Exchange at MUSC An Overview

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Exchange at MUSC An Overview
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Overview
This presentation is designed to help ease your
transition to Exchange it is not a comprehensive
tutorial. While it touches on sending and
receiving e-mail, scheduling appointments, and
using contacts, please see the Information
Services web site for more information http//www
.musc.edu/exchange

• Terminology
• Setting up Outlook
• Logging in
• The Basics
• Mail
• Calendar
• Contacts
• The Not-so Basics
• Sharing
• Out of Office Assistant
• Quotas and Saving Messages

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Terminology

• Exchange is the name of the system
• Outlook is the name of the Windows client
• Entourage is the Macintosh client
• OWA is the web-based interface there is OWA
  Premium, which is accessed via Internet Explorer,
  and OWA Basic, which can be used by every
  browser.
• IMAP, from this point forward, will be used to
  describe a mail delivery protocol, not as an
  independent mail delivery system.
• More terminology http//www.musc.edu/infoservices
  /exchange/faq/glossary.htm

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Setting Up Outlook

• If you are using a LYNX workstation, the
  configuration will be done for you.
• If you are not a member of the managed
  workstation environment, you will need to
  reinstall Office that is, start the Office
  installation process and select Outlook as one
  of the applications you want to install. When
  thats finished, you will need to follow the
  directions at the IS Exchange web site select
  Non-LYNX PC on the left.
• The key to Non-LYNX set up is to use
  exg.musc.edu as the server. This way, if we
  have to perform maintenance on your mailbox, you
  will not have to reconfigure your settings.
• The IMAP protocol is available so, if you do not
  want to give up Thunderbird, you wont have to.
  Follow the standard instructions, just use
  eximap.musc.edu as the Incoming Server. You
  will, however, have to surrender Mulberry.

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Using Outlook

• You have to tell Exchange what domain youre
  using therefore, you have to prefix your user
  name with clinlan\ for example,
  clinlan\williace.
• The exception to this rule is when you use the
  web interface, OWA. Here, you just need your
  user ID.

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Using Outlook

• When in doubt,
• Right-click on the item
• Select Tools off of the top menu
• Note the menu changes depending on what youre
  using
• Major differences
• Use not , to separate addresses
• If someone else is logged into a LYNX
  workstation, you cannot use Outlook to get your
  mail. You will get the logged-in users mail
  instead.
• Choose plain text to format your messages so
  others can read them.

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E-mail

• Create and Send a Message
• Open a Message
• Reply to or Forward a Message
• Print a Message
• Delete a Message
• Spell/Grammar Check
• Attachments
• Create a Folder
• Move a Message to a Folder

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Calendar

• Create and Update an Appointment/Event
• Schedule Meetings
• Schedule Resources
• Reply to a Meeting Request
• Propose a New Meeting Time
• Print the Calendar

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Contacts

• Add a Contact
• Edit/Delete a Contact
• Sort/Find a Contact
• Print Contacts

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Sharing Items

• First, ask yourself if this is going to be your
  own stuff, like your calendar, or a departmental
  resource, such as a conference room.
• If youre still not sure, then ask yourself,
  Would it be OK if this went away if I leave
  MUSC?
• If the answer is No, then you want a department
  resource and you must contact IS to have it set
  up.

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Sharing Items

• These rights apply to both personal and
  department sharing
• Exchange options -gt
• You can personalize rights
• You can also set up delegate rights

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Sharing Mail, Calendars, Lists, etc.

• Sharing is a two-step process
• Share your Mailbox but do not give the user any
  rights
• Right-click on Mailbox, select Sharing
• Then, share your folder (e.g., Inbox, Contacts,
  Calendar) and give the user the rights you want
  them to have
• To access a shared resource, go to File -gt Open
  -gt Open Other Users Folder and specify the type
  of resource (e.g., Calendar)

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Distribution Lists

• Often, people want to share address books
  because they really want to share mailing lists.
  In Exchange, these are called distribution
  lists. There are three ways to make and share
  lists
• IS creates a server-side distribution list,
  which will appear in Exchanges Global Address
  Book, and you modify membership
• You create a personal distribution list (see
  notes for sharing)
• Use majordomo, especially if the list must be
  managed by multiple people or include people not
  at MUSC

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Quotas

• Time
• 183 days to start, will be implemented during
  March. Applied to main Inbox and Sent Items
  folders and their direct subfolders ONLY. All
  other folders are exempt from the time quota.
• Items will roll into Deleted Items and stay there
  for 14 days
• If you need to keep mail within the system longer
  than 183 days, move them to Managed Folders,
  then Older Mail. You can create subfolders
  here as well.
• Size
• Entire mailbox cannot be more than 200MB
• Saving
• User creates a Personal STorage file (.pst)

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Saving Mail

• Please be sure the messages are directly related
  to MUSCs trifold mission.
• You can create multiple .pst files to help you
  organize your mail.
• IS has developed archive1 for mail storage.
• Instructions http//www.musc.edu/infoservices/exc
  hange/pst.pdf

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Training Resources

• http//www.musc.edu/exchange
• Web Access Quick Reference Guide
• Online Tutorials
• FAQ and Tips
• Instructions for smartphones and at-home use