Overview of setting up Exchange calendar and email

This article overviews the process of setting up Outlook or Entourage for Exchange calendar and email.

Exchange Calendar and Email

This is an overview of setting up Outlook or Entourage for Exchange calendar and email (as opposed to Exchange for calendar only). This option implies the following:

You will use Outlook, Entourage, or Outlook Web Access (OWA) for email.
You will not be able to use Webmail, iCampus email, Thunderbird, or Apple Mail.
You cannot have your email forwarded to anywhere except Exchange.
You should work with your department's technical support staff to migrate email and personal settings to Exchange.

If you are interested in Exchange for calendar only, refer to 1265: Overview of setting up Exchange calendar only.

Step 1 - Contact your department's technical support staff

The first thing you should do is contact your department's technical support staff. Your department or college may have already determined the best Exchange option for your area. If you do not yet have access to Exchange, you can request an Exchange account using the Technology Request website.

Step 2 - Forward your email to Exchange

You must set up an email forward to Exchange. To do this, go to the ULID Maintenance web page and click on ULID Email Forwarding. You should forward your email to yourULID@exchange.ilstu.edu.

Step 3 - Configure Outlook or Entourage for Exchange

Refer to the appropriate instructions below to configure Outlook or Entourage.

Important - Do not skip reading instructions
Each set of configuration instructions contains important information on setting up Outlook or Entourage. Failure to read and follow these instructions can yield unanticipated results.

Important - Former "Calendar Only" Users
Remove the "Calendar Only" server-side email rule. This is only necessary if you set up the "Calendar Only" rule for Outlook or Entourage, but now want to use Outlook for both email and calendar. To remove the rule, go into Outlook and click Tools > Rules and Alerts.... Outlook must be configured for Exchange before you can find and remove the rule.

Step 4 - Migrate email from IMAP to Exchange

You must migrate your email from the main, campus mail server to the Exchange server. Before migrating any email, you should see how much disk you are using for email right now. Go to http://www.ilstu.edu/ulid and click on Email Quota. Log in to see how much disk space you are using for email.

Your Exchange account can hold up to 500MB—beyond that, you will begin receiving quota notifications as you go over your Exchange quota. If you are currently using more than 500MB on the main mail server, you should delete some email before migrating to Exchange. For more on your Exchange quota, see 1268: Exchange FAQ.

The easiest way to migrate email to Exchange is by setting up Outlook or Entourage with two accounts—one for IMAP and one for Exchange. Then just copy mailboxes from the IMAP account to the Exchange account.

Important - Copy email. Do not move email.
We strongly recommend you copy email from IMAP to Exchange, rather than moving email. If you move email and there is a problem, you may be unable to recover email that was lost, whereas if you copy email and there is a problem, you should still have the original in your IMAP account.

To copy email from IMAP to Exchange in Outlook 2007, do the following:

Right-click on the IMAP folder you want to copy. Select Copy "Folder Name". This causes the Copy Folder window to appear.
In the Copy Folder window, select your Exchange account. Your Exchange account is named Mailbox - Last, First.
Click OK.
Your Exchange mailbox list will automatically refresh to display the newly copied folder. Verify that the folder and its contents were copied successfully.
Repeat this process for each IMAP folder you want to migrate to Exchange.
When you are done, delete the original IMAP email folders so you are not unnecessarily taking disk space on the IMAP mail server.

Step 5 - Move personal settings

In addition to email, you may want to move your address books, filters, signatures, stationary, and other personal settings. Contact your department's technical support staff for help.

Article Information

Article ID: 1242
Last Review: May 8, 2009
Type: Article