Information Technology Services
Information Technology Services

FAQs for Exchange Email and Calendar

If you have more questions, please contact the IT Support Centre by calling 613-533-6666 during regular business hours, or by filling out the online help form.

Email FAQ

Q. I don't log in to my Queen's Exchange Email very often because I usually use my Gmail account. Is there a way to forward my emails to my Gmail account?

Yes. Here are the links to the tutorials on forwarding emails according what client you use:

Q. How can I make signatures to go at the bottom of my emails?

Yes. Here are the links to the tutorials on creating signatures according what client you use:

Q. I'm going to be on vacation for a week and won't check my email. How can I let people who email me know that I'm away?

You can set up an Out of Office message to auto-reply to people who send you emails while you're away:

Q. My mailbox seems to be almost full. What's my mailbox limit?

The Exchange accounts have a limit of 5GB. It's good practice to regularly check your quota, to learn how to do so, follow these tutorials:

Q. Somebody said they sent me an email, but I didn't receive it. Where did it go?"
  • Check your Junk Email folder first!
  • Confirm with the sender that they are sending to the correct email address.
  • Search your Deleted Items folder.  If found, you can recover the deleted email. See the Recovering Deleted Emails tutorials for Outlook Web App (OWA) . Note:  Mac users would use the OWA interface to recover deleted emails.
  • If it still cannot be found, it can be traced (for up to 7 days) by contacting the ITSC and providing 4 pieces of information (Sent address, To address, Date, and Subject)
Q. How do I find the Headers of an email message that was sent to me?
  • Instructions for finding the Headers for an email message are available in the Show Email Headers tutorial.

Calendar FAQ

Q. I'm using a mobile device; how will this impact my calendar?

Viewing your calendar from your mobile device is one of the advantages of the new calendar; however, the software client application running on your device may not be fully compatible with Outlook and should not be relied upon to process meeting requests successfully. If you do accept a meeting request, do not delete the request from another computer (such as a mobile device) because the meeting may disappear entirely from your calendar. Do not use your mobile device to process meeting requests for yourself or as a delegate.

Q. I thought I invited a colleague to a meeting, but they didn't get my invite. What happened?

Chances are it's because you didn't actually send the invitation. Outlook calendar is reliant on sending an email in order to register your response with an account. If you create a meeting, or respond to a request, make sure to send an email notification or your response will no be received.

Q. How do I share my calendar so that my colleague can see where I am but cannot make appointments on my behalf?

It sounds like you'll want to make your colleague a Reviewer of your calendar. This means they can see the details of your calendar but don't have the permissions to change or delete anything. You can assign them the Reviewer role through the Delegate Wizard.  See

Q. My co-worker has given me permission to view her calendar as a "reviewer". How do I access it?
Q. How can I see who is coming to a meeting for which I am an attendee but not the organizer?

Meeting attendees can only see who has been invited to a meeting, not RSVP's. If you are an attendee and would like to see who will probably be attending, open the meeting and then click on "Scheduling Assistant". You can use the legend to make an educated "guess" as to who will be attending.

Q. How can I create an Exchange Distribution Group so I can invite groups of people to meetings using Outlook Calendar? 

Exchange Distribution Groups are requested by  the IT Admin Rep.  When the IT Admin Rep requests the group, a primary and secondary group owner can be identified.  Group Owners will be able to add and remove people from the group.    To request an Exchange Distribution Group the IT Admin Rep should complete the Global Address List (GAL) Distribution Group Request form available from the IT Admin Rep's Restricted Resources page.