3. Nexus

3.1. How to Access

Nexus can be accessed through a client installed on a computer. Outlook 2007 gives the optimum performance. Supported clients are listed at www.oucs.ox.ac.uk/nexus/email/clients.xml

Nexus can also be accessed through a web browser, Outlook Web Access (OWA) Premium (from Internet Explorer 6 or above) or OWA Light from other browsers. OWA Premium, similar to Outlook, gives more facilities than OWA Light with improvements in calendar views and better access to the address list. See www.oucs.ox.ac.uk/nexus/email

3.2. Logging on and Logging off

When logging on to Nexus through a web browser options are presented for working on a Public or Private computer. Public computers log out quickly after no activity, while Private computers are set for a longer period. To protect your data, it is important to remember to log off and close down browsers once finished on a Public computer.

3.3. Passwords

Passwords can be re-set at: https://webauth.ox.ac.uk/password.

With an Outlook Anywhere connection we do not know of a simple way of stopping the password prompt each time Outlook is started.

3.4. Need Help?

There’s lots of Nexus documentation to help you to diagnose and solve problems at: www.oucs.ox.ac.uk/nexus/help. It now has a set of quick links at the top for the most asked issues. Otherwise, consult initially with your local IT officer.

3.5. Nexus case study

A new case study exploring how the ITLP embraced Nexus calendaring and improved their efficiency and communication has been released at /www.oucs.ox.ac.uk/nexus/casestudies

3.6. Top Tips for the Calendar

Photo of a handshake and women chatting
Discovering free periods
To arrange a meeting at a convenient time, use the Meeting Request function in Outlook or OWA. Use the Scheduling Assistant to show convenient times for selected users, and avoid times showing as conflicting.
What is Autodiscover?
Autodiscover allows for quick setup of accounts in Outlook and the ability to lookup items in the Global Address List (GAL). Contact your local IT Support Staff if autodiscover does not work. They may need to make changes to system settings. Calendar information is not displayed for addresses where unit autodiscover is not set. Offline address books also will not automatically be downloaded. Without autodiscover it is not possible to set Out-of-office properties in Outlook 2007. An easy work-around is to use OWA.
Sharing Calendars
If you get the error "Calendar sharing is not available with the following entries because of permission settings on your network" when trying to share calendars in Outlook, click on the To: button in the sharing dialogue and select the user from the GAL rather than typing the address directly.
Public/Private meetings
By default the title of meetings set in the calendar can be viewed across the system. To prevent details showing make a meeting Private by clicking on the padlock icon. The meeting is then shown purely as Busy.
Both versions of OWA have been upgraded during the Christmas vacation to enhance the viewing, delegation and sharing of calendars.
In Outlook and OWA Premium items can be flagged, which displays them in the To-Do list. Dates can then be set against these tasks, a reminder added if appropriate and completed tasks marked as such.

3.7. Top Tips for Email

How Do I Change ...?

my forwarding?
my sender address?
my SPAM filtering settings?
my password?

3.7.1. What's My Quota?

The standard Nexus quota is 2 GB. To see how much quota is used, select "Show email usage and quota" at https://register.it.ox.ac.uk/self/nexus or in OWA Premium hover over the mailbox name. Additional quota can be requested on a case-by-case basis, see sections 1 and 5 of the SLD: www.oucs.ox.ac.uk/internal/sld/nexus-exchange.xml

3.7.2. Understanding Spam Filtering and Deleted Items

Spam settings can be turned on/off or the level changed at https://register.it.ox.ac.uk/self/index/ It is also possible to turn on/off spam filtering through OWA under Options/Junk email/ Automatically filter junk email. Both settings must be on for filtering to occur.

Spam is no longer automatically deleted. Instead, items in the Nexus Junk E-mail folder and Deleted Items folder are automatically removed after 90 days. Some clients have configuration options allowing earlier deletion.

3.7.3. Contacts and the Global Address List (GAL)

Where possible the email address in the GAL is migrated from Herald. You can change to an alternative via: https://register.it.ox.ac.uk/self/index/

By default secondary (project) accounts are ex-directory as they often have people's personal names as their display names or names that do not make sense in a University-wide list. If you would like your project account to appear in the address list then please contact: help@oucs.ox.ac.uk with these details:

  • The account username
  • A display name sensible in the University context
  • The email address

NB: You will not be able to access a project account via Outlook until it is in the GAL.

3.8. How do I display a WebLearn calendar in my email client (Nexus)?

The best way to do this is to subscribe to a WebLearn calendar (rather than import) so that new events or changes to existing events are reflected. First of all, the Schedule on a site needs to be exported; to do this a site maintainer must click on the export button in the tool. It is worth noting that this makes the calendar items publically viewable – anybody in the world will be able to view the calendar if they know the URL – please make sure that this is acceptable.

The next step is to copy the URL into the address bar of your browser – to find the URL, click on the export link again - then change https:// to webcal:// and press return. A dialogue box should appear asking what external program should open this file, select Outlook (or Sunbird or Entourage, etc.) and continue. Your WebLearn calendar should now be visible in your calendaring client. Unfortunately it will be necessary to do this on every computer that you use as the information is stored locally and is not held by Nexus Exchange.

3.9. Nexus Enhancements

Following feedback from users, an additional piece of software has been purchased from Messageware to enhance the user experience with Nexus. Primarily this provides Outlook Web Access Light users (anyone not using Internet Explorer) with different views of the calendar - namely by week, working week or month.

Calendars can now be shared from within Outlook Web Access, and delegate permissions set appropriately. When a new email arrives a pop-up window gives brief details announcing the arrival, allowing OWA to sit in the background while doing other work. Further details are provided on the pages at www.oucs.ox.ac.uk/nexus

3.10. Blackberry Season

From November, the Nexus service offers connectivity for BlackBerry smartphones via a BlackBerry Enterprise Server. This allows syncronization of contacts, calendar and other information in addition to push email: www.oucs.ox.ac.uk/nexus/mobile/blackberry.xml

We are currently working through the replies to our earlier call for early adopters, and may be contacting some of you in the near future. We are also still seeking additional early adopters, so if you have any users with BlackBerries waiting for this service then drop us a line at nexushelp@oucs.ox.ac.uk.

We would prefer it if your VIPs were not in this first group of early adopters, but if they are desperate for BES-based connectivity it can be done!

Please note that a BES connection requires a BES-enabled plan/contract from the mobile service provider. This has been a stumbling block with some who requested to be early adopters.

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