Exchange - Outlook (@oregonstate.edu)

What is Exchange??

Exchange is a mailbox hosting service that Information Services provides for departments all around campus. Exchange service incluces individual email accounts as well as spam filtering, virus protection, remote access, online public folders, regular patches and upgrades, nightly backups, and a support team.

When you get an Exchange account, it generally comes in the format: Firstname.Lastname@oregonstate.edu. 

Who Has Access?

Exchange accounts are provided for individual departments who pay for the service. Generally you receive an Exchange account as a full time employee or student worker for one of those departments, but it can be assigned to you by a department for other reasons. A full list of departments that use Exchange can be found here. If you are interested in obtaining an exchange account, please talk with your department head, or your department DCA.

Exchange Setup Information

For help setting up an Exchange account, select the mail client you use from the below list.

Mobile Devices Windows Mac

Configuring Email Clients (Non-ONID)

How do I configure my E-mail Client?

There are two options for configuring your e-mail client. You can either look through our supported list of programs or you can use our server connection settings and configure the client appropriately.

If you use one of the clients below, click on it for setup instructions

Mobile Devices Windows Mac

Generic e-mail client settings

These are the generic settings you will need if your email client is not listed above:

Exchange based connection

This connection is used if you are connecting on-campus with a wired connection or off-campus with a VPN connection.

Server name: mapi.oregonstate.edu
Mailbox name: (the user's full name)

IMAP based connection

  • Incoming Mail Server:
        exmail.oregonstate.edu  (Clients on OSX and Android devices may require connecting to legacy.oregonstate.edu)
        Username: domain\username   -or-   e-mail.address@oregonstate.edu
        require a secure connection
        port: imap - 993
  • Outgoing Mail Server:
        mail.oregonstate.edu
        requires authentication: ONID
        require a secure connection
        port: 587

More information about Exchange can be located on Network Engineering's webpage.

Apple Computers

Configure Exchange on Outlook 2011 for Mac

There are two options available when setting up Microsoft Outlook 2011 to check your email:


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 domain (Either CN or FS_Mail), then type a backslash ("\"), then type your username in the "User Name" section (See image example below)
  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.

Excahnge 2011

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 account 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 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 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 your domain (CN or FS_Mail), followed by a backslash ("\"), followed by your username (see image example below)
  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

Configure Exchange on 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".

There are two options available when setting up Mac mail to check your email:


Set Up an Exchange Connection in Mac Mail 5

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 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 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 account, 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 "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 your domain (CN or FS_Mail), followed by a backslash ("\"), followed by your username (see image example below)
  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

Windows Computers

Configure Exchange on Outlook 2010

There are three options available when setting up Microsoft Outlook 2010 to check your email:


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 CN or FS_Mail username in the User name box, and click Check Name
    8. If a box opensasking for your username and password, put your domain (either CN or FS_Mail), followed by a backslash ("\"), followed by your CN or FS_MAIL username in the User Name box. Enter your email password in the Passwordbox.

      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 Informationsection:
    • Enter your full name in the Your name: box
    • Enter your full @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 @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.

Configure Exchange on Outlook 2007

There are two options available when setting up Microsoft Outlook 2007 to check your email:


Set up an Exchange connection to the OSU Email Server

This preferred connection method provides the most features and easiest access to Exchange. 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 2007.
  2. Click Tools then Account Settings
  3. Click New...
  4. If you are on-campus, your name and e-mail address will be automatically filled in the proper fields. If not, enter your full name, @oregonstate.edu email address, and password twice (as seen in the image below), then click Next.
  5. Auto Account Setup Menu

  6. A password box may open here. If it does, in the User name: box, enter your domain (either cn or fs_mail), followed by a backslash ( \ ), followed by your username. Enter your password in the Password box.
  7. Outlook 2007 Password Box

  8. The next screen will ensure connections are established. If this finishes correctly, press "finish.
  9. Close all open settings boxes

Outlook will then begin downloading your mail!

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.

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 2007.
  2. Click Tools.
  3. Click Account Settings.
  4. Click New to add a new account
  5. Check the box at the bottom that says Manually configure server settings or additional server types and click Next
  6. Select Internet E-mail and click Next
  7. Under the User Information section:
    • Enter your full name in the Your name: box
    • Enter your full @oregonstate.edu e-mail address in the E-mail Address: box
  8. Under the Server Information section:
    • Select IMAP from the Accoutn Type dropdown menu
    • Incoming mail server (IMAP): exmail.oregonstate.edu
    • Outgoing mail server (SMTP): mail.oregonstate.edu
  9. Under the Logon Information section:
    • Enter your full @oregonstate.edu e-mail address in the User name: box
    • Enter your email password in the Password: box
  10. Click the More Settings... button
  11. Click the Outgoing Server tab
  12. Check the "My outgoing server (SMTP) requires authentication" box
  13. Click the Advanced tab
  14. Ensure the INCOMING Server (IMAP) is 993.
  15. Click the dropdown next to "Use the following type of encrypted connection" and select SSL.
  16. Ensure the OUTGOING server (SMTP) is 587.
  17. Click the dropdown next to "Use the following type of encrypted connection" and select SSL.
  18. Click "Ok".
  19. Click on "Next" and then "Finish".
  20. You should now have access to your email. Don't forget to click on "Send/Receive" to update your inbox and send email.

Configure Exchange on Outlook 2003

PLEASE NOTE:

The instructions below assume the user has the latest service pack installed for Office 2003 (Service Pack 3). If you do not have the latest service pack (or are not sure), you can download service pack 3 for free from Microsoft's webste, or you can install it through Windows Updates.

There are two options available when setting up Microsoft Outlook 2003 to check your email:


Set up an Exchange connection to the OSU Email Server

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). Instructions for this method includes setting up Outlook Anywhere, which enables you to connect to email from on or off campus without setting up VPN?. To set this up in Outlook 2003, follow these instructions:

  1. Open Outlook 2003.
  2. If the "welcome to outlook 2003 setup wizard", appears, click next. If not, you can click Tools, then E-mail Accounts..., then select Add a new e-amil account... and click next.
  3. Select Microsoft exchange server and click next.
  4. On this page, there a multiple steps to complete.
  5. On the "Exchange Server Settings" page, Uncheck Use cached exchange mode.
  6. Enter mapi.oregonstate.edu under the Microsoft exchange server.
  7. Enter your username and click check name.
  8. A password box may open here. If it does, in the User name: box, enter your domain (either cn or fs_mail), followed by a backslash ( \ ), followed by your username. Enter your password in the Password box.
  9. Outlook03_ExchngeServerSettings

  10. Select your name on the list of entries that come up (Should be the top result, do not select ONID).
  11. Outlook03_CheckName

  12. Click ok. The User Name box should be filled in with your last and first name.
  13. Click the More Settings button.
  14. Click the Connection tab.
  15. Under the Exchange over the Internet section, check the box next to Connect to my Exchange mailbox using HTTP
  16. Click on the Exchange Proxy Settings button
  17. A separate settings box will open for proxy settings. Please set up the following options:
    • 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 Mutually authenticate the session when connecting with SSL 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
  18. Outlook 2003 Proxy Settings Outlook Anywhere

  19. Click the Apply button, then click OK
  20. Click the Next button
  21. Click the Finish button
  22. 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.


Set up an IMAP connection to the OSU Email Server

These instructions are intended for people that already have an account setup to use IMAP. 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 2003.
  2. Click Tools.
  3. Click E-mail Accounts...
  4. Select Add a new e-mail account and click Next
  5. Select IMAP from the list of options and click Next.
  6. Under the User Information section:
    • Enter your full name in the Your name: box
    • Enter your full @oregonstate.edu e-mail address in the E-mail Address: box
  7. Under the Server Information section:
    • Incoming mail server (IMAP): exmail.oregonstate.edu
    • Outgoing mail server (SMTP): mail.oregonstate.edu
  8. Under the Logon Information section:
    • Enter your full @oregonstate.edu e-mail address in the User name: box
    • Enter your email password in the Password: box
  9. Click on the More Settings... button
  10. Click on the Outgoing Server tab.
  11. Check My outgoing server (SMTP) requires authentication.
  12. Click Log on using.
  13. Enter your full @oregonstate.edu in the User Name: box, and your e-mail password in the Password: box.
  14. Click on the Advanced tab.
  15. Ensure the INCOMING Server (IMAP) is 993.
  16. Check the box next to This server requires a secure connection (SSL).
  17. Ensure the OUTGOING server (SMTP) is 587.
  18. Check the box next to This server requires a secure connection (SSL).
  19. Click Ok.
  20. Click on Next and then Finish.
  21. You should now have access to your email. Don't forget to click on Send/Receive to update your inbox and send email.

Mobile Devices

Android Exchange Setup

If you would like to set up your @oregonstate.edu email account to sync with your Android device, please follow the instructions below. Please remember that your device must support Microsoft Active Sync to support a full Exchange? email account. Your directions may vary as different manufacturers have different types of the Android OS.

Depending on your device manufacturer (HTC, Motorola, etc.), you may need either a valid Wi-Fi signal or a data connection (4G, 3G, Edge, etc.) before you attempt to set up your account. If a data connection is required, you will need to disconnect from Wi-Fi. You may wish to check with the hardware vendor to see which is required for setup.

  1. If you are on campus and need to establish a Wi-Fi connection, please note the following:
    1. You must register your mobile device with Maintain to connect to an OSU network.
    2. You can establish a secure, encrypted connection with the OSU_Secure network. This will protect you from hackers who might exploit an unencrypted connection. Click here for Wi-Fi setup instructions.
  2. From the Home screen, press the Menu button.
  3. Tap Settings.
  4. Tap Accounts & Sync.
  5. Tap the Add account button.
  6. Tap Exchange ActiveSync (your device might instead say Corporate, ActiveSync, Microsoft Exchange, or Exchange).
  7. Set up the account:
    1. Enter your Exchange email address, e.g. john.doe@oregonstate.edu
    2. Enter your Exchange password
    3. Tap Next
  8. For some users, you maysee 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 domain\username, with a backslash (\) separating the two. For example, if you are a CN customer, you will enter "CN\username". If you do not know the pertinent information above, contact your IT support person for help.
    2. Enter a mail server of exmail.oregonstate.edu.
      1. NOTE: You may need to use legacy.oregonstate.edu if your using an older client without exchange/corporate sync.
    3. Select Secure or SSL for security options.
    4. Tap Next.
  9. You may see a screen that asks you to select your desired sync settings and push options. After you select them, tap Next.
  10. You may see a screen that asks you to name the account (e.g. you could type "OSU Email").
  11. Tap Finish setup or Done.
  12. If you receive a "Remote Security Administration" warning, or a warning that "Your Exchange server requires that you enable security to continue synchronizing," tap OK to accept. You may also need to tap Activate on the "Activate Device Administrator" screen.

You are done!

Your device should now sync with the Exchange server. If you are not getting email or if the above instructions are not working for you, please call the OSU Computer Helpdesk at (541) 737-3474 and we'll help you out.

Configure Exchange on iPhone, iPad, iPod

Quick Setup Method

You can use this utility to automatically set up your account. Just navigate to this page on your device and download the file (exchange?.mobileconfig) using the button below

Quick Email Setup

Manual Setup Method

Follow directions below to set up your exchange account on your iPhone, iPad, or iPod.

  1. Make sure that your device is connected to either Wi-Fi or a 3/4G data connection.
  2. Tap Settings icon on your home screen
  3. Tap on Mail, Contacts, Calendars
  4. Tap on Add Account... under the Accounts heading
  5. Tap on Microsoft Exchange icon
  6. Fill in the account information fields. Example below is for CN customers:
    •  E-mail - Enter your exchange account e-mail address (@oregonstate.edu)
    •  Domain - example domain: CN
    •  Username - Enter your domain username 
    •  Password - Enter your domain password
    •  Description - Enter a description for the account (such as OSU email)

    NOTE: If you do not know the pertinent information above, please contact your Department Computer Administrator (DCA)

  7. Click Next
  8. Fill in exmail.oregonstate.edu for the server name
  9. Click Next
  10. Turn on the features you would like to sync with your phone (Mail, Contacts, and Calendars.)
  11. Click Save.
  12. You should now be able to access your Exchange mail from your phone. If you are not sure what your server settings are, please contact your Department Computer Administrator (DCA).

 

Configure Exchange on Blackberry Devices

Blackberry users: A personally owned Blackberry must be associated with an Enterprise data package in order for the device to sync with OSU's Blackberry Enterprise Server (BES). The device must then be entered into OSU's BES. To set up a Blackberry on the BES, please contact OSU Telecom at 3-3465. All other smartphones will need an unlimited data package for constant email communication.

Open your Blackberry device and please find your settings application in your main dashboard. 
 Once in your system settings, please find and select Accounts.
 Select Advanced at the bottom of the "Add Account" screen.
 In the Advanced Setup screen, please select Microsoft Exchange? ActiveSync.

Once on the Advanced Add Account page, please fill out the following:

Description:

Domain: CN or FS_MAIL

Username: Commonly your username is the first seven letters of your last name, and one or more letters of your first name. (For example, Benny Beaver would be beaverb)

Email: In the email address field, please enter your @oregonstate.edu address.

Password: For your password, please enter your full email password here.

Server address: When it asks for a server address, please use exmail.oregonstate.edu .

Port: The port for the server is 443.

SSL: Please turn SSL On.

VPN?: VPN does not need to be turned on.

Push: Enable Push; when you receive emails it will send an email to your phone immediately.

Snyc Interval and Timeframe: If you want, set the Sync Interval and Timefram to whatever you like. We recommend setting Sync Interval to Manual, and Sync Timeframe to 7 days.  

After done with this page, please press Next in the upper right corner.

After pressing Next, it should put you on a new page for Microsoft Exchange ActiveSync. Turn on sync for email, contacts, calendar, tasks and memos. It may take a few minutes to fully sync all your messages to your inbox.

And that's it! You've have succesfully synced your exchange account with your blackberry device. If you have any questions or concerns about your account information, please feel free to contact your department's DCA? or the OSU Computer Helpdesk at 541-737-3474.

Configuring Exchange on 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.  
    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 domain, followed by a backslash ("\"), followed by your user name
    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.

Outlook Web Access (webmail)

Access your Exchange? account via webmail (Office Outlook Web Access)

If you are off campus and want to check your Exchange email, webmail is the easiest solution.

  1. Type exmail.oregonstate.edu in the addess bar of your web browser.
  2. Click "Exchange Outlook Web Access".
  3. Log in to the site with your information and you will be able to access your email right on the web site.

Note: Only Internet Explorer supports the full features of Office Outlook Web Access (OWA). Other web browsers (Firefox, Opera, Safari, Chrome) only support the "Lite" version of OWA.

Change Email Password

How To Reset/Change Your Outlook (Exchange?) Password

If you know your current password

  1. Go to https://exmail.oregonstate.edu/exchange.
  2. Login with your Exchange credentials. (i.e. if you are a CN customer, enter CN\username in the username field, for COB, enter BUS\username, etc.)
    • If your password has expired, you will now be prompted to change your password before you can login. You will not need to follow any of the additional instructions below.
    • If your password has not yet expired, you will be logged in; continue with the instructions below.
  3. After logging in, click Options (Upper right corner of the page).
  4. Click Change Password.
  5. Follow the instructions you're given to change your password.

  Note: If your computer is on the campus network when this process is completed you will want to log off of the machine   and log back in using your new password.

If you do not know your current password

Please contact your support technician.

Exchange Archiving

What Is Exchange? Online Archiving?

Exchange Online Archiving is a new email storage option that has been implemented for Exchange accounts allowing messages to be quickly and easily archived to simplify mailbox quota management. This solution utilizes server-side storage that works in a similar manner to the traditional Personal Folders (PST) files most of us are used to. The advantage with this approach is that the archive is backed-up nightly, can have messages moved into it automatically, and is available within Webmail so it can be accessed from off campus. The initial archive size, and plan for making it available for use, will be determined by the DCA? or IT support group for each department.

While this solution is designed to replace the traditional PST file, and will meet the needs for the majority of Exchange users, there may still be situations where other options are better suited. If would like suggestions on how to best manage your mailbox, including how to incorporate this archiving option, contact your DCA or IT support group for assistance.

 

How Does It Work?

The automatic archiving is accomplished through the use of policies which determine the frequency in which messages are moved to the archive. Once your IT support entity has enabled the service for your mailbox the archive policies can be set at the mailbox level, folder level or on individual messages. By default there is no Parent Folder Policy set server side so if you want to have items moved to the archive automatically you will need to assign a policy to your mailbox, subfolders, or messages.

When a policy has been applied, the affected messages are moved into the online archive overnight. When items are moved to the archive by policy, the mailbox folder structure is preserved (i.e. if a policy is set on a folder, all of the messages that meet  the policy criteria will be moved to a folder of the same name within the archive).

 

How Do I Know If I Have It Enabled?

If Exchange Online Archiving has been enabled for your mailbox you will see an additional entry under the Exchange mailbox in Outlook 2007/2010 and OWA called Archive or Online Archive.

  1. The picture below shows how you can tell if archiving is enabled on your mailbox in Outlook (the name of your archive my be different than in the screenshot):archive visability

  2. The picture below shows how you can tell if archiving is enabled on your mailbox in OWA (the name of your archive my be different than in the screenshot):archive visability OWA

 

How Do I Assign An Archive Policy?

Outlook

Outlook Web App

From Outlook Client

Note: Only Windows users can change archiving/retention policy from within Outlook client. Mac users will need to change their settings in OWA.

To assign an archiving policy to a mailbox, complete the following steps:

  1. Right click on the mailbox you want to enable archiving settings for.
  2. In the context menu, click on Data File Properties.
  3. Select the Policy tab on the dialog box that comes up.
  4. Under the Online Archive section select the drop down menu and pick the archiving policy that will best meet your needs.
  5. Click on the Apply button to save the change then click on the OK button to close the dialog box.

To assign a policy to a single mailbox folder, complete the following steps:

  1. Right click on the mailbox folder you want to enable archiving settings for.
  2. In the context menu, click on Properties.
  3. Select the Policy tab on the dialog box that comes up.archive settings in Outlook
  4. Under the Online Archive section select the drop down menu and pick the archiving policy that will best meet your needs.
  5. Click on the Apply button to save the change then click on the OK button to close the dialog box.

To assign a policy to a single message, complete the following steps:

  1. Right click on the message you want to enable archiving settings for.
  2. Click on the Assign Policy option in the context menu
  3. Select a policy from the menu that comes up.
  4. If you want to change your settings in the future you can select the mailbox, folder, or individual message then click on the Assign Policy option in the Outlook ribbon to select a different policy from the menu that comes up.

    assign policy tab

     

From Outlook Web App (OWA)

Note: In OWA, archive/retention policies can only be set at the folder level and not the mailbox level.

  1. To assign an archiving policy to a folder, right click on the folder you want to enable archiving settings for.
  2. In the context menu, click on Archive Policy.
  3. Select the archiving policy that will best meet your needs.
  4. Repeat the process for any remaining folders you wish to configure. archive settings in OWA

 

How Do I Transfer My PST Files Into The Online Archive?

This process can only be accomplished via Outlook for Windows as the .pst file format is not compatible with Microsoft mail clients for Macintosh or OWA. To move a message or folder from a PST to the online archive simply left click and drag the message or folders from the PST and drop them (release the mouse button) into the archive. You can also move messages or folders by right clicking on the item you wish to move and selecting Move or Move Folder from the context menu. You will be presented with a dialog box that allows you to select an appropriate new location and an OK button you can click on to complete the process.

 

How Do I Remove My PST Files From Outlook When I Am Done With Them?

It is recommended you remove the unneeded/empty PST files from Outlook to avoid confusing them with the Online Archive. When you have transferred all of the folders and messages from your .pst file to your new Online Archive you can remove the PST file from Outlook (Windows only) by right clicking on the PST and selecting ‘Close “Name of PST”’ from the context menu. The PST file will not be deleted, it will just stop being accessible from Outlook.

 

What Else Do I Need To Know?

There are a few limitations associated with the Exchange Online Archiving feature. These should have a minimal impact on most Exchange users, but are listed here to make everyone aware of what they are.

  1. The online archive is not available for OWA Light, Microsoft mail clients for OS X, or Microsoft Exchange ActiveSync. As a result, messages that have been moved to the archive will not be accessible in Outlook 2011 or on mobile devices.
  2. When this option is enabled on a mailbox the AutoArchiving feature for that mailbox will no longer function in Outlook (this applies to Windows clients as Mac clients do not have the option to begin with). You can recreate the auto archive functionality using the Archive Policy options.
  3. When using the Search dialog in Outlook for Windows, you can select the 'All Outlook Items' option to return results from both your mailbox and the online archive simultaneously. This does not work in OWA so you will need to select the Online Archive before entering search criteria.
  4. 100MB and voice mail mailboxes do not qualify for an online archive.

Tips for after your Exchange email migration

If your phone is configured correctly to receive email from Exchange and you are experiencing problems with connecting to your Exchange mail using either Outlook or your mobile device please review the information below.

Phones

Basic troubleshooting for all phones

Airplane Mode

  • Turn Airplane mode On
  • Wait a few minutes
  • Turn airplane mode off

Power Cycle

  • Power your device off
  • Wait a few minutes
  • Power your device on

If your device is still unable to connect, please use the web version of Outlook at https://exmail.oregonstate.edu until we can help you resolve the issue. Use the DCA? List to find what department you need to contact (http://oregonstate.edu/net/dca/dept.php).

Computers

You will have to close out of Outlook completely, and then re-open it. If it does not sync, then you may want to complete restart your computer.

PC

  • Close all open web browsers and applications on your computer
  • Open the Windows command prompt by selecting the “Start” menu and entering “cmd” in the search text field box.
  • Enter the command: ipconfig /flushdns

Mac

  • Exit Mozilla Firefox if it is installed and open on your computer
  • Open the terminal application on your computer.
  • If your computer is running Mac OS X 10.5, 10.6, or 10.7 (Leopard, Snow Leopard or Lion) enter the following command followed by pressing the “return” key: dscacheutil –flushcache
  • If your computer is running Mac OS X 10.4 (Tiger) enter the following command followed by pressing the “return” key: lookupd –flushcache

Publishing Exchange Calendars

Network Engineering has enabled a new feature on the Exchange? servers that gives individuals the ability to publish their calendar online. By following the process below you can enable this feature for your Exchange calendar and allow people to see your current appointments via the web. This can be useful if you have a need for individuals on campus, off campus, or even people outside of the university to view your calendar. Before sharing your calendar in this manner, especially if you opt to display full details of the appointments, it is a good idea to verify you will not be sharing sensitive personal information or other confidential information.

How To Publish Your Calendar

Using Outlook (Windows only)

  1. Open Outlook and click the Calendar tabcalendar tab in Outlook

  2. With the Home tab (#1) displaying, click Publish Online (#2)home and publish calendar online location

  3. Under Publish Online, click Publish This Calendarpublishing this calendar link

  4. Once you click on Publish This Calendar, a prompt will pop up asking you to log into the Outlook Web Application (OWA). Once you log in there, the following window will appear:publishing settings window

  5. Under Publishing Detail, select how much information you want to share:
    - Availability Only: Shares only free/busy information
    - Limited Details: Shows the subject of meetings
    - Full Details: Shows all information
  6. Under Publish my calendar, select the length of time to publish for how far back in the past and how far in the future.
  7. Under Access level, we recommend you choose Restricted. This prevents people on the Internet searching for your calendar and only those people who know the URL link will have access.
  8. Once you verify that the settings are the way you’d like them, click the Start Publishing option in the bottom right hand corner of the dialog window and your calendar will be published.
  9. At this point, if you selected Public for the Access level to can send the generated link to anyone you wish to view your calendar.

 

Using OWA (Mac users and from off campus)

If you are using a Mac or need to set up publishing at home, you will need to use the Outlook Web Application.

  1. Log in to exmail.oregonstate.edu/owa
  2. Once you are logged in, click the Calendar tabcalendar tab in OWA

  3. Right click on the calendar you want to publish and choose Share then Publish This Calendar to Internetpublishing calendar in OWA

  4. The following dialog window will pop up:publishing settings window OWA

  5. Under Publishing Detail, select how much information you want to share:
    - Availability Only: Shares only free/busy information
    - Limited Details: Shows the subject of the appointment
    - Full Details: Shows all appointment information
  6. Under Publish my calendar, select the amount of the calendar you would like to display using the before and after today dropdown options.
  7. Under Access level, select either Restricted or Public. The recommended option is Restricted (this prevents the calendar from being searchable on the internet and only individuals who have been provided a link to the calendar will be able to access it.
  8. Once you verify that the settings are the way you’d like them, click Start Publishing and your calendar will be published.
  9. At this point, if you selected Restricted for the Access level to can send the generated link in the 'Link for viewing calendar in a Web browser' section to anyone you wish to view your calendar. If you selected Public you can send the generated link in the 'Link for viewing calendar in a Web browser' section to anyone you wish to view your calendar or they can do a search for it on the web.

How To Stop Publishing Your Calendar

Using Outlook (Windows only)

 

If you are using Outlook on a Windows based computer follow these steps to stop publishing your calendar:

  1. Right click on the calendar, scroll over Share, then select Configure This Published Calendar
  2. Once you click on Publish This Calendar, a prompt will pop up asking you to log into the Outlook Web Application (OWA). Once you log in there, the following window will appear:

  3. Select the Stop Publishing button in the lower right hand corner of the window then select Save to implement the change.
  4. After these changes are made the previously generated links for accessing the calendar online will no longer be valid.

 

Using OWA (Mac users and from off campus)

If you are using a Mac or need to disable publishing at home, you will need to use the Outlook Web Application.

  1. Log in to exmail.oregonstate.edu/owa
  2. Once you are logged in, click the Calendar tabcalendar tab in OWA

  3. Right click on the calendar you want to stop publishing and choose Share then Change Publishing Settingspublishing calendar in OWA

  4. The following dialog window will pop up:publishing settings window OWA

  5. Select the Stop Publishing option at the bottom of the dialog box then click on Save to implement the change.