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

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.


Adding a New Mailbox

Exchange users often use multiple accounts or need access to shared mailboxes. To add a mailbox to Outlook 2010 or 2013, follow these directions.

 

  1. Click File in the upper left corner of your Outlook mailbox.
  2. Click Info on the top of the sidebar that comes up.

 

Click File in the upper left corner of your Outlook mailbox. Then click Info on the left sidebar that appears.

 

 

Click Account Settings and then click Account Settings... in the dropdown menu that appears.

 

Click Account Settings in the dropdown menu that appears.

 

 

Double-click your inbox in the window that appears.

 

Double-click your inbox in the window that appears.

 

 

Click More Settings ... in the lower right corner of the window.

 

Click More Settings in the lower right corner of the window.

 

 

Select the Advanced tab and then click Add... to enter your new mailbox name.

Mailbox names can be entered as an email address or by the account's name (last, first).

 

 

If you are unable to expand the mailbox after adding it to your profile, you may not have been granted sufficient permissions. Please contact your support team or DCA? if this occurs. 

 

In the window that pops up, click the Advanced tab, select Add and enter your new mailbox name.

 

Admin Fix: X500 Address

Note: This document is intended for Exchange? Administrators.

When you send email to someone who has a working Exchange mailbox and get an error like the one below, it usually means that the "legacyExchangeDN" attribute on the mailbox has changed.

 

 IMCEAEX-_O=OREGON+20STATE+20UNIVERSITY_OU=EXCHANGE+20ADMINISTRATIVE+20

 GROUP+20+28FYDIBOHF23SPDLT+29_CN=RECIPIENTS_CN=User@oregonstate.edu

 #550 5.1.1 RESOLVER.ADR.ExRecipNotFound; not found ##

 

There are several reasons that can happen, but the most common case is that the mailbox was deleted and a new one was created with the same email address. 

Outlook clients will try to send to the mailbox using the old legacyExchangeDN in the following cases:

  • Sending to a local contact stored for that person
  • Sending to an entry in the Outlook Nickname cache
  • Replying to an old email the person sent

Although it is possible to solve this problem by clearing the nickname cache and removing old contacts for all the senders who are effected, that is not really practical and replies to old emails will still bounce. The better solution is to add an X500 address to the new mailbox, so that mail can be properly routed.

 

To get the right syntax for the X500 address, use the text from the bounce message.

  • Remove the leading text "IMCEAEX-"
  • Change underscores to forward slashes
  • Change +20 to a space
  • Change +28 to an open parenthesis
  • Change +29 to a close parenthesis
  • Change +2E to a period

 

In the example above, the error provides this text:

 IMCEAEX-_O=OREGON+20STATE+20UNIVERSITY_OU=EXCHANGE+20ADMINISTRATIVE+20

 GROUP+20+28FYDIBOHF23SPDLT+29_CN=RECIPIENTS_CN=User@oregonstate.edu

 

The X500 address should be:

 /O=OREGON STATE UNIVERSITY/OU=EXCHANGE ADMINISTRATIVE GROUP

 (FYDIBOHF23SPDLT)/CN=RECIPIENTS/CN=User@oregonstate.edu

 

To add the X500 address to the affected account:

  • Open properties for the user account in Active Directory Users & Computers.
  • Choose the "E-mail Addresses" tab.
  • Click on "Add" and choose "Custom Address".
  • Enter the X500 address with the correct syntax per the steps above.
  • Choose "X500" for the "E-mail type".
  • Click OK twice to save.
  • Have one of the affected senders test sending to this account.

College-Specific Email Accounts

What Are College-Specific Email Accounts?

College specific email accounts are provided by individual colleges at the university. Since each college has different requirements for this type of email, it is important to check with your college to see if you are eligible for one.

Which Colleges Have Specific E-mail Accounts?

The College of Engineering has their own email account for Employees and Students. You can find out more about the College of Engineering e-mail here.

The College of Science Helpdesk (COSINe) manages email accounts for the following colleges:

  • College of Science
  • Agricultural and Resource Economics
  • Botany and Plant Pathology Department
  • Geosciences Department
  • Greenhouse Operations

These accounts are only available to Faculty, Staff and Graduate Students. Click here to see if you are eligible for one of these accounts.

Class E-mails

What are ONID Class Email Groups?

With only one exception (see below), every course at OSU now has its own Exchange? e-mail address. These class addresses are actually e-mail ‘groups’ and contain the ONID e-mail address of every student in the course.  An instructor can quickly and easily contact everyone currently enrolled in the class by sending an e-mail to the course address.  Through a web based interface instructors can add new members to the group as well as senders of the course e-mail.

On the first day of each term the e-mail groups are automatically created from course lists in Banner. Instructors are automatically given permission to send and receive group e-mail. By default they are only allowed to do so from their ONID address. Instructors must add their non-ONID preferred campus email address as a sender and member manually (more on this later).  

Note: The only exceptions to this new service are courses in the College of Business.  COB has pre-existing services that already allow instructors to mail class groups.  To avoid confusion and redundancy, Network Engineering has decided to exclude COB courses in this new service.

How to e-mail a course

The group address is the course number and section separated by underscores.  For example, course BIO 101 section 2 would have an address of BIO_101_002@oregonstate.edu.   

To view what courses you can send e-mail to:

  1.  Click on the link labeled, Manage my ONID Class Groups.
  2.  Login with your ONID account.
  3.  All classes you are teaching should be listed here.

To e-mail a course group send a regular e-mail to the course address.  Remember that by default instructors are only able to send e-mail to the group through their ONID accounts.

How to add an e-mail sender

A sender is able to send e-mail to the course group.  This does not mean that they will be able to receive e-mail – members (receivers) are added separately.  Instructor(s) listed in Banner are given automatic rights to send to the course group with their ONID account.  New senders are added by their e-mail address or last name through the web interface.

Note:  In order for instructors to send e-mail to the group from their non-ONID preferred campus email address the address must be added as a sender to the group.  Please allow 20-30 minutes for this change to take place before sending to the group. This process must be repeated at the beginning of each term as all class groups are reset to accept only ONID addresses. 

 

To add a sender to the course group:

  1. Click on the link labeled, Manage my ONID Class Groups.
  2. Login with your ONID account.
  3. Click on the class you wish to add a sender to.
  4. In the box labeled Add a Sender type in the e-mail address or last name of the person that will be sending messages to the group. 
  5. Click on the Add button.
  6. Select the sender to add from the list.

How to add a member (e.g. a student)

A member will receive all e-mail sent to the course group.  All students registered for a course have their ONID addresses automatically listed as members of the group.  Conversely, any student(s) that withdraw from a class are removed from the e-mail group.  Instructors also have their ONID accounts automatically added at the beginning of the term. 

  

 Teaching Assistants, additional faculty members, observers, and anyone else who wishes to receive course e-mail need to be manually added as members through the web interface.  If instructors wish to receive group e-mail in their Exchange account they must add it here. 

 

To add a member to the course group:

 

  1. Click on the link labeled, Manage my ONID Class Groups.
  2. Login with your ONID account.
  3. Click on the class you wish to add a member to.
  4. In the box labeled Add a Member type in the e-mail address or last name of the person to receive messages.
  5. Click on the Add button.
  6. Select the sender to add from the list.

Other Services

These course e-mail groups can also be used as a discussion board. By clicking a single button every member in the group becomes a sender; thus creating a discussion group atmosphere where each person can receive and send e-mail to everyone else in the class.

To create a discussion list environment for the group click the appropriate button in the web interface. To disable the discussion list option click the button again.

Individual e-mail groups can also be given special rights to certain departmental computer services (printing, network shares, etc). Instructors should speak with their Departmental Computer Administrator (DCA?) for more information.

Configure Your Device!

General Configurations

The following guides will help you set up and use your device for OSU purposes. Below you will find instructions on how to register your device for on campus Wi-Fi, set up Oregon State University emails, and how to set up a VPN?

Exchange Archiving

Overview

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 It Works

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).

Checking If It's 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


Assigning An Archive Policy

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


Transfering PST Files Into Online Archives


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.



Removing My PST Files From Outlook


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.



More Information


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.


Outlook Web Access

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 App".

OWA Selection Page

3. Log in to the site with your information and you will be able to access your e-mail right on the web site.

This is an example for a John Doe, with username "doej"

You may also use your e-mail address as your username:

This is another example for John Doe using his full e-mail address.

You are now signed into the Outlook Web App!

If you would like to use the Lite/Light version of OWA, please use the following instructions:

  1.    Log into Outlook Web Access.
  2.    Click on the Options drop-down menu at the top right hand side of the page just below your name and select "See All Options..."
  3.    Click on Settings from the left hand navigation pane.
  4.    Click on General at the top of the page.
  5.    Under Accessibility, select the checkbox next to "Use the blind and low vision experience."
  6.    Click Save at the bottom right hand side of the page.
  7.    Restart your web browser and log back in. You should now be seeing the "light" version of the webmail client.

Note: This log in page should continue to remember your username information on your current machine for future log ins, unless you clear your temporary internet files. (Previously selectable via the "This is a private computer" checkbox on the old log in form)

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.

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.

Where are my Lync 2013 conversations saved?

Internal FAQ: 
This is an External FAQ

If you need to access an old conversation with a coworker they have not been lost! You can find them in two different places. Conversations are saved in the Conversations Tab in Lync, and sent to your Outlook inbox under the “Conversation History” folder. 

Lync

To find the conversations in lync, click on your conversation Tab 

Conversation Tab

 

Outlook

To view your history in outlook, click on the Conversation History folder

Conversation History

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