Either when necessary or when desired, you may need to manually clean up storage in your mailbox or that of a shared mailbox. This guide will show you how to perform cleanup tasks on email. Before we begin, it is important to note that this process will delete messages from the target mailbox. During this process you will need to determine an age of messages where everything older than the chosen age will be deleted. Each mailbox is unique and receives messages at different rates. If you receive many messages and if they are generally large, you are going to have a different need than somebody who receives few or only messages that are small in size. note: HPG keeps daily backups of messages within every mailbox and can restore any message you have received or sent. It is safe to select any cleanup range. Cleanup Your Mailbox 1. Log into the mailbox by going to https://outlook.office.com or if you are using a shared mailbox, see this article if you need help logging into it through the web browser. 2. After you are logged into Outlook Web, go to settings. You can find this at the top right corner of the page 3. Click on "View all Outlook settings" 4. Click on the Account tab 5. Click on Storage 6. You will see a list of folders starting with Deleted Items and then sorted by Size (Largest to Smallest). For each large folder you will a. Click the Dropdown option next to Empty b. Select 3 Months and older, 6 Months and older, or 12 months and older. c. Click OK when prompted. Remember that HPG has a backup of all messages in your inbox that is retained indefinitely. 7. You will see a message in place of "empty" that states the folder is Emptying based on your parameters. Depending on the size of the folder, this can take between minutes and hours to complete. 8. Repeat the above steps for all large folders in your mailbox. You may run several jobs at the same time. It is a good idea to run this process regularly or as needed.

This guide will show you how to report email as Phishing or Spam, and do so safely.  Method 1: Outlook Plugin Every employee should have access to this method, which is also available in Outlook Web and Outlook Mobile. This method may not work on Shared Mailboxes; however, you can use method two regardless of the mailbox or application.  Click on the email message that you want to report Click the Phish Alert Report button from your Outlook Ribbon Select an option that best fits the report classification. Phishing/Suspicious = Potentially Malicious message Spam = Unwanted message Unkown = You are unsure and would like IT to review the message Click the Phish Alert button to submit Click OK to acknowlege the notification that the message was reported Thats it! If IT requires anything else, they will follow up with you after reviewing the reported message. Method 2: Forward to Phishing Collection Email This option can be performed from any application or mailbox. 1. Forward the suspect message to phishing@hpgbrands.com. Thats it! If IT requires anything else, they will follow up with you after reviewing the reported message. 

Open Outlook Compose your message Go to the Options Tab Click the Delay Delivery button Fill out the for with message settings, delivery options, and contacts to sent it to.   Click close when done Click Send when you are done composing the message as you normally would.  You message will be sent at the specified time, allowing you to cancel the send before the time you specified.  To Edit or Cancel the message go to your Outbox folder in Outlook To Edit the message, double click the message in your Outbox folder. You can modify the body, recipients, or the delay time. To Cancel the message, delete it from your Outlbox OR if you need to save it, move the message to your drafts folder by dragging and dropping it. 

Starting July 20, 2022, HPG Brands has begun to prepend the [EXTERNAL] disclaimer to messages that originate from outside HPG. The message will appear as seen below: This disclaimer is to hint to HPG Employees that they are interacting with a message that originated from untrusted or non-verified sources. Employees are to treat such messages with additional scrutiny and avoid clicking links, opening attachments, or forwarding messages before verifying that they are safe to do so. Among following any guides provided via training, employees should inspect and validate all aspects of an email message. Speed, assumption, and stress are not valid reasons for not-following training recommendations and guidelines.  Every employee is responsible for helping to keep HPG, HPG Employees, and HPG Customers safe. It should be noted, that this disclaimer is not applied with a guarantee. Meaning, if there is a system outage or backlog, some external messages may arrive without the disclaimer. Regardless, employees need to continue best practices and verify the safety of all messages they receive. 

Issue: Images not displaying in Outlook even after removing "don't download pictures automatically in standard HTML email messages or RSS items" in Outlook options. Resolution: Open Internet options by clicking start, searching for "internet options" and launch "internet options"  click on the advanced tab remove the checkmark from "do not save encrypted pages to disk" click ok

For the removal of automapping feature for Exchange mailbox, the manual method requires to remove full access permission to the mailbox and then reattach full access permission. While reattaching the permissions, the parameter for automapping will be changed to false (AutoMapping:$false parameter). Remove the full access permission of the user from the mailbox. Add back the full access permission level of the user for the mailbox but keep the automapping parameter to false. To do this, follow the below steps: Start Exchange Management Shell and run the following command: Remove-MailboxPermission -Identity UserMailbox -User UserName -AccessRights FullAccess -InheritanceType All Example – Remove-MailboxPermission -Identity Sales -User David -AccessRights FullAccess -InheritanceType All Run the command: Add-MailboxPermission -Identity UserMailbox -User UserName -AccessRight FullAccess -Automapping $false Example – Add-MailboxPermission -Identity Sales -User David -AccessRight FullAccess -Automapping $false The command will provide the full access rights of the mailbox Sales to the user David. But the automapping feature is false. So, Outlook will not automatically add it. Taken from  https://www.nucleustechnologies.com/blog/remove-outlook-auto-mapping-for-a-mailbox-in-exchange/#:~:text=Remove%20automapping%20using%20Exchange%20Management%20Shell%201%20Remove,mailbox%20but%20keep%20the%20automapping%20parameter%20to%20false.

Schedule Assistant is a built in tool within Microsoft Outlook and Microsoft Teams that allows you to book meetings with Co-Workers and avoid scheduling conflicts. The below will show you how to use Outlook's Scheduling Assistant. Open Outlook and Go to Calendar Select New Meeting OR New Teams Meeting from the ribbon In the Meeting Window, provide a Title for the meeting Click on the Scheduling Assistant tab near the top of the window Under All Attendees, Option Attendies, or Resource (Room or Equipment) enter the name of one or more co-worker you would like to meet with The top row of the Scheduling assistant will show you the combined availability of all individuals you added + yourself You can see the araciality of each individual in the rows below your own availability. Select an available day and time by scrolling right and selecting the time block that best fits the schedule of participating co-workers. Go back to the meeting tab to complete the meeting setup and send the meeting invite

This solution is to be performed by a system administrator Issue: When viewing a Room Calander in outlook you only see "Busy" and would like some more information Solution 1. Connect to Exchange Online with PowerShell.  2. Setting the Room calendar to show more details by default Set-MailboxFolderPermission -Identity dco.office2:\calendar -User default -AccessRights LimitedDetails 3. Enable Room calendar to show subject of the meetings Set-CalendarProcessing -Identity dco.office2 -AddOrganizerToSubject $true -DeleteComments $false -DeleteSubject $false Note this will not show you information for past events, only newly booked events.  Credit: https://blog.ctglobalservices.com/office-365/bfa/enable-users-to-show-calendar-information-of-room-mailboxes/

Issue: Attached a PDF to an email generates a link  Solution: Step 1:  Compose a new email in outlook.  Step 2:  Click Attach File via Link and click Settings Step 3:  Select the radio button "Never prompt white attached"