Microsoft Exchange Server Configuration Computer Science Department Southern Illinois University of Carbondale June 26, 2014

Contents 1 Outlook Mail Profile 1.1 Determine if you presently store mail locally . . . . . . . . . . 1.2 Backing up your current email . . . . . . . . . . . . . . . . . 1.3 Removing your old mail profile . . . . . . . . . . . . . . . . . 2 Configure Microsoft Outlook 2013 2.1 Launch Outlook . . . . . . . . . . . 2.2 Outlook Welcome Splash Screen . . 2.3 Create a New Account . . . . . . . . 2.4 Enter site credentials . . . . . . . . . 2.5 Establish a connection to the server 2.6 Authenticate your account . . . . . . 2.7 Completion Screen . . . . . . . . . . 2.8 Account Settings . . . . . . . . . . . 3 Configure Microsoft Outlook 3.1 Launch Outlook . . . . . . 3.2 Enter Account Information 3.3 Connect to server . . . . . . 3.4 Authenicate your account . 3.5 Completion Screen . . . . .

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4 Configure Mail for Mac 4.1 Launch Mail . . . . . . . . . . 4.2 Enter your account indentity 4.3 Confirm account . . . . . . . 4.4 Verify setup completion . . .

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5 Configure IMAP Mail Clients 5.1 Enabling IMAP . . . . . . . . 5.2 Configure Thunderbird . . . . 5.3 Create a new account . . . . 5.4 Account Credentials . . . . . 5.5 IMAP Settings . . . . . . . . 5.6 Thunderbird Webclient . . . 5.7 Account Settings Overview .

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6 Configure Android Email Client 39 6.1 Enter email account indentity credentials . . . . . . . . . . . 40 6.2 Configure connection to the server . . . . . . . . . . . . . . . 41 6.3 Allow SIU to administrator your phone . . . . . . . . . . . . 42 7 iPhone and iPad Mail Client 44 7.1 Add an email account . . . . . . . . . . . . . . . . . . . . . . 44 7.2 Configure credentials for the account . . . . . . . . . . . . . . 45 7.3 Synchronize your account . . . . . . . . . . . . . . . . . . . . 46 8 Webmail 8.1 Access Webmail . . . . . . . . . . . . . . . . . . . 8.2 Forward email to another email address . . . . . 8.2.1 Access Configuration Menu . . . . . . . . 8.2.2 Outlook Webmail Configuration Menu . . 8.2.3 Configure your Inbox Rules . . . . . . . . 8.2.4 Add Forwarding Rule . . . . . . . . . . . 8.2.5 Configure the Forwarding Email Address 8.3 Sending mail from Gmail . . . . . . . . . . . . . 8.3.1 Configuring Gmail . . . . . . . . . . . . . 8.3.2 Configure External Mail Accounts . . . . 8.3.3 Add a new mail account . . . . . . . . . . 8.3.4 Enter your email address . . . . . . . . . 8.3.5 Set Gmail External Server Settings . . . . 8.3.6 Gmail Verification Code . . . . . . . . . .

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9 Import your old .pst file 9.1 Open Outlook . . . . . . . . . . . . . . . . . . . 9.2 Open the Import Wizard . . . . . . . . . . . . 9.3 Specify the import file type . . . . . . . . . . . 9.4 Specify the .pst import file . . . . . . . . . . . . 9.5 Finalize importing the backup .pst file . . . . . 9.6 Outlook Copies files over to your new profile . 9.7 Synchronize your outlook profile with exchange 9.8 Synchronize Status with Exchange Server . . .

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Abstract The purpose of this documentation is to provide SIU Faculty and Staff with detailed instructions on how to access their email located on SIU’s Microsoft Exchange Mail Server. Faculty and Staff that are using this guide to setup outlook on their computer will first want to backup and their old mail profile .pst files located on their physical machine. Faculty and Staff that have already migrated their data to the Microsoft exchange server and are simply setting up an additional email access point on mobile or home devices will simply need to remove their old mail profile, if one exists. Please note it is recommended to make a backup of your outlook mail data, if you are uncertain about where your mail is presently stored.

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1

Outlook Mail Profile

The Microsoft mail profile stores the location of your mail files in a mail database file typically ending in a .pst file. This guide will instruct you to first backup your old mail database files and then proceed to remove the old mail profile. This will allow you to create a new mail profile that will connect to SIU’s Microsoft Exchange Server.

1.1

Determine if you presently store mail locally

You’ll first want to goto Control Panel, if the "Mail" icon currently isn’t visible please search for "mail" and launch the Mail Setup program. Upon, executing mail you’ll see the image shown below.

Figure 1: Mail Setup

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1.2

Backing up your current email

You can backup your current mailbox datafiles so that you can later migrate this data into your Microsoft Exchange account. First get the current mail databases physical file location and saving it. You can accomplish this by Selecting Data Files...

Figure 2: Mail Setup

You want to browse to the files physical location and backup the .pst file so you can later import your old email into SIU’s Microsoft Exchange Server through your new mail profile.

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1.3

Removing your old mail profile

You’ll want to remove your old mail profile from outlook. This step will allow you to setup a new mail confiuration for SIU’s email system. Please note you will want to have backed up any .pst files that you currently store email to prior to removing your outlook mail profile. Click Show Profiles... from Control Panel -> Mail menu.

Figure 3: Mail Setup

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Once all data has been backed up you can proceed to remove your outlook mail profile. Click the desired profile to be removed. Click Remove

Figure 4: Mail Profile Management

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2 2.1

Configure Microsoft Outlook 2013 Launch Outlook

Launch Outlook 2013

Figure 5: Launch Outlook 2013

2.2

Outlook Welcome Splash Screen

Select Next for the following Splash Screen

Figure 6: Confirm Initialization

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2.3

Create a New Account

Select Next to begin configuring a new Microsoft Exchange Account

Figure 7: Create a New Account

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2.4

Enter site credentials

Type the name you wish to be displayed on your email messages. Type your @ad.siu.edu -- where account name symbolizes you email address account name @siu.edu. Please note this differs from your siu dawgtag number. You can lookup you email address at: http://netid.siu.edu Please enter your password twice and select Next

Figure 8: Webmail Account Configuration

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2.5

Establish a connection to the server

Your results may vary slightly. We had the following screens appear and then proceeded to have to relaunch outlook 2013 after selecting, Allow -> Finish.

Figure 9: Connecting to server...

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Select "Don’t ask me about this website again" Click Allow

Figure 10: Certificate, Select Allow

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Figure 11: Configuration completed

Select Finish

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Figure 12: Random error.

Click Ok, relaunch Outlook

Figure 13: Loading outlook profile

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2.6

Authenticate your account

Please type the following Active Directory Sign On Credentials. Username: AD\siuxxxxxxxxx Password: Select Remember Credentials

Figure 14: Active Directory Credentials

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Figure 15: Setting up profile...

2.7

Completion Screen

You should now arrive at a screen that allows you to view your email.

Figure 16: Setup Completion

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2.8

Account Settings

Your account settings can be reviewed under the File menu.

Figure 17: Setup Completion

You should now be able to access your SIU Exchange Email.

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3 3.1

Configure Microsoft Outlook 2010 Launch Outlook

Launch Outlook 2010

Figure 18: Launch Outlook 2010

3.2

Enter Account Information

You’ll now be required to enter your account credentials. Your email address will populate for you appropriately, if your computer is on SIU’s Active Directory network.

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Figure 19: Enter Account Credentials

If you are installing email from your home location you will need to enter: @ad.siu.edu Once you begin modifying your email address outlook setup wizard will add additional fields.

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Figure 20: Enter Account Credentials

This will allow you to modify the "Your Name" field. Please confirm your email address is of the following form: ie: [email protected] would be: [email protected] Please enter your SIU salukinet password. You can reset this password currently at: http://netid.siu.edu Once all credentials are entered, click Next.

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3.3

Connect to server

Figure 21: Restart Outlook 2010

You’ll most likely be prompted to restart outlook. Click Ok. Launch Outlook 2010

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Figure 22: Settings Complete

Select Finish to confirm all mail server settings are accurate. You may need to relaunch outlook again after this step.

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3.4

Authenicate your account

Figure 23: Active Directory Credentials

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Figure 24: Active Directory Credentials

You’ll now need to enter your Active Directory Credentials (SalukiNet) username and password. Please use the following form: Username: AD\siuxxxxxxxxx Password: Select, Remeber my credentials Click Ok

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3.5

Completion Screen

Figure 25: Outlook 2010

You should now see the completion screen above.

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4 4.1

Configure Mail for Mac Launch Mail

Figure 26: Launch Mail

Launch your mail application located in Finder under Applications.

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4.2

Enter your account indentity

Figure 27: Account Indentity

Please type your Full Name Enter your Email Address in the form : @ad.siu.edu Enter your SSO (single sign-on) password Click Continue

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4.3

Confirm account

Figure 28: Account Confirmation

Click Create

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4.4

Verify setup completion

Figure 29: Completion Screen

Your now ready to use the Microsoft Exchange mail server with your mac computer. Click the Show in the Upper left to view all of your mail folders.

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5 5.1

Configure IMAP Mail Clients Enabling IMAP

Figure 30: Go to http://portal.siu.edu

You’ll first need to enable IMAP by visiting: http://portal.siu.edu Login with your SIU Dawg Tag and Password. Please contact your System Administrator, if IMAP can’t be enabled through the web portal via email at [email protected]

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Figure 31: Enable/Disable IMAP

Click Enable/Disable IMAP

Figure 32: Enable IMAP

Click Enable IMAP

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Figure 33: IMAP enabled.

IMAP is now enabled for your account. Please note your authentication name for typical end-users with be @siu.edu Some service accounts created for the Computer Science Department will require an authentication name of just without the @siu.edu.

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5.2

Configure Thunderbird

Figure 34: Launch Thunderbird

Launch your IMAP enabled mail client. we will be using Mozilla Thunderbird.

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In this example,

5.3

Create a new account

Figure 35: Accounts

Click File, New, Existing Mail Account... or Optional from Account Settings, Select Account Actions, Add Mail Account...

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5.4

Account Credentials

Figure 36: Email Address

Please enter: Please enter your Email Address in the following format: @cs.siu.edu Please enter your Password: Click Continue

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5.5

IMAP Settings

Figure 37: IMAP Settings

Please use the following imap settings: Incoming Settings: Protocol: IMAP Server hostname: mail.siu.edu Port: 993 SSL: SSL/TLS Authentication: Normal Password Outgoing Settings: Protocol: SMTP Server hostname: mail.siu.edu Port: 587 SSL: STARTTLS Authentication: Normal password Your Authentication Username will commonly be @siu.edu and some service accounts will require only for authentication. Click Done

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5.6

Thunderbird Webclient

Figure 38: IMAP Settings

Thunderbird should now look like the image above. Thunderbird is now setup and ready for you to use.

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5.7

Account Settings Overview

Figure 39: IMAP Settings

The above settings should be viewable in your account settings.

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6

Configure Android Email Client

Add an exchange mail account to your android device by completing the following steps.

Figure 40: Start your Email Application and select Microsoft Exchange

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6.1

Enter email account indentity credentials

Figure 41: Enter your email address and Active Directory password

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6.2

Configure connection to the server

Server address: mail.siu.edu Domain: AD Username: Password: same as salukinet Check Use secure conneciton (SSL)

Figure 42: Use the following credentials then select Next

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6.3

Allow SIU to administrator your phone

Figure 43: Select Activate then select Next

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Figure 44: Select Done

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iPhone and iPad Mail Client

This section explains how to setup an Exchange ActiveSync account on your iPhone, iPad or iPod touch.

7.1

Add an email account

Tap Tap Tap Tap

Settings Mail, Contacts, Calendars Add Account Microsoft Exchange

Enter your email address: (i.e. [email protected]) Domain: AD Username: (i.e. siu85XXXXXXX) Password: (same as SalukiNet)

Figure 45: Use the following credentials then tap Next

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7.2

Configure credentials for the account

Your iOS device will now try to locate your Exchange Server. If necessary, you will need to enter your front-end Exchange Server’s complete address in the Server field. Enter your email address: (i.e. [email protected]) Enter Server: mail.siu.edu Domain: AD Username: (i.e. siu85XXXXXXX) Password: (same as SalukiNet)

Figure 46: Enter your credentials then tap Next

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7.3

Synchronize your account

Choose which content you would like to synchronize: Mail, Contacts, and Calendars.

Figure 47: Tap Save when finished.

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8 8.1

Webmail Access Webmail

Faculty and Staff Webmail can be accessed at: http://mail.siu.edu

Figure 48: Log in with siuxxxxxxxxx

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8.2

Forward email to another email address

The purpose of this section is to provide SIU Faculty and Staff with detailed instructions about forwarding their email from IT’s Exchange Email Server to their desired email account. The following configuration will leave a copy of the message on the SIU Exchange Mail Server and also send a message to an additional email address provided by the end-user. Users can use this configuration with web clients like gmail.com to either (1) "send mail on their behalf" after confirming ownership of the account through gmail or directly connect to SIU’s SMTP port with IMAP enabled. 8.2.1

Access Configuration Menu

Click the options configuration menu in the upper right

Figure 49: Webmail Settings Menu

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8.2.2

Outlook Webmail Configuration Menu

Click the Organize Email menu on the left

Figure 50: Webmail Configuration Menu

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8.2.3

Configure your Inbox Rules

Click the plus icon to add a new rule and then select, "Create a new rule for arriving messages"

Figure 51: Add a Webmail Rule

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8.2.4

Add Forwarding Rule

Type any name in the Name field, Select [Apply to all messages] for *When the message arrives Select Redirect the message to...

Figure 52: Configure Forwarding Rule

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8.2.5

Configure the Forwarding Email Address

Enter your desired email addres in the "To" field

Figure 53: Forwarding Email Address

Click OK Click Save All new messages that arrive to the mail box will now be forwarded to the email address entered above.

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8.3 8.3.1

Sending mail from Gmail Configuring Gmail

Login to your gmail account and click the gear in the upper right. Select the "Settings" menu option

Figure 54: Gmail Settings

8.3.2

Configure External Mail Accounts

Click the "Accounts and Import" tab

Figure 55: Gmail Settings

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8.3.3

Add a new mail account

Click the "Add another email address you own"

Figure 56: Add an account

8.3.4

Enter your email address

Type your name and enter your email address. ie: [email protected]

Figure 57: Click Next Step after entering your account details.

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8.3.5

Set Gmail External Server Settings

Select "Send through cs.siu.edu SMTP servers" SMTP Server: mail.siu.edu Port: 587 Username: Password: Use "Secured connection using TLS"

Figure 58: Click Add Account

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8.3.6

Gmail Verification Code

Check your email address and retrieve your verification code. After entering it in the following field you’ll be able to send email from your email address from gmail.

Figure 59: Click Add Account

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9

Import your old .pst file

You will first want to make sure you previously backed up your outlook .pst file.

9.1

Open Outlook

Launch Outlook Click the File Menu

Figure 60: File Menu

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9.2

Open the Import Wizard

Click Open, then Click Import

Figure 61: File Menu

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9.3

Specify the import file type

Please select, "Import from another program or file"

Figure 62: File Type Selection

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9.4

Specify the .pst import file

Click Browse and locate your .pst file.

Figure 63: File Type Selection

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Click Open after you’ve selected your old .pst backup.

Figure 64: .PST File Selection

Specify if you want duplicate emails to be imported Click Next

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9.5

Finalize importing the backup .pst file

By default the import wizard will move all old mail folders from your old mail profile into your new mail profile. This includes all subfolders. Please make sure your importing into your newly created mail profile.

Figure 65: Finalize the Import Selection

Click Finish

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9.6

Outlook Copies files over to your new profile

Outlook will now copy mail from your old .pst file into your new mail profile. You will later need to synchronize this data with the Microsoft Exchange Server.

Figure 66: Copying email to new profile

Please wait for the copy procedure to finish.

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9.7

Synchronize your outlook profile with exchange

Now that you’ve imported your old email you’ll want to migrate the data to the Microsoft Exchange server. This will allow your old email to be accessible from any location. To preform this, simply Click the "Send / Receive" tab then Click the "Send/Receive All Folders" icon

Figure 67: Synchronize local profile with Exchange Server

Please note this can take a considerable amount of time. You can watch the status of the synchronization in the bottom toolbar.

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9.8

Synchronize Status with Exchange Server

You can check the synchronization status between your local profile and the exchange server in the lower right hand corner of outlook.

Figure 68: Synchronize local profile with Exchange Server

Once the synchronization is up to date you should see, "All folders are up to date." Your now ready to use Microsoft Outlook.

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