Tag: Microsoft Training Minneapolis
How to easily backup your hosted exchange email in Outlook 2013
Awhile back, I had a client who did an update on her iPhone and during that update, her calendar went missing. She was on hosted exchange and due to some “terms and conditions”, a mailbox restore was not going to happen for the client. (By the way, not all companies refuse to do mailbox restores, just this specific one company that will remain nameless for now). Even if you have a company that will restore mailboxes, it’s sometimes time critical to get back your information that you have already stored locally.
So if you have any version of Outlook, not just Outlook 2013 or Outlook 2010, the same instructions will work to some degree. There are screen shots below. The backup file will be stored in your default Outlook folders in your computer, but these should be backed up to an external backup or online.
If you need online backup, please call me to schedule an appointment. We charge $79 for setup and your products costs are $65 for one computer up to $109 for 3 computers.
- In Outlook…click on “File”
- Then click on “Open and Export”
- Then click on “Import and Export”
- Then click on “Export to a file”
- Select “Outlook Data File (.pst)
- Outlook will show you the mailboxes you can export. Click on the “Inbox” and hit “Next”
- Now Click on the browse button, and by default Outlook should save your file where online backup programs know to backup. It should be in the My Documents, Outlook Files folder.
- Create a name for the file and hit “Ok”
- Then hit “Finish”
The larger your hosted exchange is, the longer a backup will take. I recommend doing this on Fridays before you leave the office or before you go to bed. You will not be able to use Outlook during this time.
Click “Finish” and Outlook will now export a full copy of your hosted exchange to your computer.
A few tips on how to manage your LinkedIn through Outlook
If you’re like me, you want to be more connected on LinkedIn, but during your workday you just can ‘t find the time to stay connected. As much as I adore LinkedIn, I do have a job to do during the day and don’t have time to always be on the site. I discovered a quick way to manage all of my LinkedIn “everything messages” in just one inbox in my Outlook (You don’t need to use Outlook btw).
Not only does this awesome little management tool help me stay on top of my messages, I actually participate a lot more now on LinkedIn than I did before responding to direct messages more often and staying on top of discussions I should be spending time with. And we all know that the more time you put into LinkedIn, the more marketing time you get in, and that brings in the money folks. So these tips should help you as I have found they help me.
On with the tips! See the picture below. I circled some important areas. Also, I have Outlook 2013, your version should be similar.
- Create a folder in your inbox called “LinkedIn”
- Now go to your new LinkedIn folder and right click on it, select “Show in Favorites” (Your favorites is the area at the top of your folder list in Outlook that is somewhat like a new message hotspot. Great tip for those with tons of email accounts and rules to see new emails!
- Create some rules. Open the email from LinkedIn, at the top of the message there is a “Rules” option and if you click on it, you should see “Always move messages….” And then you can go find your new LinkedIn folder in the list.
- For those that are heavily involved with LinkedIn, you probably get a few different types of emails.
- Notifications of new messages from others
- Group Discussion updates (usually weekly, could be daily depends on your settings)
- Someone has endorsed you
- Someone likes your group discussion
- Someone has participated in a discussion you started or you have posted in
- Now I see new emails in the LinkedIn favorites folder and I peek at them daily now to see what’s going on. Who’s doing what, etc
- As a marketing reminder, those somewhat annoying and pesky “endorsements”, I have found them to be interesting in terms of marketing. I get a few of those a day, and then when I see I got an endorsement, I either look at that person’s name because it’s in the inbox or I go onto LinkedIn and then endorse them back and many others. Most people aren’t interested in endorsements, but hey…if it takes 5 minutes for a bunch of people to see my name (marketing, marketing, marketing!), it’s probably worth that time.
Email from Adobe: Important Customer Security Alert, Real or Fake?
Many clients are now emailing me asking if the Adobe email they are receiving is real or fake. I checked out the links in the email, they all do go to Adobe. I did my own research and apparently, the Important Customer Security Alert is real. Adobe did get hit by an internet cyber attack.
Here is some copy from their blog about this attack:
Cyber attacks are one of the unfortunate realities of doing business today. Given the profile and widespread use of many of our products, Adobe has attracted increasing attention from cyber attackers. Very recently, Adobe’s security team discovered sophisticated attacks on our network, involving the illegal access of customer information as well as source code for numerous Adobe products. We believe these attacks may be related.
What should you do? Probably just what they request, change your passwords. I would also recommend calling in and asking for a reset link though. Just to insure that it’s real. (I said apparently in the above paragraph, just because who can 100% trust anyone on the internet?).
To call: 1-866-412-8699
They prompted me to this page when I read the above article, how to change your password.
http://helpx.adobe.com/x-productkb/policy-pricing/customer-alert.html
I hope this helps everyone!
It is time to buy new Office 2013 products, which are best for you?
The old days of just buying it and installing Microsoft Office from a disk are long gone. Now they have all the products online and are tracked by email account for purchasing and downloading. I have already downloaded my software this way and enjoy it. The install was easy and no more 25 long code to type in. The installation process is fairly simple and you should not have issues with it.
You can purchase 2 types of software from Microsoft from their online store; the product suite or their handy pay per month/year package. I’m not recommending one over another, but you should definitely consider your household, computers and how many need new software and then figure out your budget.
If you have a house full of computers, the 5 install deal seems nice. And you can pay monthly or yearly for this. The upside of buying a subscription is that’s what you are buying, a subscription to hold the license and install on 5 computers. If you buy the suite, you can install on one computer and will probably need to call Microsoft if you need to release it and move to a new computer.
So what’s your preference? As I said, the subscription service is a nice feature. Below is a chart I took from the Microsoft site to show you the products.
Are you ready to buy? Help support Call That Girl by purchasing from our affiliate link below. I have recently become a partner and your prices stay the same, I get an affiliate payment by helping them with sales.
Check out great sales at Microsoft Store <–Click on the pink link
Are you tired of your email, calendars and contacts not synchronizing with your phone?
Call That Girl has a few good solutions for you if you are suffering with old technology. With everyone having many devices such as computers, tablets, iPhones, iPads, Androids, etc….we just want all of our communications, meeting and contacts all to flow and synchronize. Are you tired of having to always delete and catch up with your phone? Missing meetings? Or is iCloud driving you crazy? iTunes not working right?
Your phone is your mobile work life and you use it as much as your computer, but when you go back to your computer, nothing is the same right? These days are now over for you if you have us assist with moving your email, calendar and contacts to hosted exchange or Microsoft Office 365. Let Lisa, the Outlook Specialist assist your team today to having your work life much more managed and efficient.
More info…
- In just one day (teams), or as little as 2 hours (one person), we can have your technology in sync
- We can help teams up to 30 people transition
- We have processes we follow to insure great delivery with the least amount of technical snags
- We have an express plan if you feel your team is technical enough to handle backing up their own email and settings
- All of the work is done remotely, no need for onsite visit
- Costs start at $4.95 a month per mailbox
More benefits…
- Team calendar sharing
- Drafts synch too
- Out of office replies
- Server rules
- Tasks synch as well
- No contracts
Other managed IT companies will do the same work, but will also ask for a monthly fee to manage your account. We just invoice for the work done and offer a support ticket to those that want the continued support with us. If you need us to do some IT administration, it just comes off that ticket when you need help.
To get started, email Lisa@callthatgirl.biz or call her directly at 612-865-4475 to get on her calendar for a consultation.
How to share a calendar in Hosted Exchange or Microsoft Office 365
Below are simple instructions on how to share a calendar with other members of your team in Hosted Exchange or Microsoft Office 365.
How to add a member to view your calendar
Start by right clicking on your calendar and go to “Properties”
Then click on “Permissions” tab
Click “Add” and select in the Address Book “Global Address List” for the mailbox you want to share the calendar with and select the members name and click on “Add” at the bottom of the window.
Now you have to determine the level of permission. View guide below for appropriate levels.
Common are “Free/Busy” , “Reviewer” and “Publishing Author”
Found this handy guide from UNC-Chapel Hill Help & Support page
| Permission Level | Definition |
| Owner: | Allows full rights to the mailbox’s (Calendar or Folder) , including assigning permissions; it is recommended not to assign this role to anyone |
| Publishing Editor: | Create, read, edit, and delete all items; create subfolders |
| Editor: | Create, read, edit, and delete all items |
| Publishing Author: | Create and read items; create subfolders; edit and delete items created by the user. |
| Author: | Create and read items; edit and delete items they’ve created. |
| Nonediting Author: | Create and read items; delete items created by the user. |
| Reviewer: | Read items. |
| Contributor: | Create items. |
| Free/Busy time, subject, location: | View the time, subject, and location of the appointment or meeting on your calendar. |
| Free/Busy time: | Shows only as Free or Busy on your calendar. No details are provided. |
| None: | No permissions are set for the selected user on the specified calendar or folder. |
Now the member has permissions
How to view the other members calendar
Open Outlook and click on “File” then go to “Open”, and select “Other User’s Folder”
Click on “Name” and select the team member from the global address list. And also select “Folder Type” Calendar. Click OK
You will now see your team members calendar in your list of calendars until “Shared Calendar”. You will also see their calendars in your SmartPhone unless you turn off these settings.
More info
You will now see the other calendar in a side by side mode, you can select “Overlay” mode which gives you just one calendar. You can go to the top of Outlook and select “View” and then “Overlay”
You can also uncheck their calendar box at any time to not view it at all.