Configuring Outlook to use the Exchange Server

If you need to configure a new installation of Outlook to use the Exchange server, or if you're encountering the error message "Microsoft Exchange is unavailable" on a newly created account, please follow these instructions:

  1. Click Start, then Control Panel, and then Mail (this assumes you are using the classic view not category view).
  2. Click "E-mail accounts" and a new window appears. Click on the exchange account in the list and then click "Change..."
  3. Set the Microsoft Exchange server to: ""
  4. Click Next, and then click Finish.
  5. You should now be able to open up Outlook as normal.

Usage Patterns, Initial and Longer Term Aims

Usage patterns before introduction of Green IT

The background information gives us broad bounds on the possible energy usage were we to attempt to adopt an initial position of shutting down machines out of hours. In practice the lower bound would not be achievable. There are a number of factors that affect this, most notably

  • Users who leave computations running on their desktop regularly
  • Users who rarely logout (i.e. they wish to preserve the desktop context for when they return, i.e. applications open etc)

Random checks show that at present 30-50% of the departmental desktops have users who rarely log out for various reasons. If this is because they are running a computation then the main alternative open to them is to run such processes on the department's computational servers. At present many people using the compute servers may remotely connect from a desktop machine and stay logged into that desktop too in order to monitor the running computation. For these users we can document and encourage the use of screen which will enable them to disconnect and reconnect to the compute server and still access the previous session and hence check on the computation as required whilst still logging out of the desktop at night. Whilst this broadly shifts the electrical usage it can provide a saving as a compute server will be more efficient that a collection of individual machines. For those users that simply stay logged in for convenience (e.g. saves time reopening applications) there are options we can explore, e.g. the machine can be put into different states of hibernation or suspension. These use differing lower amounts of energy and have different waiting times before the PC is ready for use again after pressing a button. Before using such an approach tests would need to be done to show that hibernate mode does not negatively affect the use of other tools e.g. version control and locking with files stored on a shared network drive.

Initial Aim

In the first instance a reasonable aim would be to impact on people's accepted usage pattern as little as possible (if at all) by simply targeting a setup where machines would automatically come on each morning (say at 8am before most people arrive) and then go off if not in use at 6pm. Waking the machines up each day before most people require them would also allow time for background update processes to run without impacting on the user, e.g. automated security updates, virus checks, or package upgrades.

With this reasonable initial goal we might hope to have at least half of the desktops off out of hours and thus reduce our energy usage by desktops by about 25%.

Beyond the initial target

Once a system is in place and operating well we could explore ways that might save further energy, e.g.

  • Power machines up each day at 8am but if not in use by 11am shutdown at that point. This modest extra step for a machine not in use for a week would reduce the energy further from 5.6kWh per week to 2.2kWh per week. Such a change could thus make a difference and yet still have limited impact on the user, e.g if they did arrive later they would only need to wait a minute for the machine to power up.
  • Actively encourage people to log out at the end of the day and hence allow more machines to save power.
  • Suspend or hibernate machine if someone is logged in but not active. Doing this automatically could be more difficult though. Allowing the user to hibernate a machine and encouraging this could be a more acceptable alternative to the previous option for some and hence still reap savings. However, it would introduce new problems if a user hibernated a machine that was also being used remotely by someone else.

A sensible set of staged aims would thus be

  1. Implement the initial default on period of 8am--6pm which should have almost no impact on users but will save energy and raise user awareness of green computing issues. Do this first with a test pool (e.g. one building or even just one floor within a building, e.g. DH 3rd floor) and then extend to all desktops.
  2. Review the percentage of PCs that are in constant use and encourage all users in general to log off each day if possible. Get feedback from those users that regularly stayed logged in to understand their particular motivation/needs.
  3. It would seem unlikely that step 1 is going to produce any significant negative feedback. As such after a suitable period introduce changes to the default on period from 8am-6pm, perhaps in several stages, to move towards a default on period of say only 8am-11am.
  4. Step 3 is likely to produce more feedback and awareness and thus some modification to the approach in some situations may be needed at this point.
  5. Depending on the feedback from step 2 and general acceptance consider shrinking the default on period or even removing it depending on user and system requirements (e.g. may want some default on period for system updates).
  6. Review all the feedback in more detail to consider further steps to allow more PCs to be shutdown, e.g. providing more/better compute services so long computation are not run on desktops, enable suspend or hibernation function so users could start a machine up again each day and carry on with the applications all open in the same state as the night before.

Whilst it could be possible to start immediately at say step 5, such a major change in operating practice is likely to produce some unnecessary negative response whereas a staged approach should produce steady acceptance at each step and thus achieve the same end technical result but with general acceptance rather than dissatisfaction.

British Topology Meeting 2010 Registration

British Topology Meeting 2010 Registration

The meeting will run from 3pm on Monday 6 September to 5pm on Wednesday 8 September. There will be a registration fee of £15 per day, payable upon arrival at the meeting. We hope to be able to offer a reduced fee for graduate students.

If you have any questions, please email the organisers: Oscar Randal-Williams (randal-w [-at-] maths [dot] ox [dot] ac [dot] uk) or Jeffrey Giansiracusa (giansira [-at-] maths [dot] ox [dot] ac [dot] uk).

How to wake up a desktop machine that is asleep

The departmental desktop machines are part of a green IT system that shuts the machines down at certain times of the day if they are not in use.

If you wish to use a machine that is off then you need to wake it up as follows:

  • If you are at the machine simple press the power button and wait a minute or so for it to boot up
  • If you are remote from the machine either:
    • Log in to the departmental website, visit the machines page, find the relevant machine in a list and click the Wake Up link
    • Use the wake command on any departmental Linux machine, e.g. gate (a command of the form wake mr-bump would wake up the machine called mr-bump)
    The machine will come on remotely and take about a minute to boot up after which you should be able to connect

British Topology Meeting 2010

25th British Topology Meeting

Merton College, University of Oxford, 6th-8th September 2010









The 25th British Topology Meeting will take place in Oxford from Monday 6th to Wednesday 8th of September 2010. Talks will start at 3 on Monday afternoon and end at 5 on Wednesday afternoon. There will be a number of contributed talks as well as invited talks in a broad range of topics in topology. 

This event is being supported by the London Mathematical Society and Merton College. 

Invited speakers

  • Tara Brendle (Glasgow)
  • Ralph Cohen (Stanford)
  • Ursula Hamenstädt (Bonn)
  • Pascal Lambrechts (Louvain-la-Neuve) 
  • Vladimir Markovic (Warwick)
  • John Roe (Penn State)
  • Michael Weiss (Aberdeen)

Organisers: Jeffrey Giansiracusa and Oscar Randal-Williams.

Registration form  - The online registration form is now closed.  (If you would like to attend the conference then please contact one of the organisers by email to see if space it still available.)

Participant List - The list of participants is now posted.  Please check the data we have and inform us of any errors or changes.


Travel information

Meeting arrangements

Undergraduate Project Questionnaire

This is a brief questionnaire to gather feedback on the current third year project arrangements.  There are two questions; please type your answers into the boxes provided and then click on the 'Submit' button below Q2.  Thank you.

How to change your password

In general on the maths systems you have a single username and password.

Information is also available on general password and computer systems security.

Often the simplest way to change your password is via the departmental website:

On a departmental Linux machine you can also change your password via the command line:

  • Log in to the machine
  • Start a terminal window (typically there is an icon for this in the top panel or you can start it from the Applications -> Accessories menu)
  • In the terminal window type passwd and press enter
  • Now follow the on screen prompts which will ask you to enter your current password and then type in a new password twice (to make sure you type it accurately)

Forgotten Password?

If your password does not work there could be several reasons:

  • Your account has expired - At 28, 7 and 1 days to go before an account is set to expire the account receives warning emails. As such your account should not expire without you being aware (unless you failed to setup mail forwarding on the account and also did not check the account email regularly).
  • Incorrect username - if you email help [-at-] maths [dot] ox [dot] ac [dot] uk we can confirm your username
  • Incorrect password - if you have forgotten your password then in general you need to visit a computing officer to get it reset (it is impossible for us to decrypt your existing password). We will only reset your password with proof of ID (your university card). We cannot in general give out a new password over the phone since we will not in general be sure who we are talking to. We cannot send out passwords via email as email is not secure and again we cannot be sure who is actually reading/receiving the email. If you cannot visit an IT officer in person it may be possible to have a new password set which is then passed to your course administrator or organiser (or someone else) who knows you and can pass it on securely.

Number of desktop machines up over time for different periods

Weekly Plots

Current week

plot of number of machines up throughout the current week -0

Current week -1

plot of number of machines up throughout the current week -1

Current week -2

plot of number of machines up throughout the current week -2

Current week -3

plot of number of machines up throughout the current week -3

Monthly Plots

Current month

plot of number of machines up throughout the current month -0

Current month -1

plot of number of machines up throughout the current month -1

Current month -2

plot of number of machines up throughout the current month -2

Current month -3

plot of number of machines up throughout the current month -3

Yearly Plots

Current year

plot of number of machines up throughout the current year -0

Current year -1

plot of number of machines up throughout the current year -1

Current year -2

plot of number of machines up throughout the current year -2

Statutory Professors

The Statutory Professors are

Background info, Costs and Savings

The department currently (October 2009) operates 450 desktop PCs. This is the primary area where savings may be possible. Almost all other IT equipment is providing services and is needed/expected to be available 24x7x365. Equipment such as printers that may often be idle out of core offices hours already drop into energy efficient modes.

Before looking at the current usage it is interesting to look at the savings already made. If we look back 5 or so years then a typical desktop system and monitor was running at approximately 200W when in use. This might have peaked at say 300W if heavy computation were in progress and been lower when the machine was idle (although the systems did not have such efficient energy saving modes then).

The latest desktops and screens purchased by the department are intended to be naturally more efficient, especially when they are sitting idle but on.

Our typical desktop being used for normal activity (e.g. email, web, office applications and document preparation, light computation etc) runs at 60W. This increases to around 90W when significant computation and other heavy usage is in progress. The 24in TFT monitors run at about 40W when displaying an image. This drops to less than 1W when the screen blanks. When a machine is shutdown, but still on at the wall, it runs at about 4W whilst on standby.

Older system also had small separate speakers whereas almost all TFTs now in use have built in speakers. The old separate speakers if left on standby might still be running at 2-4W. Whilst this is comparatively small over a year this needless extra usage adds up. Separate speakers have in general thus been phased out in the last few years.

The usage pattern across the department is very varied but on the whole significant long running computation is run on the compute servers. If we look at the typical state therefore, a computer in use now only runs at 100W. As such the power used by a single machine has already been halved in recent years without even taking into consideration that when idle the new machines are likely to be more efficient than the old ones. This reduction in consumption per PC has of course been more than offset by rising energy prices and increases in the number of PCs within the department. We are, however, at a point where anyone with a desk who wants a PC can have one and thus the growth in numbers of desktop PCs is now almost entirely driven by the growth of the department overall.

In summary:

  • typical PC in use: ~ 100W
  • typical PC on but idle with screen blank: ~ 60W
  • typical PC and screen on standby/soft off power: ~ 5W

Since the working pattern of different people within the department can vary dramatically it is difficult to define a typical user. However, it might be reasonable to define the average/typical usage to be in use 10 hours per day for 5 days a week. These hours will be overly long for many but should represent a reasonable bound and offset higher than expected usage by those that run computations regularly/continuously, work long hours or work at the weekend etc.

Thus in a typical 10 hour working day a single PC would use 1kWh, i.e. one unit of electricity. Over the week the PC would use 5kWh whilst active and a further 7kWh during the 118 hours when not in use. As such each week a single PC is using approximately 12kWh and hence over the course of the year about 600-650kWh (or units of electricity).

If instead the 118 hours when the PC is not in use it were in standby it would only use 0.6kWh per week. Over the course of a year the PC would thus use about 280kWh, i.e. a saving of approximately 55%.

One should also not forget that 1kWh of UK Grid electricity (i.e. one unit) causes the emission of 0.537 kg CO2 (a measure of greenhouse gas emissions). As such any reduction in electricity used not only saves the department money but also results in a reduction in our demand on the planets resources and hence a reduction in our contribution to greenhouse gases (which is becoming ever more obviously important).

Overall costs and savings

If a typical machine uses 600-650kWh (or units) per year then at present our 450 desktop PCs consume about 280000 units per year. If a unit costs on average about 11p then the annual bill would be about £30k. If we simply managed to save 33% that would still be a saving of about £10k, which whilst not huge is significant.

It is worth noting people may also think they should physically switch o ff screens at the wall reducing the power usage from less than 1W to zero when not in use. The saving would be very small since the new screens consume nearly no power when in standby anyway. Doing this can also lead to problems such as inaccessibility of sockets and switching off the wrong item etc. Furthermore, many desktop systems now autodetect the screen resolution and as such the screen needs to be in standby mode anyway (i.e. on at the wall and on at the power switch on the screen) whenever the PC is in standby mode. As such we have decided for now, monitors should also be left to go into power saving mode and not turned o ff either at the front or wall.

Putting the potential savings into context, the departmental electricity bills indicate the annual usage to be in excess of 800000 units (based on figures available for 2009) and thus the desktop PCs account for about 35% of the total usage. Thus if we initially reduce the electricity consumption due to desktop PCs by 33% then the overall departmental electricity consumption might reduce by about 12%. Of course with ever increasing energy prices the reduction in use may not see a similar reduction in actual cost.

One would expect that another signifi cant proportion of the electricity bill is made up of the cost of air conditioning in the summer and additional heaters in the winter. Reducing the time that PCs are on could have some eff ect on this, e.g. each PC when active is broadly equivalent to adding an extra person into the room generating heat. During the day the room occupancy is eff ectively double the number of people in terms of heat output from their presence. During the night, however, when people are generally not in, an idle PC is still like having half a person per PC in the room generating heat and thus the base temperature of the room remains slightly higher than it would were there no PCs. As such in the summer the rooms will now not be quite as hot and there may be some saving on air conditioning (although in practice people tend to turn air conditioning on and leave it running even when it is not always really needed). However, come the winter the reduced heat in some rooms may result in higher usage of heaters offsetting this (particularly when people arrive and a room is potentially colder than expected, they may even then overheat the rooms having turned a heater on and left it running longer than really needed). Any new building would of course be much better at managing and maintaining a comfortable temperature and thus one would expect the temperature on arrival to be as required and additional heaters not to be used. As such the cost of extra heat that may be required to o ffset the heat no longer being produced by the PCs would go against the buildings overall heating cost but this would typically appear on a gas bill and gas is generally cheaper than electricity.

Equipment procurement and recycling

As mentioned above, when purchasing equipment efficiency is one of the factors taken into account. In general when considering desktop purchases, as well as the machine spec and price, typical factors that influence our choice include small form factor, low noise and general energy efficiency/low power needs. The desktop must have a power supply that is rated 80 plus. The monitor will typically be rated TCO'03, which among other things, means it uses less than 1W in standby mode.

When equipment is retired from use in the department appropriate measures are taken to decommission the item after which it is generally placed in one of the `Free to a Good Home' areas where anyone may take items (provided they then take them out of the department). This approach results in new homes being found for almost all old equipment in working order and thus only very small amounts of WEEE ultimately requires disposal.

Actual Results

The graphs of the number of PCs on/off show that as the scheme has been rolled out and become established typically only 25% of desktop machines are on overnight and at the weekends. A simple calculation based on the consumption figures and usage patterns assumed above would indicate this should lead to a 44% reduction in the electricity usage by desktop PCs and and thus a saving on the overall departmental electricity consumption of about 15%. The department currently only has online access to electricity usage figures for one of its 3 large buildings. In the case of that specific building the actual measured savings are 20-25% which is very encouraging.

Other green initiatives within the department

All printers within the department were renamed in 2009. The new naming scheme is to give printers tree names. This a small and subtle reminder to user that when they use printers they are using the resources from trees.

The department is also reviewing its use of air conditioning and will be introducing guidance/policy on appropriate use. In particular this guidance encourage the use of opening windows rather than turning on air conditioning but if air conditioning is used specifies that it should be set to only cool the room to 25°C and turned off when leaving the office.

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