BCS Help

The mail@UCSF system is a collaborate work environment that combines e-mail, calendaring, and contacts.  The mail@UCSF system is sometimes referred to as "Exchange", "Entourage", "Outlook", "mail@UCSF", "Campus Mail", or "Campus Domain Account".  

This document will show you how to:

1. manage your Campus Domain password (aka your mail@UCSF password)
2. how to check your quota on system
3. and how to set your Out-of-Office (Vacation) Message.

Managing your Campus Domain Password

Your mail@UCSF account is actually tied to a Campus account that will be used in the future to access a multitude of University services (for now, it is only used for the mail@UCSF system).  Since your Campus Domain account is used to gain access to University resources, such as mail, greater emphasis has been placed on password requirements and procedures.

Password Requirements (correct as of 2008-Oct-01):

• at least 7 characters long
• CANNOT contain:
  • User's account name
  • More than two consecutive characters of the User's full name
  • previous 8 passwords
• MUST contain characters from ALL THREE categories:
  • English lowercase character (a through z)
  • English uppercase character (A through z)
  • non-alphabetic character like a number or symbol (0 through 9, !, $, #, %, ...)
•  must be changed every 180 days
  • You must wait 8 password cycles before re-using a password
  • Passwords can only be changed once every 8 days
  • Email reminders will be sent out 21, 14, and 3 days prior to 180 day password expiration
• Accounts are locked for 15 minutes after 5 INCORRECT entry attempts

Changing Your Password:

You can change your password by going to the mail@UCSF WebMail at https://exchange.ucsf.edu and clicking on the link at the upper right of the page labeled: "Reset Password".  Alternatively, you can also go directly to the Active Directory Account Manager webpage at "https://pwmanage.ucsf.edu".

If this is the first time you are accessing the Active Directory Account Manager page, you will need to set up a Verification Profile consisting of security challenge questions to verify your identity.  Click on "Enroll" to begin the process, then follow the instructions on the screen.  Detailed instructions for this are found at http://oaais.ucsf.edu/OAAIS/whats_new/g1/1300-DSY.html

If you have already created a Verification Profile,  after you log in to the AD Account Manager Page, you will need to click on "Change Password" to change your password; you will be required to verify your old password before creating a new one. 

 If you do not remember your password, click on "Reset Password".  You will be asked 2 of the 4 security challenge questions you created when you Enrolled before you are allowed to change your password.

Unlocking your account:

Accounts can be locked for a number of reasons ranging from security to policy to maintenance reasons.  Typically, an account will be auto-locked due to 5 INCORRECT login attempts.  Locked account will automatically unlock themselves after 15 minutes.  If you need to unlock your account sooner than that, you will need to go to the  "Active Directory Account Manager" by click on "Reset Password" at the mail@UCSF WebMail.

mail@UCSF Quota

Your mail@UCSF account has a default quota of 100MB (or 100000K).  Your Inbox, Mail Folders, Calendar, and Contacts are all counted towards your quota. To check your quota, you will need to log in to the system using either Entourage or Outlook.

Entourage:

1.  Login to your account
2. On the left sidebar, click "mail@UCSF" so that it is highlighted
3. Go to the menu "Edit" -> "Folder Information"
   
4. Click on the pane "Storage"
5. Check that "Total size (with subfolders):" is under your quota (typically 100000K)
   

Outlook 2007:

1. Login to your acocunt
2. On the left sidebar, right-click on your mailbox and click on  "Properties for 'Mailbox - <yourname>'"
3. Click on the button "Folder Size"
4. Check that "Total size (with subfolders):" is under your quota (typically 100000K)

 Tips:

• Common folders that take up a lot of space are Inbox, Sent Items, and Deleted Items
• Make sure you regularly file your Sent messages as well as items in your Inbox.
• Regularly empty your "Deleted Items" and "Junk E-mail" folders
• You can remove attachments from a message to save space on the server.  To do this:

1. Select the message with an attachment
2. Save the attachment to your Documents folder or somewhere on your hard drive
   • (if you've already clicked on "Open" for that attachment, it has already been saved under Documents/Microsoft User Data/Saved Attachments)
3. While viewing the message, under the section "Attachments:", select the attachment you wish to remove
4. Click the "Remove" button on the right
5. You should now see a yellow info bar in the message stating which attachment was removed and when it was removed

Quota increases:

Quota increases are allowed for an additional fee of $5/mo per 100Mb upgrade, with a five upgrade limit.  This is done through a recharge on a fund/dpa.  To request an increase, please email This e-mail address is being protected from spambots. You need JavaScript enabled to view it with the proper fund/dpa and necessary approvals to recharge to that account.

Setting an "Out of Office..." auto-reply message

If you are away from your office for an extended period of time where you will not have access to your email (i.e. on vacation, sabatical, medical leave, etc), you can set your mail@UCSF to auto-reply to people that email your account.  This feature, sometimes called "setting a Vacation message", is done by the server and can be set in Entourage/Outlook, or on the mail@UCSF WebMail.  The server will automatically auto-reply once to each sender that e-mails (if a sender sends more than one message, they will only receive one auto-reply).

Entourage:

1. Login to your account
2. Go to the menu "Tools" -> "Out of Office..."
   
3. In the "Reply to messages with:" box, enter an appropriate reply message.
   
   
   • Typically people provide information on how long they will not be able to access email, and an alternate contact person if available
4. If you are ready to activate the 'Out of Office' feature, click on the radial button for "Send Out of Office Messages"
   • To de-activate the feature, click on the radial button for "Do not send Out of Office messages"
5. Click OK

Outlook 2007:

1. Login to your account
2. Go to the menu "Tools" -> "Out of Office Assistant"
3. In the "AutoReply only once to each sender with the following text:" field, enter an appropriate reply message. 
   • Typically people provide information on how long they will not be able to access email, and an alternate contact person if available
4. If you are ready to activate the 'Out of Office' feature, click on the radial button for "I am currently Out of the Office"
   • To de-activate the feature, click on the radial button for "I am currently In the Office"
5. Click OK

mail@UCSF WebMail:

1. Open a web browser (Firefox, Internet Explorer, Safari) and go to https://exchange.ucsf.edu
2. Login to your account
3. On the left sidebar, click on "Options"
4. On the right/main window, go to the section "Out of Office Assistant" (it should be at the top of the page)
5. In the "AutoReply only once to each sender with the following text:" field, enter an appropriate reply message. 
   • Typically people provide information on how long they will not be able to access email, and an alternate contact person if available
6. If you are ready to activate the 'Out of Office' feature, click on the radial button for "I am currently Out of the Office"
   • To de-activate the feature, click on the radial button for "I am currently In the Office"
7. Scroll to the top of the page and click on "Save and Close"