Exchange F.A.Q.

What is Exchange?

Microsoft Exchange is a server-based messaging system that provides access to email, integrated calendaring, and numerous collaborative features. The system provides users with contacts on the PC, phone and Web so the MTSU community can stay connected and in sync. In addition, Exchange provides users with multi-layered, anti-spam filtering with continuous updates that safeguard against phishing threats, spam, and other forms of malware. The system also offers greater mobility and flexible access, decreased inbox overload, transformed voice mail (voice mail messages in your inbox with a text preview), increased productivity, and safeguards for sensitive information.

What is Microsoft Outlook?

Microsoft Outlook is an application that provides access to email and other features provided by the Microsoft Exchange servers. Outlook is designed for Exchange and provides users with complete access to all Exchange functions which include integrated calendaring, numerous collaborative features, and voicemail.

What is Outlook Web Access?

Outlook Web Access (OWA) is a Web-based client used to access the email and calendaring features provided by the Microsoft Exchange server. OWA offers a Web interface that resembles the Microsoft Outlook desktop client. The application allows you to access email, voicemail, instant messages, and SMS text messages directly from your inbox using any of the major Web browsers such as Internet Explorer, Firefox, or Safari. OWA enables you to share your calendar with colleagues both inside and outside the University and check other users' availability with the presence indicator and choose the best mode of communication (email, instant message, or SMS). OWA also allows you to employ the Conversation View option to view messages in context, making it easier to manage your email more efficiently and reduce inbox overload.

What is my mailbox quota?

Mailbox quotas are generally 1GB for all staff and faculty. This is a larger mailbox that offers greater mobility and flexible access, decreased inbox overload, transformed voice mail (voice mail messages in your inbox with a text preview), increased productivity, and safeguards for sensitive information.

What will I use to access my mail?

ITD supports Outlook 2007 and Outlook 2010 for PCs, MacMail (OSX 10.6) and Outlook 2011 for MACs. OWA (Outlook Web Access) can be used via most browsers to access your email, integrated calendaring, and collaborative features as well.

What if I'm currently using a different email client or an earlier version of Outlook?

Users are in the process of being migrated to the current version of Outlook. The current application will allow the MTSU community access to all Exchange features which include integrated calendaring, numerous collaborative features, and voicemail.

What will happen to my existing email and archives?

Existing emails and archives are in the process of being migrated by a member of the ITD staff and will be kept online.

Will I be able to share my calendar?

Yes, everyone can share calendars through Outlook. You may share your calendar with colleagues both inside and outside the University and check other users' availability with the presence indicator and choose the best mode of communication (email, instant message, or SMS).

Do I have to switch to Exchange?

Yes, when the migration is completed the existing email system will be shutdown.

What are the benefits?

Microsoft Exchange is more than just an email server. This innovative system provides the seamless integration and sharing of contacts (Global Address List), a larger mailbox, state-of-the-art calendars, tasks, numerous collaborative features, and easy syncing with almost all Smartphones. You will be able to share your calendar with colleagues both inside and outside the University and check other users' availability with the presence indicator and choose the best mode of communication (email, instant message, or SMS).

Will my email address change?

Yes and no. Once migrated, your new email addresses will be FirstName.LastName@mtsu.edu (You will keep your old email address, but a new one will be assigned as your primary address).

Do I need to notify people that my email has changed?

You're welcomed to, but your old email address is associated with your new Exchange account, and you will be able to continue receiving email at that old address indefinitely.

What will happen to my Oracle Calendar?

All Oracle Calendar events are in the process of being moved to Exchange by the ITD technician conducting the migration. The new calendaring system will allow you to share your schedule with colleagues both inside and outside the University and view the availability of other users with the presence indicator while selecting the best mode of communication (email, instant message, or SMS).

Will ListServ work the same after moving to Exchange?

Sending emails to distribution lists continue to function the same as the process always has. Until the migration is complete, list owners need to use their old email address and pipeline password to access the Web interface.

Will POP and IMAP still be available?

No, MAPI, EWS, and SSL are the only supported protocols on Exchange.

Will my username change?

No. Your username is your FSA domain username (which should match your Pipeline login name). Some users who have FSA usernames that don't match their pipeline accounts will be renamed to match.

Will my password change?

Yes and No. Your password consists of the FSA credentials that you use to log in to your computer. It is no longer your Pipeline password.

Do retirees still get to keep their accounts?

Yes, but the migration of local mail, contacts, and calendar items will not be possible.

Will Department email accounts also be migrated to Exchange?

Yes, make sure to notify your technician when you're being moved if you use an additional department email account so that you can enjoy Exchange's wide array of features such as the seamless integration and sharing of contacts (Global Address List), a larger mailbox, state-of-the-art calendars, tasks, numerous collaborative features, and easy syncing with almost all Smartphones.

Will Conference Rooms be available for scheduling meetings?

Yes, conference rooms are created upon request. You will need to submit a work order or have the Help Desk submit a work order for this.

What options are available for accessing email off campus?

In addition to smartphone, tablet, and other mobile device access, Outlook Web Access (OWA) is available to access your mail, contacts, and calendar from off campus. The address is: https://owa.mtsu.edu, and you must use your username and FSA password to log in. OWA offers a Web interface that resembles the Microsoft Outlook desktop client. The application allows you to access email, voicemail, instant messages, and SMS text messages directly from your inbox using any of the major Web browsers such as Internet Explorer, Firefox, or Safari. OWA also enables you to share your calendar with colleagues both inside and outside the University and check other users' availability with the presence indicator and choose the best mode of communication (email, instant message, or SMS). In addition, OWA allows you to employ the Conversation View option to view messages in context, making it easier to manage your email more efficiently and reduce inbox overload.

What size attachments can I send with Exchange e-mail?

20MB is the maximum attachment size.

How will I know another user's email address?

While most email addresses are firstname.lastname, there may be variation in the first name that the user has chosen. Therefore, it is best to consult the global address list to be sure. See our How To section for detailed instructions.

Why do I not see someone in the global address list?

The GAL only shows users who have been migrated to Exchange. In addition, outlook clients keep a local copy of the address book that's only updated every 24 hours. If you have just been migrated to Exchange you won't show up in the address book for about a day.

Why does my RaiderNet address still display my old email address?

The email address displayed in RaiderNet is updated with everyone's new Exchange address once the remaining old email distribution lists are migrated to the new platform. This is an additional project that must take place simultaneously with Exchange.

Why does the email address displayed for me on the MTSU Web page's "Find People" still look like my old email address?

The email addresses viewable on "Find People" are updated with everyone's new Exchange address after ITD migrates the remaining email distribution lists to a new platform. This is an additional project that must take place simultaneously with Exchange.


 


 


Mobile

How can I set up my Smartphone with Exchange?

Smartphones with ActiveSync are the only phones we will be able to support. There is no guarantee that all phones advertised to function with Exchange will work with Exchange 2013. If you are planning on purchasing a phone, please contact Alana Johnson at 898-2677 to discuss compatibility.

iPhone/iPad

  1. Go to Settings > Mail, Contacts, Calendars
  2. Add Account under Accounts> Microsoft Exchange
  3. Enter new email address: Firstname.Lastname@mtsu.edu
  4. Domain: fsa.mtsu.edu
  5. Username: Pipeline username
  6. Password: FSA password
  7. Description: Can name it anything you want
  8. Click Next
  9. Server: mail.mtsu.edu
  10. Click Next
  11. Make sure items you want to sync are set to ON.
  12. Click Save
  13. Account is now set up. Click on Exchange Account again and click on Mail Days to Sync. Choose how many days you want to sync to device. Go back and click Done.
  14. Press Home button and Click on Mail icon. Mail should be there or coming in.

Droid

  1. Click on Email Application (Email, Messaging, Email App such as Touchdown)
  2. Click Accounts > Menu > Add Exchange Account (or Corporate Sync)
  3. Type in new email address: firstname.lastname@mtsu.edu and Password: Your FSA password
  4. Check the box "Send email from this account by default" if you want this to be your default email account
  5. Click Next
  6. Click Exchange Account
  7. Enter Domain: fsa.mtsu.edu
  8. Username: Pipeline username
  9. Password: FSA Password (should already be filled in.)
  10. Exchange Server: mail.mtsu.edu
  11. Ensure the box for "Use secure connection (SSL)" is checked
  12. Do not select "Accept all SSL certificates"
  13. Click Next. Phone will check server settings
  14. Account options: Click "Notify me when email arrives" and "Sync contacts from this account" to customize account settings
  15. Click Next
  16. Give the account a name (optional)
  17. Enter the name you want displayed in outgoing messages
  18. Click Done

Note: Global Address List (GAL) is not available in all stock Android email applications. You may need to purchase a 3rd party email app for this functionality

Blackberry

Blackberry users with ActiveSync should be able to set their phones up using the same information as found under Android phones. Blackberrys without ActiveSync can no longer be accommodated.

Windows 6

  1. At the Home Screen, press the 'Start' softkey.
  2. Locate 'Messaging' in the menu and open it.
  3. Navigate down to 'New E-mail Account...' and open it.
  4. Create a new email account
  5. Enter your Exchange-based E-mail address (firstname.lastname@mtsu.edu) in the prompt.
  6. Check 'Try to get e-mail settings automatically from the Internet'.
  7. If e-mail settings cannot automatically be detected, uncheck the box and Press the 'Next' softkey.
  8. In the 'Your e-mail provider' option box, scroll right until 'Exchange Server' is present.
  9. Press the 'Next' softkey.
  10. Confirm the selection to use 'Outlook with Exchange' by pressing the 'Next' softkey.
  11. In the 'Server address' prompt, enter fsa.mtsu.edu
  12. Check the 'The server requires an encrypted (SSL) connection' box.
  13. Press the 'Next' softkey.
  14. Enter the user information (username, FSA password, and domain (fsa.mtsu.edu).
  15. Press the 'Next' softkey.
  16. Select the data you would like to synchronize with the Exchange Server (Contacts, Calendar, E-mail, Tasks).
  17. Press the 'Finish' softkey.
  18. Wait during synchronization to your server(this may take a few minutes).

Windows 7

  1. On Start, flick left to the App list, tap Settings , and then tap Email & accounts.
  2. Tap Add an account > Outlook.
  3. Tap the Email address box, and then type your email address for your Exchange Server email account (firstname.lastname@mtsu.edu)
  4. Tap the Password box, and then type your Exchange password.
  5. Tap Sign in.
  6. If the account settings are found, wait for your Exchange Server email, calendar, and contacts to be synced to your phone. You're all done setting up your account.
  7. Select up to 1 week for Sync messages back.