Microsoft Exchange

Answers to Frequently-Asked Questions (FAQ)

[Nov 23, 2009 10:11] Windows Live student email is currently unavailable. ITC is working with Microsoft to develop a solution.

More information about UVa's move to Microsoft Exchange.

Frequently-Asked Questions (FAQs)

Calendar Questions

General Exchange Questions

General Exchange Questions, con't

Mobile Device Questions

Answers

Calendar Questions

How do I handle meeting requests?
Microsoft® Office Online provides an answer to this question in its article, "Outlook meeting requests: Essential Do's and Don'ts." Another approach appears in our recommended UVa-specific settings for Outlook 2007, Outlook 2003, and Entourage.
How do I respond to an invitation to a meeting?
When you respond to a meeting, you can choose Accept, Tentative, or Decline. Whichever you select, you will have the opportunity to Edit the response before sending, Send the response now, or Do not send a response now.
  • If you want the organizer to know your choice of Accept, Tentative, or Decline, and want to include an additional message, choose Edit the response before sending.
  • If you want the organizer to know your choice of Accept, Tentative, or Decline, but have nothing additional to tell the organizer, choose Send the response now.
  • If you choose Do not send a response now, it will put the meeting on your calendar, but will not notify the organizer of your intent; they will have no way of knowing whether you selected Accept, Tentative, or Decline.
How do I avoid seeing responses to meetings I organize?

Meeting organizers will want to use Windows Outlook to set auto-processing of meeting responses. To make this setting:

  1. Start Outlook 2007 or Outlook 2003 on a Windows computer and log in.
  2. From the Tools menu, select Options.
  3. Click the Calendar Options button.
  4. Click the Resource Scheduling button.
  5. Check the Automatically accept meeting requests and process cancellations box.
I have a group of people that need to manage calendars for others/resources. How do I do it?

One approach is to do the following:

  1. Go to the MyGroups website and if needed, log in.
  2. In the Choose a name for your group*: field, type the name for your group.
  3. In the Provide a description of your group: field, type a brief description of the purpose of the group.
  4. Add individuals to the group.
  5. When you are ready, click the Create Group button.
  6. Wait about 20 minutes for the group to be moved to the UVa centralized Exchange server.
  7. In Outlook or Entourage, give the newly-created group permission to manage the group's or resource's calendar.
How do I create a resource?

There are two different ways to create a new Exchange resource:

  1. As an Exchange user, you may send an email message to itc-microsystems@virginia.edu requesting the creation of the resource. In the email message include the proposed name of the resource and who the owner should be, listing both their first and last names and their computing ID.
  2. If you are an LSP, you may request the creation of a resource using the Eservices Exchange Management Tool. To use this method, follow these steps:
As an owner of a resource, how can I best manage the resource?

To manage the resource (set access permissions, etc.), create a separate profile for the resource in Outlook. This approach allows you to log in as the resource to configure options like setting permissions.

  • To create a new profile, shut down Outlook and use the configuration instructions (under Connect to Exchange)—using the following special instructions:
    • On the first page of creating a profile, you will need to enable the prompt for a profile option. Look in the the lower part of the Control Panel's Profile creation page. Select Prompt for a profile to be used after you see When starting Microsoft Office Outlook.
    • Where the instructions ask you to enter your UVa computing ID, use the resource's name instead. You must type the resource name exactly as it appeared when created.
    • After the resource profile has been created, you can access it by:
      • Starting Outlook
      • Selecting the resource from the drop-down menu before login
      • Click the OK button
      • When you are prompted for a domain\username and password, use your own login information, for example: eservices\mst3k and your own password.
How do I give permission to manage a resource?

In Outlook 2007 and 2003:

  1. From the File drop-down menu, select Open.
  2. From Open, select Other User's Folder.
  3. Click the Name: button, and the Global Address List (GAL) opens.
  4. In the Search: field, type the name of the individual/resource to manage.
  5. Select the name of the desired individual/resource.
  6. Click the OK button.
  7. Click the OK button.
    • Note: The calendar will open and its name will appear in the Navigation Pane.
  8. Highlight the name of the calendar in the Navigation Pane and right-click the name.
  9. Select Properties from the calendar drop-down.
  10. Click the Permissions tab.
  11. If needed, change permissions for default.
  12. Click the Add > button.
  13. Into the Search: field, type the group name.
  14. Highlight the group name.
  15. Click the Add > button.
  16. Click the OK button.
  17. Select appropriate category of management from the Permission Level: drop-down, or set the individual permissions.
  18. Click the Apply button.
  19. Click the OK button.

All the people in the group will now have the permission given to the group.

Can I invite someone without an UVa centralized Exchange account to a meeting?
Yes. You cannot see their free/busy times, but you can invite them to a meeting by including their email address in the invitation to the meeting. They will receive an email message with the invitation and can manually add the meeting to their calendar. If you would like a response from them, make sure you request that they email you back as to whether they are able to attend.
I cannot see the other attendees for a meeting to which I am invited. Why?
If a meeting organizer uses a local (personal) distribution list and does not expand it when scheduling a meeting, Outlook will display the only name of the list, and so you will not be able to see the names of the other invitees.
Sometimes I can see free/busy times for others, sometimes I cannot. Why?
Outlook 2007 and Outlook 2003 users must explicitly grant others permission to view their calendars.
  • If the owner of the calendar has not granted you specific permissions, or has not granted general permission for a "default" person to see their free/busy times, you will not be able to see these times.
  • If the calendar owner has granted these permissions, you will be able to see free/busy times.

Also, know that if someone is working with a local calendar, you will not be able to see their local calendar.

I need to schedule meetings for others. What is the best approach?
To schedule a meeting for others, use the following approach:
  1. The first time you need to schedule a meeting for others, you will want to create a second calendar for yourself. This step should be done only once for this purpose.
    1. Select Calendar.
    2. From the File menu, select New.
    3. From New, select Calendar…
    4. In the Name: field, type a name for this new calendar (example: meetingsforothers)
    5. In the Folder Contains: drop-down, select Calendar Items.
    6. In the Select where to place the folder: box, highlight where you want this calendar to appear (recommended: Calendars on the server).
    7. Click the OK button.
  2. If needed, select Calendar.
  3. In the Navigation Pane, select the calendar you use for scheduling meetings for others.
  4. Create the meeting using the normal process, giving it a name in the Subject: line, inviting the needed participants and, if appropriate, a room in which the meeting will be held, and making other needed selections with respect to how the time will be shown, reminders, privacy, etc.
  5. Send the Meeting Request.
Using the above process allows you to schedule a meeting for others, keep it off your personal calendar, but also have the meeting available to modify if needed.
How do I schedule a resource such as a conference room?

In the Calendar, when scheduling a new meeting:

  1. Click the To: button.
  2. In the Search: field, type all or part of the name of the resource.
  3. Click to select the desired resource.
  4. Continue scheduling your appointment and then hit the Send button.

General Exchange Questions

Can students have Exchange accounts?

Accounts are not automatically created for students, but if a student works for a department, and needs to schedule meetings, reserve resources such as conference rooms, or plan events in the capacity of either an employee or volunteer, the department can request an Exchange account for a student online, at no charge. Departments can request accounts for non-employee students as well, but must sponsor them, since a PTAO is required for these.

Exchange accounts are not available to students for personal use. If you are a student who needs calendaring services, though, your UVa student email account includes a calendaring application.

What do I specify when I am prompted to login to the UVa centralized Exchange server?
If you are prompted to log into the UVa centralized Exchange server, use the login: eservices\ followed by your UVa computing ID (e.g., eservices\mst3k). Your password is your Eservices password. Don’t know this password? You can (re)set it.
How do I use the UVa LDAP Directory to find people not in the Global Address List (GAL)?

LDAP/GAL usage varies based on what email program you are using.

  • Macintosh Entourage users always see everyone listed in UVa's "People Search" (the full UVa LDAP Directory).
  • The full UVa LDAP Directory is not available to users of the Outlook Web interface (OWA).
  • Outlook 2007, Outlook 2003, and Outlook Web Access (OWA) users by default see only the GAL, which does not include everyone in the full UVa "People Search" LDAP Directory (for example, many students are excluded from the GAL, since most do not have Exchange accounts). The full LDAP Directory can be made available for searching in Outlook 2007 and 2003.

To make the full LDAP Directory available in Outlook 2007 or 2003 so that it uses the UVa "People Search" LDAP Directory to find people:

  1. Ensure you have made the recommended settings in Outlook 2007 or Outlook 2003.
  2. Exit Outlook and re-start it.
  3. Click on the drop-down arrow in the Address Book Search at the top of the window.
  4. Then:
    • In Outlook 2007: choose ldap.virginia.edu from the Address Book drop-down and search as usual.
    • In Outlook 2003: choose ldap.virginia.edu from the Show names from the: drop-down. Then select Find… from the Advanced button and complete the form to do your search.
How do I change my mailbox to server delivery?

To change your mailbox to server delivery, do the following:

  1. Start Outlook. If needed, select your UVa centralized Exchange server profile and click the OK button.
  2. From the Tools drop-down menu,
    • In Outlook 2007: click Account Settings…
    • In Outlook 2003: click E-Mail Accounts…
  3. Then:
    • In Outlook 2007:
      1. Select your profile for the UVa centralized Exchange server
      2. On the Data tab, select Mailbox - YourLastName, YourFirstName (YourInitials)
      3. Click the Close button.
      4. Exit and re-start Outlook.
    • In Outlook 2003:
      1. Select the View or change existing e-mail accounts radio button.
      2. Click the Next > button.
      3. Select Mailbox - YourLastName, YourFirstName (YourInitials) from the Deliver new e-mail to the following location: drop-down
      4. Click the Finish button.
      5. Exit and re-start Outlook.
  4. If needed, move any messages from your Personal Folders Inbox to your server Inbox:
    1. Click + next to Personal Folders in the Navigation Pane.
    2. Select the Inbox.
    3. Select the messages you want to move to the server.
    4. Drag the messages from the Personal Folders Inbox to your server Inbox.
I want to change the appearance of my name in the From: line. How do I do this?
We recognize that the ability to change your name or address as it appears in the From: line of your outgoing messages to include your nickname or alias is important. Unfortunately, at the present time, this type of change is not possible. At UVa, a number of databases (some controlled by ITC, some controlled by others) need to interact to have names and email addresses display correctly using Exchange mode with the UVa Exchange Service. This complicated interaction makes allowing a person-selectable From: name/address choices more difficult than it might otherwise be. ITC has staff working on this issue as time, priorities and resources permit, and hopes to have a way for people to designate how they want their From: address to appear in the future.
How much space am I allowed to use on the UVa centralized Exchange server?
Your mailbox quota is 2 Gigabytes. For performance reasons, Microsoft does not recommend mailboxes larger than 2GB; however, you can request a larger quota if needed. There is a fee structure for quotas over 2GB.
My auto-complete does not seem to work correctly all the time. Why?
You will see a problem with auto-complete if someone with whom you correspond via email had an account on a server other than the UVa centralized Exchange server and the obtains an account on the UVa centralized Exchange server. When this happens, the Exchange server has two entries for the person and does not know which to use. Go to the Global Address List (GAL) and search for the person you are trying to contact, select the correct entry for the person, and the problem you are seeing will not reoccur for this person.
I want to forward/remove the forward for my UVa centralized Exchange account. How do I do this?

Please be aware that forwarding your messages off the UVa centralized Exchange account will break your calendaring. The Exchange calendar and email are closely integrated, and email messages about calendaring must be received and processed on the centralized Exchange server to have the information automatically put onto a calendar. If the message is not processed in Outlook 2007, Outlook 2003, Entourage, or the Outlook Web interface (OWA), then the information in the message is not available to the calendar, and is therefore never entered onto your calendar.

  • That being said, to set a forward for a UVa centralized Exchange account, do the following:
    1. Go to the Eservices Management Website and log in through NetBadge.
    2. Click Account Management.
    3. Click Exchange Account Tools.
    4. Click Personal Exchange Account Management Tools.
    5. Find the Set Your Forwarding Address Here section.
    6. In the text box field, type the email address to which you would like to forward your UVa centralized Exchange account messages.
      • For example, if you wanted to forward your UVa centralized Exchange account messages to your existing Central Mail Service (CMS) account, you would use an address similar to:
        mst3k@cms.mail.virginia.edu
    7. Click the Submit Request: button.
    8. The page will re-display.
    9. Find the Set Your Forwarding Address Here section again.
    10. Click the Confirm Request button.
  • To remove an existing forward from a UVa centralized Exchange server account:
    1. Go to the Eservices Management Website and log in through NetBadge.
    2. Click Account Management.
    3. Click Exchange Account Tools.
    4. Click Personal Exchange Account Management Tools.
    5. Find the Remove Your Previously Set Up Forwarding Here section.
    6. Click the Remove Forwarding button.
I do not like the way Outlook displays my email messages. Can I change how they are displayed?
To change how Outlook displays your email messages, select View on the top menu bar. There are many options available on that drop-down menu to help you customize your display.
Every time I open Entourage 2004, I receive an error message about a certificate. How do I change this behavior?
The error message about a certificate with opening Entourage 2004 is a known situation. There is nothing you can do to change the behavior. We are working on a fix, but until it is in place, click through the error.
How do I establish an Out-of-Office message?
Note: ITC does not recommend using Microsoft Outlook to set your Out of Office (OoO) message if you access your UVa Exchange account in multiple ways (for example, sometimes with Outlook, sometimes with your BlackBerry or other mobile device, and sometimes with Outlook Web Access). Instead, we suggest using Outlook Web Access (OWA) to ensure OoO messages are consistent, and only being sent when you want them to be.
  1. Go to Outlook Web Access (OWA).
  2. Select Options.
  3. Click Out of Office Assistant in the left column.
  4. Complete the OoO form as desired.
How do I configure an IMAP connection to Exchange from other email programs (like Thunderbird or Eudora)?

We recommend using Outlook 2003, Outlook 2007, or Entourage 2004 with Exchange. If you want to use another email program (like Thunderbird, Apple Mail, or Eudora) with the UVa centralized Exchange server instead, you’ll need to configure a connection with these IMAP/POP settings.

To be able to connect via IMAP or POP to the UVa Exchange Service, you will need to know your Eservices/Exchange password, and already have a UVa centralized Exchange account.

Warning: Should you choose to use Outlook, Entourage, or the Outlook Web interface (OWA) to view your calendar, and an email program via IMAP or POP to view your email messages, be careful to avoid deleting any calendar messages with your email program. Email and calendar are closely tied on the Exchange Server, and you will need to process calendar messages with Outlook, Entourage, or OWA to have calendar entries appear correctly on your Exchange calendar.

Mobile Device Questions

How do I remotely wipe my mobile device using Outlook Web Access (OWA)?
Note: The following instructions work for all mobile devices with Active Sync.
  1. Go to Outlook Web Access (OWA).
  2. Select Options.
  3. Select Mobile Devices.
  4. Select the lost device you want to wipe (remove all data).
  5. Select Wipe All Data from Device... and follow the instructions provided.
Appointments on my BlackBerry seem to be off by an hour. Why does this happen?
If your BlackBerry has not been updated to use the extended dates for Daylight Saving Time (DST) instituted by the US Congress for 2007 and forward, then during the period between the new begin date of DST and the old begin date of DST, your BlackBerry calendar will show appointments off by 1 hour. Find out whether this issue applies to your BlackBerry by checking BlackBerry's article on “Risks of not upgrading the BlackBerry environment.” If needed, get the update to fix this difficulty on your BlackBerry (to be done via the BlackBerry Desktop Software).

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