdf file on the sending computer:

Close Thunderbird.
2. Navigate to the following directories based upon your OS:
Windows 2000/XP: C: \ Documents and \ Application Data \ Thunderbird \ Profiles
Windows Vista:% userprofile% \ AppData \ Roaming \ Thunderbird \ Profiles
Mac OS X: \ Library \ Thunderbird \ Profile
3. Open the directory named with a random set of characters like "yo6luyl8.default". There may be multiple directories if you have multiple Thunderbird profiles.
4. Delete the file named 'mimeTypes.rdf.
5. Open Thunderbird and resend the email with the attachment.
What is SPAM and what can I do about it?
A complete description and possible sollutions can be found here. Sorry, only in dutch...
Where can I find the mail address of a KU Leuven student or KU Leuven staff?

You can find the e-mail address of KU Leuven staff in the staff database.

You can retrieve the e-mail address of a student at: student database
Note: You will only see the student's e-mail address if he published it on the web.

Mails sent to a distribution list from the Outlook Address Book don't get sent to every recipient and / or error message "Too many recipients"
Outlook mailing lists are limited to 100 recipients. The maximum of recipients in a minute is also 100.
Limit distribution lists to 100 recipients.
I can't send attachments with webmail/OWA (Outlook Web App). Sometimes I can't send mails with webmail.
  1. the attachment is still open in another software (eg wordprocessor)
    -> close the attachment in the other software
  2. the email-text is written in MSWord and then pasted in webmail
    -> use antoher editor to write your email (notepad, write)
  3. the email body (not the attachment) contains 'strange' characters. Ie: accents, quotes other than " and '.
    -> remove all strange characters from your email
Topic: Lost e-mails
I can only see the last e-mail from a specific discussion
With OWA from Exchange 2010 e-mails from one thread (mails being forwarded back and forward) grouped in an overview. You can open the thread by clicking the icon for the e-mail.


The other e-mails will apear



Discussion view can be unchecked on “view” followed by “Use discussions”.



In Outlook I want to copy mailfolders from mailbox A to mailbox B, with both mailboxes on the ICTS Exchange server. I get this error message:"Cannot copy this folder because it may contain private items".
You move the folder by holding the "CTRL"-button. This only works when there are no sub folders in the mail folder.
If that's the case, it's best practice to make a new mail profile in Outlook with mail folder A as main mail folder and open mailbox B as a secondary mailbox (through "Open these additional mailboxes" in Outlook Microsoft Exchange settings "more settings")
What are my email client's settings to read my KU Leuven email?
Here you can find the email client's settings: https://admin.kuleuven.be/icts/services/email
How do I remove my outlook profile entirely.

If you don't have sufficient authorisation to perform this procedure please contact your local network administrator

Remove the outlook profile via START - Control Panel - Mail (E-mail)
Remove the ook de corresponding ost (offline folder) files in C:\Documents and Settings\\Local Settings\Application Data\Microsoft\Outlook\.
Remove the registry entry in \"HKEY_CURRENT_USER\Software\Microsoft\Windows NT\CurrentVersion\Windows Messaging Subsystem\Profiles\".
In case you find folders concerning this specific outlook profile you can remove them. E.g. remove the folder \"u-number\" or \"Outlook\".

Afterwards you can recreate the outlook profile with the CWIS file.
See How do I set up my Outlook for the Exchange server being a staff member?

Why do I get e-mails that are adressed to other people?
Spammers send e-mails to multiple people at the same time, but only one name is shown. So it seems the mail is sent to one person, but it is actually sent to multiple persons, including you.
I also want to set my changed password in my mail client.
To change the password in a few mail clients you find the solution here.
How can I read emails from an administrative mailbox via my webmail OWA?
Open your mailbox via owa http://webmail.kuleuven.be.
Click on the arrow which is pointing down next to your name at the right side of your screen.
Type the name of the mailbox you want to open and hit the button open.
I want an ESAT mailbox or I have an issue or question about my ESAT mailbox.

ESAT takes care of their own mailserving.
U are welcome for ESAT @ online helpdesk van ESAT zelf: https://securewww.esat.kuleuven.be/local/it/index.nl.php or drop by @ the systemgroup in room 91.03

What is the attachment limit per email?
The limit is 20 MB incl. the email itself.
How can I archive my mails as a staff member?
You can read more about our new mail archiving system at this link(Dutch).
I've shared my calendar with Exchange and "Availability, subject, location" as rights, but now this person only sees a blank calendar instead of my calendar.
In such cases only the planning assistant can see the shared calendar. So this person should open your agenda in his or her planning assistant.
I have received an email with a suspicious attachment. What should I do?
First at all: don\'t open the attachment!!
Treat mail attachments with caution.If the email is unsolicited, the subject is blank or dubious, or the attachment has a dubious name then it is best just to delete the mail message. You should also be suspicious of links to websites in such messages.

If the attachment appears to come from someone you know, or are expecting a message from, and the attachment is one you want to look at then you should save it to disk (it is best to set a specific folder aside for this purpose), and run the anti-virus software on it. However you should be wary of messages where the text is not in the style you would expect the correspondent to use, or inconsistent with the subject / attachment.

If the anti-virus software finds a virus you shouldn\'t keep the attachment: delete it ASAP (and warn the sender they are infected). If the anti-virus software passes it, you can be reasonably confident the attachment is bug-free. But you still need to satisfy yourself it has no new viruses before running it.

This step is generally a matter of judgement. If the sender is known to you, or you are expecting the attachment then it is probably safe. If not, treat the attachment with suspicion. If the attachment is not expected, is it the sort of thing you would expect the correspondent to send? If not, again it looks suspicious ... perhaps you should contact the sender, by email or telephone, to check they actually did send you a message / attachment.
How can I delete mails permanently from my mailbox in OWA?

In OWA: Outlook Web Access deleted items are still kept on the server for 14 days. You can delete them permanently through Options - Deleted items.

If you want to do this directly from your inbox or folders, you press Shift and Delete at the same time with the items to permanently remove selected.

How do I as a staff member set up my Outlook for the Exchange server?
h2>Computers that are not in the LUNA domain

Windows 7 with Outlook 2010

Look up your own name in the who is who database. Choose More info and then Outlook profile. Choose the second file (that one between brackets) http://cwisdb.cc.kuleuven.be/outlookprofielWindows7Outlook2010/u-nummer.prf

Other Windows OS / Outlook version combinations

Computer in the LUNA domain

Outlook will be configured automatically through auto discovery at the first Outlook startup.
How can I make a back up of my archived emails? (f.i. when my account will expire)
  • First contact the Exchange team via the ICTS helpdesk so that together you can pick a day. In the morning of this day the Exchange team will put the archived emails back into the active area.
  • That same day you can back up the necessary emails locally on your PC in a. pst file in Outlook:
    • choose File - Import and Export
    • choose Export to a file
    • Personal Folder File (. pst)
    • choose which folders you want to export
    • browse for a suitable location
    • choose Finish
I would like to have access to the mailbox from an (ex-)employee.
Sometimes it happens an employee leaves or temporary leaves KU Leuven, while the contents of his mailbox still must be checked or monitored.

1) Head of department contacts this person to remove his private e-mails from the mailbox.
2) Head of department sends an email to netdeon@kuleuven.be and Exchange Team @ kuleuven.be ** with the following information:

- Name and U-number of the person from which the mailbox is
- Why access is wanted
- Actions undertaken under point 1
- Name and U-number of the person who wants access to this mailbox

** If the administrator of the mail system is not the central server of KU Leuven, contact your local mail administrator.

See ICT policy for staff section 2.C https://admin.kuleuven.be/personeel/english/intranet/regulations/ICT-codeofconduct-staff
How can I have my K.U.Leuven email forwarded to a non K.U.Leuven email address?
* In many mail clients, it is possible to open multiple mailboxes. This may be an alternative solution.

* There is a possibility of using Outlook rules to forward your emails automatically. But we do not recommend this as other addresses disappear in these fields From: and Cc:.

The correct steps are as follows:

Step 1

Through the helpdesk, your email address will be removed from KULeuven's global address book.
This doesn't mean your mailbox will be deleted. During this procedure, your email address from the global address book will not work for people trying to send you an email. They can however send you an email picking you from the list called All Users instead of General Adress list.
To minimize the impact this step is best done on Friday.

Agree a timestamp with the Exchange team via the Helpdesk, at least 3 days more to perform Step 3.

Step 2

Contact your colleagues at the K.U.Leuven of which you suspect may have entered your email address in their personal address book. This information should be removed.
Even if your name and email-address are the same, the underlying data that ensures mails are send to your mailbox will no longer work.

Step 3

This step can only be performed at least 3 days after Step 1 & 2.
The global K.U.Leuven address book is cached into the memories of servers & PCs and will only receive the new data at last 3 days after changes were made.

Just before the agreed time, consult your mailbox one last time and empty the mailbox. Right after that the Exchange team will remove your mailbox.

A businness card will be created in the global K.U.Leuven address book and everyone can use your new business card and copy it in their personal address book.

Note:
K.U.Leuven wishes important correspondence between students and between staff and between staff not leave the University of Leuven being undetectable. Forwarding a K.U.Leuven email to a mailbox outside the K.U.Leuven is only allowed for employees whose "primary objective" is largely elsewhere. this is not for students.

** Only applies to mailboxes on the central server of the K.U.Leuven (LUNA)
I am staff and I reached the mailbox limit. What can I do?
Standaard limiet is 2GB voor je Exchange mailbox en 50 GB voor je Microsoft Exchange archiefmailbox.

Het is de bedoeling dat alle mails begin 2012 uit het Symantec Enterprise Vault systeem verplaatst worden naar je Microsoft Exchange archiefmailbox, een nieuwigheid binnen Exchange 2010. Het Symantec Enterprise Vault systeem zal nog enige tijd beschikbaar blijven na de migratie, maar zal niet meer actief gaan archiveren.

Voor meer info over het nieuwe systeem, zie Informatie omtrent de migratie van uw archiefmails naar Microsoft Exchange 2010
What happens with my staff mailbox when I leave university?
  • Staff:
      The following procedure should be followed before one leaves the university and applies on LUNA mailboxes from KU Leuven (central exchange server)

    • Send your work related mails who should be retained to a colleague. You can also create a file with a copy of certain folders or your entire mailbox. (In Outlook this is via a Personal Folder (PST) file. Contact your local IT administrator)
    • Send your privé mails you wish to retain to your private mailadres.
    • Notify your mail correspondents you'll leave the university and that this email address will disappear.
    • Change your email address with services where you registered with this email address.


      Below an overview of the most common scenarios:
    • You leave the university under a different statute then the statutes mentioned below (Standard contract): Your mailbox will remain available for 160 days from the end of the contract.
      Via KU Leuven webmail (https://owa.kuleuven.be/) you will be able to send and receive e-mails for 160 days.
      Via a mail client (vb. MS Outlook) it is only possible to receive emails via smtps (typical with imap configuration outside the KU Leuven network), sending e-mails will not be possible anymore .

    • You retire: Your mailbox will remain but the primairy email address will be set to domain @gep.kuleuven.be the day you will retire officially. After 20 days (and possibly another 60 days) you will receive an email asking to retain your mailbox. With this email you have to contact your local IT administrator asking to extend your mailbox once, in case your former head of department agrees. In case no extension is communicated the mailbox dissapears after 80 days.

    • You'll become emeritus upon retirement: your mailbox will remain with the same email address.

    • You had a contract as jobstudent and got a staff mailbox (via u-number) to perform your tasks. Your ‘staff’mailbox remains available for another 40 days.

      Via KU Leuven webmail (https://owa.kuleuven.be/) you will be able to send and receive e-mails for 40 days.
      Via a mail client (vb. MS Outlook) it is only possible to receive emails, sending e-mails will not be possible anymore.

    • At termination for urgent cause the procedures from the ICT deontological rules will be applied.


    • In case you come back into employment within the above time stamps, your mailbox remains active.

      In case you are finishing a doctorate you can request a volunteer statute. This request takes place via your head of department/service/group/facultiy/department/research group and staff department.
Topic: Lost e-mails
I cannot find a certain email(s)/folder back in my mailbox. How can I find it back?
1. First of all look for the mail/folder via the search function in your mailbox.

2. Look into the map deleted items.

3. Recover your deleted items and search there for the mail/folder.
Outlook Recover deleted items in outlook by clicking Extra & Recover deleted items.
Outlook Web Access Options (at the top right corner)
Deleted items (Left)
Search your mail(s)/map to be recovered and click Recover in deleted items.


4. Search in your eVault archiving system (if you haven't been migrated to Exchange 2010 server yet), or your personal folders.

5. In case you have executed all previous steps without finding your mail/folder we would like to receive the folowing information to be able to recover the mail(s)/map:
Map: Name:
Original location in the mailbox:
Date & Hour when the folder was still present:
mail(s): Sender:
Title
Original location in the mailbox:
Date & Hour when the folder was still present or Date & Hour it has been sent to you:


How to create an out-of-office message?

In Outlook you set the message via Tools - Wizard out of office.

In Outlook Web Access - OWA you can do this via Options (Top Right) - Wizard out of office.
Be careful!
When you want to use the option Send Out of Office auto-replies to External Senders enter your message in the second text field.
Otherwise the out of office doesn't work for external recipients.

Why is it not possible for certain attachments to open in Outlook and/or OWA?
Some files in the attachment of a mail cannot be opened in Outlook and / or OWA for security reasons.
For instance, some files might contain viruses which can infect your computer.

Sometimes you can't either open or save the file, sometimes you can't open them directly but the files can be saved first and then opened afterwards.

The behavior between Outlook and OWA mail is different because each client has certain dangers.
To circumvent this problem, you ask the sender to zip the attachments first. The KU Leuven prefers to keep this policy this way.
As an example the default settings of OWA in January 2010:

Option

Description

Default filename extensions

Default MIME types

Allow This option specifies the file types that are always enabled for direct file access. . avi,. bmp,. doc,. docm,. docx,. poison,. jpg,. mp3,. One,. pdf,. png,. ppsm,. ppsx, . ppt,. pptm,. pptx,. pub,. rpmsg,. rtf,. tif,. txt,. vsd,. wav,. wma,. wmv,. xls,. xlsb,. xlsm,. xlsx,. zip

. tiff

image / jpeg, image / png, image / poison, image / bmp
Block This option specifies the file types that are always blocked from direct access file. . ade. adp. app,. asp,. aspx,. asx,. bas. bat,. cer,. chm. cmd,. com,. cpl, . crt,. csh,. der,. exe,. fxp,. hlp. hta. htc,. inf,. ins. isp. its,. js,. jse. ksh,. lnk. mad ,. crazy,. may,. Mom,. maq,. March,. mas,. mat. mau,. mav,. ie,. mda,. mdb,. mde. mdt,. mdw,. mdz,. mht,. mhtml,. msc. msh,. msh1,. msh1xml,. MSH2,. msh2xml,. mshxml,. msi,. msp. mst. ops,. pcd,. pif. plg,. prf, . prg,. ps1,. ps1xml,. ps2,. ps2xml,. psc1,. psc2,. pst,. reg,. scf,. scr,. sct. shb. shs,. tmp,. url. vb ,. vbe. vbs,. vsmacros,. VSS,. VST,. VSW,. was,. wsc,. wsf,. wsh,. xml

. gadget

application / hta, application / javascript, application / blanc, application / prg, application / x-javascript, application / xml, text / javascript, text / scriplet, text / xml, x -internet-signup
Force Save This option specifies the files that users can access only after they have saved them to the local computer. . ade. adp. app,. asp,. aspx,. asx,. bas. bat,. cer,. chm. cmd,. com,. cpl, . crt,. csh,. dcr,. dir,. exe,. fxp,. hlp. hta. inf,. ins. isp. its,. js,. jse. ksh,. lnk. mad ,. crazy,. may,. Mom,. maq,. March,. mas,. mat. mau,. mav,. ie,. mda,. mdb,. mde. mdt,. mdw,. mdz,. msc,. msh,. mshxml,. msi,. msp. mst. ops,. pcd,. pif. plg,. prf,. prg,. ps1,. ps1xml,. ps2,. ps2xml,. psc1, . psc2,. pst,. reg,. scf,. scr,. sct. shb. shs. sql,. swf,. tmp,. url. vb. vbe. vbs,. vsmacros,. VSS ,. vst,. VSW,. was,. wsc,. wsf,. wsh

. gadget

Application / future splash, Application / octet-stream, application / x-director, application / x-shockwave-flash Unknown files must be saved first. I.e., if the fily type is unknown the setting is 'Forced Save'.
Topic: Lost e-mails
Outlook sync problems: in Outlook folders are not consistent with OWA
What you see in OWA is the information that's on the Exchange server.

When there is a synchronization problem in outlook, it's best to recreate the Outlook profile via the following procedure:

http://icts.kuleuven.be/faq/?repid=faq_antwoord&x_faq_id=142

When working in Outlook with shared mailboxes / calendars you best turn off the option "Download shared folders" to avoid synchronization problems.
This option can be found in the Exchange account settings under the tab Advanced.

What does POP3, IMAP, SMTP mean?

POP is no longer supported at the university. See article: POP is no longer supported at the KU Leuven.

IMAPis a protocol to receive emails
while SMTP is a protocol to send emails.
You work with a combination of IMAP, and SMTP.

Internet Message Access Protocol (IMAP) gives you direct access to your emails on the servers within the KU Leuven.
It allows you to receive and store emails in a folder structure. You can create, move and delete folders.
Your emails remain on the server, so you can consult your mails from different locations.
incoming mailserver: imaps.kuleuven.be - port 993 - via SSL

Simple Mail Transfer Protocol (SMTP) is a protocol for sending emails.
Outgoing mail server: smtps.kuleuven.be - port 443 - SSL

for more information and configuration data: E-mail @ K.U.Leuven.

At KU Leuven we make an instant connection (exchange server account) to the exchange server.

Heb ik een mailbox op de centrale Exchange mail servers van de KU Leuven?
1. Je kan dit nakijken in de algemene adreslijst in Outlook Open het adresboek in Outlook door op het icoontje te klikken of met de sneltoetsen Ctrl+Shift+B
Een gebruiker met een wereldbol heeft een mailbox elders binnen of buiten de universiteit.
Een gebruiker zonder wereldbol heeft een mailbox op de centrale Exchange server
2. Het servicepunt kan dit ook in detail voor je nakijken Via wie is wie/e-mail registratie/Inuit1 veld zal u-nummer@luna.kuleuven.be ingevuld staan indien je een mailbox op de centrale Exchange server hebt. Meer informatie over de technische gegevens van je mailbox kan men hier ook terugvinden:
Via wie is wie/e-mail registratie/Inuit1 veld
I received a message concerning an administrative mailbox I admin will expire soon.
Contact the Service Desk and we postpone the expiration date.

Wie is Wie/Registratie administratieve E-mail adressen/Vervaldatum
I've never been able to log on to OWA: Outlook Web Access.
You should perform a minimum registration in who's who.
How can I change my e-mail address?
You contact your local admin. He or she is able to change your e-mail address.
Topic: Lost e-mails
Suddenly mails or items that are older than 6 months are disappearing.
You probably have Outlook autoarchive enabled.When enabled Outlook emails older than 6 months will be stored locally on the PC. You can disable this AutoArchive option in Outlook through: Tools - Options - tab 'Other' - AutoArchive...

How do I request a resource mailbox (room)?
You'll find all information on this subject on this url: https://admin.kuleuven.be/icts/services/groupware/resources


Requests for a room mailbox made ​​via email to exchangeteam@icts.kuleuven.be

Note: the room which you are applying for may not be bookable through SAP.

For rooms in Exchange the following naming convention was chosen:

R.Service.Roomname.Buildingnumber.Roomnumber

Always send us the following information:

Service
Roomname
Buildingnumber
Roomnumber
How do I request an equipement mailbox?
You'll find all information on this subject on this url: https://admin.kuleuven.be/icts/services/groupware/resources


Requests for an equipment mailbox are done via our webinterface https://gwbeheer.icts.kuleuven.be.

Whenever you have permission to request an equipment mailbox for a particular service you'll have an option "Request Equipment Mailbox" in your interface.
In case you do not see this option you contact exchangeteam@icts.kuleuven.be to request this permission.
Welke clients worden ondersteund door het ICTS Servicepunt en het Exchange team?
Gezien het ICTS Servicepunt en het Exchange team niet over alle (versies van) mogelijke uitbatingssystemen en mailclients kunnen beschikken (zowel hardware, licenties als kennis) is de dienstverlening van de helpdeskondersteuning opgesplitst in twee delen:

1) De clients Outlook 2007, Outlook 2010, OWA (Outlook Web Access) en de clients op Windows Mobile worden volledig ondersteund. Hierbij kan er desnoods teruggevalen worden op ondersteuning van de leverancier.
2) Voor andere mailclients dient de gebruiker of zijn lokale ondersteuner het probleem te onderzoeken. Wanneer er aanwijzingen zijn dat er fouten zijn aan de mailserver dan kan er contact opgenomen worden met het ICTS Servicepunt.
Een mail komt niet aan, welke informatie moet ik doorgeven en wat zijn de voornaamste oorzaken van het niet aankomen van een e-mail?
Een mail volgt verschillende tussenliggende stations van afzender naar bestemmeling (mailers) waarbij iedere mailer een logging heeft van de mails die er passeren. Wanneer een mail niet aankomt dan kunnen deze logs doorzocht worden om het probleem te detecteren. Om deze logs te doorzoeken is de volgende informatie nodig:

  • afzenderadres (e-mailadres)
  • adres van de bestemmeling(en)
  • datum van verzenden (inclusief tijdszone indien van buiten België gezonden)
  • subject
  • mailprogramma van de verzender en de ontvanger
  • of er al dan niet bijlagen werden mee verzonden. Indien bijlagen verzonden werden: welke is de extensie en wat is de grootte van de bijlage(n).
  • de volledige foutenboodschappen indien er foutenboodschappen terugkomen bij de afzender
  • configuratie van de zendende mailclient indien men vanuit de K.U.Leuven stuurt (uitgaande mail via Outlook/OWA/Exchange, of via smtp.kuleuven.be, of via smtps.kuleuven.be, ...)


  • De meest voorkomende redenen waarom e-mails niet toekomen:
  • het e-mailadres of het maildomein van de bestemmeling bestaat niet (meer). Meestal komt er dan een foutenboodschap terug waarin staat 'user unknown', 'host unknown' of 'domain unknown'.
  • de bijlagen worden geweigerd wegens de grootte of wegens extensies die als onveilig worden beschouwd. Bijlagen kunt u eventueel omzetten naar een ander formaat (bv. zip) om het blokkeren van bepaalde extensies te omzeilen. Aan de KU Leuven mogen mails tot 20M groot zijn, bij externe mail providers is de limiet dikwijls 2M.
  • de ontvanger heeft slecht ingestelde spam filters en de mail zit in de spam folder
  • de mail wordt tegengehouden door spam filters van een instelling. De verzender zit in de spamfilters omdat er vanuit hetzelfde domein spam verzonden werd, of omdat spam filters slecht zijn ingesteld. Meestal is er een foutboodschap om zich laten te verwijderen uit de spam filter. Contacteer het service punt om de aanvraag tot verwijdering uit spam filters uit te voeren.
  • het zendende mailsysteem kan niet overweg met grey-listing. Dit is een techniek om spammers tegen te houden die de K.U.Leuven en vele andere instellingen te gebruiken. Het zendende mailsysteem dient geherconfigureerd te worden. Normaal krijgt de verzender een boodschap met een vermelding van de grey-listing. Typisch gedrag is dat sommige mails aankomen, en andere niet.
  • Which are the supported browsers to read my email?
    • Windows: at least Internet Explorer 7 or Mozilla Firefox
    • Mac OS X and Linux: at least Firefox 3.01
    Via geen enkele e-mailaccount kunt u e-mail naar deze ontvanger versturen
    Waarschijnlijk heeft dit met de invoer van contacten te maken, waarbij het ‘type’ niet op SMTP staat maar op iets anders. Je kan dit zien bij de gebruiker door te dubbelklikken op het adres (eventueel eerst bij het adres ‘Namen controleren’ aanklikken) en naar het E-mailtype te zien (normaal is dat SMTP). Oplossing: contacten verwijderen of na een auto-complete van het adres het adres wegdoen uit de Aan: of Cc: header, en dan contact of adres opnieuw intikken.
    .
    .
    Outlook 2003 blocked.
    Since May 2012 outlook 2003 is no longer compatible with the mail environment from KU Leuven.
    You will receive the following message opening your mail client: "Your Exchange Server administrator has blocked the version of Outlook that you are using".

    We advice you to switch over to the most recent version of outlook by requesting an installation of MS Office via your local admin of your faculty OR read your e-mails via owa.kuleuven.be.
    Changes from ActiveSync settings on your mobile device
      To synchronise your mailbox with your mobile device, the Exchange ActiveSync protocol is used. We will make some small adjustments to the ActiveSync policy to improve the quality level of this service. For the majority of users, these adjustments won’t have any impact.
    • Maximum message download size is set to 50 kB. When your device checks for new email, only the header information (e.g. subject and sender) is downloaded, along with the first lines of each message. If a message exceeds 50 kB, the full message will only be downloaded when opening the email for actual reading. Most messages are smaller than this 50 kB limit. Moreover, on the majority of devices the current limit is already set to 50 kB or less, so there won’t be any change.
    • Maximum age for items to be retained will be set to 1 month. The mobile email client on your device will only download or retain emails from the last month. To access older emails on your device, the web client owa.kuleuven.be still can be used. On most devices, the standard setting for downloading new items is 3 days. The new limit is much broader than this default setting. This new policy will be activated on Thursday 20 September 2012.
    All the sent and deleted items from the administrative mailbox are stored in my personal mailbox instead of the administrative mailbox. How do I solve this?

      The following registry keys need to be changed.
    • Save deleted items from an additional mailbox. >(http://www.msoutlook.info/question/130)
      DelegateWastebasketStyle
      HKEY_CURRENT_USER\Software\Microsoft\Office\\Outlook\Options\General
      Value name: DelegateWastebasketStyle
      Value Type: REG_DWORD
      Value: 4

    • In case there is no key available or the above key has value 8, the deleted items from the additional mailbox (administrative) will be moved to the folder “deleted items” from the primary mailbox (your mailbox).
      In case the key has value 4, the deleted item stays in the same mailbox.

    • Save sent items from an additional mailbox(http://www.msoutlook.info/question/278)
      DelegateSentItemsStyle

      Outlook 2010:
      HKEY_CURRENT_USER\Software\Microsoft\Office\14.0\Outlook\Preferences

      Outlook 2007:
      HKEY_CURRENT_USER\Software\Microsoft\Office\12.0\Outlook\Preferences

      Outlook 2003:
      HKEY_CURRENT_USER\Software\Microsoft\Office\11.0\Outlook\Preferences

      Value name: DelegateSentItemsStyle
      Value Type: REG_DWORD
      Value: 1
    • In case there is no key present or the key DelegateSentItemsStyle has value 0, the sent items will be moved to the folder "sent items" from the primary mailbox.
      In case the key has value 1, the sent items will stay in the mailbox from which they were sent.

      The user must restart Outlook to activate the changes

    • The above can also be executed via powershell commands.
      Eg.: New-ItemProperty -Path hkcu:\software\Microsoft\Office\14.0\Outlook\Preferences -PropertyType DWORD -Value 1 -name DelegateSentItemsStyle

    Can not add attachments using Chrome via the webmail.
    Because the webmail application uses the Silverlight plugin in Chrome it is necessary that it is installed. On this page you can find the information how to install it: https://support.google.com/chrome/answer/2445334?hl=en
    Are you having problems with the performance of Outlook 2010?
    Please take the following documentation and apply the tips. Performance Issues Outlook 2010
    All online archive mailboxes appear with the same name in Outlook 2010.
    Outlook 2010 needs the following fix: KB2817574
    Configuring exchange on a device I receive the following error msg: You can't connect this account to any more devices. Remove another device first with help from your system admin or Internet service provider.
    Configuring an exchange-account on a new device (tablet, smartphone,...) you receive the following error message:
    You can't connect this account to any more devices. Remove another device first with help from your system admin or Internet service provider.

    Go to Outlook Web Access: owa.kuleuven.be
    Go to Options
    Phone
    Mobile Phones
    Delete any unused partnerships to reduce the number of devices associated with the account.

    http://www.msexchange.org/articles-tutorials/exchange-server-2010/compliance-policies-archiving/exchange-2010-client-throttling-policies.html
    Topic: Lost e-mails
    I use Outlook 2013 and cannot see my old e-mails
    Only recent e-mails are synchronized locally on the computer using Outlook 2013.
    The other, older e-mails are only available on the server and can be downloaded when u have a connection to the internet.
    In case you are working 'offline' or not connected to a network, u cannot access the mails stored on the server.
    Are you using older outlook versions next to your Outlook 2013 on your computer (2010, 2007, …), the link to download older mails will not appear, even you are 'online' or connected to a network.
    Remove older versions of outlook from your PC.
    Can I check my mail using my internet browser?
    As a student you can do this through http://owa.student.kuleuven.be
    As a staff member you can do this through http://owa.kuleuven.be
    Can I access my KU Leuven mail outside the KU Leuven network (e.g. abroad)?

    Your KU Leuven mailbox is accessible outside the KU Leuven network eg. also abroad.
    There isn't much of a difference between opening your mailbox on your local PC or on a PC on the other side of the world.
    All you need is access to the Internet.

    We recommend to use webmail via a browser: http://owa.kuleuven.be for staff
    and http://owa.student.kuleuven.be for students.

    Or you can use a mail client with out settings
    What configuration data do I need as a member of KULeuven personnel to configure my e-mail account?

    Your account and e-mail address can be found in the KULeuven personnel database. (http://cwisdb.cc.kuleuven.be/persdb-bin/persdb2?lang=N)

    If your data are not complete, please contact your local network manager.

    Data neede for configuration:

    • Account: intranet-userid
    • Incoming mail server: imaps.kuleuven.be (through SSL)
    • Outgoing mail server: smtps.kuleuven.be (through SSL)

    In the training material on page 2 you find the comprehensive guide to setup your Exchange account in Outlook.

    more info at https://admin.kuleuven.be/icts/english/email