Oregon State University

Exchange Inbox Configuration

What is an Exchange Inbox?

An Exchange inbox is a department provided email inbox that specifically uses Outlook and the Outlook Web App. Note that this is separate from an ONID inbox, but it still uses your ONID account. All students, faculty, staff, and associates get ONID accounts, but there are some student workers and associates that will not get an Exchange inbox. If you have any further questions, you should reach out to your department's IT group, or the Service Desk.

Student worker accounts (and a select few of others) do not have the standard username and password as full-time employees. The only major difference is that they must use first.last@oregonstate.edu for a username instead of username@oregonstate.edu. If any other issues arise, feel free to call the Service Desk.

Who Has Access?

Faculty and Staff are the only ones who will be able to obtain an Exchange inbox. If you are interested in obtaining an Exchange inbox, please talk with your department head, or your department IT group.

Quick Reference Information

  • Email: first.last@oregonstate.edu
  • Username: username@oregonstate.edu
    For student-workers: first.last@oregonstate.edu
  • Password: The password to the email account.
  • Description: Name for your device's management.
  • Incoming Server: exmail.oregonstate.edu
    Port: 993
  • Outgoing Server: mail.oregonstate.edu
    Port: 587
  • Domain: Leave this field blank

Mobile Devices▸

Note that pictures may vary based on which version of the mobile device you are using.

Android▸


  1. From the Home screen, press the Menu button.
  2. Select Settings.
  3. Select Accounts & Sync.
  4. Select the Add account button.
  5. Select Exchange ActiveSync (your device might instead say Corporate, ActiveSync, Microsoft Exchange, or Exchange) android unified email set up add account page
  6. Set up the account:
    1. Enter your primary Exchange email address (first.last@oregonstate.edu)
    2. Enter your Exchange password
    3. Select Next Android unified email setup 1
  7. You may see a screen that prompts you to enter information on domains. If you do not see it, skip to step about desired sync settings. If you do see it, proceed to the next step.
    1. Enter your username as username@oregonstate.edu.
    2. Enter a mail server of exmail.oregonstate.edu.
    3. Select Secure or SSL for security options.
    4. Select Next. Android unified email setup server information
  8. You may see a screen that asks you to select your desired sync settings and push options. After you select them, select Next.
  9. You may see a screen that asks you to name the account (e.g. you could type "OSU Email").
  10. Select Finish setup or Done.
  11. If you receive a "Remote Security Administration" warning, or a warning that "Your Exchange server requires that you enable security to continue synchronizing," select OK to accept. You may also need to select Activate on the "Activate Device Administrator" screen.

Android - Delete Existing Account

If your existing android account does not allow you to edit your username, you will need to delete and re add your account with the correct credentials. To delete the account, follow the directions below:

  1. Open the main menu and select Settings
  2. Find the account you wish to delete under Accounts and select it
  3. Select the account Settings Deleting an android account settings
  4. Choose Delete Account in the upper right hand corner Deleting and android account 2
  5. Select the account you wish to delete on the left
  6. Select Delete in the upper right hand corner Deleting an android account 3
  7. Confirm that you wish to delete this account

Your account has now been deleted from your device. Use the instructions above to re add your account with the correct credentials.


iPhone/iPad▸


  1. Open Settings.
  2. Select Mail, Contacts, Calendars, then select Add Account near the top of the right-hand column.
  3. Select Exchange.
  4. On the account setup window, enter the following for each field:
    1. Email: Enter in your Exchange email address (FirstName.LastName@oregonstate.edu).
    2. Password: Enter the password for the account being configured.
    3. Description: Give the account any name you'd like, such as Exchange. iPhone exchange mail setup screen 1
  5. Select Next.
  6. Enter the following information (Email, Server, and Description should have auto-filled with the previously supplied information):
    1. Server: exmail.oregonstate.edu
    2. Domain: Leave Blank
    3. Username: ONIDUsername@oregonstate.eduiOS unified mail setup shot 2
  7. Password: Enter the password for your account.
  8. Select Done/Next.
  9. You'll be directed to the enabled account applications page. Choose what you'd like enabled.
  10. Select Save.

iOS – existing setup changes

  1. Open Settings.
  2. Select Mail, Contacts, Calendars, then select the entry for your OSU Exchange email.
  3. Select Account at the top of the screen
  4. On the account setup window, update the following fields:
    1. Domain: [delete any value that exists]
    2. Username: username@oregonstate.edu
  5. Select Done.

iOS - Deleting an Existing Profile

If you added you exchange inbox as a managed profile, you will need to delete this profile before adding your new profile with the correct credentials.

  1. Go to Settings
  2. Select General
  3. Select the profile you wish to delete
  4. Select Delete Profile
  5. Confirm that you wish to delete the profile

Windows▸

Outlook 2010▸


Set Up an Exchange Connection Automatically

An Exchange connection is the preferred method, as it provides the most features and easiest access to your e-mail. These instructions walk you through the automatic Outlook setup, which is the easiest way to set up your email.

Using this mode also configures "Outlook Anywhere" automatically. Outlook anywhere provides the ability to use an Exchange connection both on and off campus, without using the VPN.

If you are opening outlook for the first time, an account setup wizard will walk you through the process.

  1. Open Outlook 2010.
  2. On the "Microsoft Outlook 2010 Startup" page, click next.
    • Note: If this page doesn't appear, you can get to it by clicking on "File", then clicking the "Add Account" button
  3. On the screen stating "Would you like to configure an e-mail account," ensure "yes" is selected.
  4. If you are logged in to the computer with your CN account, your name and e-mail address will be automatically filled in to the proper fields. If it is not filled in automatically, just type your Name, email address, and password in to the required fields. Click "Next" when you are ready.Auto Account Setup Menu
  5. The next screen will ensure connections are established.
        If this finishes correctly, press "finish." Account setup completed
  6. Outlook will now retrieve your e-mail, calendar appointments and tasks.

Note: Retrieving your e-mail, calendar appointments and tasks can take some time. The amount of time is dependent on the size of your mailbox and the connection you are using. E.g. - If you have a slower off campus connection, the time to load your mailbox will take longer.


Set Up an Exchange Connection Manually

Use this method if the automatic steps above don't work for you.

Using this mode also configures "Outlook Anywhere" automatically. Outlook anywhere provides the ability to use an Exchange connection both on and off campus, without using the VPN.

  1.  
    1. Open Outlook 2010.
    2. Click File then click Account Settings and Account Settings again.
    3. Click the New button on this page.
    4. Click the Manually Configure Server Settings option, then click Next
    5. Select the Microsoft Exchange or Compatible Service option, then click Next
    6. On the next page, type exmail.oregonstate.edu in the Server box
    7. Type your username in the User name box, and click Check Name
    8. If a box opens asking for your username and password, put your full username@oregonstate.edu email in the User Name box. Enter your email password in the Password box. Image of manual outlook settings

 

  1.  
    1. Select your name on the list of entries that come up (Should be the top result, do not select ONID).

 

  1.  
    1. Click OK. The User Name box should then be filled in with your last and first name
    2. Click the More Settings button
    3. Click the Connection tab
    4. Under the Outlook Anywhere section, check the box next to Connect to Microsoft Exchange using HTTP
    5. Click on the Exchange Proxy Settings button
    6. A separate settings box should open, fill in the following information:
      • Under the Use this URL to connect to my proxy server section, type exmail.oregonstate.edu
      • Check the box next to Connect using SSL only
      • Check the box next to Only connect to proxy servers that have this principal name and enter msstd:exmail.oregonstate.edu in the box
      • Check the box next to On slow networks, connect using HTTP first
      • Under the Proxy authentication settings section, change the dropdown menu to NTLM Authentication
      • Click the OK button

  1. Click the Apply button, then click OK
  2. Click the Next button
  3. Click the Finish button
  4. A password popup box may open. Enter your email password and check the Remember my password box if you don't want it to ask you each time you open Outlook.

Outlook should then be set up, and you will be able to access your email on or off campus.

Note: This setup method also enables "Outlook Anywhere" by default, which allows you to access your email from off campus without using VPN. However, if you use outlook .pst files on another machine (such as a work machine), VPN is required to access those files.


Set up an IMAP connection to the OSU Email Server

This method is not recommended because it offers reduced functionality and security compared to an Exchange setup (see directions above). You should only setup with this method if you have trouble setting up your email to connect with Exchange. To setup an IMAP connection:

  1. Open Outlook 2010.
  2. Click File, then Account Settings, then Account Settings again.
  3. Click New to add a new account
  4. Check the box at the bottom that says Manually configure server settings or additional server types and click Next
  5. Select Internet E-mail and click Next
  6. Under the User Information section:
    • Enter your full name in the Your name: box
    • Enter your full first.last@oregonstate.edu e-mail address in the E-mail Address: box
  7. Under the Server Informationsection:
    • Select IMAP from the Account Type dropdown menu
    • Incoming mail server (IMAP): exmail.oregonstate.edu
    • Outgoing mail server (SMTP): mail.oregonstate.edu
  8. Under the Logon Informationsection:
    • Enter your full username@oregonstate.edu e-mail address in the User name: box
    • Enter your email password in the Password: box
  9. Click the More Settings... button
  10. Click the Outgoing Server tab
  11. Check the "My outgoing server (SMTP) requires authentication" box
  12. Click the Advanced tab
  13. Ensure the INCOMING Server (IMAP) is 993.
  14. Click the dropdown next to "Use the following type of encrypted connection" and select SSL.
  15. Ensure the OUTGOING server (SMTP) is 587.
  16. Click the dropdown next to "Use the following type of encrypted connection" and select SSL.
  17. Click "Ok".
  18. Click on "Next" and then "Finish".
  19. You should now have access to your email. Don't forget to click on "Send/Receive" to update your inbox and send email.

Thunderbird▸


PLEASE NOTE:

These instructions were tested in Thunderbird version 24.1.1 and may differ for other versions. Additionally, the full version of Outlook and/or Outlook Web Access are recommended over Thunderbird for users who prefer to have built-in functionality for calendaring, folder management, and access to the global address book.

Follow the instructions below to set up Thunderbird to receive your OSU Exchange email.

  1. Open Thunderbird
  2. Go to Options and click on Account Settings
  3. Under Account Actions on the bottom-left, select 'Add Mail Account'
  4. Fill in the Name field (This part is just a matter of personal preference)
  5. Enter in your first.last@oregonstate.edu into the Email field and type in your password below.
  6. Click on the 'Continue' Button on the bottom-right and Thunderbird will attempt to automatically detect your server settings. This process usually fails so you may need to enter the following information manually:
    • Incoming settings:
      • Select IMAP from the dropdown menu
      • Type exmail.oregonstate.edu in the server hostname box
      • Select 993 from the Port dropdown menu
      • Select SSL/TLS from the SSL dropdown menu
      • Select Normal Password from the Authentication dropdown menu
    • Outgoing settings:
      • Type mail.oregonstate.edu in the server hostname box
      • Select 587 from the Port dropdown menu
      • Select STARTTLS from the SSL dropdown menu
      • Select Normal Password from the Authentication dropdown menu
    • Username field:
      • Enter your full username@oregonstate.edu email address
  7. Once finished, all of the settings should look like this:Mail Account Setup
  8. Now click the Advanced Config button. This will open up the Thunderbird settings window shown below:Thunderbird Main Settings
  9. Select the Outgoing Server option from the left-hand menu
  10. Make sure the outgoing server you just created (will be called mail.oregonstate.edu) is set to default and selected
  11. Click the Edit button
  12. Remove everything in the User Name field and put in your ONID user name instead:Domain Removal
  13. Click OK when you are finished, then OK again to close the main settings window
    • Note: When you attempt to send your first email message, Thunderbird will prompt you for your ONID password. Enter that in and you should be good to go.

It may take a while for Thunderbird to download your mail if you have a large mailbox or slower network connection. If your mail doesn't appear at first, give it some time to catch up. After a few minutes your mailbox should load.


Mac OS X▸

Mac Mail▸


PLEASE NOTE:

The instructions below assume the user has Mac Mail 5 or higher. If you have a version that is earlier than 5, the following instructions may not work for you. You can check the version you have by opening Mac Mail, clicking the "Mail" menu, then clicking "About Mail".

Set Up an Exchange Inbox Connection in Mail for Mac

An Exchange connection provides the most features and easiest access to your email. This is the preferred method if you are on-campus (desktop machine), off-campus (home machine), or both (portable computer).

  1. Open Mail.
  2. Once open, click the "Mail" menu, then click "Preferences"
  3. Click on the "Accounts" tab at the top
  4. Click the "+" symbol in the lower left-hand corner to add a new account
  5. Fill in your full name, email address, and password, then click "Continue"
  6. Mac Mail should find your exchange inbox, and do the rest of the setup for you, and will start downloading your mail, contacts and calendars
    • Note: Retrieving your e-mail, calendar appointments and tasks can take some time. The amount of time is dependent on the size of your mailbox and the connection you are using. E.g. - If you have a slower off campus connection, the time to load your mailbox will take longer.

 

By default, Mac mail will connect to directory.oregonstate.edu for your email address book. If you would like to change this to something else, you can follow the steps below:

  1. Click the "Mail" menu, then click "Preferences"
  2. Click the "Composing" tab
  3. Under the "Addressing" section, click the "Configure LDAP" button
  4. Highlight the current OSU Online Directory entry, and click the "Edit" button
  5. Clear out the contents of the "Server" box, and type the address of your domain's Global Address List (for example: "gc.nws.oregonstate.edu")
  6. Click "Save", and then "Done" and you should be able to access contacts in the GAL.

Set up an IMAP connection to the Exchange server

If you cannot get the above method to work, you can try setting up an IMAP connection to access your email. This is only reccomended if you are having a problem setting up an exchange connection, as it doesn't have the same functionality as an exchange setup does. To configure Mac Mail:

  1. Open Mac Mail 5.
  2. Once open, click the "Mail" menu, then click "Preferences"
  3. Click on the "Accounts" tab at the top
  4. Click the "+" symbol in the lower left-hand corner, and select the "Add Another Account" option
  5. Type your full Oregon State Email in and then click on the "Password" box. The window should widen out and let you add additional settings.
  6. Type your Email Password in the "Password" box
  7. In the "User Name" section, type your full username@oregonstate.edu email address
  8. Select "IMAP" from the Type dropdown menu
     
  9. Type "exmail.oregonstate.edu" in the Incoming Server section
  10. If present, check the Use SSL to Connect checkbox under the Incoming Server section.
  11. Type "mail.oregonstate.edu" in the Outgoing Server section 
    • NOTE: If you are off campus and sending mail does not work, you will need to check the website or contact your Internet Service Provider (ISP) for the name of their Outgoing (SMTP) Server.
  12. If present, check the Use SSL to Connect checkbox under the Outgoing Server section.
  13. Click the "Add Account" button and close the Accounts window
  14. Outlook will then start downloading your mail

Outlook 2011▸


Set Up an Exchange Connection in Outlook 2011 for Mac

An Exchange connection provides the most features and easiest access to your email. This is the preferred method if you are on-campus (desktop machine), off-campus (home machine), or both (portable computer).

  1. Open Outlook 2011.
  2. Once open, click the "Outlook" menu, then click "Preferences"
  3. Under the "Personal Settings" area, click on "Accounts"
  4. Click the "+" symbol in the lower left-hand corner, and select the "Exchange" option
  5. Fill in your full email address at the top, then select "User Name and Password" in the Method dropdown menu
  6. Fill in your username@oregonstate.edu in the "User Name" section 
  7. Fill in your password in the password box
  8. Click "Add Account" and it will start downloading your mail, contacts and calendars
    • Note: Retrieving your e-mail, calendar appointments and tasks can take some time. The amount of time is dependent on the size of your mailbox and the connection you are using. E.g. - If you have a slower off campus connection, the time to load your mailbox will take longer.

 

If you would like to configure a directory service (so you can access an OSU Global Address List), please take the following steps:

  1. Click the "Outlook" menu, then click "Preferences"
  2. Under the "Personal Settings" area, click on "Accounts"
  3. Select your OSU Exchange inbox from the list on the left and click the "Advanced" button in the lower-right
  4. Under the "Directory Service" section, clear out the contents of the "Server" box, and type the address of your domain's Global Address List (for example: "gc.nws.oregonstate.edu")
  5. Click "OK" and you should be able to access contacts in the GAL.

Set up an IMAP connection to the Exchange server

If you are off campus and cannot get the above method to work, you can try setting up an IMAP connection to access your email. This is only recommended if you are having a problem setting up an exchange connection, as it doesn't have the same functionality as an exchange setup does. To configure outlook:

  1. Open Outlook 2011 .
  2. Once open, click the "Outlook" menu, then click "Preferences"
  3. Under the "Personal Settings" area, click on "Accounts"
  4. Click the "+" symbol in the lower left-hand corner, and select the "E-Mail" option
  5. Type your full Oregon State Email in and then click on the "Password" box. The window should widen out and let you add additional settings.
  6. Type your Email Password in the "Password" box
  7. In the "User Name" section, type in your username@oregonstate.edu
  8. Select "IMAP" from the Type dropdown menu
     
  9. Type "exmail.oregonstate.edu" in the Incoming Server section
  10. Check the Use SSL to Connect checkbox under the Incoming Server section.
  11. Type "mail.oregonstate.edu" in the Outgoing Server section 
    • NOTE: If you are off campus and sending mail does not work, you will need to check the website or contact your Internet Service Provider (ISP) for the name of their Outgoing (SMTP) Server.
  12. Check the Use SSL to Connect checkbox under the Outgoing Server section.
  13. Click the "Add Account" button and close the Accounts window
  14. Outlook will then start downloading your mail

Outlook 2016▸


Set Up an Exchange Connection in Outlook 2016 for Mac

An Exchange connection provides the most features and easiest access to your email. This is the preferred method if you are on-campus (desktop machine), off-campus (home machine), or both (portable computer).

  1. Open Outlook 2016.
  2. Once open, click the "Outlook" menu, then click "Preferences"
  3. Under the "Personal Settings" area, click on "Accounts"
  4. Click the "+" symbol in the lower left-hand corner, and select the "Exchange or Office 365" option
     
  5. Fill in your full first.last@oregonstate.edu email address at the top, then select "User Name and Password" in the Method dropdown menu
  6. Fill in your full username@oregonstate.edu in the "User Name" section 
  7. Fill in your password in the password box
  8. Click "Add Account" and it will start downloading your mail, contacts and calendars
    • Note: Retrieving your e-mail, calendar appointments and tasks can take some time. The amount of time is dependent on the size of your mailbox and the connection you are using. E.g. - If you have a slower off campus connection, the time to load your mailbox will take longer.

       

If you would like to configure a directory service (so you can access an OSU Global Address List), please take the following steps:

  1. Click the "Outlook" menu, then click "Preferences"
  2. Under the "Personal Settings" area, click on "Accounts"
  3. Select your OSU Exchange inbox from the list on the left and click the "Advanced" button in the lower-right
  4. Under the "Directory Service" section, clear out the contents of the "Server" box, and type the address of your domain's Global Address List (for example: "gc.nws.oregonstate.edu")
  5. Click "OK" and you should be able to access contacts in the GAL.

Set up an IMAP connection to the Exchange server

If you are off campus and cannot get the above method to work, you can try setting up an IMAP connection to access your email. This is only recommended if you are having a problem setting up an exchange connection, as it doesn't have the same functionality as an exchange setup does. To configure outlook:

  1. Open Outlook 2016.
  2. Once open, click the "Outlook" menu, then click "Preferences"
  3. Under the "Personal Settings" area, click on "Accounts"
  4. Click the "+" symbol in the lower left-hand corner, and select the "Other E-mail" option
     
  5. Type your full first.last@oregonstate.edu Oregon State Email in and then click on the "Password" box. The window should widen out and let you add additional settings.
  6. Type your Email Password in the "Password" box
  7. In the "User Name" section, type your full username@oregonstate.edu
  8. Select "IMAP" from the Type dropdown menu
  9. Type "exmail.oregonstate.edu" in the Incoming Server section
  10. Check the Use SSL to Connect checkbox under the Incoming Server section.
  11. Type "mail.oregonstate.edu" in the Outgoing Server section
    • NOTE: If you are off campus and sending mail does not work, you will need to check the website or contact your Internet Service Provider (ISP) for the name of their Outgoing (SMTP) Server.
  12. Check the Use SSL to Connect checkbox under the Outgoing Server section.
  13. Click the "Add Account" button and close the Accounts window
  14. Outlook will then start downloading your mail

Thunderbird▸


PLEASE NOTE:

These instructions were tested in Thunderbird version 24.1.1 and may differ for other versions. Additionally, the full version of Outlook and/or Outlook Web Access are recommended over Thunderbird for users who prefer to have built-in functionality for calendaring, folder management, and access to the global address book.

Follow the instructions below to set up Thunderbird to receive your OSU Exchange email.

  1. Open Thunderbird
  2. Go to Options and click on Account Settings
  3. Under Account Actions on the bottom-left, select 'Add Mail Account'
  4. Fill in the Name field (This part is just a matter of personal preference)
  5. Enter in your first.last@oregonstate.edu into the Email field and type in your password below.
  6. Click on the 'Continue' Button on the bottom-right and Thunderbird will attempt to automatically detect your server settings. This process usually fails so you may need to enter the following information manually:
    • Incoming settings:
      • Select IMAP from the dropdown menu
      • Type exmail.oregonstate.edu in the server hostname box
      • Select 993 from the Port dropdown menu
      • Select SSL/TLS from the SSL dropdown menu
      • Select Normal Password from the Authentication dropdown menu
    • Outgoing settings:
      • Type mail.oregonstate.edu in the server hostname box
      • Select 587 from the Port dropdown menu
      • Select STARTTLS from the SSL dropdown menu
      • Select Normal Password from the Authentication dropdown menu
    • Username field:
      • Enter your full username@oregonstate.edu email address
  7. Once finished, all of the settings should look like this:Mail Account Setup
  8. Now click the Advanced Config button. This will open up the Thunderbird settings window shown below:Thunderbird Main Settings
  9. Select the Outgoing Server option from the left-hand menu
  10. Make sure the outgoing server you just created (will be called mail.oregonstate.edu) is set to default and selected
  11. Click the Edit button
  12. Remove everything in the User Name field and put in your ONID user name instead:Domain Removal
  13. Click OK when you are finished, then OK again to close the main settings window
    • Note: When you attempt to send your first email message, Thunderbird will prompt you for your ONID password. Enter that in and you should be good to go.

It may take a while for Thunderbird to download your mail if you have a large mailbox or slower network connection. If your mail doesn't appear at first, give it some time to catch up. After a few minutes your mailbox should load.


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