General FAQs

What is the maximum message size allowed?

Messages cannot be sent or received if they exceed 20 MB.

If you need to send large files, try compressing them by saving them in a .zip file before attaching them to the message.

In Windows you can zip files by right clicking on them in My Computer and then, under Send To, clicking Compressed (zipped) folder.

How do I recover messages I've deleted?

When you delete a message from Outlook it’s moved to your Deleted Items folder and stays there until you permanently delete it by deleting the message again or emptying the Deleted Items folder.  Permanently deleted items are retained for 14 days before they are purged and can be recovered during this time.

To recover permanently deleted messages from Outlook:

  • Click the Folder tab and click Recover Deleted Items
  • Select the items you want to recover and click Recover Selected Items

Recover Deleted Items - Outlook 2010 (includes screenshots)

If messages have been permanently deleted without being moved to the deleted items folder first (e.g. shift deleted or deleted from a different email client), they will be restored to the folder they were deleted from.

Permanently deleted messages can also be recovered from Outlook Web App by right clicking on the Deleted Items folder and selecting Recover deleted items.  This can also be used to recover messages deleted from Outlook on a Mac.

How do I access my email using POP3 or IMAP?

The staff email system can be accessed using POP3 or IMAP with the following settings:

Incoming or Receiving Server Settings

  • Server Name - mail.gcu.ac.uk
  • Username - domain username
  • Password - domain password
  • SSL - ON
  • IMAP Port Number - 993
  • POP3 Port Number - 995

Outgoing or Sending Server Settings

  • Server Name - smtp.gcu.ac.uk
  • Authenticate using same username and password as incoming server
  • TLS - ON
  • SMTP Port Number - 587

You can only send email using the univerity's SMTP server when you are connected to the GCU network.

What are the best practices for processing meeting requests?

When you arrange meetings and process meeting requests, follow these best practices to avoid problems occurring, such as meetings disappearing from your calendar or calendar items being incorrect.

  • Always process meeting requests by opening the message from your inbox and either accept or decline it.
  • Always use the “Remove from Calendar” command to process meeting cancellations.  Don’t delete the meeting from your calendar.
  • Always send an update to all attendees when a meeting is changed or cancelled.
  • Set end dates on recurring meetings (less than 6 months recommended) and create a new series of meetings if they continue beyond this date.
  • Don’t copy meetings.

If you process meeting requests from additional machines or devices, or assign the task of processing meeting requests to a delegate, the risk of problems occurring increases, and you are advised to follow these recommendations.

Access from Additional Machines or Devices

  • Consider only using additional machines or devices to view your calendar or manage personal appointments, and restrict the processing of meeting requests to your main university computer.
  • If you use more than one machine to process meeting requests, they should have all have the same email client installed (including version).
  • If you use a mobile device to process meeting requests, it should have the latest system updates installed.
  • Never delete a meeting request from second machine or a mobile device if you have already accepted it on another.

Delegate Access

  • The mailbox owner (e.g. manager) and the delegate (e.g. PA or administrator) should both be using the same email client (including version).
  • Delegate the task of arranging meetings to one person only.
  • Limit the number of staff who have permission to edit your calendar.
  • Configure Outlook to only forward meeting messages to the delegate responsible for arranging your meetings.  An informational copy can be sent to the mailbox owner if required.
  • The delegate should only process meeting requests from their main email client.

What attachments are blocked by the email system?

Outlook prevents the following potentially dangerous attachments from being opened.

.ade, .adp, .app, .asp, .bas, .bat, .cer, .chm, .cmd, .cnt,
.com, .cpl, .crt, .csh, .der, .exe, .fxp, .gadget, .hlp, .hpj,
.hta, .inf, .ins, .isp, .its, .js, .jse, .ksh, .lnk, .mad,
.maf, .mag, .mam, .maq, .mar, .mas, .mat, .mau, .mav, .maw,
.mda, .mdb, .mde, .mdt, .mdw, .mdz, .msc, .msh, .msh1, .msh2,
.mshxml, .msh1xml, .msh2xml, .msi, .msp, .mst, .ops, .osd, .pcd, .pif,
.plg, .prf, .prg, .pst, .reg, .scf, .scr, .sct, .shb, .shs,
.ps1, .ps1xml, .ps2, .ps2xml, .psc1, .psc2, .tmp, .url, .vb, .vbe,
.vbp, .vbs, .vsmacros, .vsw, .ws, .wsc, .wsf, .wsh, .xnk

In addition to this, messages sent to, or received from, external addresses that contain any of these attachments will be quarantined.

It is recommended that you do not send these types of files by email.  In situations where this is unavoidable, files can be renamed with the extension removed to allow delivery.  The recipient will have to rename the file with the extension to open it.

How do I post personal adverts to the Adverts public folder?

Personal adverts can be posted to the Adverts public folder by sending an email to adverts@gcu.ac.uk.

To view the Adverts public folder:

From Outlook 2010

•    Click on the Folder List icon at the bottom of the navigation pane or press CTRL+6, then expand Public Folders, All Public Folders and click * Adverts

From Outlook Web Access

•    Click on Public Folders at the bottom of the navigation pane, then expand Public Folders and click * Adverts

From Outlook 2011 for the Mac

•    From the Tools menu, click on Public Folders, click Adverts and click Subscribe
•    In the navigation pane expand GCU, Subscribed Public Folders and click Adverts

From Entourage 2008 (Exchange Web Services Edition)

•    In the navigation pane expand Public Folders, All Public Folders and click Adverts

How do I disable the Outlook auto-complete feature?

Outlook stores the names and email addresses of previous message recipients in an auto-complete list and displays suggestions from the list as you type names and email addresses in the To, Cc and Bcc fields.

To prevent suggestions being displayed:

  • Click the File tab, click Options and click Mail
  • Under Send Messages, uncheck Use Auto-Complete List to suggest names when typing in the To, Cc and Bcc lines