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Email on Mobile
Configuring a City Exchange e-mail account on a smartphone
Please refer to your device's user guide for detailed Exchange e-mail account setup instructions, as the setup steps vary by manufacturer and/or device. Most email setup will be located under Settings/Mail – choose Exchange. All Android, Windows, and iPhone's will ask for the following information:
| Your full city e-mail address, i.e. asmith@cityofmadison.com | |
| Server | email.cityofmadison.com |
| Domain | city |
| Username | Two letter City department abbreviation and your own initials, i.e. itabc |
| Password | Your network (outlook) password |
Proofpoint
Proofpoint enforces anti-spam, anti-virus, and content policies for our organization’s email accounts. All incoming email is inspected by the Proofpoint Messaging Security Gateway as soon as it arrives.
- User Digest
Understanding the Proofpoint User Digest and how to manage your settings. - Targeted Protection
- Encryption User Guide
- Proofpoint FAQ
Outlook Help
External Access
To access your email from home, go to email.cityofmadison.com. Enter your Network username (for example, isabc) and password (the password you use to login to your computer each day).
Outlook WebAccess allows you to remotely access your messages, calendar, and global address book. You cannot access any archived email or personal address books.
Secure Outlook Mailbox with a Password
With your Outlook mailbox open:
- Select Tools, Email Accounts
- When the E-Mail Accounts Wizard appears, select "View or Change existing e-mail accounts" and click Next.
- On the next screen, highlight Microsoft Exchange Server and click on the "Change" button.
- Select the "More Settings" button.
- Select the "Security" tab, and under "User identification", check the box that says, "Always prompt for user name and password."
- Click the "OK" button
- Click the "Next" button
- Click the "Finish" button
The next time you login into Outlook you will have to key in your username and password. The username field will require that you type in city\ along with your username; for example, city\isabc. Your username alone will not work. The password for Outlook will be the same as your network password.
Forgot Your Password?
Outlook passwords are encrypted so we cannot tell you what your password is. We can, however, reset it. Call the HelpDesk at (608) 266-4193 and we will be happy to reset it for you. If you consistently have trouble remembering passwords, learn more about how to create and remember passwords.
AutoReply
The Outlook Out of Office Assistant a great way to inform people who send you E-mail that you are out of the office.
- With Outlook open, from the Tools menu, select Out of Office Assistant.
- Select "I am currently Out of the Office" and type your AutoReply message in the text box just below it. This is the reply message people will automatically receive when they email you.
Each sender will only receive this message one time during the period you have your Out of Office Assistant turned on, so it would be a good idea to include the date(s) you will be gone in your AutoReply message.
Sending Attachments
To attach a file to an email message:
- In your email message, you can either select Insert > File OR simply click on the paper clip icon.
- Navigate to and select the file to attach.
- You can either highlight the file and click on the Insert button OR simply double-click on the file.
- The file should now appear in the e-mail message.
Currently, the size limit for sending and receiving attachments is 25MB. However, be aware that other e-mail sites may have smaller size limits and will not be able to receive such a large attachment.
Managing Your Mailbox Size
Archiving
The size limit of your mailbox is 2,000,000 KB (2 GB). Messages older than 3 months will automatically archive no matter how large your mailbox size total is. Once your mailbox is 80% full (at 1,600,000 KB / 1.6 GB), messages will start archiving more quickly. The oldest items will archive first, even if they are less than 3 months old. If your mailbox size is hovering around 80% full and you do not free enough space, your email messages can archive as quickly as 1 day. Emails will only be archived once per night. Filing e-mails into sub-folders other than your Inbox does not mean that they are archived. No matter which folder the e-mail messages are in, they will follow the archiving rules explained above. You'll know an email is archived when it has this icon next to the message: 
Deleted Items
Messages in the Deleted Items folder will automatically delete from this folder after 14 days from the time you deleted the item. Deleted items are the only folder that mail automatically deletes; you are required to manage all other folders, including your Sent items. If you want to bypass the deleted folder when deleting items from other folders, hold down the Shift key while hitting the delete key.
The easiest folder to clean out is the Deleted Items folder. You can simply right-click on this folder and select "Empty Deleted Items Folder" to delete all messages there.
Calendar
The Calendar in Outlook is a folder that is set to never delete old items, and it will never archive items. If you attend and/or organize a lot of meetings that end up on your calendar, this folder can get very large over time. Unfortunately, there is not an easy way to clear out old items from this folder for you. However, you can submit a request to the HelpDesk to have old items removed, and our network administration team can remove them for you.
View Mailbox Size
- In Outlook, click on the Tools menu > Mailbox Cleanup > View Mailbox Size button.
- In the Folder Size window that opens, check the "Total size (including subfolders)" line. The total size of your mailbox will be listed on the right.
- You should see a list of all your mailbox folders and subfolders below the total size. You can scroll through this list to see how large each folder is. If you need to delete messages to free up space, this is usually the best place to start to figure out where the most email messages and/or the largest email messages are located.
Search Largest Messages
To free up mailbox space quickly, delete the largest messages first.
- In the Navigation Pane on the left side of your Outlook window, find the folder called "Search Folders".
- Expand this folder to view its subfolders by clicking on the "+" sign if it is not already expanded.
- Click on the "Large Mail" subfolder. This will give you a list of your largest email messages, no matter which folder/subfolder they are located in.
- Delete messages that you can get rid of from this list.
Accessing Shared Mailboxes
Access any shared Outlook mailbox you have rights to, or a mailbox of a terminated employee if you have been granted access after they leave.
- Accessing Shared Outlook Mailboxes Tip Sheet - via Outlook Web App (OWA)