University of Southern Indiana

Outlook Help

 Access your email on the web (

The purpose of this web page, and the related links, is to answer any questions that the USI faculty and staff might have about Outlook.

Top FAQs

Preventing Email from going to the junk folder

Q: How do I prevent emails from ending up in the junk folder?

A: Click JUNK on Ribbon/Toolbar

Junk Mail

-Choose Junk Email Options

-Click Add

-Type the address that you want to whitelist <ENTER>

-Repeat for each address you would like to add.

*To automatically trust emails from your contacts, check the two boxes as soon below:

Junk Mail 2

Remote Access Questions and Answers

Q: How do I read my e-mail off-campus?

A: You can access your email through an internet web page.

Http://   or 

 You should see a window saying you are entering a secure site - click OK.  You are then prompted for Username and Password. Enter your entire email address for username.

USI Email mailbox size limits

The default mailbox size limit for USI email (Employees, Students and Alumni) 50 GB. This means that when your mailbox contains 50 GB of "stuff" you will be prevented from SENDING email. 

FYI: 'mailbox' means all types of items: Mail, Calendar, Sent, Tasks, Deleted items.

The problem is not necessarily the NUMBER of items, but the size of the items your mailbox contains. Mail items with photos, avi, mov, pdf, ppt are typically very large in size.

What can you do if your mailbox is full? The easy answer is Delete items.

Need help with mailbox cleanup? More Information-(mailbox cleanup).

FYI:  he largest SINGLE message you can send/receive with USI Outlook is 25MB.

Outlook Web App (OWA) in Office 365 offers an easy way to “attach” a document as a link to where it’s saved on OneDrive for Business, a great option for sharing large files with your colleagues.

Folders / Personal Folders 

Q: How do I organize my email messages into folders?

A: RIGHT click your INBOX from the folder list (on the left). Choose New Folder. Type a name for your folder and click OK. To file an email in a folder, just click and drag the message into the folder on the folder list or Outlook bar. 

Q: How do I create Personal Folders? 

A: To create a Personal folder (on your hard drive) in Outlook
Click FILE >
Account Settings >
Account Settings >
Data Files Tab >
Add >

Browse to the location where you want to place the pst file. 
(I suggest creating a folder at C:\users\username\localfiles\Outlookfiles\Archive.pst

Just remember that this information is stored on your hard drive. If you should get a different computer, you (or computer maintenance technician) need to copy this file to the new computer's hard drive, and then point to it (in much the same way as above instructions) on the new computer. This file will not be available to you via the web or when you are working on a different computer. 

How / Why to encrypt email?

Email messages are sent in plain text. It is possible for anyone with access to our network with packet sniffing software to read your email messages as they are being sent in plain text. This is why we recommend that you use secure email communications when sharing sensitive data via email. Encrypting your email messages protects the privacy of the message by converting it from plain, readable text into cipher (scrambled) text. Only the recipient will be able to decipher the email message.

For more details go HERE.

Block SPAM 

Create Rules to move messages to a specific folder based upon sender address or specific words in the subject. 

Follow this link to learn about Outlook rules

Create a Rule if you are repeatedly getting the same kind of email.

Rules can filter by words in sender address, subject line, words in message headers, plus more. 

If a specific email keeps sending various messages filter by "move messages from someone" option

Outlook AutoArchive

AutoArchive: To automatically move items to another folder periodically or delete them, based on the amount of time that they have been in the folder.

AutoArchive is ON by default, it can be turned off and turned back on again when required.

Turn AutoArchive on
- File, Options, Advanced
- Click "Settings"
- Select the Run AutoArchive every n days check box. (14 days is default)
- Type or choose a number in the box for how often you want AutoArchive to run.

Typically the archive process runs on the CALENDAR, Deleted Items, and Sent Items folders ONLY. However, you can choose to archive more or less folders. You can choose the number of days for archive on each folder (Maybe 6 months on the Calendar, but 2 weeks on Deleted items). You can select what to do with the item when it reaches the required time period: Delete it, or move it to archive folder. To set these functions for specific folders - RIGHT click the folder (from the folder-list on left) and then properties, autoarchive tab.

Want to see the items in the Archive File? IF your archive folder does not show up in the folder list, you will need to find the location of the archive.pst file. Then tell Outlook where it is: File, Account Settings, Account Settings Data Files.

IF you archive your mail at work - Do NOT archive it at home. This keep all your older files are in ONE place.

How do I search multiple folders for a mail item?

Q: Do you need a way to search through multiple Outlook folders for a ‘lost’ email message?

A: Maybe you can’t remember what folder you filed it under. Use Advanced Find to search through multiple folders for a word or phrase

In Outlook,
Click into the Search box, 
Click Instant Search
Advanced Find

First tell Outlook WHERE you want to look – in the top right it shows the folder you currently have highlighted (I’m guessing Inbox). If you want to search beyond the Inbox – click the BROWSE button. You actually can scroll to the top and choose MAILBOX – your name. This will search your entire mailbox (including Calendar, Contacts, Deleted Items, Inbox…).

If you want to SEARCH SUBFOLDERS under the selected folder/mailbox – then check the box at the bottom. Click OK.

Next decide if you want to ONLY look in Mail items – or if you want to include Calendar-type items, Notes-type items… You make this change in the top left corner of the Advanced Find window. I typically choose ANY TYPE OF OUTLOOK ITEM.

At this point you can enter your search word/phrase in the “Search for words” box. If you KNOW the word(s) are in the Subject field – then let this default – or change to search the body of messages.

If you know the FROM/TO items – you can fill in these boxes to refine your search – otherwise leave blank.

This is typically all the functions "I" use for the Advanced search. You can check out the other tabs for a more detailed search. When the search is done – it should show you the results in a new window. This window should show you WHAT FOLDER the items are located in. Pay attention to this, it is important.

Questions or corrections to this page? Call Carol Schmitt x1987 or the Help Desk x1080

Outlook Mailbox Cleanup

If you are getting the System Administrator message that your mailbox is too full, you can use the following tool to find out what messages or folders are causing this problem. After you narrow down where the problem is, you can delete, archive or move to a personal folder.

It is not the NUMBER of items that matter, but the total SIZE of all items.

Some people have been surprised to find that they were over the limit due to items in their calendar or tasks folder.

Warning at 170000 KB
Prevent SEND at 180000 KB
Prevent SEND and RECEIVE at 200000 KB 
(mailbox size increased from 140/150/170 on 5/25/2011).

To find out which items in your mailbox are causing you grief, do the following

Click FILE,
Click Mailbox Cleanup
At the top of the Folder size window, you should see "Total size (Including subfolders). This tells you the TOTAL amount of space you are currently using.

Scroll down through the list of folders using the SIZE column and see which folders are using the most space. Many times just knowing this, helps to figure out what needs to be deleted/archived. It might be your Sent items or Deleted items folder. The TOTAL SIZE column can be misleading - this figure will include the nested subfolders.

If this does not clear things up for you, click Close and then select the "Find items larger than" button and change the value to 1000 and click FIND. The results should show you all the items in your mailbox that are larger than 1MB. It will tell you what folder these items are in (not necessarily the Inbox).

From the mailbox cleanup window you can also force an archive, or empty your deleted items folder.

If you are still having problems with a full mailbox - call the Information Technology Help Desk at x1080.

Filtering Global Address Book

Recently we brought all of our students into the Outlook address book.  This is the starting point of opening up closer collaboration capabilities with our students.  However, you may have noticed that the Global Address Book is now very large, and it may be more difficult to locate a person when sending email.

If you use Outlook, you can set the default address book to the EMPLOYEE address book rather than the large Global Address Book.  This is very simple to do by following the instructions below.  This works for Outlook 2010 and 2013, but is not applicable if you use Outlook Web.   

From within Outlook, click Address Book (Home Tab selected)

Image 001 (1)

When in the Address Book, pick Tools and then Options from the menu.  That will
take you to the screen below.  

Image 002

Choose CUSTOM, then in the drop down
list, choose Employee Address List.  If you don't see the Employee Address
List, click on Add and you should find it.  Make sure it is the top entry
like in this picture (use the up arrow on the right to push it to the
top).  Also specify this address book "When opening ..." in the
box below.  Click OK to finish

How do I get my photo to show up in Outlook?

Photography services is available to take a professional photo of employees.  These photos are uploaded to the USI headshot database .  Photography services will let the IT department know when a new headshot is ready to upload to the mail system.  Please make an appointment with Photography services for your headshot.  Other photo/email questions might be answered HERE.

Create a Personal Distribution list (contact group) in Outlook 2013/2016

  1.  Click CONTACTS or PEOPLE
  2. Click NEW ITEMS (in ribbon at top)
  3. Choose Contact Group
  4. Name your group
  5. Click Add Members (ribbon)
  6. If your members are in the Global address book – choose FROM ADDRESS BOOK,  IF the members will be from other contacts you have (like family members), choose FROM OUTLOOK CONTACTS.  If you are going to type in each address – meaning it is not stored in Global address book or your contacts, choose NEW EMAIL CONTACT.
  7. Add all the members you want – and then click UPDATE NOW, and then click SAVE & CLOSE. 
  8. (I find it important to use the update now – as it will help you with any possible errors.

When updating your distribution list – be careful to use the REMOVE MEMBER button vs. clicking the X Delete group.  Many people make this mistake.

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