All About Exchange E-Mail

Getting an Account

When a new university employee's information enters the HR system, the university's Identity Management System generates a userid, and the Exchange e-mail system automatically creates an account. Typically, the 6+2 userid is the first six characters of a user’s last name the user's first and middle initials. However, this is not e-mail policy, and you cannot assume it will always hold true.

Protocols supported

The Exchange e-mail system supports all of the major access protocols.

For POP3, IMAP4, Secure IMAP4 as well as Active Sync, enter the server name as ucmail.uc.edu.

Secure POP (POP-SSL):

 

1.        Username is 6+2 only (domain doesn’t need to be specified, as in AD\adams2jt)

2.       Password is the user’s PSS/AD password.

3.       Incoming AND outgoing server are both ucmail.uc.edu

4.       SPA (Secure Password Authentication) should be enabled (checked)

5.       Under “More Settings” – “Outgoing Server” tab: “My outgoing server requires authentication” should be checked, along with “Use the same settings as my incoming server”

6.       Advanced tab:  Select “SSL” as the encryption type for incoming server, port should be 995.  For outgoing server, the port should be 587, and Encryption Type should be “Auto” or “TLS”

7.       Everything else is optional.

 

Secure IMAP:  All settings are the same as secure POP, except the Incoming Server port is 993 instead of 995.  I believe this port number is usually selected automatically when you select "SSL" for the encryption type.

Aliases

On request, UCit will create alternate aliases for users.

Size Limitations

An Exchange account is limited to 300 MB. Once a user has reached 260 MB, the system will generate a warning message. At 270 MB, a user will not be able to send any additional messages until the inbox is reduced. At 300 MB, a user will be unable to send or receive new messages until the size of until the inbox is reduced to less than 300 MB. 

An individual message from the Exchange server may not exceed 20 MB, including text, headers, and attachments. A user will be unable to send a message exceeding 20 MB. We cannot grant exceptions to this limitation. Like most e-mail servers, the Exchange server will not support messages exceeding 20 MB. 

Extended Storage       

Extended storage increases mailbox size from 300 MB to 800 MB. This is ideal for anyone who sends or receives a lot of e-mail, or who frequently needs to attach large files to messages.

The cost for this service $15 per month per mailbox. Additional storage can be purchased for $10 per month per 500 MB increment. 

Spam and Bulk Mail

An Exchange user may send an e-mail message to a maximum of 250 recipients. If you need to send a single message to more than 500 recipients, please use bulk mail procedures. If E-Mail Services detects a single user sending multiple messages to many recipients, we will contact the individual and remind him or her to follow the bulk e-mail process. 

The UCit spam filter classifies e-mail messages with an algorithmic score of 300 or greater as spam, and automatically drops them. If you are a member of a large circulation list from which you suspect that you are not receiving legitimate e-mail, please contact E-Mail Services, so we can add the sender's address to the “white list.”

To create new filters, please see the InfoSec web page on spam filters.

Account Deletion and Removal

Outlined here.

Forwarding

The Exchange system does not allow a user to set a rule to automatically forward all emails to an account outside the UCMail Exchange system. For more information, see this document

POP Mail 

PDAs, Smartphones, Pocket PCs, and Other Electronic Devices

Exchange users may synchronize their accounts with Windows-based handheld devices, Palm devices and even iPhones. These devices utilize the Microsoft Active Sync process for the synchronization.

UCit has a Blackberry Enterprise server to support Blackberry devices of users with valid UC Mobile accounts.  Please visit the Blackberry page for more information on mobile devices. 

Encryption

The ZIX appliance can encrypt only messages you are sending from the Exchange server using the Outlook MAPI or Outlook Web Access client. For more information, please see Secure E-Mail.

Accessing Accounts

In an attempt to protect each individual’s privacy, UCit works with UC Information Security to define acceptable terms for granting accounts.

A Dean or Director level staff member may approve employees' access rights.

The sponsors for affiliates such as contractors, must approve affiliates' access rights.

Please note that UCit does not change passwords. We grant access only.

Backup and Restoration

A user should first try to retrieve their delete items.

• open the deleted items folder
• Select Tools, Recover Deleted items.
• Search for the item(s) you want to recover and select them
• Click on the icon of the envelope with the arrow about it.
• The items will now be int eh deleted items folder and you can move them to another folder

UCit retains 30 days of Exchange e-mail backups. A mailbox restoration within that 30 day period costs $375. We cannot fulfill requests for restorations of mail deleted more than 30 days prior to the request date.

Public Folder backups can only be used for disaster recovery requiring a full restoration of all Public Folders. Recovery of a single public folder is not available.

Back-up policy

If you have any questions or concerns, please feel free to contact the UCit Help Desk at 556-HELP (4357).