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Exchange Migration FAQ's

  1. General Email questions
  2. General Calendar questions
  3. General Contacts questions
  4. Password Queries
  5. Mailbox Size & Quota Queries
  6. General Access & Webmail questions

General Email questions

How do I setup my out-of-office message?
For Outlook users select to Out-Of-Office Assistant option from the Tools Menu. Now select “I am currently Out of the office”, and enter the message you would like senders to receive with the text box titled “AutoReply only once to each sender with the following text:”

For Macintosh users please log onto your account via Outlook Web Access and set the Out of Office function there. A link to detailing how to set the Out of Office function can be found here:
http://itassist.usyd.edu.au/pdfs/exchange/EML061.pdf


How do I create/edit my signatures?
The process is different depending on the email client you use so you will need to refer to the document relating to that program.

Outlook 2003: http://itassist.usyd.edu.au/pdfs/exchange2/EML066.pdf
Entourage 2004: http://itassist.usyd.edu.au/pdfs/exchange/EML048.pdf
Outlook Web Access: http://itassist.usyd.edu.au/pdfs/exchange/EML061.pdf


How do I turn on/off the reading pane?
Outlook 2003: From the main Outlook screen select the View Menu, then select “Reading Pane”, and finally select “Off”

Entourage 2004: Select the View Menu, and then select “Preview Pane”. You are presented with three options, however to turn the pane off select “None”.


Outlook is offline - how do I change it to online?
From the main Outlook screen select the File Menu and un-tick Work Offline.


Do my deleted items and sent items count towards my active mailbox size?
Every folder and item within you Exchange mailbox contributes to your quota. This includes all mail folders, as well as contacts, calendar, tasks and notes.


Can my assistant access my email?
By default no-one can access your email other than yourself. You can however share access to your mailbox to any other Exchange user by the guide corresponding to your mail client book-marked below.

Outlook 2003: http://itassist.usyd.edu.au/pdfs/exchange/EML025.pdf
Entourage 2004: http://itassist.usyd.edu.au/pdfs/exchange/EML026.pdf


What is the maximum attachment size I can send or receive?
The maximum attachment size allowable is 25MB. For any large attachments it is more appropriate to use the Large File Transfer system available at http://lft.ucc.usyd.edu.au. This system allows you to transfer much larger files with ease.


How do I use Outlook to access two different Exchange Accounts (ie one for University and one in a hospital)
You will need to have two different profiles set up within Outlook, and select each individually. It is not possible to have both open at the same time.

Your CSO can assist you with this feature.


Will email sent to my old account still get though to my new Exchange account?
Yes, your old email aliases, plus your new @usyd.edu.au address will all receive email. When you send however your outgoing address will be listed as your @usyd.edu.au email address.


Should I still check my old pre-exchange email accounts and use them?
No. When you are migrated to Exchange, all of your accounts are amalgamated into one and you will no longer need to access you old account. In most cases access to this will actually be de-activated to avoid confusion and mis-directed email.

NOTE: From the time of migration you will only need to access your Exchange account to receive all of your email.


Do I need to use Auto Archiving in Outlook 2003?
The use of Auto-Archiving is not recommended and as such, as part of your migration Auto-Archiving will be de-activated. Please consult your CSO to discuss archiving options.


Can I automatically forward all of my email outside of the Exchange email system to another email service
No, at this time email cannot be automatically forwarded outside the Exchange system. You can still forward individuals emails as required. You can also access your email remote via Outlook Web Access, VPN or other methods of connecting with either Outlook or Enotourage.

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General Calendar questions

How do I view/delegate shared calendars?
To view a shared calendar it must first be shared on the Account you wish to view and then connected to your PC as the viewer. This can be done by following the sharing calendar guides located at

Outlook 2003: http://itassist.usyd.edu.au/pdfs/exchange/EML056.pdf
Entourage 2004: http://itassist.usyd.edu.au/pdfs/exchange/EML022.pdf


Can I print out my calendar details?
Yes, it is possible to print calendar details. To do so navigate to the calendar screen then File -> Print. Now select the print style, and the print range, or date range, and select OK.


How do I create a meeting and invite other attendees?
Outlook 2003: http://itassist.usyd.edu.au/pdfs/exchange/EML027.pdf
Entourage 2004: http://itassist.usyd.edu.au/pdfs/exchange/EML028.pdf


Can I change the reminder time on my meetings?
To vary the reminder time for new meetings when creating a new meeting, select the drop down box within the reminder section and select the appropriate time interval.

To vary the interval for existing meetings double click on the meeting within the calendar and select the appropriate reminder interval from the drop down listing within the reminder section.

There are preset intervals within the list, however you may enter any time interval greater than 1 minute by simply typing the number in manually.


Who can see my calendar?
By default you are the only one that can see your calendar unless you allow others access by sharing.This can be done by following the guides particular to your mail client linked below;

Outlook 2003: http://itassist.usyd.edu.au/pdfs/exchange/EML056.pdf
Entourage 2004: http://itassist.usyd.edu.au/pdfs/exchange/EML022.pdf

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General Contacts questions

How do I view/delegate shared calendars?
To view a shared calendar it must first be shared on the Account you wish to view and then connected to your PC as the viewer. This can be done by following the sharing calendar guides located at

Outlook 2003: http://itassist.usyd.edu.au/pdfs/exchange/EML056.pdf
Entourage 2004: http://itassist.usyd.edu.au/pdfs/exchange/EML022.pdf


Can I print out my calendar details?
Yes, it is possible to print calendar details. To do so navigate to the calendar screen then File -> Print. Now select the print style, and the print range, or date range, and select OK.


How do I create a meeting and invite other attendees?
Outlook 2003: http://itassist.usyd.edu.au/pdfs/exchange/EML027.pdf
Entourage 2004: http://itassist.usyd.edu.au/pdfs/exchange/EML028.pdf


Can I change the reminder time on my meetings?
To vary the reminder time for new meetings when creating a new meeting, select the drop down box within the reminder section and select the appropriate time interval.

To vary the interval for existing meetings double click on the meeting within the calendar and select the appropriate reminder interval from the drop down listing within the reminder section.

There are preset intervals within the list, however you may enter any time interval greater than 1 minute by simply typing the number in manually.


Who can see my calendar?
By default you are the only one that can see your calendar unless you allow others access by sharing.This can be done by following the guides particular to your mail client linked below;

Outlook 2003: http://itassist.usyd.edu.au/pdfs/exchange/EML056.pdf
Entourage 2004: http://itassist.usyd.edu.au/pdfs/exchange/EML022.pdf

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Password Queries

What is my Unikey account?
Your unikey account is your official University Of Sydney account, which enables you access to a wide range of centrally provided services. Once you are migrated to Exchange this will also become your email username and password.


Where do I change my Unikey password?
The quickest way to change your password is to contact your CSO who is the master user of accounts in your area, and has access to reset passwords. If this is not possible you will need to contact the ICT helpdesk on x16000, or 9351 6000 to arrange a password change.

If you know your existing password you can change it online by navigating to the following webpage and entering your unikey, existing password, and your new password in the appropriate sections.

https://www.auth.usyd.edu.au/extro/passwd/

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Mailbox Size & Quota Queries

How do I check the size of my active mailbox/quota?
The process of checking your mailbox usage or quota varies between Macintosh and PC.

Outlook 2003: Right click on "Mailbox – Your Name"and click on properties. Now click on the button marked “Folder Size”. You will be presented with a screen summarising the space usage within your mailbox.

Entourage 2004: CTRL-click (or right-click) on folder properties, and select the Storage. You will be presented with a screen summarising the space usage within your mailbox.


How much email will my account store?
Your email account has a quota which is determined by your job position, which ranges between 200MB and 1GByte. A text only email takes approximately 5 - 10KB, whereas an attachment may increase the size of an E-Mail up to 25MB.

Any combination of text and attachment style emails up to your specified quota is allowable. Once you near and / or exceed this quota you will be advised via E-Mail.

NOTE: You will be alerted via E-mail should you be nearing your quota. Should you ignore these alerts, and continue to allow your mailbox to exceed your quota you may experience interruptions to sending and receiving. Please ensure you take adequate archival steps early to avoid interruption to your email access.

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General Access & Webmail questions

Can I access my email from home?
The University Of Sydney offers Exchange users different remote access options. The simplest method is to access your account using Outlook Web Access by navigating to the following location

https://www.mcws.usyd.edu.au/exchange

Users can also access their email using Outlook 2003 and the University Of Sydney VPN service.

NOTE: VPN will need to be enabled on your extro (unikey) account prior to attempting to access the University network. It is your responsibility to ensure that any computer connected by you to the VPN service has a virus checker installed with the latest updates applied.

Macintosh users can connect to email from home using Entourage 2004 without the need to use the VPN service, however they will be unable to access to Global Address List. Connecting via VPN will allow GAL access.


Can I access Exchange email at my workplace in a hospital?
The method of Exchange access from a hospital varies depending on whether or not your computer is part of The University Network, or one of thethe Health Service networks.

University network users can access Exchange using Outlook, or Entourage configured directly for Exchange.

Health Service network users can access Exchange using RPC over HTTPS for Outlook, or Entourage setup to access www.owa.usyd.edu.au with the LDAP package installed. Please see your local CSO for assistance in setting this up.

You can also access your email anywhere using Outlook Web Access via

https://www.mcws.usyd.edu.au/exchange


When at home/travelling how do I access my Exchange Webmail (OWA Outlook Web Access)?
To access your account using Outlook Web Access navigate to the following location and log in using your unikey and password.

https://www.mcws.usyd.edu.au/exchange


Can I connect my PDA or mobile phone to email and calendar?
PDA connectivity is available for Windows Mobile v5.0/6.0 and greater devices, using GPRS and Active Sync. This feature is available for any Exchange user. Your CSO can provide assistance in configuring this feature. Access may be possible using other handsets/PDA's but is not supported by the ICT helpdesk. See your local CSO for more information.

NOTE: If using GPRS you will incur data charges from your mobile carrier


If I create calendar events and meetings on the web client are they visible when I use my office computer?
Yes, any changes you make using Outlook Web Access are shown within your mail client.


Where are my archive folders on Webmail?
You will not be able to access your archives currently through Outlook Web Access. This may change in future.


Can I use Eudora/Thunderbird/etc. Can I continue to use this client?
You can no longer use clients such as Thunderbird or Eudora to access your email. To access your Exchange account you will need to use Outlook 2003 for PC, or Entourage 2004 for Macintosh.


Will I lose my address book when I transfer to Exchange?
No, you will not lose your address book during the transfer to Exchange as it will be migrated where possible.


Will I receive SPAM through this mail account?
The University Of Sydney has SPAM filtering software installed within the email system which should greatly minimise the occurrence of SPAM. This however does not guarantee that you will not receive SPAM, so general care should be taken when handling emails, especially from unfamiliar senders.
Should you have any questions about SPAM and / or viruses carried via Email please contact your CSO for assistance.

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