Overview

Exchange is an email, calendar, and contact management service from Microsoft that can be accessed from desktop, web-based, or mobile clients.

Who can use this Service?

JMU faculty and staff

JMU student employees, affiliates, and emeritus faculty and staff upon request

How can I get this Service?

Faculty/staff: Access is provided automatically

JMU student employees, affiliates, emeritus faculty and staff: Exchange access is granted if requested by their department or sponsor. Departments requesting access for student employees should fill out the Microsoft Exchange Service Request. To request a shared mailbox, shared/resource calendar, or distribution group, fill out the Microsoft Exchange Service Request.

Sponsors must check the ‘email’ box under services requested when filling out the JMU Affiliate Service Request.


Outlook on the web (OWA) login

Where can I get Help/Support?

Configurations:

Configure Exchange in Outlook App on Android

Configure Exchange in Outlook App on iOS

Outlook 2016 or 2013 on Windows

Outlook 2016 on Mac

Mac Mail on High Sierra and Sierra

IMAP clients (on-campus, or off-campus using SSL VPN)

iOS

Gmail App on Android

How To:

Grant or remove permissions to a shared mailbox

Add or remove members from a distribution list

Add a Shared Calendar or Resource to Outlook 2013/2016

Access a Shared Mailbox in Outlook 2013/2016

Access Exchange Resources and Shared Mailboxes in Outlook on the web

Add Shared Calendar to Outlook 2016 for Mac

Access a Shared Mailbox in Outlook 2016 for Mac

Manage resource scheduling options (room, vehicle, or equipment)

Manage calendar permissions

Delegate access to my mailbox

Check your Quota

Resources:

IT training

Linkedin Learning

Information Technology Help Desk at (540) 568-3555 or helpdesk@jmu.edu

FAQs

What is JMU's ActiveSync (EAS) Policy?

How much quota am I given? How big can my mailbox be?
You are initially given 10GB of total storage on Exchange for your mailbox, calendar, contacts, tasks, and notes. Once you exceed this limit, you will receive daily warnings. Once you exceed 11GB (by default) you will no longer be able to send mail, and once you exceed 12GB (by default) you will no longer be able to receive mail. If your mailbox is over 10GB, please try to remove any old items you don’t need, focusing especially on those with attachments. If you have a pressing business need for more space, you can request a higher quota by contacting the IT Help Desk.

How do I check my storage quota?
In Outlook on the web:

  1. Open a web browser, navigate to exchange.jmu.edu, and log in
  2. Click the gear icon in the upper right
  3. Click Options
  4. Click General in the upper left
  5. Click My account
  6. Your quota usage (mailbox usage) is listed in the lower right

Are junk and deleted items included in my quota?
Yes, but the Exchange system automatically deletes Junk email 15 days after it is received, and removes messages in Deleted Items 30 days after they are deleted.

I received a warning email saying that I have neared or reached my inbox quota, is this message real?
If your mailbox is over its quota, you will receive a notification email. If you receive a quota notification that asks for your password or other personal information, do not click any of the links or enter your information. See the “I received a suspicious email, what should I do?” FAQ below.

Why can’t I send a message with an attachment?
The maximum size of a message sent or received in Exchange is 30 MB. This is the limit for the entire message, including all attachments. If sending to a recipient outside of Exchange, their message size limit may be lower than 30MB.

I need to send an email to a large segment of JMU employees or students, how can I do this?
Please refer to our Bulk Email service.

My preferred name is not displayed in emails I send, or in the Exchange global address list (GAL). How do I change this?

  1. Log into MyMadison
  2. Click on the Employee Tab
  3. Click Personal Information under the Personal Information Section
  4. Fill in the Preferred First Name box with the name desired
  5. Within 8 hours, your new name preference will be displayed in the Global Address List

I am both staff/faculty member and a student or recent graduate, do I have two email accounts?
Yes, you have both a jmu.edu email account and a dukes.jmu.edu account. 

How do I forward my Exchange email to another account?
JMU's Electronic Messaging Policy 1209 states:  "Employees/affiliates may not automatically redirect email sent to their official JMU account to another email service."  

When is my Exchange Email account removed or disabled?
Your access to your Exchange account will be removed within 30 days after the end of your employment for staff and most faculty, or 130 days after the end of your employment for part-time adjunct faculty. Note that this is a maximum time and may be significantly shorter based on the recommendation of Human Resources.

Should I do anything with my Exchange account at the end of my Employment?

  • Set an Out-of-Office reply indicating that you are no longer at the university and include an alternative way to contact you if applicable.
  • Change mailing list subscriptions to use your personal email address and unsubscribe from those you no longer wish to receive.
  • Forward any personal email in your JMU Exchange account that you wish to retain to a personal email address.

I received a suspicious email, what should I do?
If you receive a spam email or one that looks suspect, you can move it to your Junk Email folder or delete it. If you are receiving multiples of a certain type of spam email, you can forward the message as an attachment to spam@jmu.edu. If you believe the email is malicious, forward it as an attachment to abuse@jmu.edu.

Forward a message as an attachment in Outlook on the web:

  1. Open a web browser, navigate to exchange.jmu.edu, and log in
  2. Click New to open a new email message window
  3. Drag the message you want to forward into the body of the new message
  4. Fill out the To and Subject lines
  5. Click Send

Forward a message as an attachment in Outlook 2016 on Windows:

  1. Highlight the message
  2. Click More in the Respond area of the ribbon
  3. Click Forward as Attachment
  4. Fill out the To and Subject lines
  5. Click Send

Forward a message as an attachment in Outlook 2016 on Mac:

  1. Right-click (or ctrl-click) the message
  2. Click Forward as Attachment
  3. Fill out the To and Subject lines
  4. Click Send

Why are my calendar entries behaving strangely?
Individuals and departments who heavily use the Exchange calendar and experience issues should review Exchange Calendar Best Practices.

Why do I have multiple messages linked together? Why are email conversations shown as “threads”?
Both the Outlook desktop clients and the web client show emails in Conversation view by default.

To turn off conversation view in Outlook on the web:

  1. Click Filter at the top of your Inbox listing of messages
  2. Hover over Show as
  3. Click Messages

To turn off conversation view in Outlook 2016 on Windows:

  1. Click the sort and filter button at the top of your Inbox listing of messages (this is usually labeled All, or By Date)
  2. Click Show as Conversations to uncheck it
  3. Click All mailboxes

To turn off conversation view in Outlook 2016 on Mac:

  1. Click the sort button at the top of your Inbox listing of messages (if conversations are enabled, this will be labeled By: Conversations)
  2. Click Date Received

Can deleted messages be recovered?
Yes.  A deleted message can be recovered from the Deleted Items folder. Messages in the Deleted Items folder will be purged after 30 days. They are moved to a hidden folder that can be accessed in Outlook and Outlook on the web. Items remain in this folder for an additional 30 days. Mac users will need to use Outlook on the web to recover deleted items.

  • In Outlook 2016 on Windows: On the Folder tab in the Outlook ribbon, click Recover Deleted Items
  • In Outlook on the web: Right-click on the Deleted Items folder under your Mailbox and select Recover deleted items… from the menu.

Why am I not receiving emails with attachments?
JMU does not allow certain types of attachments that are commonly used to deliver malicious software. If someone’s attachment is not making it to your inbox, they should rename the file to have a .jmu extension. You will need to rename the file to have the appropriate extension when you receive it.

To show file extensions on Windows 10 computers:

  1. Open File Explorer
  2. Click the View tab
  3. Click to check the box next to File name extensions
  4. Close File Explorer

To show file extensions on Mac computers:

  1. Select Preferences under the Finder menu
  2. Click on the Advanced tab
  3. Click to check the box next to Show all filename extensions
  4. Close Finder Preferences

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