The Rice School/La Escuela Rice

Technology Tips for Teachers and Staff

Personal Folders
Distribution Lists
Junk Emails
Email Size Limits
Reporting Computer Problems

What is a personal folder and how do I create one?

Personal folders are outlook data files that allow you to store messages to a location other than the e-mail server. Moving items to your personal folder keeps your inbox from exceeding the size limit.

Windows 98 users

Windows XP users

Click File on the menu bar.
Click New.
Select Outlook Data File.
Click OK on the New Outlook Data File box.
Type a name for the folder in the File name field.
Click OK.
On the Create Microsoft Personal Folders box, type the name of the folder again in the Name field.
Do not assign a password. Click OK.
The folder has been added alphabetically to your folder list.
If you do not see it, click View on the menu bar and select Folder list.

What is a distribution list and how do I create one?

A distribution list is a collection of contacts you have available in your address book. It provides an easy way to send messages to a group of people without selecting each name individually each time you need to send a message. 
Click Tools on the menu bar.
Select Address book.
Click File. Select New Entry.
Select New Distribution list from the New Entry box. Be sure the Put in box shows Contacts or Personal Address Book.
Click the OK button.
Click the Select Members button.
Add the names you wish to have on the distribution list.
Click the OK button.
On the Distribution List window, type the name in the Name field you wish to call your distribution list.
Click the Save and Close button.

I am receiving junk e-mail and adultcontent / pornographic messages in my inbox. How can I stop receiving these messages?

Click the Organize icon on the toolbar to open the 'Way to Organize Inbox' section.
Click the Junk E-mail link.
On the first line, select 'move' from the "Automatically" drop down list.
Select 'Deleted items' from the Junk e-mail messages to drop down list.
Click the "Turn On" button.
A Rules Wizard pop-up box will appear. Select Client.
One the second line, select 'move' from the "Automatically" drop down list.
Select 'Deleted items' from the Junk e-mail messages to drop down list.
Click the "Turn On" button.
A Rules Wizard pop-up box will appear. Select Client.
Click the Organize icon on the toolbar to close the "Ways to Organize Inbox" section.

I am getting a message that my e-mail is over the size limit and my mailbox has been closed. What does this mean and how do I delete the messages? 

The reason you are receiving this message is because your mailbox, which includes your inbox, your sent items and your deleted items, has exceeded the 100 MB limit given to all district employees.
Open your e-mail and highlight the message you want to delete (You may need to clean your sent items and deleted items in addition to your inbox).
Hold down the shift key and press the delete key on the keyboard.
Create a personal folder where saved items can be moved in the future to prevent this from occurring again.

Tips on Reporting Computer Problems -

Be as detailed as possible. A good example is telling Eleazar and Doris what you were doing when the problem occurred. When sending information about printers please include the model number so you will get the correct toner cartridge for replacement.