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Forwarding Email Using Rules in OWA West Valley Mission Community College District – Information Systems – Microcomputer Support First Look: Forwarding email using rules in OWA First a note of caution: Email Forwarding is not a standard industry practice because of security and support concerns. The following list contains items that should be considered: • Any employee who handles confidential data should not forward email outside of the WVM district environment due to security vulnerabilities that exist outside the WVM network. • Whereas the feature to forward messages has been allowed, it is the responsibility of the interested party to configure the required rule themselves using the instructions in this document. • If an incorrect to email address has been created, then a Mail Loop can be created where a bad address bounces back so many times that the mailbox quote can be exceeded quickly. • Lastly it’s the responsibility of each person forwarding their messages to clean-up their WVM mailbox so as to not exceed the mailbox quota. Launch your browser and enter the following address: http://wvmwebmail.wvm.edu Rules only work in OWA Premium which means Internet Explorer is required. Don’t check ‘Use Outlook Web Access Light’. Since Firefox or Safari utilizes OWA Light they cannot be used. The Security options work where a public setting will force a log off after 10 minutes and the private setting, which is best used on campus or from home, will not. 1. Enter your user name: i.e., john.smith 2. Enter your password (your AD login password) This is a quick and simple method to access your mailbox. Although it does not have 100% of the functionality of the client based applications, it comes very close. The process of setting a rule in this document is defined under OWA because it is the primary method to gain remote access to a mailbox, the same process can be followed using either Outlook or Entourage. 1 West Valley Mission Community College District – Information Systems – Microcomputer Support Once logged in, you’ll see your Mailbox (as below) showing email currently stored on the Exchange server. It will not show any messages that may be in your Personal Folders in Outlook or Entourage on your client computer. The interface is very similar to Outlook where the folders appear the same and its drag and drop based message manipulation. There are many important features available in OWA such as logging into 2 West Valley Mission Community College District – Information Systems – Microcomputer Support Calendars to set Resource Permissions (pull down the arrow by the user name) and basic Mailbox Options which is where Rules are found and can be seen on the following screen: 1. Before the Rule process is started, a contact must be created containing the forwarded email address. Using the contacts menu item, create a minimum amount of data: Reference Name and email address. In this case the outside email address ‘[email protected]’ has been setup as the address that will be forwarded to. 3 West Valley Mission Community College District – Information Systems – Microcomputer Support 2. Select Options from the top right of the menu and select Rules from the left column choices. Choose Create a new rule for arriving messages: 3. Click Delete Disabled Rules to get past Warning: 4. Click After the Message arrives, and Check To people or distribution lists 5. Click people or distribution lists link: 4 West Valley Mission Community College District – Information Systems – Microcomputer Support 6. Locate your address from the GAL and enter it into the To box and select OK 7. Locate the Forward email contact and enter it into the To box and select OK 8. Select forward or redirect: 5 West Valley Mission Community College District – Information Systems – Microcomputer Support 9. Under forward or redirect, select the option you which. Normally the first option ‘Forward the message to people or distribution lists’ would be appropriate. 10. Find the addresses that was created earlier in Contacts 11. Make sure to name is something descriptive and save the rule: Make sure to test and you have successfully completed setting up a forward to an outside email address. 6 .
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