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  Microsoft Exchange  

Welcome to Microsoft Exchange at the University of Idaho.

  • Do I have to upgrade to Exchange?
     
    • The current e-mail system is being upgraded to Microsoft Exchange. All staff and faculty will have to upgrade their e-mail accounts as well. To receive full features of the new Exchange system you will also need to upgrade to Outlook 2007. Office 2007 is available to all staff and faculty and can be downloaded on the UI Packaged Software Page. Many of the questions you have pertaining to migrating and connecting to Exchange are answered below.

  • Is training available for Exchange?
     
    • Training is available for all faculty and staff. Sessions are offered throughout August on different topics including: how to upgrade to Microsoft Exchange, using Microsoft Outlook 2003/2007, using Outlook Web Access, and more. For session times and other resources, please visit our training website.

    To begin using Microsoft Exchange start with the Exchange Migration section below and then proceed to the section on Exchange Setup. If you have any questions please contact the Help Desk either by e-mail at helpdesk@uidaho.edu or by phone at 208-885-4357.

  • Exchange: Upgrade Questions
     
    • How do I upgrade to Exchange?
       
      • Login to Account Management at the E-Support Site, http://www.support.uidaho.edu.
      • Click on the link Upgrade to Exchange.
      • Make sure to go through all 4 steps listed on the E-Support Site.
      • Your new account will be setup in 10-15 minutes, but e-mail may take a few hours to transfer on large mail boxes.
         
    • Will my e-mail address change?
       
      • No, your e-mail address will not change. 
        •  
         
    • What is my login information for Exchange?
       
      • You will login with your full e-mail address, username@uidaho.edu and your Novell/AD password.
      • Make sure you know your current Novell/AD password as you will be prompted for it.


         
    • How long will the e-mail migration take?
       
      • Your Exchange account will be created within 15 minutes. Depending on the size and amount of e-mail you have, it could take up to a few hours for your old messages to migrate into your new Inbox. If you are unable to access your e-mail after a few hours please contact the Help Desk at 208-885-4357.
         
    • I currently use VandalMail's sieve filters, what is the Exchange equivalent?
       
      • Exchange uses 'E-mail Rules' which are accessed through Outlook or Outlook Web Access (OWA). The new rule functionality is greatly enhanced over the existing functionality; however, there is no process to convert VandalMail sieve filters over to Exchange rules.
      • Click here for examples of rules in Outlook 2007.
         
    • Will my VandalMail contacts be transferred to the new system?
       
      • No, VandalMail contacts will not be transferred for you, but you can follow these steps to manually transfer them.
        • Log into Account Management at the E-Support Site, www.support.uidaho.edu.
        • Select the link on the left for Export Addressbook.
        • You will see a link to download your contacts to a .csv file located just to the right of your username.
        • Save it to the desktop, so you can import it into your mail client.
      • Instructions on how to import your .csv file is available under Exchange: Setup Questions, How do I Setup Outlook 2007. 
      • To export or import your contacts from other clients please contact the Help Desk at 208-885-4357.
         
    • How do I open up an attachment in Outlook Web Access?
       
      • If you are having trouble downloading attachments or if the attachment is opening in an internet browser and not the proper program, please right-click on the attachment and select Save As.
      • Save the file to your Desktop.
      • Double-Click the item on your Desktop and it should open in the correct folder.
         
    • How will this upgrade affect OnTime calendaring on campus?
       
      • If you are currently using the OnTime calendar service, you will need to wait until all users within your department or division have been upgraded before using the new Outlook calendar exclusively. This will decrease the confusion about which calendar system has the correct up-to-date information.
      • Appointments and tasks will NOT be automatically upgraded from OnTime to Outlook. You will want to review your OnTime calendar content and manually transfer appointments you want to maintain to the new system. Access to OnTime will be provided for historical reference after the migration is complete.
      • Make a note of calendars that are currently shared with people in other departments. You will need to setup new calendars and the sharing of them, on the new system. Please contact the ITS Help Desk for more information when you are ready to setup these inter-departmental calendars.
      • Once you have upgraded and verified you no longer need your OnTime calendar please contact the Help Desk to have the calendar deactivated. This will ensure no one improperly uses your old calendar information. You may request your OnTime calendar be deleted at any time.
      • If you need assistance migrating your OnTime calendar, please contact the Help Desk and we will work with you to transfer your data.
         
    • How do I maintain the schedule for a conference room, classroom, lab or piece of equipment on the new system?
       
    • How do I open up attachments in Outlook Web Access?
       
      • The recommended way to open up attachments from Outlook Web Access is to right click on the attachment and select either Save Target As (for Internet Explorer users) or Save Link As (for Firefox users).
      • Save the file to your computer where you can easily find it.
      • Finally locate your file and double click on it to open the file in the correct program.
         
  • Exchange: Setup Questions   
     
  • Calendaring
     
    • Outlook 2007 Questions.
       
      • How do I get started with Outlook 2007 calendaring?
         
        • You can access your calendar from the main Outlook Navigation window by clicking on the Calendar button. You can change the view of your calendar by selecting View->Current View from the menu bar at the top of your screen.

          •  
      • How do I setup a new calendar?
         
        • Select the Calendar button to go to the Calendar Menu.
        • To begin, click on the New button in the top left of your Calendar Menu. Select Calendar.
        • A folder creation dialog box will come up. Give your new calendar a name that pertains to the function it will be representing.
        • Select Calendar for the folder to save your new calendar in. 
        • The new calendar will show up under My Calendars.
        • You can select multiple calendars to be up at the same time.

          •  
      • How do I setup Holidays automatically?
         
      • Meeting Questions.
         
        • How do I schedule a meeting?
           
          • Make sure to be in the Calendar view, by selecting Calendar in the lower left section of Outlook.
          • Begin by going to Actions -> Plan a Meeting
          • From the Plan a Meeting window, select Add from Address Book from the Add Others drop down box.
          • This will open the Select Attendees and Resources window. 
          • You can choose attendees from the list or search for them. As you find contacts you can set them as required or optional attendees using the corresponding buttons at the bottom of the page.  You can also select resources for this meeting such as a meeting room or equipment, i.e. projector.  Click here to fill out a Resource Calendar request.  Click OK to close the dialog box.
          • In the Plan a Meeting window you can see all of your attendees and resources availability to determine the best time for your meeting. Free time will show as white; while busy, tentative, and out of office show using different colors.
          • When you click Make Meeting a Meeting window will appear that allows you to type the meeting details including Subject and Location. You can then select send to notify your attendees. Click on the Close button to exit the Plan a Meeting window.

            •  
        • How do I reschedule a meeting?
           
          • To reschedule a meeting request you can locate your meeting in the calendar. You can then drag the item to a new time slot, or adjust its duration by extending either side of the calendar item.
          • You can also double-click on the item and input the new date or times into the dialog box and then click the Send Update to notify your attendees.

            •  
        • How do I cancel a meeting?
           
          • To cancel a meeting request, first locate your meeting in the calendar. 
          • Second, right-click on the meeting and select Delete to open the Meeting window.
          • Finally select the Send Cancellation to notify your attendees. 
        • How do I reply to a meeting request?
           
          • Meeting request will come as regular e-mail messages. To view them go to Mail and to your Inbox and double-click on the meeting request.
          • You can select Calendar to check your availability. Close calendar to return to the message. Click Accept, Tentative, Decline, or Propose New Time. Once you have chosen click OK.

            •  
        • How do I schedule an All Day Event?
           
          • Go to Action -> New All Day Event.
          • Fill in the event details in the Event window. Click on the Show As to select how you want the event to appear on your schedule.
          • Click Save & Close to record the event.

            •  
      • Group Questions.
         
        • How do I create a Group?
           
          • First go to the Calendar menu by selecting the Calendar button in the lower left hand cornet.
          • Click on Actions in the menu bar and select View Group Schedules.
          • Click on New to start a new group.
          • Give the group a name and click OK to continue.
          • Select Add Others then Add from Address Book.
          • Select an Exchange user you would like to add to the group and click the To button at the bottom. You can then select the next group member and click the To button again for each.
          • Click OK to go back to the Group Schedules dialog.
          • Select Save and Close to save the Group Schedule.
             
        • How do I schedule a meeting with a group?
           
          • First go to the Calendar menu by selecting the Calendar button in the lower left hand corner.
          • Click on Actions in the menu bar and select View Group Schedules.
          • Select your group from the list and click Open.
          • In the lower right of the dialog box click on the Make meeting drop down and select New Meeting with All...
          • You can then modify the meeting e-mail as normal. See above for more information on making meetings.
             
      • Questions regarding Calendar Sharing.
         
        • How do I see someone's shared calendar?
           
          • First go to the Calendar menu by selecting the Calendar button in the lower left hand cornet.
          • Under All Calendar Items you will see your current calendars. Just below this you will find a link to Open a Shared Calendar. Click this link.
          • This will open a dialog box. You can select name and search the Global Address List for the desired contact or you can type their name or username into the box.
          • If you have not been given access by the person yet, you will have the option to send them a request for access.
          • The request e-mail also has a check box named Allow recipient to view your Calendar to allow you to share your calendar with the other person. You can also type a description of why you are asking for access in the body. Click Send.

            •  
        • How do I share my calendar so others can see it?
           
          • From the Calendar Menu you will find a link under All Calendar Items called Share My Calendar...
          • When you click on this link, it will open up a message window. You can click To: to add those exchange users that you would like to allow to see your calendar. 
          • You can also check the box to Request permission to view recipient's calendar if you would like to have access to their calendar. 
          • You can also send a description of the calendar you are sharing in the body. Click Send when you are finished.

            •  
        • How do I setup a group calendar?
           
          • See above for how to setup a new calendar.
          • When you choose your folder, you can save it to your group's/department's Public Folder.
          • Once it is in the Public Folder, all that have access to the folder can drag the group Calendar up to their My Calendar listing to see it alongside theirs.
          • If you do not have a Public Folder, you can create it in your Calendar list. Once it is created, you can right click on the Calendar to Share it with other Group members.
          • If you would like the other group members to be able to add meetings and appointments as well you will need to right click on the calendar and go to Change Sharing Permissions.
          • Under Change Sharing Permissions you can add Exchange users or edit their permission level, if you have already shared it with them.
          • Select the user you would like to edit access for.
          • Set them to Author level from the drop down menu. This allows them to add or edit their own information on the calendar, edit those items and delete them.
            •  
        • How do I setup a delegate or more advance sharing permissions?
           
          • For delegation and more advanced sharing options, please contact the Help Desk at 208-885-4357. We would like to talk with you about which options would work best for your situation.
             
      • Resource Questions.
         
    • Entourage 2004 Questions.
       
      • How do I get started with Entourage calendaring?
         
        • You can access your calendar from the main Entourage Navigation window by clicking on the Calendar button. You can change the view of your calendar by selecting Day, Work Week, Week, or Month from the buttons at the top of your screen.

          •  
      • How do I setup a new calendar?
         
        • Select the Calendar button to go to the Calendar Menu.
        • To begin, click on the New button in the top left of your Calendar Menu. Select Calendar.
        • A folder creation dialog box will come up. Give your new calendar a name that pertains to the function it will be representing.
        • Be sure the Type is set to Calendar.
        • Select Calendar for the folder to save your new calendar in and click OK. 
        • The new calendar will show up in the list on the left.

          •  
      • Meeting Questions.
         
        • How do I schedule a meeting?
           
          • Begin by going to New -> Calendar Event
          • From the Calendar Event window, select the Invite button in the top right.
          • You can add addresses yourself on the left side, or search your address book or the Global Address List on the right side. 
          • You can also select resources for this meeting such as a meeting room or equipment, i.e. projector. Click here to fill out a Resource Calendar request. 
          • Click The upper left to close the dialog box.
          • In the Calendar Event window your invitees will be listed at the top. You can check the availability of everyone to determine the best time for your meeting by selecting the Scheduling tab in the center of the window. Free time for the current day shows as pink and the following days will show as white, while busy, tentative, and out of office shows using different colors.
          • You can move the meeting selector to the time that works best for all or type in the time using the drop downs for Start and End. 
          • You can fill in the Subject and Location as well as put notes in the body of the message. You can then select Send or Send Later to notify your attendees and go back to your Calendar.

            •  
        • How do I reschedule a meeting?
           
          • To reschedule a meeting request, first locate your meeting in the calendar. You can then drag the item to a new time slot, or adjust its duration by extending either side of the calendar item.
          • Moving the item, or changing the start or end will give you a prompt to send to your invitees. Click Send.
          • You can also double-click on the item and input the new date or times into the dialog box. Then click Send Update to notify your invitees.

            •  
        • How do I cancel a meeting?
           
          • To cancel a meeting request, first locate your meeting in the calendar. 
          • Second, right-click on the meeting and select Delete.
          • You will be prompted again to permanently delete the message.
          • Finally select Send cancellation and delete event to notify your attendees. 
          • You can also double-click on the event and select the Send Cancellation button.

            •  
        • How do I reply to a meeting request?
           
          • Meeting request will come as regular e-mail messages. To view them go to Mail and to your Inbox and double-click on the meeting request.
          • Click Accept, Tentative, Decline, or Propose New Time. 
          • You can choose to send a response and click OK.

            •  
        • How do I schedule an All Day Event?
           
          • Go to Action -> New All Day Event.
          • Fill in the event details in the Event window. 
          • Make sure the All Day Event check box is checked.
          • Click Save to record the event.

            •  
      • Group Questions.
         
        • How do I create a Group?
           
          • First go to the Calendar menu by selecting the Calendar button in the lower left hand corner.
          • Click on Actions in the menu bar and select View Group Schedules.
          • Click New to start a new group.
          • Give the group a name and click OK to continue.
          • Select Add Others drop down and select Add from Address Book.
          • Select an Exchange user you would like to add to the group and click the To button at the bottom. You can then select the next group member and click the To button again for each.
          • Select OK to go back to the Group Schedules dialog.
          • Select Save and Close to save the Group Schedule.
             
        • How do I schedule a meeting with a group?
           
          • First go to the Calendar menu by selecting the Calendar button in the lower left hand corner.
          • Click on Actions in the menu bar and select View Group Schedules.
          • Select your group from the list and click Open.
          • In the lower right of the dialog box click on Make meeting drop down and select New Meeting with All...
          • You can then modify the meeting e-mail as normal. See above for more information on making meetings.
             
      • Questions regarding Calendar Sharing.
         
        • How do I see someone's shared calendar?
           
          • To view someone else's calendar you will need to have permission to view their account.
          • First you will need to go to Tools -> Accounts.
          • Select your Microsoft Exchange account and click Edit.
          • Click on the Delegate tab.
          • Under Users I am a delegate for, click the Add... button.
          • Search for the Exchange User you have access to. Select their name and then click OK.
          • Click OK to return to Entourage.
          • Click the Mail button to go back to the main listing. The user's shared calendar you added will appear below your folders. Select their Calendar to view it.

            •  
        • How do I share my calendar so others can see it?
           
          • To share your calendar, right-click on the calendar you wish to share and select Sharing.
          • On the Permissions tab you will have a list of users who have access to your calendar.
          • Select the Add User button to add a new user.
          • Type the name of the Exchange user you would like to share your calendar with and click Find.
          • Select the user from the list and click OK.
          • Verify that the user is in the list and click on their name.
          • Set their Permission Level to be Reviewer (allows them to add your calendar to their outlook and see your meeting details) and select OK to exit.

            •  
        • How do I setup a group calendar?
           
          • See above for how to setup a new calendar.
          • Once it is created, you can right-click on the Calendar and select Sharing.
          • Under the Permissions tab you can add users or edit their permission level if you have already shared it.
          • Select the user you would like to edit access for.
          • Set them to Author level from the drop down. This allows them to add their own information to the calendar, edit items and delete them.

            •  
        • How do I setup a delegate or more advance sharing permissions?
           
          • For delegation and more advanced sharing options please contact the Help Desk at 208-885-4357. We would like to talk with you about which options would work best for your situation.
             
      • Resource Questions.
         
    • Outlook Web Access or OWA (ITS recommends the Premium Client option available only in Internet Explorer.)
       
      • How do I get started with Outlook Web Access (OWA) calendaring?
         
        • You can access your calendar from the main Navigation window by clicking on the Calendar button. There is a slight difference between OWA Premium and OWA Basic, the Premium interface is only supported in Internet Explorer.
        • One of the main differences is that in Premium many of the selections will open in a new window, where in basic they will open in the right frame.
           
      • How do I setup a new calendar?
         
        • Select the Calendar button to go to the Calendar Menu.
        • To begin, right-click on the Calendar Icon. Select New Folder.
        • A folder creation dialog box will come up. Give your new calendar a name that pertains to the function it will be representing.
        • Be sure to check under the Folder Contains button that Appointment Items is selected.
        • Select Calendar for the folder to save your new calendar in. 
        • The new calendar will show up under Calendar, and will have a +/- to expand or collapse the list of calendars.
        • You can only have one calendar up at the same time.
           
      • Meeting Questions.
         
        • How do I schedule a meeting with the Premium Interface?
           
          • Begin by going to New -> Appointment.
          • From the Appointment window, select the Invite Attendees button.
          • To select individuals to invite to your meeting click on Required.
          • This will open the Global Address List (GAL) Search window. 
          • You can search for all current exchange users here, or select the down arrow next to the GAL first box to go to your personal contacts. As you find contacts you can set them as required or optional attendees using the corresponding buttons at the bottom of the page. You can also select resources for this meeting such as a meeting room or equipment, i.e. projector. Click here to fill out a Resource Calendar request.  Click Close to close the dialog box.
          • In the Appointment window you can select the Availability tab to see all of your attendees and resources availability to determine the best time for your meeting. 
          • The green line is the start time for your meeting and the red line is the ending point. You can drag the lines to the desired times or type in the time directly at the bottom of the dialog box.
          • Click back to the Appointment tab.
          • Fill in the Subject and Location Fields. You can type a message in the body to give a description of the meeting if you would like.
          • You also have a check box to get a response from the people you are inviting, as well as setting a reminder time.
          • When you are finished click on Send.
             
        • How do I reschedule a meeting?
           
          • To reschedule a Meeting Request you can locate your meeting in the calendar. You can then drag the item to a new time slot, or adjust its duration by extending either side of the calendar item.
          • You can also double-click on the item and input the new date or times into the dialog box. Click Send Update to notify your attendees.
             
        • How do I cancel a meeting?
           
          • To cancel a meeting request, first locate your meeting in the calendar. 
          • Second, click on the meeting and press Delete on your keyboard.
          • A dialog box will come up. Select Yes to send a notification to your invitees. 
             
        • How do I reply to a meeting request?
           
          • Meeting requests will come as regular mail messages. To view them go to Mail, and then your Inbox. Double-click on the meeting request.
          • You can select Calendar to check your availability. Close the calendar to return to the message. Click Accept, Tentative, Decline, or Propose New Time. Once you have chosen select OK.
             
        • How do I schedule an All Day Event?
           
          • Under the Calendar you would go to New->Appointment.
          • Fill in the Subject and the Location. Under the time section check the box for All Day Event.
          • You can enter a description in the body if desired.
          • Click Save & Close to record the event.
             
      • Questions regarding Calendar Sharing.
         
        • How do I see someone's shared calendar?
           
          • You can only view calendars that have been created in the Public Folders unless you use Microsoft Outlook or Microsoft Entourage.
             
        • How do I share my calendar so others can see it?
           
          • To share your calendar with others you will need to use either Microsoft Outlook or Microsoft Entourage.
             
        • How do I setup a group calendar?
           
          • See the previous question on how to setup a new calendar.
          • When you choose your folder, you can save it to your group's/department's Public Folder.
          • You can view your group/department shared calendars by going to the Public Folders Window by clicking on the button on the Navigation Bar.
          • You can do more advanced Calendar sharing using Microsoft Outlook or Microsoft Entourage.
             
        • How do I setup a delegate or more advance sharing permissions?
           
          • For delegation and more advanced sharing options please contact the Help Desk at 208-885-4357. We would like to talk with you about which options would work best for your situation.
             
      • Resource Questions.
         
  • Quotas and Policies
     
  • Terms and Definitions
     
    • Here are some common terms you may find as you upgrade to Exchange.
       
    • Exchange
       
      • The University will be using Microsoft's Exchange Server product to provide e-mail, calendaring and collaboration services.
         
    • Outlook Web Access (OWA)
       
      • This tool is used to access E-mail, calendaring, and collaborative services through any standard web browser. The ITS Help Desk recommends Internet Explorer 6.0+ for the best user experience.
         
    • Outlook
       
      • Microsoft's E-mail client for Windows. It's included in both Office 2003 and Office 2007. The ITS Help Desk recommends Office 2007 for the best user expenience in Outlook.
         
    • Global Address List (GAL)
       
      • The Global Address List (GAL) is a University-wide directory of staff and faculty and is available through Outlook or Outlook Web Access (OWA).
         
    • Click here to view additional Terms and Definitions.
       
  • Project Information 
     
  • Known Issues and Major Changes 
       
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