Outlook Frequently Asked Questions

  • Why are sent items from my shared account going to my personal sent folder?

    By default, Outlook is configured to place all sent items into your personal sent items folder.  The instructions below will allow you to modify the registry and configure Outlook to place sent items into the appropriate sent folders.  However, serious problems can occur if the registry is modified incorrectly, so please contact your IT provider before performing these steps.

    • Click Start, click Run, type regedit, and then click OK.
    • Locate and then click the following registry subkey: HKEY_CURRENT_USER\Software\Microsoft\Office\12.0\Outlook\Preferences
    • On the Edit menu, point to New, and then click DWORD Value.
    • Type DelegateSentItemsStyle, and then press ENTER.
    • Right-click DelegateSentItemsStyle, and then click Modify.
    • In the Value data box, type 1, and then click OK.
    • Exit Registry Editor.

    After DelegateSentItemsStyle registry value is set to 1, the functionality is only available when the Microsoft Exchange account is set to ‘Cached Exchange Mode’.

  • What is the difference between “Send As” and “Send on Behalf”?

    The "Send on Behalf" permission allows a user to send email to another user, but your name is still associated with the email.  The From field will clearly state that the email is from“you sent on behalf of another user”.

    The "Send As" permission allows a user to send email directly to another recipient.  For example, you may have Send As permission to a shared account called "Department@auburn.edu".  You can send an email as ‘Department’ even though it actually came from you.

  • Why does Outlook continue to prompt me for a password?

    Network issues or security authentication problems are two broad explanations for Outlook repeatedly prompting for a password.  It is often necessary to contact your IT provider or Outlook Support to find the exact cause, but try these steps as they often solve a majority of the password problems.

    Check Outlook Settings
    1. Open Outlook 2010. Click File>Account Settings>Account Settings.
    2. Click the Email tab, click the Exchange Online mailbox, and click Change.
    3. Click More Settings. Click the Security tab, make sure the "Always prompt for logon credentials" box is unchecked.

    Delete Stored Credentials (Windows 7)

    1. Click Start, click Control Panel, and then click Credential Manager (you may need to switch to “small icons” in order to see this setting).
    2. Your stored credentials are listed below the Generic Credentials heading.
    3. Expand the set of credentials and then select Remove from Vault.

    Now restart Outlook and enter your credentials once more.  This will ultimately refresh your stored credentials and should reduce or eliminate the repeated prompts for your password.

  • Is there a limit to the number of recipients per message?

    Outlook does not place a limit for the amount of addresses you can send to within a single email.  These limits are set by the Exchange server to help maintain server performance and protects against security threats like email spam.  The system is currently set to limit recipients to 5,000 total, regardless of which fields (To, Cc, Bcc) contain the email addresses.

  • Can I configure Outlook to open at start up?

    For Outlook to open at Startup, drag the Outlook shortcut from your desktop into the Startup Folder.
    Windows XP:  C:\Documents and Settings\’Username’\Start Menu\Program\Startup
    Windows 7:  C:\Users\’username’\AppData\Roaming\Microsoft\Windows\Start Menu\Programs\Startup

    Note to CallPilot users: Outlook and CallPilot must open in a certain order.  Having Outlook and CallPilot open simultaneously on Startup may cause an error. 

  • What is the size limit on my mailbox?  What is the size limit of an attachment?

    All Exchange users have a 5Gb mailbox and mail can be sent up to 25Mb (mail text and attachment combined).  The M+ Archive copies mail items to the archive after 21 days.  If your Exchange mailbox is nearing the 5Gb limit, you can verify the messages and folders are in your archive and delete them from your live mailbox.  If you need to send an attachment that exceeds the 25Mb limit, you can use Filemover to send larger files to any recipient.


Last Updated: August 02, 2017