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Queen's University
 

Help and Support

Learning The Lingo


Often, one of the hardest parts of becoming comfortable with a new application is understanding the terminology. Use the table below to get comfortable with the lingo you'll be hearing in relation to the new email and calendar service.


With our thanks to the Office of Advancement, from whom we borrowed liberally to define this terminology!

ActiveSync The protocol which synchronizes information between an Exchange account and some mobile devices (iPhones and some Android devices). BlackBerry devices use a service known as BES for this purpose.
Appointment A time slot that you reserve on your calendar for yourself; for example, for a dentist appointment. Unlike meetings, appointments have no attendees other than yourself.
Archive

A feature in Outlook that moves messages and calendar items to local storage on your computer (instead of keeping them on the Exchange system); it can be done manually, or can be set to be done automatically with AutoArchive.

 

For instructions on manually archiving Outlook items or removing AutoArchive see: http://office.microsoft.com/en-us/outlook-help/archive-items-manually-HA010355564.aspx?CTT=1

AutoComplete A feature in Outlook that displays suggestions for names and email addresses as you begin to type them.
Autodiscover The Autodiscover service uses a user's email address and password to configure a user's account settings automatically. It is available as part of Outlook 2010, 2007 and 2011.
Automatic Replies A tool in Outlook 2010 that you can set to automatically send an I'm away message to people who send you email when you are not available to respond. This feature is known as "Out of Office Assistant" in Outlook 2007, and "Out of Office Vacation Auto-Reply" in Outlook 2011.
BlackBerry Enterprise Server (BES) A service that sends email and calendar information from an Exchange account to BlackBerry mobile devices; you need a BES account to use this service.
Categories A feature in Outlook that lets you create names to flag related messages and calendar items; categories can be applied automatically using Rules.
Client Protocol POP, IMAP and MAPI are protocols that email clients use to communicate with the email server. When email first emerged and email clients were created, to maintain email accounts POP was the preferred method.
Client Software An email client is a software program (e.g. Outlook, MacMail, Eudora, Thunderbird) that runs on a personal computer and manages the email for a particular user on that computer. Usually it is one person's email account that is being managed, but it is possible to configure your email client to manage several email accounts
Contact Group A group of email addresses under a single entry, enabling you to send one message to multiple recipients. (Called a distribution list in previous versions of Outlook.
Delegates A feature in Outlook that lets you authorize specific people to access or manage parts of your Exchange account; for example, receiving and responding to your email or managing your calendar items. This role was called a Designate in Oracle Calendar.
Distribution List/Groups A feature in Outlook (called "groups") that lets you create a collection of addresses that you can use to easily send a message to a group of people.
Exchange "Exchange" is actually shorthand for Microsoft Exchange Server. This is the application that manages email, calendar, tasks, contacts – and more -- behind the scenes, on servers managed by ITServices.
Exchange Account The location in the Exchange system where your email, calendar, task list, and address book are stored.
Free/Busy A calendar feature in Outlook that meeting schedulers can use to determine people's availability.
Global Address List (GAL) The names, email addresses, and other contact information for all members of the Queen's community.
IMAP IMAP (Internet Message Access Protocol) emerged as a preferred method of maintaining email accounts because IMAP leaves email on the server unless specifically moved to a local folder. The current (JES) email service uses this protocol, which allows users to access their email from work, home, or while traveling by using a web interface (webmail.queensu.ca) that's available anywhere a web browser is available. With the aid of third party software (NotifyLink), users can also access their email on some smart phones.
MAPI MAPI (Messaging Application Program Interface) is the program interface for the Microsoft Exchange server. With MAPI, your email will remain on the server unless you specifically move it to a personal computer. It will be accessible through a new web interface known as OWA, through the Outlook email client, and on a wide variety of mobile devices such smart phones and tablets. Third party software is not required to manage the interface with mobile devices.
Out of Office Assistant A tool in Outlook 2007 that you can set to automatically send an I'm away message to people who send you email when you are not available to respond. This feature is known as "Automatic Replies" in Office 2010, and "Out of Office Vacation Auto-Reply" in Outlook 2011.
Outlook Web App (OWA) Microsoft's service for accessing your Exchange account on the web. The URL is https://qwa.queensu.ca. Also referred to as QWA (Queen's Web App).
POP POP (Post Office Protocol) was the preferred method of communication when email clients were first emerging. POP allows a user to download their email from the server to their personal computer. They also had an option to "leave mail on server". Since at that time the amount of storage space allotted to each email account was limited, users were encouraged to download of their email to their personal computers, leaving only a few days' worth at most on the server. This worked well so long as there was not a need to access email from more than one location. This protocol is not supported on the Exchange server.
PST A Windows file for local storage of Outlook items such as messages and calendar events; local means the data is on the individual's computer or portable media device, rather than on the Queen's Exchange server
Queen's Web App (QWA) Microsoft's service for accessing your Exchange account on the web. The URL is https://qwa.queensu.ca. Also known as Outlook Web App.
Rules A feature in Outlook and Outlook Web App that you can use to automatically do things to messages that meet certain conditions; for example, rules can alert you about certain messages, move them to specific folders, flag them, or delete them. Known as filters in our former (JES) mail service.
Server Software Application software that is designed to run on a server, as opposed to running on an individual computer. JES (Java Enterprise System) and Exchange are the software programs that run on the servers that manage all the email coming into and out of Queen's. Server software is chosen at the University level.

 


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