Exchange Frequently Asked Questions

1. How do I login to Exchange for the first time?
2. What is the difference between Exchange, Outlook Web Access, Webmail, Outlook and Entourage?
3. How do I use Outlook Web Access (Exchange Webmail)?
4. What is a Net ID?  How can I get one?
5. How long can I keep my account after leaving UT? What are the account retention policies for students, faculty, and staff?
6. How do I forward all of my Exchange mail to another email account?
7. What is the maximum attachment size for the UT Exchange email system?
8. I have many messages in my mail folders, and my email seems to be running slow. What is going on? (What is the maximum recommended number of messages per folder?)
9. Is there a size quota for Exchange accounts? How big is my quota?
10. How do I check the size of my mailbox?
11. Is my Exchange password the same as my NetID password?
12. Will my Exchange password expire? How often? Will I receive a notice like I receive when my NetID password is about to expire?
13. How do I reset my Exchange password?
14. How do I configure Outlook 2003 or Entourage 2004 for UTHSC Exchange?
15. How do I configure my Palm handheld for Exchange access?
16. How do I configure my Windows Mobile handheld for Exchange access?
17. Can I configure IMAP?

The first time that you login to Exchange you use your Net ID as your username.  If you do not know your Net ID, browse to the UTHSC home page  at    http://www.utmem.edu, click in People Search and look yourself up.  Your Net ID will be displayed there.

The password starts off conforming to a default formula.  The formula is as follows:  the first two letters of  your  birth month (first letter uppercase,  second letter  lowercase), followed by the last 2 numbers of your birth year, followed by the last 4 numbers of your SSN. 

As an example, someone with a birthdate of May 1, 1960 and a SSN of 123456789 would have the password:  Ma606789.

 2.)   What is the difference between Exchange, Outlook Web Access, Webmail, Outlook and Entourage?

Exchange-
Microsoft Exchange is the name of the e-mail, calendaring, and groupware system at UTHSC.  Multiple programs can be used to connect to this system to retrieve and send e-mail as well as use the calendaring features.  These types of programs are called Exchange clients.

Outlook-
Outlook is the Exchange client used on a Windows computer to connect to the Exchange mail system to check your email, edit your calendar, etc.  Outlook 2003 is the latest Exchange email client for Windows.  Outlook 2003 can be downloaded by UTHSC faculty, staff and students at http://helpdesk.utmem.edu/exchangeclients.htm  You must login with your Exchange mail username and password to get to the download.

Entourage-
Entourage is the Exchange client used on a Macintosh computer to connect to the Exchange mail system to check your email, edit your calendar, etc.  Entourage 2004 is the latest Exchange client for the Macintosh OS.  Entourage 2004 can be downloaded by UTHSC faculty, staff and students at http://helpdesk.utmem.edu/exchangeclients.htm  You must login with your Exchange mail username and password to get to the download.

Outlook Web Access-
Outlook Web Access is an Exchange client used to access your Exchange account that does not require an additional program to be installed on the computer.  Customers connect to Outlook Web Access over the web through a web browser.
For the most part,"Exchange Web Mail " and "Outlook Web Access" (OWA) can be used interchangeably when referring to the UT email and groupware system.  The internet address for the Outlook Web Access page from which you can access your Exchange Web Mail account is http://exchange.utmem.edu .

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5.)        How do I use Outlook Web Access (Exchange Webmail)?

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6.)       What is a Net ID?  How can I get one?

Without a Net ID you cannot have an Exchange mailbox created.  For most employees and students, Net IDs are automatically created during the hire and enrollment processes.  You can check and see if you have a Net ID by entering your name into the People Search on the UTHSC home page at     http://www.utmem.edu
 If for some reason you do not have a Net ID and you need e-mail services, please have a UTHSC staff or faculty member who is responsible for your  work efforts at the university fill out a Net ID online request by clicking on ILogin on the UTHSC home page.  Your sponsor must login with their Net ID and   password, click on Administration, and then on "Net ID Online Request/Renewal".  If you are approved for a Net ID, both your sponsor and the   UTHSC Helpdesk will be notified via e-mail.  Your Net ID value will be in that email message.

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7.)    How long can I keep my account after leaving UT? What are the account retention policies for students, faculty, and staff?

Students

Students will retain their Exchange account one calendar year after their LeftUT date in the UT Directory. At the end of this year, the student's account and all forwarding will be deleted. For this reason, we recommend that every student who leaves UT set up email forwarding at the Exchange Account Management page as soon as they leave UT.

Faculty and Staff

The email accounts of faculty and staff will be deleted 90 days after their LeftUT date is set in the UT Directory. However, for a period of one year after leaving UT faculty and staff will be able to forward all mail. For this reason, a faculty and staff member who leaves UT should immediately set up email forwarding at the Exchange Acccount Management page upon their departure.

Nearing retirement?

Employees nearing retirement can retain their email account by filling out the PDF form at https://my.tennessee.edu/pls/portal/docs/PAGE/AAF/RETIREMENT%20AND%20BENEFITS/RE_EMPLOYEES/TAB674557/EMAIL2.PDF
Submission instructions are on the form.

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 8.)  How do I forward all of my Exchange mail to another email account?

To set up mail forwarding for Exchange, visit http://exchange.utmem.edu, but don't login on the page.  Instead, click on the link: "Click Here to Manage Your Account" under the Password field.  On the Exchange Account Management page, click "Manage Your Account." and log in with your Exchange username and password.  Then click Forwarding Options.

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 9.)  What is the maximum attachment size for the UT Exchange email system?

The maximum size for email attachments is 10 MB.

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10.)   I have many messages in my mail folders, and my email seems to be running slow. What is going on? (What is the maximum recommended number of  messages per folder?)

The recommended maximum number of messages per folder in the Exchange system is 3000. Any more can cause significant slowdown, not just for you, but for the entire Exchange system.

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11.)   Is there a size quota for Exchange accounts? How big is my quota?

Quotas for Faculty, Staff, and Students:

• Faculty / Staff: 250 MB
• Students: 100 MB

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12.)   How do I check the size of my mailbox?

To check the size of your mailbox (for example, to determine if you are near quota) do the following:

1.    Go to by browsing to http://exchange.utmem.edu and clicking on "Click Here to Manage Your Account".

2.    Click on the "Manage Your Exchange Account" link

3.    Login using your Exchange account name and password

4.    Click "Check Mail Quota"

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13.) Is my Exchange password the same as my NetID password?

         When you change your Exchange password, your Net ID password is changed to the same value.

To reset your Exchange password, browse to http://exchange.utmem.edu and click on "Click Here to Manage Your Account".  Then click "Forgot Your Passsword."

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14.)  Will my Exchange password expire? How often? Will I receive a notice like I receive when my NetID password  is about to expire?

Your Exchange password will expire after 180 days.   When you login to your e-mail, you will be asked to change your password and given a pop up window to change it once you are two weeks from needing to change it.  On the day of expiration you will be forced to change it, and given a pop up window in which to do so. 

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15.)   How do I reset my Exchange password?

To reset your Exchange password if you have forgotten it, visit the Exchange Account Management page and click "Forgot Passowrd" Here you will be able to enter  your UT library barcode number off your UTHSC ID card along with some other information to verify your identity and change your Exchange password.

 IMPORTANT NOTE: When changing or resetting your Exchange password, be sure to close all of your open clients (e.g. Outlook, Entourage, Evolution, and OWA). Failure to do so will result in being locked out of your Exchange account.

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16.)    How do I configure Outlook 2003 or Entourage 2004 for UTHSC Exchange?

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17.)   How do I configure my Palm handheld for Exchange access? 

Click on Versamail.  Open the Accounts menu.  Select Exchange ActiveSync.  Enter the server name as "exchange.utmem.edu".  The domain name is "uthsc.tennessee.edu".  Enter your Exchange username and password as well.  Sync E-mail, Calendar and Contacts.  Versamail should now sync to your Exchange mailbox.
 

18.)   How do I configure my Windows Mobile handheld for Exchange access?

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19.)   Can I configure IMAP?

IMAP can be configured to work over exchange please click here for more information.

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