The size limit, which includes the message text + the attachment, is 25 MB. The 25 MB limit applies to both inbound mail attachments (that you receive), and outbound mail attachments (that you send).

To reduce the size of an attachment - in order to bring it under the 25 MB limit - compress the file before attaching it to the mail message.

You can request a copy of the Office 2007 for your home Windows system via the JPL IT Microsoft Enterprise Software Catalog: http://jplit.jpl.nasa.gov/swcatalog/Login.asp. Office 2008 for home Macintosh systems is available now, also from the JPL IT Microsoft Enterprise Software Catalog under OSX.

Yes, you will be able to use Thunderbird as your email client, but you will have to use Outlook or Entourage for your calendar. The real advantage to using Outlook/Entourage for email is the integration and that, of course, you will miss if you continue to use Thunderbird. But, if you prefer Thunderbird, it can still be used as your client (although the backend email system will be moved to Exchange).

(1) Yes, you can configure the mail.app in OSX with UMS. We have instructions on configuring Mail.app to connect to the UMS mail system via IMAP. (2) Currently, the iCal.app does not interface with the Exchange System directly. You can configure Entourage to connect to the UMS mail system, and then synchronize data from your Entourage Calendar with the iCal calendar (feature is built into Entourage).

One more note, Apple has announced the OS 10.6 (Snow Leopard) will have direct connectivity to Microsoft Exchange. This includes iCal for Calendaring, Mail for email, and Address Book for Contacts (including lookups of the Global Address List). When that is released we will test it with our system and if all goes well and it is approved it will be supported.

1. In Thunderbird, go to File and choose Subscribe
2. Select your IMAP account.
3. Select the folders you want to subscribe to including Sent Items and Deleted Items
4. Click on the Subscribe button.

You have subscribed to your selected folders.

By default, a copy of your email is put in the "Sent" folder when you have sent email in Thunderbird. On the other hand, a copy of your email is put in the "Sent Items" folder when you have sent email in Outlook or OWA.

To synchronize, we recommend to choose the "Sent Items" folder to be the default folder where a copy of the email you have sent is to be stored.

To choose the "Sent Items" folder to be the default folder in Thunderbird:

1. Open Account Settings for your IMAP account.
2. Go to Copies & Folders
3. Choose Other then select Sent Items from your IMAP folders
4. Click OK to close Account Settings.

Yes. To change your Preferred Name, please follow these steps:

1. Login to the NBS Website
2. Select the "JPL Employee Toolkit"
3. Click on the "EIPC" (Employee's Information Processing Center) link
4. Enter the last four digits of your Social Security Number
5. Click on the "Personal" tab where your Personal Information is displayed
6. Click on the "UPDATE" button/link
7. When you have made your edit(s), be sure to click on the "SAVE" button

The correction/edit to your record may take up to 24 hours before changing.

Please click to the basic client configuration settings (PDF).

There are two types of groups used in both Meeting Maker and UMS:

1. private groups (distribution lists) will not be migrated but can be recreated in UMS using the procedures Create and Use Public and Private Groups (Distribution Lists) >>
   
   >> Outlook 2007 | Entourage 2008
2. during the calendar migration, public groups will be moved to the JPL Directory in which they can be maintained and from which they can be used for both email distribution as well as calendar invitees. These groups will be available following the calendar migration.

Note: Outlook refers to Groups as Distribution Lists; Entourage uses the term Groups.

Yes, both private and public groups can be used by all UMS services. To ensure that private groups function optimally, we suggest that you select names from the Global Access List (GAL) when creating them.

If you have migrated to one of the messaging clients (Outlook, Entourage), you will use that client for both your email and calendar. If you have not migrated to one of the messaging clients, but you are using the IMAP protocol (leaving your email on the server), you can use the new Webmail client for your calendar. If you have not migrated to one of the messaging clients and are not leaving your email on the server, you will not be able to use the calendar feature of UMS.

Yes. The UMS Calendar will be accessible from the Outlook Web Access (OWA) tool, https://ums.jpl.nasa.gov/. You can also access Webmail from this familiar JPL Webmail Service address: http://webmail.jpl.nasa.gov/, where you will be redirected to OWA.

Remember that our email and calendar functions will be unified into one application. If you are using Outlook, the web access tool looks very similar. If you are using Internet Explorer 6 or greater, than you have what is referred to as "OWA Premium" (fully functional). If you are using Firefox or another browser, you can still access OWA, but this version is referred to as "OWA Light." For more information, please follow this link to Web Mail - Outlook Web Access (OWA).

While Outlook is capable of sending a meeting invitation via an iCal attachment, it does not accept connections to update the "server side calendar" from any iCal compatible client. The clients that do support server side calendar updates are Entourage for the Mac, Outlook for the PC, and Outlook Web Access (OWA) for all platforms.

Upcoming products that will also support updating the server side calendar are iCal OS 10.6 for the Mac, and Evolution (currently only support connections to Exchange 2003 servers, and we are running Exchange 2007) for Linux.

If your mail is forwarded to another mail server, none of the above prodcts will work for you because your client connection is to the Other Mail Server, and not the Exchange Mail Server:

Since your client talks with the Other Mail Server, it does not have any links to the Exchange Mail Server to update your Calendar. Therefore, when you accept a meeting, it does send an email response that you will attend, but the meeting is placed on your local clent calendar - not on the server side calendar.

In a traditional setup, the End User client (Outlook, Entourage, or Outlook Web Access) talks directly with the Exchange Mail Server, placing your meetings on the server side calendar, thus allowing other users to know your free/busy time when inviting you to meetings:

Unfortunately, in the traditional setup, it is not possible to manage your email on one server and your calendar on another.

When logging back into Outlook, Entourage, or your other client, you must enter jpl\ before your user name and new password.

In Meeting Maker, you could see your "declined" meetings. Where are those now?

Meetings you decline in Outlook and Entourage mail move to your "Deleted Items" folder where they can be recovered. (To recover items in Outlook: Tools >> select Recover Deleted Items... Select the item(s) you wish to recover, and the item(s) will be placed in your Inbox. To recover items in OWA Premium: Options >> Deleted Items >> Recover Deleted Items.) But! If you decline meetings from the calendar, the email invitation remains in your Inbox where you can later accept. (You may want to keep track of these types of messages in a separate folder.)

Best Practice (Entourage and Outlook): If you are unsure about attending, respond to the meeting as "Tentative." The invitation will remain on the Calendar giving you the opportunity to decide later.

Sharing Calendars in UMS

Sharing or granting permission to view calendar information allows a colleague to view another person's calendar information. By default, shared items marked as private are not viewable, although they appear as "busy" time on the shared calendar.

General information and instructions for sharing calendar information are available here:

• Training
• How-To/Tips

Delegate Access in UMS

A delegate is someone who has been granted permission to open another person's folders, create items, and respond to requests on behalf of that person. To become someone's delegate, the account owner must grant delegate access to his or her calendar and mail.

Delegate access is a more advanced feature than just sharing Outlook folders. If you want to grant additional permissions, such as allowing a delegate the ability to create email messages or respond to meeting requests on your behalf, you must use Delegate access.

Important:

• Delegate access should not be given casually to individuals. Since delegates can perform actions on another's behalf, decisions to give delegate access should be weighed carefully and only given to trusted individuals.
• With delegation, one should not rely on the Private feature to prevent other people from accessing the details of appointments, contacts, or tasks through programmatic methods or by using other email programs.
• As the delegator/manager, your mail must be delivered to your mailbox on the UMS server, not to a Personal Folders file (.pst) which stores your messages or other items on your computer.
• The delegator/manager and the delegate must use the same version of Outlook.

General information and instructions for delegating calendar and folder information appear here:

• Training
• How-To/Tips

No. Managing a conference room calendar is not the same as managing another person’s calendar. In order to manage a conference room calendar, a conference room owner must add a mailbox for his/her conference room. To manage another’s person’s calendar, a delegator/manager would have to set up delegate access with a delegate.

Yes. They will appear in the UMS Calendar as Private, viewable only to you or your delegates - if you have allowed access.

If someone proposes a meeting with you as an attendee, and you click accept or decline, an alert box pops up that has three options: "Edit the response before sending.", "Send the response now." or "Don't send a response." Because Outlook integrates email with its calendar, you must respond (reply) to a meeting request in order for the proposer to know of your acceptance or not.

By clicking "Send the response now" Outlook will send a calendar message to the meeting proposer informing him or her of your acceptance or otherwise. Similarly, if you select "Edit the response" then you can reply with a email message stating why you may have accepted or declined or any other message you may want regarding the meeting.

If you select "Don't send a response," no calendar message will be sent to the meeting attendee, and they therefore will have no knowledge that you accepted or declined.

Categories that are set for meetings on an individual's calendar are viewable only by that individual. Any persons who have shared or delegate permissions to view that calendar will still see the meetings, but will not see any categories that the owner may have set for those meetings. This behavior is seen in Entourage to Entourage sharing, and Entourage to Outlook sharing only.

To change ownership of a Conference Room, or for any issues related to Conference Room or Resource (Group) calendars, please submit a Service Request. Please note that a change in Conference Room ownership, or the creation of a new calendar/deletion of an existing calendar, takes approximately 1 business day (24 hours).