Exchange ActiveSync Configurations Introduction ISD's Exchange ActiveSync server allows mobile device users to fetch email, contacts and appointments from GroupWise. Some devices don't require any new clients, as the server will synchronise with the existing email, address book and calendar applications. Confirmed devices that can connect include Apple iphone/ipad, Android 2.x and Nokia e52/e71/e72 handsets. Visit the following web site for a full list and complete details: wiki.novell.com/index.php/data_synchronizer_mobility_connector_devices Pre-requisites Login to the Helpdesk at helpdesk.beds.ac.uk then select the 'Raise Service Request' option and choose 'Mobile Sync Access'. Complete the form then submit the request. Only when the ISD Helpdesk has confirmed your account will you be able to synchronise. Apart from knowing your University email address, username and password you need to know the following: The Exchange ActiveSync server address is sync.beds.ac.uk SSL will need to be on (some devices assume SSL is on by default) The Domain isn t required (some devices require that you type something in as a Domain even if it isn t used) You will know when to use the above settings if you follow the instructions for your device in this document. To send and receive emails, calendars and contacts your device needs to have a data tariff and be connected to either your phone provider or a wireless Internet connection. Please note that with the exception of Frequent Contacts, all other contacts stored in your GroupWise address books will be imported to your device by default if you opt to include Contacts. You can change this setting by referring to the separate Advanced Exchange ActiveSync guide. Also, note that Contacts will be stored in the usual way on your device, which is typically one location. So, rather than multiple locations (e.g. multiple address books) as used by GroupWise all contacts are grouped together.
Android 2.1 Select the Main Menu button (bottom left corner icon) and choose 'Settings' Select 'Accounts & sync' Select the 'Add account' button (bottom right corner) Choose 'Exchange ActiveSync' Select the 'Manual setup' button Enter your University 'Email address', e.g. joe.bloggs@beds.ac.uk The 'Server address' is sync.beds.ac.uk Leave the 'Domain' blank The username will be your University username which is typically first initial and surname, e.g. jbloggs Enter your University GroupWise / Novell password The server requires an encrypted SSL connection, so ensure this is enabled/ticked Figure 1 - Setting up the account (Android 2.x) Select 'Next' and the account is verified. If this is successful, then you can choose which data you wish to synchronise: Mail, Contacts, Calendar Please note that although Mail will go into a separate account, Contacts and Calendar appointments will all go into the one Address Book and/or Diary, mixing with any personal contacts or appointments you might have already on your Android phone. Choose the data (e.g. just 'Mail') and then select 'Finish setup' Mail Settings You can amend the settings for the mail account. Simply run the 'Mail' application and select the 'Exchange ActiveSync' account. Once in the account, press the 'Menu' button and select the '... More' option, then choose 'Settings'. ISD (January 2012) Page 2 v1.4r
Figure 2 - Settings Now choose between General Settings, Send & Receive and Notifications. General Settings You don't need to change many of the options here. Your signature is probably the option you are most likely to amend. Send & Receive By default, the system will retain the last 3 days worth of messages within the mail account and it will only download the first 5kb of any message unless you change the option here. You can amend the frequency that the Mail application checks for new messages and alter a few other options too. Notifications Amend how the Mail application alerts you to new messages. Note for Android 2.2+ users In general terms, the setup is the same as for v2.1. However, you will find that you aren t asked for the server details until after you have entered the username and password. The setup will then report a problem (usually a certificate) and only when you continue past that will the process ask for the server details. Having supplied the server details, the setup will then error regarding the username. At this point, amend the username to be first initial and surname, e.g. jbloggs rather than joe.bloggs. Select Next and then choose Push Mail. The remainder of the process should be similar as for Android 2.1. ISD (January 2012) Page 3 v1.4r
Apple ios 4.x These instructions will work with Apple iphone, ipod Touch and ipad devices running ios 4.x: Select 'Settings' from the main menu screen Select 'Mail, Contacts, Calendars' Select 'Add Account' Select 'Microsoft Exchange' from the list on offer For 'Email' just enter the name part of your email address (e.g. joe.bloggs) - no need to enter @beds.ac.uk Leave Domain empty Enter your University username Enter your University password In Description, enter your name (e.g. Joe Bloggs) Select 'Next' to see a summary of the account If you are warned that the server identity cannot be verified, select 'Continue' anyway Enter the server address as sync.beds.ac.uk Select Next and the account will be verified Select Save If you are warned that the account may not be able to send or receive emails, select the offered 'Save' option anyway Figure 3 - Setting up the account (ios 4.x) You now choose which data you are going to sync with: Mail, Contacts, Calendars Please note that Contacts is off by default. If you choose to turn it on, you have a choice about whether to keep the current contacts or delete them. If you keep them, all contacts on your device will be stored together. ISD (January 2012) Page 4 v1.4r
Figure 4 - Contacts on - warning Also note that if you have multiple Calendars on your device, remember to choose the correct Calendar when you enter a new appointment. Appointments in different calendars will be colour coded when viewed in the Calendar to help differentiate between them. Mail Settings You can amend the settings for the mail account. Simply select 'Settings' from the main menu screen and then choose 'Mail, Contacts, Calendars' and choose the relevant Mail account. You can amend a whole variety of different settings. From here you can change how frequently the device will 'fetch new data' (default is every hour, but this can be set to 15 minutes or manual for example), how many messages it will show and so on. ISD (January 2012) Page 5 v1.4r
Nokia E52/E72 Some Nokia devices (e.g. the E71) require an update or a client from the Internet to synchronise with Exchange Active Sync. This isn t required for the E52 or E72: Select the Set up e-mail option Select Start e-mail setup Use the e-mail wizard by selecting Start ( Preparing for setup ) Select Mail for Exchange Enter your University E-mail address, e.g. joe.bloggs@beds.ac.uk Enter your University Password Enter your University User name, e.g. jbloggs Leave the Domain blank Select Next ( Connecting to Mail for Exchange server ) Enter sync.beds.ac.uk as the server Select Next Select OK Emails are synchronised automatically, so choose what else (if anything) to sync: Calendar, Contacts, and To-do notes. Please note that Calendar and Contacts will all go into central Calendar and Contacts storage, meaning all your appointments and contacts are stored together regardless of where they originated, e.g. work or personal. Also, note that if you opt to keep phone items rather than delete when synching contacts then your current phone contacts will be added to your personal GW address book. Select Next once you ve made your choices ( Website has an untrusted certificate. Accept anyway? ) Select Options and select Accept permanently Select Yes Mail for Exchange should now pull in your work emails. By default, you are viewing the main GroupWise Mailbox. To access any of your sub-folders, enter the Mail account on your device so you can see some emails then press up until the inbox section highlights. Press Select and then from the menu choose More folders. You will now see all of the sub-folders. Selecting one will display emails stored in that folder. In future, when you access Messaging from the menu on your device, you will see an option Mail for Exchange and that is where you can access your work emails. ISD (January 2012) Page 6 v1.4r
Options Exchange ActiveSync Configurations Your appointments will be located in Calendar and your contacts will be in Contacts (if you chose to synchronise them). Options, Settings, What to sync The default is Remove emails older than 1 week which means that the phone will only ever retain the last weeks worth of emails Options, Settings, When to sync You can amend the sync schedule which includes the days it should sync and the start and end times between which the phone handset should sync. How to delete the mailbox? To delete your Mail for Exchange mailbox from the E72: Select Menu from the Home screen Select Email Select Settings Highlight the Mailbox to delete, e.g. Mail for Exchange Select Options Select Remove Mailbox and then wait! ISD (January 2012) Page 7 v1.4r
Nokia E71 The E71 configuration unfortunately isn t straightforward. Check that you have the latest versions of the Nokia Ovi Store application and download the latest version of the free Mail for Exchange client from Nokia before you follow the instructions below. From the Menu select Installations and highlight Mail for Exchange then select Start Allow connection?. Select Yes You have no Mail for Exchange profile. Create profile? Select Yes E-mail address: Domain: Username: Password: Access point: Your work email address, e.g. joe.bloggs@beds.ac.uk NA (type anything you like!) Your work username, e.g. jbloggs Your work network/email password This can either be a local Wi-Fi service that you have rights to connect to or Internet access provided by your phone service provider (e.g. O2 MobileWeb) Select OK. You will see a message saying it is retrieving the Exchange server name. It may then warn you about a certificate with a different website name Select Options and choose Accept permanently. Select Yes. You need to enter the Exchange server details manually. Enter sync.beds.ac.uk Select OK Select Yes for Secure Connection Access point (this will already be completed based upon your earlier choice) Select No to Sync while roaming Use default port should be Yes Select Options. Select Save ( Saving Mail for Exchange Profile ) Certificate warning again. Select Options. Select Accept permanently Select Yes Sync Mode: Peak: Always online (Manual, Always on, Every 15 minutes, 30 minutes, 1 hour, 4 hours, 12 hours). Choose and then select OK Off-peak sync schedule: Every 30 minutes (same options as above) Peak start time: 8:00 am Peak end time: 5:00 pm Peak days: Mo,Tu,We,Th,Fr (Monday, Tuesday, Wednesday etc.) In case of conflict: Server wins (Server wins, Phone wins) Select Options. Choose Save ISD (January 2012) Page 8 v1.4r
Select Exit The device will now go and fetch your emails If the phone says, Current status is Unable to connect. Retrying then chances are you are not registered on the server. See Pre-requisites for further details. Accessing your emails When a new email arrives on your device, you will see Mail for Exchange appear on the device s Main Menu. You can then select it to go straight into the account. You can also access the account by selecting Communications from the Menu, then Messaging and Mail for Exchange. If you set the default mail to be Mail for Exchange then you can press the Mail button on the handset to go directly into the account. Select the following: Communications, Messaging. Select Options then choose Settings and change the Default mailbox to read Mail for Exchange Calendar, Tasks, Contacts With Emails confirmed as working, you can also now choose to synchronise your GroupWise Calendar, Tasks and Contacts. Go to Installations and choose Mail for Exchange Select Options Select Edit profile Choose Calendar, Tasks, or Contacts The process for each of the above is very similar. Firstly, enable the option to Synchronise from No to Yes The next option will depend on whether you are configuring the Calendar, Tasks or Contacts. For example, the Calendar has an option to choose how far n=back to Sync the calendar (default is 2 weeks) The last option for Initial Sync will say Must be defined, so select Options and then choose from Delete items on phone or Keep items on phone. ISD (January 2012) Page 9 v1.4r
Tips Signatures If you intend on sending emails from your device, you might wish to set up a signature the same as one you have in your main GroupWise account. Each device and OS works differently in regards to signatures: On Android 2.x devices, go to the Mail application and select the Exchange ActiveSync account. Once in the account, select the 'Menu' button, select More and then select Settings. Choose General Settings and ensure that Use signature is enabled. Now select Signature and edit accordingly. Don t forget to Save On the ios v4.x devices, select Settings, Mail, Signature and amend accordingly On the Nokia E72 go to Options, Settings, Mailbox and you can then select Signature and amend it accordingly. Errors? If you get persistent errors trying to synchronise with the Exchange ActiveSync server, then either the server is down, you haven t registered to use the sync service or possibly your University password might have expired. If your password has expired, then change it via your desktop computer. Go to: The GroupWise Windows Client (Tools, Options, Security, Password) The Novell Windows Client (ctrl+alt+delete then select Change Password ) Visit pwd.beds.ac.uk/idm, select the upper right login option and supply your current username and password then use the Change Password option (very handy for non-windows users) Once your password is changed, the device will synchronise. If you haven t registered to use the sync service, log an ISD Helpdesk job at helpdesk.beds.ac.uk. If you believe that the sync server is down, log a job via the Helpdesk at the address mentioned above. ISD (January 2012) Page 10 v1.4r