- Accessing Email from Home (or from a Remote Location)
When HLS faculty and staff receive a new computer, Microsoft’s Outlook client will be installed, configured, and ready to use. Because our email environment uses Microsoft Exchange, configuring another email client on a home machine is not necessary. The email web client (OWA) provides our staff with the ability to check email, calendar, contacts, and tasks from anywhere with an Internet connection. Anything that is done via the email web client will then be synced with the Outlook desktop client.
You can access the web client here: Outlook Web Access
Faculty and staff have a minimum quota of 50GBs.
- SPAM Filtering
HLS utilizes a SPAM filtering system called ProofPoint. You will receive a daily “Quarantine” email message at 3pm with a log of all new SPAM held by ProofPoint. You will only receive this log if ProofPoint has quarantined any SPAM email messages in the last 24 hours. Please see the “Managing SPAM and Viruses” link below on how to manage SPAM.
Some of the criteria that may contribute to a message being labeled as spam include the following:
- A message that contains a high ratio of links, or URLs, to the amount of text
- A message that contains linked images with little or no text
- A message that asks the recipient to take specific actions (e.g., clicking on a link)
- A mail server address that does not have a properly-configured DNS (network domain name) entry
To better manage spam filtering, the system lets you control separate lists of “approved” and “blocked” senders via a Quarantine Message Center.
You can continue to use your Outlook Junk Mail Filter, but ITS recommends you turn this off and rely on ProofPoint instead.
Refer to the following guide on how to manage SPAM:
- Recover a Deleted Item
Deleting messages in Outlook moves the email into the Deleted Items folder where they remain, and count against your quota, until the Deleted Items folder is emptied by the user. Items in this folder can be recovered at any time.
Both Outlook and Outlook Web Access (OWA) offer the ability to recover items that were sent to the deleted items folder and are no longer in the deleted items folder because that folder has been emptied. A message is recoverable for up to 14 days after it is removed from the deleted items folder.
- Setting up Out of Office messages/Autoreply
You can create an Out of Office message that will automatically reply to any message you receive while this feature is turned on. This is perfect for vacations and email accounts where an auto-response is appropriate.
- Forwarding and Redirecting
The differences between automatically forwarding and redirecting an incoming message are as follows:
Forwarding: When a rule automatically forwards a message that you receive, the rule adds the designation “FW:” to the beginning of the Subject line, changes the message formatting, and forwards the message to the account specified by the rule. The recipient sees that the message came from you. A copy of the message you received is left in your Inbox or in the folder to which the message was originally delivered. If you would like assistance setting this up, please contact the ITS Service Desk.
Redirecting: When a rule automatically redirects a message that you receive, the rule sends the message, unchanged, to the account specified by the rule. To the recipient, the message appears as though it came directly from the original sender. There is no indication that the message was delivered by way of your account. If you would like to have your email redirected to another account, please contact the ITS Service Desk.
- Sharing and Delegating
You can allow others within HLS to access your mailbox folders, including your calendar. You can share your mailbox folders and access others’ mailbox folders that have been shared with you.
There are two types of sharing:
Folder permissions: This type of sharing allows those you choose to view the contents of a specified folder, but does not allow them to send email on your behalf. When setting up folder permissions, you can determine exactly how much access a given person has to your folder.
Delegates: You can also designate delegates, who can have different permissions but also the additional ability to send email on your behalf. By default, a delegate has Editor permissions for the Calendar and Tasks folders
- Email Distribution Lists
Listservs, also called mailing lists, are a way of communicating via email to a specific group of people on various topics of interest. Faculty, staff, and students take advantage of listservs when they want to communicate a message (usually about a specific, pre-established topic) to a group of people. The people receiving the message have the option to stay “subscribed” to the list or to “unsubscribe” if they do not want to receive future emails.
If you would like a listserv created, you can visit the listserv creation tool (you will be required to login with your ME account credentials) or contact the ITS Service Desk. From the website, faculty and staff members can view what HLS lists they are currently subscribed to, what additional HLS lists they would like to subscribe to, or request to have a new list created.
- Email on Mobile Phones
Learn more about email on mobile phones.
- Leaving Harvard Law School
Beginning July 1st, 2017, email accounts for all employees who are departing HLS will no longer have the option for post-employment forwarding or out-of-office notifications. All email accounts for departing users will be disabled at midnight on their last day.
Please contact the ITS Service Desk prior to your last day if you need assistance archiving your mailbox, or providing any data to your department for use after your departure. Please note that email data cannot be retrieved or recovered after departure without the written permission of the departed employee or HR/Dean level approval. With approval, data can be retrieved within 30 days of departure.
Departing tenured faculty or senior administrators should coordinate with the manager of Technology Support Services for options regarding post-HLS communications.
For departing employees whose email address is required to be maintained for business continuity reasons, please reach out to ITS to discuss options.