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Exchange 2010 for Faculty and Staff

Students: please refer to the UMKC Office 365 page.

Welcome to Exchange 2010 at UMKC!

Need Help with Exchange?

Find answers to some frequently asked questions:

Login and Passwords:

How do I access my Exchange mailbox?
How do I get a password for Exchange?
How do I change my password?

Addresses and Mailbox:

What is my UMKC Exchange email address?
What is my mailbox quota?
Can I send large files through Exchange?
What are Managed Folders and how do I use them?

Email Access:

How do I configure mobile devices to access my Exchange account?
Are there limits on the number of mobile devices I can connect to my Exchange account?
How do I configure my desktop email client to access my Exchange account?
What are the POP, IMAP and SMTP settings for Exchange?
Why can't I connect to Exchange 2010 with Entourage anymore?

Tips and Tricks:

How to find a new employee in the Global Address Book using Outlook 2010.
I was familiar with Exchange 2007, but not with Exchange 2010 - what's new in 2010?

Troubleshooting:

I can't get logged into Exchange, but I can get logged into Blackboard - what do I do?
Why do I get kicked out of Outlook Web Access after 30 minutes or so?
I don't see someone in the Global Address Book that should be there - what do I do?
Why don't I see all of the available features when I log into Outlook Web Access?

Login and Passwords

How do I access my Exchange mailbox?

You can access your mail via desktop email clients (like Outlook), through Outlook Web Access using a web browser (like Internet Explorer), or via your smartphone or tablet. See the following links below for more details:
Email Client Setup
Mobile Device Setup

To log into your account, you need to know your SSO and password. At the Domain\user name: prompt, enter your full UMKC email address in the format of xxxxxx@umkc.edu, where xxxxxx is your SSO.

How do I get a password for Exchange?

If you don't know your SSO and/or password, please contact your departmental IT Liaison or the UMKC IS Call Center. Make sure to have your UMKC Employee ID number/UMKC Student ID number available when you call. If you don't know your Employee ID number/UMKC Student ID number , contact your departmental HR representative or UMKC Human Resources.

More information about SSOs can be found at our SSO Information page.

How do I change my password?

If you know your password but would like to change it, or know your SSO but not your password, please visit our password assistance page.

Addresses and Mailbox

What is my UMKC Exchange email address?

Your UMKC email address is your SSO, followed by @umkc.edu. More information about SSOs can be found at our SSO Information page.

What is my mailbox quota?

All faculty/staff email accounts have a size limit of 15 GB.

Can I send large files through Exchange?

The maximum message size is 50 MB for both inbound and outbound messages. (Note: Due to the way the Microsoft Entourage email client reads size limits from the server, there is a maximum size of 25 MB for emails sent using Entourage.) If you need to share files larger than these limitations, use our Digital Dropbox.

What are Managed Folders and how do I use them?

Managed folders are being introduced as a feature of Exchange 2010 and should be used to store email records for one, three, five and ten years. When you have emails that are considered records per policy, you can drag and drop them in a folder to store for the appropriate retention period. In most cases, when the retention period has expired, you'll see a line through the message indicating that it no longer needs to be retained.

More information about Managed Folders and how to use them can be found in these videos:
Introduction to Managed Folders
How to Use Managed Folders

For more information about records retention policies, please see the UM System Records Management FAQ.

Email Access

How do I configure mobile devices to access my Exchange account?

For mobile device configuration information, please see the Mobile Device Setup page.

Are there limits on the number of mobile devices I can connect to my Exchange account?

Yes - you can partner up to 10 mobile devices at a time. Once that limit is reached, you will receive an email notifying you that you've reached the partnership limit and must delete some devices to add new ones. At this time, you will need to contact the IS Call Center if you need to delete partnered devices.

How do I configure my desktop email client to access my Exchange account?

For desktop email client configuration information, please see the Email Client Setup page.

What are the POP, IMAP and SMTP settings for Exchange?

In an effort to combat spam sent using Exchange servers, these connections aren't supported for Exchange customers. You will need to use one of the supported clients listed on the Email Client Setup page.

Why can't I connect to Exchange 2010 with Entourage anymore?

Entourage 2004/2008 will not work with the new Exchange system, and are no longer supported by Microsoft. If you are running Entourage 2004/2008 at home, you have three options:

1. Use Outlook Web Access.
2. Purchase and install Outlook 2011 for Macintosh for $9.95, via the Microsoft Home Use Program (HUP).

Tips and Tricks

How to find a new employee in the Global Address Book using Outlook 2010.

Email accounts for new employees are set up the day after the UMKC Human Resources department enters the new employee into their system. However, depending on the method you use to access your Exchange email, you may not see the employee in the Global Address Book right away.

Outlook Web Access (OWA) has a live connection to the Global Address Book, so if you access your Exchange account through OWA, you will find the new employee listed almost immediately after the account is created.

Desktop Outlook clients (Outlook 2010, Outlook 2007, etc.) are typically configured to run in Cached Mode, which means the Global Address Book is only updated every 24 hours as long as the Outlook client is running (the update can’t happen if your computer is off, for example). This means that if Information Services creates an account for a new employee on Tuesday, you might not see the new employee in your Global Address Book until Wednesday, possibly longer if you shut your machine down regularly as opposed to leaving your machine on, but logging off the system.>

If you want to see the new employee as soon as the account is created, you can force an update of your Global Address Book. To do this in Outlook 2010, follow these steps:

1. Click on the Send/Receive tab:

2. Click on Send/Receive Groups:

3. Click on Download Address Book…

4. Verify “Download changes since last Send/Receive” is checked and click OK:

5. The most current version of the Global Address Book will download:

It may take a minute or so for the Global Address Book to download, depending on how many changes have been made since the last update. Once the update is complete, you can check the address book and the new employee should be listed. If not, contact the Information Services Call Center so the issue can be researched.

I was familiar with Exchange 2007, but not with Exchange 2010 - what's new in 2010?

The biggest benefit to the end user with Exchange 2010 was an increase in email box quota size to 15 gigabytes. This size increase allows you to store archive (PST) files in your mailbox and access them when connecting remotely from another computer, smartphone or tablet.

In addition to greater quota, Exchange 2010 also introduced Managed Folders to store email records based on university retention policies. For more information about the features of Exchange 2010, including how to move mail from a .PST file into your Exchange mailbox, check out What's New With Email.

Troubleshooting

I can't get logged into Exchange, but I can get logged into Blackboard - what do I do?

When you log into your email, you need to log in with either your full email address (doej@umkc.edu) or Domain\user name. The UMKC Domain is umkc-users, so Jane Doe would enter umkc-users\doej.

Why do I get kicked out of Outlook Web Access after 30 minutes or so?

When you log into Outlook Web Access (OWA), you can select your security level based on the type of computer you're logging in from. The default is "This is a public or shared computer" which will automatically log you out of OWA after about 30 minutes of perceived inactivity. If you spend a long time composing an email without clicking on any of the functions within OWA, the system will perceive that as inactivity and log you out before you get a chance to save or send your message. However, this security setting is best to use when you are checking mail from a public computer, like a computer lab or kiosk, so you don't accidently leave yourself logged into your email when you walk away from the computer.

If you are logging in from your own computer, you should set the security to "This is a private computer" before you log in. That will leave you logged in for up to 8 hours without disconnect for inactivity.

Read more about Public vs. Private settings.

I don't see someone in the Global Address Book that should be there - what do I do?

There are a couple of reasons why someone might not appear in the Global Address Book (GAL). If the person you're looking for is a student, they may have invoked FERPA which hides their name from the GAL. In lieu of a name, only the student's SSO is displayed. Therefore, you have to know the student's SSO in order to send email to that student from the GAL.

If the person you're looking for is a new employee, it might be that their information hasn't been downloaded to your GAL yet. You can force a GAL update in Outlook 2010 by following the steps for finding a new employee in the GAL listed above.

Why don't I see all of the available features when I log into Outlook Web Access?

Outlook Web Access (OWA) has two different interfaces - Premium or Light - depending on the type and version of browser you use, or settings you've chosen.

You see the Premium version if you are using Internet Explorer 7 and above, Firefox 3 and above, Safari 3 and above on a Macintosh, and Google Chrome 5 and above.

You will see the Light interface when you are using a browser other than the ones listed above, or if you have enabled the Blind and Low Vision Experience in OWA. To check if you have enabled this setting, follow these steps:

1. In the upper right-hand corner of the OWA screen, click Options then See all options
2. In the left-hand sidebar, click on Settings, then General
3. Make sure Use blind and low vision is unchecked
4. Click Save in the lower-right portion of the screen