Office of Information Technology Connecting to Microsoft Exchange User Guide

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1 OVERVIEW The Office of Information Technology is migrating its messaging infrastructure from Microsoft Exchange 2003 to Microsoft Exchange Moving to the latest technology will provide many enhancements that will allow for easier access to communication tools, better availability of resources, and more functionality. As with any change in technology, there will be some differences in how it is deployed and used. Our Microsoft Exchange environment is For more troubleshooting information, please contact HCCLive at or via telephone at Table of Contents OVERVIEW... 1 SETTING UP OUTLOOK 2003 (WINDOWS XP)... 2 SETTING UP OUTLOOK 2007 (WINDOWS XP) SETTING UP OUTLOOK 2010 (WINDOWS) MOBILE DEVICE (iphone, ipad) MOBILE DEVICES (Android) ACCESSING OUTLOOK WEB ACCESS (OWA) Getting Started Sending a Message Opening a Message Deleting a Message Replying and Forwarding a Message Creating Folders Selecting Multiple Messages About Conversation View Switching On or Off the Reading Pane Setup Automatic Replies oit-guide-connecting-to-microsoft-exchange.docx Page 1 of 48 Revised: September 2011

2 THIS PAGE INTENTIONALLY LEFT BLANK oit-guide-connecting-to-microsoft-exchange.docx Page 2 of 48 Revised: September 2011

3 SETTING UP OUTLOOK 2003 (WINDOWS XP) By Default Microsoft Office Outlook 2003 do not encrypt data. Exchange Server 2010 requires data between Office Outlook and Microsoft Exchange Server to be encrypted. The following steps are required to access Exchange 2010 with Office Outlook Click on Start Programs Control Panel. Dbl-Click on the Mail icon. oit-guide-connecting-to-microsoft-exchange.docx Page 3 of 48 Revised: September 2011

4 Click on Accounts to setup your account. Click on the Add a new account button and click on Next oit-guide-connecting-to-microsoft-exchange.docx Page 4 of 48 Revised: September 2011

5 Click on the Microsoft Exchange Server and click on Next. oit-guide-connecting-to-microsoft-exchange.docx Page 5 of 48 Revised: September 2011

6 Use the following information when providing the information for this screen: Microsoft Exchange Server: hcccasarray.family.hccfl.edu Use Cached Exchange Mode: Enabled (Checked) User Name: (Your NetID) After entering the information, click More Settings. Because Microsoft Outlook 2003 does not perform encryption by default when connecting to an Exchange Server, you will see the following error. Click on OK to begin configuring Outlook for encryption. oit-guide-connecting-to-microsoft-exchange.docx Page 6 of 48 Revised: September 2011

7 Click on the OK button to continue to the next screen. On the Microsoft Exchange Server dialog displayed below, click on the Security tab. oit-guide-connecting-to-microsoft-exchange.docx Page 7 of 48 Revised: September 2011

8 On the Security tab, click on enable Encryption by clicking on the checkbox Encrypt data between Microsoft Office Outlook and Microsoft Exchange Server. Click on OK to continue. oit-guide-connecting-to-microsoft-exchange.docx Page 8 of 48 Revised: September 2011

9 Once Encryption has been enabled, the Outlook configuration screen should validate your settings and your user name should be displayed. Click on Next to continue. oit-guide-connecting-to-microsoft-exchange.docx Page 9 of 48 Revised: September 2011

10 Click on Finish to complete the configuration. oit-guide-connecting-to-microsoft-exchange.docx Page 10 of 48 Revised: September 2011

11 SETTING UP OUTLOOK 2007 (WINDOWS XP) 1. If you have already been using Microsoft Outlook 2007, then follow the procedures below otherwise skip to proceed to step 4 on page 14 Click on Start Programs Control Panel. Dbl-Click on the Mail icon. oit-guide-connecting-to-microsoft-exchange.docx Page 11 of 48 Revised: September 2011

12 2. Click on Accounts to setup your account. oit-guide-connecting-to-microsoft-exchange.docx Page 12 of 48 Revised: September 2011

13 3. On the tab, click on the Microsoft Exchange account and then click on Change. Continue to Step 9 on page 19? oit-guide-connecting-to-microsoft-exchange.docx Page 13 of 48 Revised: September 2011

14 4. Click on Start Microsoft Outlook oit-guide-connecting-to-microsoft-exchange.docx Page 14 of 48 Revised: September 2011

15 5. On the Outlook 2007 Startup dialog box, click on Next to begin the configuration process. oit-guide-connecting-to-microsoft-exchange.docx Page 15 of 48 Revised: September 2011

16 6. Ensure that yes is checked to Configure Accounts. Click Next to continue. oit-guide-connecting-to-microsoft-exchange.docx Page 16 of 48 Revised: September 2011

17 7. Outlook should automatically recognize your account and fill in most of the information. Enable Manually configure server settings or configure additional server types. Click on Next to continue. oit-guide-connecting-to-microsoft-exchange.docx Page 17 of 48 Revised: September 2011

18 8. Ensure the Microsoft Exchange is selected and click on Next to continue. oit-guide-connecting-to-microsoft-exchange.docx Page 18 of 48 Revised: September 2011

19 9. On the Add New account screen, use the following information to complete the dialog box. Microsoft Exchange Server: hcccasarray.family.hccfl.edu Use Cached Exchange Mode: Enabled (Checked) User Name: (Your NetID) Click on Check Name to validate your settings. Click on More Settings to configure your account. oit-guide-connecting-to-microsoft-exchange.docx Page 19 of 48 Revised: September 2011

20 10. On the Microsoft Exchange Server dialog displayed below, click on the Security tab. oit-guide-connecting-to-microsoft-exchange.docx Page 20 of 48 Revised: September 2011

21 11. On the Security tab, click on enable Encryption by clicking on the checkbox Encrypt data between Microsoft Office Outlook and Microsoft Exchange Server. Click on OK to continue. oit-guide-connecting-to-microsoft-exchange.docx Page 21 of 48 Revised: September 2011

22 12. Click on Next to continue oit-guide-connecting-to-microsoft-exchange.docx Page 22 of 48 Revised: September 2011

23 13. Click on Finish to complete the Outlook 2007 setup. oit-guide-connecting-to-microsoft-exchange.docx Page 23 of 48 Revised: September 2011

24 14. Click on the Outlook 2007 icon on the Start Menu to launch Microsoft Outlook oit-guide-connecting-to-microsoft-exchange.docx Page 24 of 48 Revised: September 2011

25 SETTING UP OUTLOOK 2010 (WINDOWS) Launch Outlook 2010 by clicking on Start All programs Microsoft Office Microsoft Outlook At the Microsoft Outlook 2010 Startup screen, click on Next to continue. oit-guide-connecting-to-microsoft-exchange.docx Page 25 of 48 Revised: September 2011

26 At the Account Configuration screen, ensure that the Yes option is selected so that you configure your account. Click on Next to continue. oit-guide-connecting-to-microsoft-exchange.docx Page 26 of 48 Revised: September 2011

27 Outlook should automatically determine the correct information automatically. If necessary, you may manually edit these values. Click on Next to continue. oit-guide-connecting-to-microsoft-exchange.docx Page 27 of 48 Revised: September 2011

28 Outlook will configure your Microsoft Exchange mailbox. Click on Finish to begin using your Outlook account. oit-guide-connecting-to-microsoft-exchange.docx Page 28 of 48 Revised: September 2011

29 MOBILE DEVICE (iphone, ipad) 1. Click on the Settings icon from your ios device. 2. Select Mail, Contacts, Calendars oit-guide-connecting-to-microsoft-exchange.docx Page 29 of 48 Revised: September 2011

30 Click on Add Account Click on Microsoft Exchange oit-guide-connecting-to-microsoft-exchange.docx Page 30 of 48 Revised: September 2011

31 Use the following information when configuring the Exchange account; Your address Domain: FAMILY Username: your NetID username. Password: Your Current password Description: Description of this account (i.e. HCC, Work, Exchange, etc.) Click on Next to move the next step If you are prompted for a server name, use owa.hccfl.edu. Click on Next to continue. oit-guide-connecting-to-microsoft-exchange.docx Page 31 of 48 Revised: September 2011

32 ios provides the ability to keep your contacts and your calendars synched to your mobile device. However, by doing so, any existing contacts MAY be deleted. To enable synchronization, move the corresponding sliders to the ON position. Click on Save to continue. If you would like to keep your existing contacts on your mobile device, select Keep on My iphone. If you would like to delete the existing contacts, click on Delete. Note that keeping existing contacts could cause you to have duplicate contacts. oit-guide-connecting-to-microsoft-exchange.docx Page 32 of 48 Revised: September 2011

33 if you choose to delete your contacts, you will be prompted to verify your choice. Click on Delete to continue. your Exchange account is now setup on your ios device. oit-guide-connecting-to-microsoft-exchange.docx Page 33 of 48 Revised: September 2011

34 THIS PAGE INTENTIONALLY LEFT BLANK oit-guide-connecting-to-microsoft-exchange.docx Page 34 of 48 Revised: September 2011

35 MOBILE DEVICES (Android) Due to the many models of portable phones and devices, and variations in their operating systems, we may not be able to clearly document the settings you may need to change on your device. Following are instructions that may apply to your device, but refer to documentation and support options for that device if you encounter problems. An enhanced version of ActiveSync is required for optimal Exchange 2010 compatibility. This is included in the newest version of the Android OS. Exchange can only be accessed by an Android device running a 2.0 platform and higher. Please upgrade your device to the most current version. 1. From the Home Screen, touch . Enter your address as, and password. Touch Next. oit-guide-connecting-to-microsoft-exchange.docx Page 35 of 48 Revised: September 2011

36 Under What type of account is this? touch Exchange account. Use the following for complete the screen below: Domain\Username: FAMILY\NetID (example: FAMILY\jdoe). Password NetID password. Exchange Server: owa.hccfl.edu Use secure connection: Enabled (Checked) Accept all SSL certificates: Enabled (Checked) Note: Android 2.0 may have the Domain and Username as separate fields. If that is the case, enter the following: Domain: FAMILY Username: HCC NetID (i.e. jdoe) oit-guide-connecting-to-microsoft-exchange.docx Page 36 of 48 Revised: September 2011

37 After the account is verified, the Account options screen will appear. After options are verified as correct, touch Next. For "Give this account a name", optionally enter your name for this account (example: HCC Exchange). Touch Done to complete configuration. Android 2.0 and 2.1 does not function as optimally with Exchange. There is a third-party application that can be purchased for $19.99 from the Android Market called Touchdown from Nitro Desk. It provides an extra benefit of push support and a more robust ActiveSync support. Touchdown will also allow you to remotely wipe the device should it be stolen or lost. Touchdown remedies some of these 2.0 and 2.1 shortcomings. To determine the version of the Android, tap on the Settings icon from the Applications screen. Then tap the About Phone icon and under the heading Firmware Version, your current OS version will be indicated (e.g. 2.1 update 1). Version is the recommended supported version. oit-guide-connecting-to-microsoft-exchange.docx Page 37 of 48 Revised: September 2011

38 THIS PAGE INTENTIONALLY LEFT BLANK oit-guide-connecting-to-microsoft-exchange.docx Page 38 of 48 Revised: September 2011

39 ACCESSING OUTLOOK WEB ACCESS (OWA) OWA is a web enabled version of Microsoft Outlook. Outlook Web App Premium is compatible with Internet Explorer 7 or later, recent versions of Firefox and Google Chrome on Windows, Mac and Linux, and Safari on Mac OS X. While OWA should display correctly in all current browsers, remember that each browser may not be fully supported. Please note that the URL to access OWA has changed to: https://owa.hccfl.edu Getting Started Open your browser and navigate to You will be presented with the following dialog box in a web page. Type in your NetID and password and click on Sign In. If you are not using a supported browser, some features may not be available while using OWA. You will be using OWA as ta light version. oit-guide-connecting-to-microsoft-exchange.docx Page 39 of 48 Revised: September 2011

40 OWA will display your mailbox, similar to the image below. The Outlook Web App premium client provides a similar experience to using a desktop client. Many desktop client conventions are used, such as drag-and-drop, contextual right-click menus and Outlook s preview pane. On the left hand side of the browser, you will see the folder list. This shows by default your folders including your Inbox, Drafts, Sent Items, Notes, Junk and Deleted Items. You can also right click in this area to rename, delete or create new folders. Beneath the folder list you can switch between Mail, Calendar, Contacts and Tasks. In the center of the browser you will see the message listing. Above the message listing you ll see options to create a new message, delete a message, move a message, filter and change your view, along with search options. Below these options the main message listing is shown. On the right hand side of the browser window is by default, the preview pane. This shows the selected message along with common options such as reply or forward. oit-guide-connecting-to-microsoft-exchange.docx Page 40 of 48 Revised: September 2011

41 Sending a Message To compose a new message click on the New message button: The new message window will open. If it does not, ensure you have the pop-up blocker disabled for *.hccfl.edu. Opening a Message To open a message in the preview pane, single click the message in the center message listing. oit-guide-connecting-to-microsoft-exchange.docx Page 41 of 48 Revised: September 2011

42 Deleting a Message To delete a message, right click the message in the message listing and choose Delete. Replying and Forwarding a Message Open a message as outlined on page 41. At the top of the message window, click on the appropriate button to Reply, Reply All, or Forward a message. oit-guide-connecting-to-microsoft-exchange.docx Page 42 of 48 Revised: September 2011

43 Creating Folders Folders can be used to organize your . To create a new folder, right click on the parent folder (such as your Mailbox or the Inbox folder) and choose Create New Folder. You will be prompted for the name for the new folder. Choose an appropriate name and press OK. oit-guide-connecting-to-microsoft-exchange.docx Page 43 of 48 Revised: September 2011

44 Selecting Multiple Messages You may want to delete multiple messages or move multiple messages in one go. To do this you can select multiple messages and perform an action on all of them. To select multiple messages, first select the first message you wish to select using the left mouse button. Then, use hold down shift and click the left mouse mutton on the last message you wish to select: You can now right click all the messages and choose and action to perform on all messages. oit-guide-connecting-to-microsoft-exchange.docx Page 44 of 48 Revised: September 2011

45 About Conversation View 1. Conversation view is a new way of viewing in Outlook Webmail that allows you to see message threads grouped together. This can help to reduce the clutter in your mailbox. A typical conversation shows in the reading pane similar to the image below: 2. To switch off the conversation view, click Arrange By and unclick Conversation. oit-guide-connecting-to-microsoft-exchange.docx Page 45 of 48 Revised: September 2011

46 Switching On or Off the Reading Pane You may not wish to see the right-hand side previews of messages before you open them. To switch off (or back on) the Reading Pane click View and change the Reading Pane to Off or Right. Setup Automatic Replies You can setup an Out of Office automatic reply on your account to let senders know you may not read their for a certain amount of time. To setup an Automatic Reply, first click the Options button at the upper right corner of your mailbox. oit-guide-connecting-to-microsoft-exchange.docx Page 46 of 48 Revised: September 2011

47 Click See All Options. Next, click Organize , then Automatic Replies. You can choose to switch automatic replies on or off, choose the time period to send them in, and set the text of the message to send and who to send them to. oit-guide-connecting-to-microsoft-exchange.docx Page 47 of 48 Revised: September 2011

48 When you are finished editing your Automatic Reply click the Save button at the lower right corner of the window to save your Automatic Reply. oit-guide-connecting-to-microsoft-exchange.docx Page 48 of 48 Revised: September 2011

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