Exchange is a fee-based email system used mainly by Columbia's central administrative staff, powered by Microsoft Outlook.
- Manage your email with Outlook or Web Outlook
- Calendar for schedule and meeting management (can be made viewable to other users)
- Task list (assignable to other users)
- Contacts list
- Shared data
- Easy sign-on with UNI and UNI password
- Storage space for email starts at 2 GB. Additional space is available on the Exchange server at a cost.
A full access user of an Exchange (Outlook) Shared Mailbox must change permissions for others to access mailbox folders, and non-full access users have to add the Shared Mailbox to their own Exchange (Outlook) account in order to see it upon login.
- Full Access: The highest level of administrative rights for an Exchange Shared Mailbox is full access, and an owner has fewer permissions.
- Owner - Reviewer: Allows account access, but not administrative rights
- Contributer: The lowest-level permission in Exchange. If a user would be designated at this level, they probably shouldn’t have access to the account.
Viewing folders and their contents
Only those with full access can automatically see the Shared Mailbox and its contents upon login. All other users must have permissions added by the user with full access before they can view the Shared Mailbox.
These steps must be followed by a full access user for each non-full access user to allow access and view of an Exchange shared mailbox and its contents (emails, subfolders and subfolder emails). This process must also be followed for each Shared Mailbox account and each subfolder within the shared mailbox account.
If you require non-full access users to have “send as” or “send on behalf” permissions, please submit a request to CUIT.
If at a later date a full access user wants to add a new full access user to their Exchange Shared Mailbox account, please submit a request to CUIT to have an account and mailbox created in the ADCU domain for shared mailbox access only. You must include in the request that full access should be provided for the new user.
Follow these steps to provide a new user with access less than full access (i.e. owner - contributer).
1. Log in to Exchange from Microsoft Outlook.
2. Right-click on the shared mailbox name.
3. Select Data File Properties
4. Select Permissions tab, and click the Add button.
5. Select the name of the user that you would like to grant permissions to and click Add.
6. Select Permission Level and choose the level of access that you would like to grant, from Owner to Reviewer. As a reminder, giving a user owner access in Exchange does not mean that user has full access permissions. Each user with account access can have a different permissions level, as decided by the full access user.
Only full access users can add these permissions.
1. While in your Exchange account, right-click on the shared mailbox subfolder name and click Properties (i.e., Inbox, Sent Items, Drafts, etc.).
2. Follow steps 4-6 from Adding Non-Full Access Permissions for a Shared Mailbox guide.
These steps will allow a full access user to give permissions to other users to access and view the shared mailbox. However, the above process must be followed for each subfolder in the shared mailbox. If this process is not followed for every subfolder, then the user will only have access to the shared mailbox, and not any of the subfolders or emails within.
If you are a non-full access user of a shared Exchange mailbox, you must complete the following steps one time to dock, or add, the shared mailbox to your account. Afterwards, the shared mailbox will appear each time you log in.
1. Login to Exchange from your Microsoft Outlook desktop client.
2. From the home screen, right-click on your name in the left window of Microsoft Outlook.
3. Select Data File Properties.
4. Select Advanced tab on pop-up window
5. Select Add.
6. In the field provided, type in the name of the account. For example, if the name of account is grad-papers and its email address is email@example.com, type in grad-papers.
Please note: If a non-full access user follows these steps before they are granted viewing permissions, and then they are granted permissions, the user will need to restart Outlook before the account permission changes take effect.
1. On a Mac, double-click the desktop icon for Outlook Exchange. With a Windows OS, navigate to Start Menu > All Programs > Microsoft Office > Microsoft Outlook.
2. After logging in using “ADCU\username,” both the individual and shared accounts will be displayed the same screen:
If you don't have access to Microsoft Outlook via your desktop, you can log in via the Outlook Web App (OWA). There are a few additional steps than described in the Logging into Shared Mailbox via Microsoft Outlook guide.
In brief: when accessing the shared mailbox from Microsoft Outlook on their desktop, users log in to their individual accounts, and the shared accounts appear on same page; when accessing from OWA on the web, you must first log in to their individual Exchange accounts for security purposes, so your identity is confirmed. After logging in and accessing your individual account, you can then log in to the shared mailbox.
1. Open a browser from any computer and navigate to the Columbia homepage: www.columbia.edu.
2. Click the Email menu at top right of the page, and select CUIT Outlook Web Access.
3. On your Outlook Web App login page, type in your individual Exchange account domain\username. In this example, the name of the individual account is “TestPOFFICEMBX” so the login will be “adcu\TestPOFFICEMBX.”
4. The Exchange interface shows the individual mailbox at left (“TestPOFFICEMBX”):
5. Open the Exchange shared account. In the upper-right hand corner, click on your name (“TestPOFFICEMBX”).
6.Type in the name of the Exchange shared account (in this example, “TestPresidentMBX.”):
7. You will see the same interface displayed in Step 4, but instead of your individual account name showing above the Inbox, the shared account mailbox name will appear (i.e., TestPresidentMBX ).
ADCU Exchange from your iPhone browser (quick access):
You can follow the steps below to add Exchange to your iPhone, but remember that you can always access Exchange on the web from any browser, including your mobile device, without any configuration:
- Open the browser on your iPhone enter the following URL: https://outlookwebmail.cuit.columbia.edu/
- Log in to your Exchange account with your UNI and password
Adding Exchange as an email account on your iPhone
Updated September 9, 2020
If you already have a Microsoft Exchange account, please be sure to remove it before you begin.
To add a new account:
1. On the home screen, click on Settings.
2. Select Passwords & Accounts.
3. Select Add Account.
4. Select the Microsoft Exchange option.
5. Add your email address as firstname.lastname@example.org. The Description field will automatically populate with the word Exchange, which you can change to your preferred name. Click Next.
6. Select Configure Manually.
7. Enter your UNI password and select Next.
8. Choose the options for the applications you wish to sync and select Save.
9. Select Exchange, or the name that you entered for the Description field in Step 5 above.
10. Adjust number of the Mail Days to Sync. To finish, tap Accounts in the upper-left corner.
1. Click on the Settings option on the homescreen
2. Select the Mail option, located on the left side
3. Click the Add Account option on the right side
4. Click on the Exchange icon located on the right
5. Add your email address as email@example.com, your password and click Next. The description row does not need to be adjusted.
6. Blue checkmarks will appear next to each row if you are successful
7. Click Save
8. Select Mail, then Account
9. Change the Mail days option to Sync to No Limit
10. Click Done and go back to the home screen
11. If you are not successful, you will see a screen similar to the below. If so, you should repeat step 4.
1. From the Android home screen, tap the Google icon.
2. Click on Gmail.
3. Click GOT IT.
4. Click on Add an email address.
5. Click on Exchange and click NEXT.
6. Type in your UNI@adcu.columbia.edu and click NEXT.
7. You may see the Retrieving account information screen.
8. Enter your UNI password and click NEXT.
9. Click OK on the Remote security administration pop-up.
10. Choose the Sync Frequency, sync amount, and the applications that you wish to sync and click NEXT .
11. Click ACTIVATE on the Phone Administrator screen.
12. The Email is on its way! screen will indicate your setup is complete.
1. From the Home screen, tap the Google folder
2. Click on Gmail\
3. Click GOT IT and\or SKIP
4. Click on Add an email address
5. Click on Exchange and click NEXT
6. Type in your UNI@adcu.columbia.edu and click NEXT
7. Enter your UNI password and click NEXT
8. You will see the following screen.
9. Click NEXT on the following screen
10. Click OK on the following screen
11. Choose the options you wish to sync, the frequency and amount to sync and click NEXT
12. Click ACTIVATE on the next screen
13. The following screen should pop up stating that your account is setup. Click NEXT to complete the setup process
1. On your iPhone go to App Store and install the Microsoft Outlook app
2. Open the Outlook app
4. Enable the Use Advanced Settings option. Enter your Exchange account information and select Sign In.
5. Select Add
6. Select Skip
7. Select Turn On to Enable Notifications
8. Select Allow for Outlook Notifications
An email client is a program used to access and manage your email.
Microsoft Outlook is an email management program. Staff should contact their department administrator for information on how to obtain Outlook. Students will need to purchase Outlook either separately or as part of the Microsoft Office Suite.
When setting up ADCU Exchange in Outlook the server name should be:
Outlook Web App (OWA) is a web-based email management program for use by University employees whose departments subscribe to CUIT's Central Exchange/ADCU domain email and calendaring services. It is not available to students unless they are employees of a subscribing department. More information on Central/Exchange services and costs are available on the Central Server page.
Outlook Web Access requires an active Central ID, a valid Central/ADCU email account (e.g., firstname.lastname@example.org) and a compatible web browser.
Log in to ADCU Outlook Web at https://outlookwebmail.cuit.columbia.edu/
1. Click Next on the Welcome to Outlook 2016 window
2. Choose yes and then click Next
3. If successful - you will see 3 green checkmarks. Click Finish.
1. Open Outlook 2016 for Mac and select Preferences from the Outlook menu option
2. Click Accounts
3. Choose Exchange or Office 365
4. Type in your UNI@adcu.columbia.edu, ADCU\UNI and your UNI Password. Check the Configure automatically option, and click Add Account.
1. Select "Add Account" from the File menu.
You might be prompted to execute this action though Control Panel if you have used Outlook before. Please go to Start / Control Panel and follow the instructions below.
2. Choose the "Manually configure server settings or additional server types" option.
3. Select "Microsoft Exchange or compatible service"
4. In the Server field please type: cas-array.ais.columbia.edu and enter your name in the User Name box.
5. Click on "OK" in the Mail Delivery Location window
6. Click the "Check Name" button. The name will change to the email address, and a congratulations window will appear. Please click Finish and your Exchange account is now configured in Outlook.
1. Open Apple Mail application, select Exchange and click Continue
2. Fill in the fields with your Full Name, UNI@adcu.columbia.edu, UNI password and click Sign In
3. Select Sign In when you are asked if you would like to sign in to your Exchange account using Microsoft.
4. Choose the options that you would like to enable and select Done
Full permission means the user can Read, Edit, and Delete a file or folder.
The following three Permission Levels allow the granted person to delete any files in the folder you give them access to. Use with caution.
- Owner - This grants full permission to the selected folder. This is not generally advisable.
- Publishing Editor - This also grants full permission to the selected folder, but it does not change who "owns" the folder. Be careful when using this option, but it can be useful if other people need to organize your folder.
- Editor - This grants full permission, except for the ability to create new folders. This option is advised for basic calendar sharing.
The following two Permission Levels allow the granted person to edit/delete only files/appointments that they created.
- Publishing Author - Similar to Publishing Editor, except the granted user cannot delete files (or appointments) that you created.
- Author - Similar to Editor, except the granted user cannot delete files (or appointments) that you created.
The following four Permission Levels grant minimal access to your folder.
- Nonediting Author - The user can create items (not folders), but cannot edit anything. They can delete items that they have created.
- Reviewer - The user can see folders, but not sub-folders.
- Contributor - The user can create items.
- None - The user has no permissions. The Default user is setup with the Permission Level: None.
LDAP (Lightweight Directory Access Protocol) is used to configure your email so it will automatically offer the email addresses of users in the Columbia Directory as you begin typing their name or UNI. Follow these steps to add LDAP to your Outlook Exchange account.
1. In Outlook 2016, open a new email message and click the To... button to open your Address Book. If you have an older version of Outlook, please follow these alternative instructions for 2013 and 2010.
2. Select ldap.columbia.edu from the drop-down menu in the Address Book.
3. Type a Columbia user's name into the Search field and click Go.
Instructions for Outlook 2013 and 2010
In Outlook, click Tools then Email Accounts..., then select Add a new directory or address book.
Click Next, select Internet Directory Service (LDAP), and click Next.
Enter in ldap.columbia.edu as the Server Name and then click More Settings.
- Select the Search tab, and enter the Search base: o=Columbia University, c=us and click OK.
Restart Outlook after adding the LDAP address book
- To access it, make a new email message, click on To:. Select ldap.columbia.edu from the Show Names from the: field.
- Click Advanced --> Find.
- Enter in the First Name and Last Name and click OK. Note: You can not use the Display Name field.