Article ID: 1268
Last Review: Jun 11, 2009
Type: Article
Exchange FAQ
Frequently Asked Questions (FAQ) about Microsoft Exchange at Illinois State University.
What is Exchange?
Microsoft Exchange is an email and calendar system used at Illinois State University. Some people use Exchange for just the calendar, while others use Exchange for both calendar and email.
What is Exchange Calendar Only?
Exchange Calendar Only means you use the Exchange calendar—but not Exchange email. You use IMAP email on the central mail server at Illinois State (or you forward your email to an external email provider, like Yahoo or Gmail).
To access your Exchange calendar, you will use Outlook or Entourage. You can access your calendar on the Web using Outlook Web Access (OWA). You can also use a smart phone like an iPhone, BlackBerry, or Windows Mobile device.
To access your IMAP email, you can use Outlook or Entourage, but you're not required to do so. You can use an email client like Thunderbird or Apple Mail, if you prefer. You can check your email on the Web through iCampus or Webmail. You can also use a mobile device like an iPhone, BlackBerry, or Windows Mobile device.
What is Exchange Calendar and Email?
Exchange Calendar and Email means you use Exchange for both calendar and email.
You will use Outlook or Entourage to access both your calendar and email. You can access your Exchange calendar and email on the Web through Outlook Web Access (OWA). You can also use a mobile device, like an iPhone, BlackBerry, or Windows Mobile device.
Since your email is not stored on the central mail server, you cannot use Webmail, iCampus, Thunderbird, or Apple Mail to access your email.
How do I request an Exchange account?
Go to the Technology Request website to request an account. If you are a faculty or staff member, you must make this request for yourself. By default, your Exchange account is set up for Exchange Calendar Only. If you are interested in using Exchange Calendar and Email instead, contact your department's technical support staff.
Can students sign up for Exchange?
Exchange is for faculty and staff only. Student workers are considered staff for this purpose. A campus employer can obtain access to Exchange for a student worker by submitting a request via the Technology Request website.
Why do I get more email after switching to Exchange calendar?
Exchange calendar meeting requests and responses are handled through email. After switching to Exchange calendar, you will receive meeting-related emails. If you are the meeting organizer, you will get an email each time an attendee accepts or declines your meeting invitation.
Why do I have email in my Deleted Items folder in Outlook, Entourage, or OWA?
It sounds like you are set up to use Exchange Calendar Only, and you probably check email in another client, like Webmail, iCampus, Thunderbird, or Apple Mail. If so, there is a "Calendar Only" server rule that helps keep your Exchange Inbox clean. The email in your Deleted Items folder is the same email you see in your regular Inbox. There's no reason to see the same email twice, so it's deleted in Outlook, Entourage, and OWA.
Can I mark calendar events as "private" so no one else can see them?
Yes, you can mark events as private in Outlook or Entourage.
Some clients, like Outlook Web Access (OWA) and iPhone, do not allow you to make an event private. In that case, you can still create the event, and then make it private at a later time when you have access to Outlook or Entourage.
When you share your calendar with someone, that person cannot see the details of your private calendar events. However, you can allow a delegate special permission to see your private events.
Can I respond to meeting requests in something other than Outlook or Entourage? I use another email client (iCampus, Thunderbird, Apple Mail, etc.). Can I use that to accept and decline meetings?
No. You will receive meeting invitations as emails in your preferred email client (if you choose Exchange Calendar Only), but you must use an Exchange client to respond to invites. You can respond to meeting invites using Outlook, Entourage, Outlook Web Access (OWA), or using iPhone, BlackBerry, or a Windows Mobile device.
Are there any differences between Outlook, Entourage, and Outlook Web Access (OWA)?
Yes. In general, Outlook Web Access (OWA) offers basic calendaring functionality and is ideal for times when you are out of the office. Outlook and Entourage offer more features and are recommended for anyone who needs more than a basic calendar.
What smart phone should I use with Exchange calendar?
iPhone, BlackBerry, and Windows Mobile all support Exchange. For more information, refer to the Phone section of this website.
What is my Exchange quota?
There are three levels to your Exchange quota:
- 550MB ‐ An email warning is issued to the user. No functionality is impacted.
- 600MB ‐ An email warning is issued to the user. The user is prohibited from sending mail.
- 650MB ‐ An on‐screen error is issued to the user. The user is prohibited from sending and receiving mail.
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