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: http://www.stsci.edu/ops/program-email-folders
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For many years, all email related to a given HST observing program has been stored in that program's "history" file on SOGS. This system was established in ~1994 in order to allow any member of the planning and scheduling operations staff to have access to the email history regardless of the actual email distribution of the message. These email history files are text files.
Email content types have evolved significantly since the text-only messages of 1994 and before. Today, a text-only email message is the exception and not the rule. Nevertheless, we continued to store HST observing program emails in text files. Messages containing HTML, attachments, etc. are mostly unreadable once stored in text format.
Beginning on December 19, 2011, Exchange Public Folders will be used to store all future HST observing program related email. Existing text files will remain as they are, but all future messages will go to the Exchange Public Folders. Continue to look in the text files for messages before December 19, 2011, but look in the public folders for later messages.
In order to view a particular shared folder, you must first subscribe to it. Begin by clicking on the
Tools tab.
Click on the Public Folders icon.
Select STSCI->HST Observing Program Email Archive. Below that, navigate to the desired program specific
folder. In order to limit the amount of necessary scrolling, folders are grouped by thousands and then by
hundreds within each thousand.
Click on the Subscribe button.
Once you have subscribed to a given folder, it will appear under Subscribed Public Folders in the folder
hierarchy on the left of the Outlook window. Once it's there, it works like any other mail folder. You can
view, sort, search, etc. Program coordinators can also drag/drop and delete.
Unlike with Outlook, no subscription is needed. All of the public folders are immediately available. To
get to one, begin by clicking on the Public Folders icon in the lower left.
Select Public Folders->STSCI->HST Observing Program Email Archive. Below that, navigate to the desired
program specific folder. In order to limit the amount of necessary scrolling, folders are grouped by
thousands and then by hundreds within each thousand.
The catch with Outlook Web Application is that you cannot view the public folders and your personal mail
folders at the same time. To get back to your personal mail folders, click on the Mail icon in the lower
left.
A program coordinator can also move a message from his inbox by right-clicking on it and selecting Move to
Folder....
