Exchange-FAQs

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  • Exchange Email for Faculty & Staff Frequently Asked Questions 

    • What is NJCU Exchange Email?
      Microsoft Exchange® Email is a server-based email system that uses the Microsoft Outlook® desktop application as the primary user client. In addition to reading and managing Email, Outlook serves as a comprehensive personal information manager (PIM) that provides:

      • Calendar - appointments, meetings, and events; including calendar sharing and assigning assistant management.
      • Personal and Global Address books (Contacts) that can store multiple personal email addresses and telephone numbers, important dates and notes per entry.
      • Multi-level email storage (Folders) for easy message management.
      • Task management, including the ability to assign and track tasks to others.
      • Notes creation and management.
      • RSS (Real Simple Syndication) subscription
      • Comprehensive search facilities
      • Automatic and user defined archiving and retention rules
      • Global category assignment and multiple, user-defined views of email and data
      • Activity Journaling for the Microsoft Office suite of applications.
       
    • Does this mean I have to use only one copy of Outlook on one computer to access my email, like before?
      No. As Microsoft Exchange® is server based, you can use Outlook on your work, home, and laptop computers to access all data that you choose to keep on the server. In addition, you have access to email and calendar information on any computer with a compliant Internet browser via Exchange’s Outlook Web Application (OWA), which is a very close simulation of the Outlook application.
    • What are the differences between Outlook/Exchange and Outlook/GotMail?
      Standalone Outlook and GotMail? are two separate Email clients. There is no integration between the two clients. Calendars and Contacts could not be synchronized without persistent intervention of the user. Although Email could be read on either system, replies to emails stayed within the specific client. Outlook/Exchange with OWA is tightly integrated. See the GotMail vs. Exchange vs. Live@EDU Comparison Chart for a detailed comparison of features.
    • How do I access NJCU Exchange/Outlook from home?
      The simplest way is to use Exchange’s Outlook Web Application (OWA) to access Exchange/Outlook. All that is required is an up to date web browser. Point the browser to https://webmail.exchange.njcu.edu. A local copy of Outlook can also be used to access NJCU Exchange, but it needs to be configured to do so.
    • Exchange OWA requires that the private, personal computer I am using for access at home is compliant with NJCU security policy. What is the policy?
      NJCU’s Personal Computer Security Policy (PDF) and Desktop Security Guidelines (PDF) can be found on the IT website Information Security Policies page.
    • Does Exchange Email have a search option?
      Yes – through Outlook (Tools > Instant Search) and OWA (Search box). However, the Outlook search tools are much more comprehensive than the OWA search tool.
    • When will I be moved to Exchange Email?
      IT Support will be migrating users per department, as scheduling permits. Most of the migration work will happen via the network during workstation boot-up.
    • What happens with old Email in GotMail?
      For small collections of GotMail Email, simply forward emails to Outlook/Exchange after the conversion. If you need to move large collections of Email from GotMail, please notify the IT Help Desk prior to migration to arrange a mass transfer into the new system.
    • What happens with old Email in Outlook?
      Old Email in Outlook will be retained in the original personal store (PST) on the computer, and the file will be re-attached to Exchange/Outlook as a local PST. However, Emails in the local PST are not available through OWA. If access to old Outlook email is desired, copy the emails to the Exchange online store (OST).
    • How do I transfer my personal contacts from GotMail?
      Contacts can be extracted to an Excel Comma Separated Values (CSV) file and imported to Outlook/Exchange. Please refer to the support document, Importing Contacts from GotMail? for specific instructions.
    • How do I transfer my personal contacts from Outlook?
      Contacts in the original PST will be retained in the attached local file. However, the contacts in the local PST Contacts folder will need to be copied to the Exchange/Outlook Contacts folder in order to be accessible.
    • How do I transfer my Outlook Rules?
      There is a Rules Wizard transfer tool. However, each rule will have to be edited once transferred to correct move and other actions. It is therefore recommended that rules be recreated rather than transferred.
    • Will the RSS feed(s) I was subscribed to in Outlook continue downloading?
      No. You will have to re-subscribe to each RSS feed using the Exchange OST RSS folder. Old RSS Email will be retained in the local PST.
    • Is there a storage quota for Exchange/Outlook?
      Yes. There is a 2 GB storage limit for the online store (OST). Each user will also be assigned a 2 GB Archive OST, which can be configured for automated archiving. The Archive OST is pre-attached to Outlook. Additional storage is available through the local personal store (PST). Local personal store (PST) limits are 50GB for Outlook 2010 and 20 GB for Outlook 2007.
    • I don’t appear to have the online archive file. What should I do?
      Please contact the Help Desk and explain you are missing your Outlook personal Archive OST. The technician will forward your issue to the Exchange administrator an one will be created for you.
    • What are other benefits of using Exchange/Outlook?
      As Exchange/Outlook is server-based, the entire system is highly redundant with automated backup that ensures 24/7 access, and is recoverable from disaster and accidental Email deletions.
    • How is Spam and Virus Email handled in Exchange/Outlook?
      For the immediate future, IT will continue using Precise Mail Anti-Spam (PMAS). You will receive a daily Spam report from the utility, which can be turned off through the PMAS configuration page. Outlook has a simple Junk Mail filter as well, which should trap suspicious Email that gets through PMAS. Like PMAS, the Outlook Junk Mail filter has a mechanism to allow/block specific emails that are moved to the Junk Mail folder.
    • If Exchange/Outlook is using PMAS, why is previously allowed Email being quarantined?
      Exchange/Outlook is using a new instance of PMAS. Your previous allow/deny rules have not been transferred. You will need to monitor PMAS reports and log into the PMAS system and re-apply rules as needed.
    • Is my Exchange/Outlook Email available through Apple and Android phones and tablets?
      Basic access services have been implemented through third-party developers for both Apple and Android portable devices using Microsoft’s ActiveSync® interface. However, functionality is limited for freeware implementations. IT is currently reviewing commercial applications but no decision has been made as to a preferred application for either OS.
    • Where can I find more information about NJCU Exchange/Outlook and how to use the various features?
      Outlook tutorials and specific instructions for various features will be are available on the IT website, Email Support page, Exchange Email for Faculty & Staff section.

    Error Messages and Support Issues

    • I log into PMAS but I don’t see the quarantined emails in the report.
      Please note that the login address is now <username>@exchange.njcu.edu. However, the password you were using to access PMAS is the same.
    • I’ve been moved to Exchange/Outlook and see a bunch of error message emails. What are they and what can I do to resolve the problem? The error subject is “%MAIL-E-OPENIN, error opening file containing message” and the message body contains one or more message headers (Date, From, Subject, and To fields) with a similar error message.
      The errors are coming from our VAX/VMS system and represent messages that were purged by the system administrator during routine maintenance. Please ignore these errors and simply delete the error notice email.
    • I’ve been getting an urgent email delivered to my Outlook Sync Issues folder that basically says “Error synchronizing folder” along with other details. The email notice includes a link to the Microsoft Support website, but that page doesn’t really tell me anything. What’s going on?
      This is a notice that there was a temporary issue synchronizing your data on the Exchange server with Outlook on your computer. If you receive this notice occasionally, you can safely ignore the notice and delete it. However, if you receive this notice continuously notify the Help Desk.