Exchange

What Is Exchange?

Exchange is an advanced email client/server system. Microsoft Exchange supports virtually all Internet standards as well as existing messaging and collaboration standards. Microsoft Exchange embraces Internet standards and supports existing electronic mail and groupware standards to extend rich messaging and collaboration solutions.  With this system, users can have advanced calendaring and email features, and collaborating tools.

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What do I need to get Exchange set up?

1. A Pentium II computer with 64MB RAM (these are minimum requirements)

2. Outlook 98/2000/ and Internet Explorer 4.01 or later (for web email access).

3. A UNO-domain LAN account

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What Can You Do With Exchange?

Exchange makes it easy to communicate and collaborate over the Internet and within corporate intranets using a variety of clients running on any desktop operating system. Microsoft Exchange enables organizations to create virtual teams on a corporate intranet and virtual organizations that include business partners on an extranet, and to build a community with customers over the Internet.  

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Why Are We Using Exchange?

There were a number of factors that contributed to the decision to move to Exchange. A number of these are listed below:

• Provides a standard, single-platform electronic mail service to staff and students of the University, which is reliable, predictable and cost-effective.
• Eliminates the known problems and limitations of the previous systems.
• Increases user productivity by moving to a Windows-based desktop environment providing a friendlier user interface.
• Significantly lowers the costs of the existing communication environment by modernizing the mail systems, reducing the diversity and complexity of the systems and making them easier to use.
• Establishes the environment to provide a single workgroup computing and information utility which can be used everywhere to help the University succeed in its business.

Microsoft Exchange allowed us to achieve these main objectives, while including a number of other benefits:

• Global address book
• The ability to create groupware applications to aid workflow
• Global distribution lists
• Group scheduling, including resource management.

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Your Microsoft Exchange account is your email account. Your email account exists on a central Microsoft Exchange server and stores all your email messages. This server is regularly backed up and access to your account is only permitted once a password has been correctly verified, making it a secure environment for communication.  

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1. UCC will setup and create your new Exchange account

2. We will disable your old email client and configure your Outlook email-client.

   1. Your old email will remain intact (and accessible) in your old client for future reference

   2. Your mail contacts will be migrated to Outlook

3. After your department is in the Exchange system, UCC will conduct specialized workshops on the use of Outlook (the client or workstation) with an Exchange mailbox (the server)

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There are two ways to access your email account on campus: using an email client such as Microsoft Outlook 98/2000 or Netscape Communicator, or the web-based Outlook Web Access (OWA) client.

1. Using Outlook 98/2000:

• You must be login to the UNO-domain (using your UNO user name)
• If you have any applications running, minimize them by clicking the minimize button near the top right corner of their screens
• Double-click the Outlook icon on the desktop.
• Outlook is now running in your desktop
• The log in screen appears. The username you entered when you logged on to the workstation (your UNO LAN user name) will automatically be entered in the box.
  Click Ok.

2. Using Outlook Web Access (OWA):

• Email can also be accessed using a web browser. For this option you do not need to be logged to the UNO LAN.

• In your browser's address window enter: http://owa.uno.edu

• A screen appears asking you to enter your username and password. This is the same user name and password you use to connect to the UNO-domain.

• You can now access your email.

3. For instructions on setting up Netscape Communicator visit:

   http://ucc.uno.edu/howto/mailhowto/mailhowto.cfm

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The Microsoft Outlook Web Access (OWA) client makes access to your mail possible from anywhere on the Internet. It uses either Netscape Navigator version 4.08 (or later) or Microsoft Internet Explorer version 4.01 SP2 (or later) to display your mailbox.

Users may also use the Outlook 98/2000 client to access their Exchange account from other locations.

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When it is running, Outlook 98/2000 will automatically notify you via a Windows message box when new mail arrives.

When you first access it, the web client displays new mail in your Inbox in bold type. The web client automatically checks for new messages, but you can also check manually by clicking on the Send/Receive button. All new mail messages appear in bold text.

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To open an email in OWA or Outlook 98/2000, double-click on the message "header" in your inbox.

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To reply to a message, in either Outlook 98/2000 or OWA, open it and then click the Reply button. This will automatically place the sender's email address in the To: field of a new message and append Re: to the beginning of the Subject field. You may then type your reply and send.

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When sending email to staff members of the University via Outlook 98/2000 or OWA, you do not need to enter the full email address. Provided you enter them in the correct format, the Exchange server recognizes the names of other users in the University, and automatically directs email to their account. For this to work, the person you are looking for should also have an Exchange account (at this time, not all staff members have Exchange accounts. Also, at this time, students are not yet part of the Exchange project.) Hence if you know their Microsoft Exchange account name you can simply click the New Message button, enter the name in the To: field of the new message, enter your message and click Send. If the user does not have an Exchange account, simply enter her UNO email address.

If you do not know the recipient's account name, or its format:

In Outlook 98/2000, find the recipient's name in the address list:

• Click the New Mail Message button
• Click the To button on the Message window
• Type the recipient's first name in the "Type Name or Select from List" box.
• Select the name in the list
• Click the "To ->" button
• To send the message to more than one person, find and select another name
  and click "To ->"
• When the names of all recipients are in the Message Recipients box, click OK

In OWA, click the Find Names button. This will display a search form that you may enter criteria into. Once you click Find a list will be displayed of all users who match the criteria, after noting down the address you were searching for you may key it into the To: field of a new message.

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To send email to someone outside UNO you must first have their Internet email address. Place this address in the To: field of a new message, then compose your message and click Send.

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You may send email to more than one recipient simply by separating each name or email address by a semi-colon (;) when you enter them in the To field.

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In Outlook 98/2000, they must find your name in the address list:

• Click the New Mail Message button
• Click the To button on the Message window
• Type the recipient's first name in the "Type Name or Select from List" box
• Select the name in the list
• Click the "To ->" button
• Click OK

In Outlook web access, they must click the Find Names button. This will display a search form that they may enter criteria into. Once they click Find a list will be displayed of all users who match the criteria.

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You may save email attachments to disk for later use or open them directly allowing you to print or modify the document. You may also send an attachment. This could be a spreadsheet, a Word document or any other valid file.

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You can open an email attachment by double clicking on its icon. This will open the application the file belongs to. If you do not have this application you will receive an error message. For example, if you receive a Microsoft PowerPoint document and this application is not installed, you will not be able to see the attachment.

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In Outlook 98/2000, right-click on the attachment icon and select Save as... from the menu.

In Outlook web access, right-click on the attachment icon.
If you are using Internet Explorer, select Save Target As... from the menu.
If you are using Netscape, select Save Link As... from the menu.

You will then be prompted for the disk drive, folder, File name and Save as type: (iethe file type).

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Create a new message and click on the paper clip icon in the new message window. Browse for the file you wish to attach to the email, and double-click it.

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What are the mail restrictions when using Exchange?

1. Do not use special characters in the Subject line of the message. For example: #, $, &, etc.

2. There is a limit on the number of email recipients to 500 per message; however, a sender can break a list down into multiple instances of the same message

3. The largest attachment that can be sent is limited to the available space in your mailbox.

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Can I Have The Mailbox Limit Increased?

Before requesting Mailbox Quota increases, here are some tips to help self manage email quotas:

• Go through and delete any old email, junk email, deleted items, and old sent items

• Try sorting your email by size in order to determine which emails may have large attachments.

• Save these attachments to your local computer or flash drive, if you wish to keep the attachment

• After saving the attachments, be sure to delete the email from server. (Remember this will move the message to the deleted items folder. Remove any items that are in the deleted items folder.)

If you still feel that you are in need of additional email quota please email the Help Desk at HelpDesk@uno.edu

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