Microsoft Exchange FAQ


e-Support University of Idaho

Information Technology Services e-Support

QUESTIONS?
Contact the
ITS Help Desk

helpdesk@uidaho.edu
(208) 885-HELP
Teaching & Learning Center Room 128

Microsoft Exchange

Welcome to Microsoft Exchange at the University of Idaho.

To begin using Microsoft Exchange you will need to start with Migration and then proceed to Client Setup. If you have any question please contact the Help Desk either by email at helpdesk@uidaho.edu or by phone Monday through Friday at 208-885-4357.

Migration

How do I upgrade/migrate to Exchange?
- Login to Account Management at the E-Support Site, www.support.uidaho.edu.
- Click on the link Upgrade to Exchange.
- Your new account will be setup in 10-15, but email may take a few hours to transfer on large mail boxes.
Will my email address change?
- No, your email address will not change. You will login with your full email address, username@uidaho.edu and your Novell password. Make sure you know your current Novell password as you will be prompted for it.
How long will the migration take?
- Please allow plenty of time for the migration to complete. Depending on the size and number of emails you have it could take up to a few hours. If you are unable to access your email after a few hours please contact the Help Desk at 885-4357.
I filter my e-mail using iPlanet sieve filters, what is the Exchange equivalent?
- Exchange uses 'E-mail Rules' accessed through Outlook or OWA. The new rule functionality is greatly enhanced over the existing functionality but there is no migration process from iPlanet to Exchange.
- Click here for examples of rules in Outlook 2007.
How do I get my contacts from the old Vandalmail system?
- Log into Account Management at the E-Support Site, www.support.uidaho.edu.
- Select the link on the left for Export Addressbook.
- You will see a link to download your contacts to a .csv file located just to the right of your username.
- Save it to the desktop, so you can import it into your mail client.
How will this upgrade affect OnTime calendaring on campus?
- Warning: During the migration special considerations should be made for calendar use.
- If you are currently using the OnTime calendar service you will need to wait until all users within your department, or division, have been migrated before using the new Outlook calendar exclusively. This will decrease the confusion about which calendar system has the correct up-to-date information.
- Keep in mind the non-department access you provide to both user and resource calendars. For instance, do you maintain the schedule for a department conference room?
- Once you have migrated and verified you no longer need your OnTime calendar please contact the Help Desk to have the calendar deleted. This will ensure no one improperly uses your old calendar information. You may request your OnTime calendar be deleted at any time.
- Appointments and tasks will NOT be automatically migrated from OnTime to Outlook. You will want to review your OnTime calendar content and transfer appointments you want to maintain in the new system. Access to OnTime will be provided for historical reference after the migration is complete.
How do I set a Vacation Message in Exchange?
- Under Exchange Vacation Messages are now taken care of by the Out of Office Assistant.
- Out of Office Assistant in Outlook.
  - Login to Outlook and go to Tools->Out of Office Assistant.
  - You will need to check the bullet for I am Currently Out of the Office and then fill in the text box with the reply you would like to send.
  - Outlook offers you the chance to set rules as well, but a basic setup is recommended.
- Out of Office Assistant in Outlook Web Access.
  - Login at mail.uidaho.edu and then go to Options.
  - It will be the first Option. You will need to check the bullet for I'm Currently Out of the Office and then fill in the text box with the reply you would like to send.
If I used POP before how do I get my old e-mail into Outlook after I have set it up for Exchange?
- Click on the email client that you used for POP for more instructions on how to migrate your messages to Exchange.
- Outlook 2003
- Outlook 2007
- Entourage 2004
- Thunderbird
- Eudora
- Macmail

Client Setup

The University of Idaho has signed an agreement with Microsoft to get Staff and Faculty Outlook 2007 for free to make the full features of Microsoft Exchange available. *Please click here to download Outlook 2007.* Expand the Client Setup link for more information on setting up Outlook 2007 as well as setup instructions for other supported clients.
Outlook 2007
- Click here for the Automatic setup for Outlook.
- Click here for the Manual setup for Outlook 2007.
- Click here for the secure IMAP setup for Outlook 2007.
- Click here for the secure POP setup for Outlook 2007.
- How do I import my contacts into Outlook 2007?
  - In Outlook 2007 you will go to File then Import and Export.
  - Select Import from another program or file and hit Next.
  - Select Comma Separated Values (Windows) and then hit Next.
  - Hit Browse to locate the file where your contacts are saved, if you just exported them from Vandalmail, check your Desktop.
  - Once you have found the file hit Next to continue.
  - Select your Contacts folder from the folder list and hit Next to continue.
  - Click Finish to begin importing your contacts.
- How do I turn off Junk E-mail in Outlook 2007?
  - Log in to Outlook and go to Actions-> Junk E-mail -> Junk E-mail Options
  - Choose the option No Automatic Filtering
  - It is best to let our current spam filtering take care of Junk E-mail.
Entourage 2004
Outlook Web Access (online web client)
- Outlook Web Access is available at http://mail.uidaho.edu
Other Clients
- Outlook 2003
  - The automatic setup for Outlook 2007 will also work for Outlook 2003
  - Click here for the secure IMAP setup for Outlook 2003.
  - Click here for the secure POP setup for Outlook 2003.
- Thunderbird
  - Click here for the secure IMAP setup for Thunderbird.
  - Click here for the secure POP setup for Thunderbird.
- Mac Mail
  - Click here for the secure IMAP setup for Macmail.
  - Click here for the secure POP setup for Macmail.
- How do I access my email via my mobile device?
  - For Outlook Mobile Access (OMA) information click here

Calendaring and Tasks

Outlook 2007
- Calendaring
  - How do I get started with Outlook 2007 calendaring?
    - You can access your calendar from the main Outlook Navigation window by clicking on the Calendar button. You can change the view of your calendar by selecting View->Current View from the menu bar at the top of your screen.
  - Meetings
    - How do I schedule a meeting?
      - Begin by going to Actions->Plan a Meeting
      - From the Plan a Meeting window, select Add from Address Book from the Add Others drop down box.
      - This will open the Select Attendees and Resources window.
      - You can choose attendees from the list or search for them. As you find contacts you can set them as required or optional attendees using the corresponding buttons at the bottom of the page. You can also select resources for this meeting such as a meeting room or equipment, i.e. projector. Click here for help setting up resources. Click Ok to close the dialog box.
      - In the Plan a Meeting window you can see all of your attendees and resources availability to determine the best time for your meeting. Free time will show as white, while busy, tentative, and out of office shows using different colors.
      - When you click Make Meeting a Meeting window will appear that allows you to type the meeting details including Subject and Location. You can then hit send to notify your attendees. Click on the Close button to exit the Plan a Meeting window.
    - How do I reschedule a meeting?
      - To reschedule a meeting request you can locate your meeting in the calendar. You can then drag the item to a new time slot, or adjust its duration by extending either side of the calendar item.
      - You can also double-click on the item and input the new date or times into the dialog box and then hit the Send Update to notify your attendees.
    - How do I cancel a meeting?
      - To cancel a meeting request, first locate your meeting in the calendar.
      - Second, right-click on the meeting and select Delete to open the Meeting window.
      - Finally select the Send Cancellation to notify your attendees.
    - How do I reply to a meeting request?
      - Meeting requests will come as a regular mail messages. To view them go to Mail and to your Inbox and double-click on the meeting request.
      - You can select Calendar to check your availability. Close calendar to return to the message. Click Accept, Tentative, Decline, or Propose New Time. Once you have chosen click OK.
    - How do I schedule an All Day Event?
      - Under the Calendar you would go to the Action-> New All Day Event.
      - Fill in the event details in the Event window. Click on the Show As drop down to select how you want the event to appear on your schedule.
      - Click Save & Close to record the event.
  - Groups
    - How do I create a Group?
      - First go to the Calendar menu by selecting the Calendar button in the lower left hand cornet.
      - Go to Actions and then click on View Group Schedules.
      - Click on New to start a new group.
      - Give the group a name and hit Ok to continue.
      - Select the Add Others drop down and select Add from Address Book.
      - Select an Exchange user you would like to add to the group and hit the To button at the bottom. You can then select the next group member and hit the To button again for each. Hit Ok to go back to the Group Schedules dialog.
      - Select Save and Close to save the Group Schedule.
    - How do I schedule a meeting with a group?
      - First go to the Calendar menu by selecting the Calendar button in the lower left hand cornet.
      - Go to Actions and then click on View Group Schedules.
      - Select your group from the list and hit Open.
      - In the lower right of the dialog box click on the Make meeting down and select New Meeting with All...
      - You can then modify the meeting email as normal see above for more information on making meetings.
  - Sharing Calendars
    - How do I see someone's shared calendar?
      - First go to the Calendar menu by selecting the Calendar button in the lower left hand cornet.
      - Under All Calendar Items you will see your current calendars. Just below this you will find a link to Open a Shared Calendar. Click this link.
      - This will open a dialog box. You can select name and search the GAL for the desired contact or you can type their name or username into the box.
      - If you have not been given access by the person yet, you will have the option to send them a request for access.
      - The request email also has a check box named Allow recipient to view your Calendar to allow you to share your calendar with the other person. You can also type a description of why you are asking for access in the body. Click Send.
    - How do I share my calendar so others can see it?
      - From the Calendar Menu you will find a link under All Calendar Items called Share My Calendar...
      - When you click on this link it will open up a message window. You can click To: to add those exchange users that you would like to allow to see your calendar.
      - You can also check the check box to Request permission to view recipient's calendar if you would like to have access to their calendar.
      - You can send a description of the calendar you are sharing in the body. Click Send when you are finished.
    - How do I setup a group calendar?
      - See the previous question on how to setup a new calendar.
      - When you choose your folder, you can save it to your group's/department's Public Folder.
      - Once it is in the Public Folder all that have access to the folder can drag the group Calendar up to their My Calendar listing to see it alongside theirs.
      - If you do not have a Public Folder, you can create it in your Calendar list. Once it is created you can right click on the Calendar to Share it with other Group members.
      - If you would like the other group members to be able to add meetings and appointments as well you will need to right click on the calendar and go to Change Sharing Permissions.
      - Under Change Sharing Permissions you can add Exchange users or edit their permission level if you have already shared it with them.
      - Select the user you would like to edit access for.
      - Set them to Author level from the drop down. This allows them to add their own information to the calendar, edit those items and delete them.
  - Resources
    - How do I setup a calendar for a Conference Room, Classroom, Computer Lab or piece of equipment?
      - Microsoft Exchange allows you to create Resource objects for Conference Rooms, Classrooms, Computer labs and equipment.
      - Resource Objects will follow this naming convention RS- ALB301
      - You can click here to fill out a Resource Object request.
  - How do I setup a new calendar?
    - Select the Calendar button to go to the Calendar Menu.
    - To begin, click on the New dropdown in the top left of your Calendar Menu. Select Calendar.
    - A folder creation dialog box will come up. Give your new calendar a name that pertains to the function it will be representing.
    - Select Calendar for the folder to save your new calendar in.
    - The new calendar will show up under My Calendars.
    - You can select multiple calendars to be up at the same time.
Entourage 2004
- Calendaring
  - How do I get started with Entourage calendaring?
    - You can access your calendar from the main Entourage Navigation window by clicking on the Calendar button. You can change the view of your calendar by selecting Day, Work Week, Week, or Month from the buttons at the top of your screen.
  - Meetings
    - How do I schedule a meeting?
      - Begin by going to New->Calendar Event
      - From the Calendar Event window, hit the Invite button in the top right.
      - You can add addresses yourself on the left side, or search your address book or the Global Address List on the right side.
      - You can also select resources for this meeting such as a meeting room or equipment, i.e. projector. Click here for help setting up resources. Click The upper left to close the dialog box.
      - In the Calendar Event window your invitees will be listed at the top. You can check everything's Availability to determine the best time for your meeting by selecting the Scheduling tab in the center of the window. Free time for the current day shows as pink and the following days will show as white, while busy, tentative, and out of office shows using different colors.
      - You can move the meeting selector to the time that works best for all or type in the time using the drop downs for Start and End.
      - You can fill in the Subject and Location as well as putting notes in the body of the message. You can then hit Send or Send Later to notify your attendees and go back to your Calendar.
    - How do I reschedule a meeting?
      - To reschedule a meeting request you can locate your meeting in the calendar. You can then drag the item to a new time slot, or adjust its duration by extending either side of the calendar item.
      - Moving the item or changing the start or end will give you a prompt to send to your invitees. Click Send.
      - You can also double-click on the item and input the new date or times into the dialog box and then hit the Send Update to notify your invitees.
    - How do I cancel a meeting?
      - To cancel a meeting request, first locate your meeting in the calendar.
      - Second, right-click on the meeting and select Delete.
      - You will be prompted to permanently delete the message select Delete again.
      - Finally select Send cancellation and delete event to notify your attendees.
      - You can also double-click on the event and hit the Send Cancellation button.
    - How do I reply to a meeting request?
      - Meeting requests will come as a regular mail messages. To view them go to Mail and to your Inbox and double-click on the meeting request.
      - Click Accept, Tentative, Decline, or Propose New Time.
      - You can choose to send a response and hit OK.
    - How do I schedule an All Day Event?
      - Under the Calendar you would go to the New-> Calendar Event.
      - Fill in the event details in the Event window.
      - Click on the All Day Event check box.
      - Click Save to record the event.
  - Groups
    - How do I create a Group?
      - First go to the Calendar menu by selecting the Calendar button in the lower left hand cornet.
      - Go to Actions and then click on View Group Schedules.
      - Click on New to start a new group.
      - Give the group a name and hit Ok to continue.
      - Select the Add Others drop down and select Add from Address Book.
      - Select an Exchange user you would like to add to the group and hit the To button at the bottom. You can then select the next group member and hit the To button again for each. Hit Ok to go back to the Group Schedules dialog.
      - Select Save and Close to save the Group Schedule.
    - How do I schedule a meeting with a group?
      - First go to the Calendar menu by selecting the Calendar button in the lower left hand cornet.
      - Go to Actions and then click on View Group Schedules.
      - Select your group from the list and hit Open.
      - In the lower right of the dialog box click on the Make meeting down and select New Meeting with All...
      - You can then modify the meeting email as normal see above for more information on making meetings.
  - Sharing
    - How do I see someone's shared calendar?
      - To view someone else's calendar you will need to have permission to view their account.
      - First you will need to go to Tools->Accounts.
      - Select your Microsoft Exchange account and hit Edit.
      - Click on the Delegate tab.
      - Under Users I am a delegate for hit the Add... button.
      - Search for the Exchange User you have access to. Select their name and hit Ok.
      - Click Ok to return to Entourage.
      - Click the Mail button to go back to the main listing. The user's shared calendar you added will appear below your folders. Select their Calendar to view it.
    - How do I share my calendar so others can see it?
      - To share your calendar, right-click on the calendar you wish to share and select Sharing.
      - On the Permissions tab you will have a list of users who have access to your calendar.
      - Select the Add User button to add a new user.
      - Type the name of the Exchange user you would like to share your calendar with and hit Find.
      - Select the user from the list and hit Ok.
      - Verify that the user is in the list and click on their name.
      - Set their Permission Level to be Reviewer (allows them to add your calendar to their outlook and see your meeting details) and hit Ok to exit.
    - How do I setup a group calendar?
      - See the previous question on how to setup a new calendar.
      - Once it is created you can right-click on the Calendar to select Sharing.
      - Under the Permissions tab you can add users or edit their permission level if you have already shared it with them.
      - Select the user you would like to edit access for.
      - Set them to Author level from the drop down. This allows them to add their own information to the calendar, edit those items and delete them.
  - Resources
    - How do I setup a calendar for a Conference Room, Classroom, Computer Lab or piece of equipment?
      - Microsoft Exchange allows you to create Resource objects for Conference Rooms, Classrooms, Computer labs and equipment.
      - Resource Objects will follow this naming convention Resource Object- ALB301- Room
      - You can click here to fill out a Resource Object request.
  - How do I setup a new calendar?
    - Select the Calendar button to go to the Calendar Menu.
    - To begin, click on the New dropdown in the top left of your Calendar Menu. Select Calendar.
    - A folder creation dialog box will come up. Give your new calendar a name that pertains to the function it will be representing.
    - Be sure the Type is set to Calendar.
    - Select Calendar for the folder to save your new calendar in and hit Ok.
    - The new calendar will show up in the list on the left.
Outlook Web Access (online web client)
- Calendaring
  - How do I get started with Outlook Web Access calendaring?
    - You can access your calendar from the main Navigation window by clicking on the Calendar button. There is a slight difference between OWA Premium and OWA Basic. The Premium interface is only supported in Internet Explorer.
    - One of the main differences is that in Premium many of the selections will open in a new window where in basic they will open in the right frame.
  - Meetings
    - How do I schedule a meeting with the Premium Interface?
      - Begin by going to New->Appointment.
      - From the Appointment window, select the Invite Attendees button.
      - To select individuals to invite to your meeting click on Required.
      - This will open the Global Address List (GAL) Search window.
      - You can search for all current exchange users here, or select the down arrow next to the Global Address List first box to go to your personal contacts. As you find contacts you can set them as required, optional attendees using the corresponding buttons at the bottom of the page. You can also select resources for this meeting such as a meeting room or equipment, i.e. projector. Click here for help setting up resources. Click Close to close the dialog box.
      - In the Appointment window you can select the Availability tab to see all of your attendees and resources availability to determine the best time for your meeting.
      - The green line is the start time for your meeting and the red line is the ending point. You can drag the lines to the desired times or type in the time directly at the bottom of the dialog box.
      - Click back to the Appointment tab.
      - Fill in the Subject and Location Fields. You can type a message in the body to give a description of the meeting if you would like.
      - You also have a check box to get a response from the people you are inviting as well as setting a reminder time.
      - When you are finished click on Send.
    - How do I reschedule a meeting?
      - To reschedule a meeting request you can locate your meeting in the calendar. You can then drag the item to a new time slot, or adjust its duration by extending either side of the calendar item.
      - You can also double-click on the item and input the new date or times into the dialog box and then hit the Send Update to notify your attendees.
    - How do I cancel a meeting?
      - To cancel a meeting request, first locate your meeting in the calendar.
      - Second, click on the meeting and hit Delete on your keyboard.
      - A dialog box will come up. Select Yes to send a notification to your invitees.
    - How do I reply to a meeting request?
      - Meeting requests will come as a regular mail messages. To view them go to Mail and to your Inbox and double-click on the meeting request.
      - You can select Calendar to check your availability. Close calendar to return to the message. Click Accept, Tentative, Decline, or Propose New Time. Once you have chosen click OK.
    - How do I schedule an All Day Event?
      - Under the Calendar you would go to the New->Appointment.
      - Fill in the Subject and the Location. Under the time section check the box for All Day Event.
      - You can enter a description in the body if you would like.
      - Click Save & Close to record the event.
  - Sharing
    - How do I see someone's shared calendar?
      - You can only view calendars that have been created in the Public Folders unless you use Microsoft Outlook or Microsoft Entourage.
    - How do I share my calendar so others can see it?
      - To share your calendar with others you will need use either Microsoft Outlook or Microsoft Entourage.
    - How do I setup a group calendar?
      - See the previous question on how to setup a new calendar.
      - When you choose your folder, you can save it to your group's/department's Public Folder.
      - You can view your group/department shared calendars by going to the Public Folders Window by clicking on the button on the Navigation Bar.
      - You can do more advanced Calendar sharing using Microsoft Outlook or Microsoft Entourage.
  - Resources
    - How do I setup a calendar for a Conference Room, Classroom, Computer Lab or piece of equipment?
      - Microsoft Exchange allows you to create Resource objects for Conference Rooms, Classrooms, Computer labs and equipment.
      - Resource Objects will follow this naming convention Resource Object- ALB301- Room
      - You can click here to fill out a Resource Object request.
  - How do I setup a new calendar?
    - Select the Calendar button to go to the Calendar Menu.
    - To begin, right-click on the Calendar Icon. Select New Folder.
    - A folder creation dialog box will come up. Give your new calendar a name that pertains to the function it will be representing.
    - Be sure to check under the Folder Contains drop down that Appointment Items is selected.
    - Select Calendar for the folder to save your new calendar in.
    - The new calendar will show up under Calendar, and will have a +/- to expand or collapse the list of calendars.
    - You can only have one calendar up at the same time.

Policy Questions

What is the email quota for the new system?
What is the UI's e-mail use policy?
What are the size restrictions for email messages, and attachments?
What is the maximum number of recipients in the new system?
What file extensions are blocked by our server?
- File extensions may be blocked at any time for security reasons. Commonly blocked extensions are; .exe, .bat, .com, and .mdb. For a longer list visit our anti-virus FAQ.
Will the UI still maintain a backup of email?
Does the GAL contain all UI faculty, staff and students?
- Faculty and staff will be added to the GAL as they become Exchange users. All faculty and staff will be moved over for the Fall 2007-2008 school year.
- At this time students will not be added to the GAL.

Terms and Definitions

Exchange
- The University will be using Microsoft's Exchange Server product to provide e-mail, calendaring and collaboration services.
OWA
- stands for "Outlook Web Access". This is the tool used to access web services through a web browser.
Outlook
- Microsoft's desktop client for Windows
Global Address List (GAL)
- University wide directory of users available through Outlook or OWA.
Click here to view additional Terms and Definitions.

Project Information

Please click here to see the Exchange Projects page with an overview of the switch and a timeline.

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