Exchange

Also known as Outlook, OWA, Outlook Web Access and Outlook Web App.

Exchange is a fee-based email system used mainly by Columbia's central administrative staff, powered by Microsoft Outlook.

Exchange Features

  • 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.

Exchange Guides

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.

User definitions

  • 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 Alpha (or 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

Image of right-click drop-down, Data File Properties selected

4. Select Permissions tab, and click the Add button.

Image of permissions window

5. Select the name of the user that you would like to grant permissions to and click Add.

Add Users window with name selected

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.

Image of Properties window, Permissions tab, with Permission Level drop down menu extended

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.).

Image of drop-down menu from right-clicking subfolder

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.

Image of drop-down menu from right-clicking on your inbox name, Data File Properties selected

4. Select Advanced tab on pop-up window

Image of Advanced tab

5. Select Add.

Image of Add Mailbox popup

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 grad-papers@columbia.edu, 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.

Image of Microsoft Outlook icon on Windows desktop

2. After logging in using “alpha\username,” both the individual and shared accounts will be displayed the same screen:

Image of Microsoft Outlook menu

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.

Step-by-step instructions:

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.

Image of Columbia homepage with Email dropdown displayed in upper right corner

3. On your appropriate Outlook Web App login page (ADCU or Alpha), type in your individual Exchange account domain\username. In this example, the name of the individual account is “TestPOFFICEMBX” so the login will be “alpha\TestPOFFICEMBX.”

Image of OWA login screen with Domain\username filled in

4. The Exchange interface shows the individual mailbox at left (“TestPOFFICEMBX”):

Exchange OWA interface

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.”):

Image of Open Other Mailbox popup with Shared Mailbox name entered

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 ).

Exchange Setup for your Mobile/Tablet

You need to have a data plan or be connected to a WiFi network.

The screenshots for this guide are from an iPhone iOS 10.x, updated in August 2017. Some of these steps may differ from what you experience due to variations between iPhone devices and software versions. If you already have a Microsoft Exchange account, please be sure to remove it before you begin.

To add a new account:

1. Open the Settings application on your device's home screen.

iPhone home screen with Settings circled

2. Select Mail.

Settings screen with Mail option circled

3. Select Add Account.

Add Account option circled

4. Select Exchange.

Microsoft Exchange option circled

5. Add your email address as uni@mail.columbia.edu. The Description field will automatically populate with the word Exchange, this can be changed to any name desired.  Click Next.

Email field completed with UNI@mail.columbia.edu

6. Type in your UNI password and click Next.

Password field filled in

7. Fill out the account details and select Save.

  • Email address: UNI@columbia.edu
  • Server: Outlook1.cuit.columbia.edu
  • Domain: Alpha
  • Username: UNI
  • Password: UNI password
  • Description: Optional description of your choice
Fields filled in as described in Step 7
Fields filled in as described in Step 7

8. Choose the options for the applications you wish to sync and click Save.

Exchange screen, choose your own data preferences

9. Change the Message List, Messages, Threading and Composing options as desired.

Mail screen with mailing preferences
Mail screen with mailing preferences

10. Click on Accounts.

Mail screen with Accounts button at top

11. Click on Exchange, or the name you entered as Description in Step 7.

Accounts screen

12. Change the Mail Days to Sync as desired and click Accounts to complete setup.

Exchange screen with Mail Days to Sync menu option halfway down the page

You need to have a data plan or be connected to a WiFi network.

The screenshots for this guide are from an iPhone iOS 10.x, updated in August 2017. Some of these steps may differ from what you experience due to variations between iPhone devices and software versions. 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 homescreen, click on Settings.

iPhone home screen with Settings icon circled

2. Select Mail.

Settings screen with Mail button circled

3. Click on Add Account.

Add Account option circled

4. Click on the Exchange option.

Exchange option circled

5. Add your email address as uni@adcu.columbia.edu. The Description field will automatically populate with the word Exchange, this can be changed to any name desired. Click Next.

Email field completed with UNI@adcu.columbia.edu

6. Type in your UNI password and click Next.

Password field completed

7. Choose the options for the applications you wish to sync and click Save.

Fields filled in as described in Step 7

8. Change the Message List, Messages, Threading and Composing options as desired.

Mail screen with mailing preferences
Mail screen with mailing preferences

9. Click on Accounts.

Mail screen with Accounts button at the top

10. Click on Exchange, or the name that you entered for the Description field in Step 5 above.

Accounts screen

11. Change the Mail Days to Sync as desired and click Accounts to complete setup.

Exchange screen with Mail Days to Sync menu option halfway down the page

1. Click on Settings icon on the home screen

iPad home screen

2. Scroll down to the Mail option, located on the left side

Settings screen, Mail option circled

3. Scroll down to the  Add Account option, on the right side

Settings screen, Mail option selected, Add Account option circled

4. Click on the Exchange icon, located on the right

Add Account screen, Exchange option circled

5. Add your email address as uni@mail.columbia.edu and your password. Type “Exchange” or another description of your choice in the description field and click Next.

Exchange pop-up, with fields completed

6. Fill in the fields as follows below and click Next. If properly completed, you will see a blue arrow appear to the right of each line briefly before the next screen appears

  • Email – UNI@mail.columbia.edu
  • Server – Outlook1.cuit.columbia.edu
  • Domain – ALPHA
  • Username – Your UNI
  • Password – Your UNI Password
  • Description – “Exchange” or any other description you would prefer
Pop-up with Email, Server, Domain, Username, Password and Description fields completed

7. Click Save

Exchange window with preferred apps selected

8. Click on the Mail option on left, then Account

Settings screen, Mail option selected

9. Change the Mail days to Sync option to No Limit

Mail Days to Sync screen
Settings screen, Mail option selected, Exchange recap at right

10. Click Done and go back to the home screen. Open the “Mail” application to view your messages.

iPad homescreen

1. Click on the Settings option on the homescreen

iPad homescreen

2. Select the Mail option, located on the left side

Settings screen, Mail option circled

3. Click the Add Account option on the right side

Mail screen, Add Account option circled

4. Click on the Exchange icon located on the right

Add Account screen, Exchange option circled

5. Add your email address as uni@adcu.columbia.edu, your password and click Next. The description row does not need to be adjusted.

Pop-up with Email and Password fields highlighted, Next button circled

6. Blue checkmarks will appear next to each row if you are successful

Checkmarks in window next to Email, Password and Description fields

7. Click Save

Exchange app pop-up with preferred options selected

8. Select Mail, then Account

Mail option highlighted

9. Change the Mail days option to Sync to No Limit

Mail Days to Sync screen, No Limit selected
Settings screen, Account selected

10. Click Done and go back to the home screen

iPad homescreen

11. If you are not successful, you will see a screen similar to the below. If so, you should repeat step 4.

Email screen with field filled in

1. From the Android home screen, tap the Google icon.

Android home screen with Google icon circled

2. Click on Gmail.

Gmail icon circled

3. Click GOT IT.

New in Gmail screen with GOT IT button at bottom

4. Click on Add an email address.

Gmail screen with Add an email address button circled

5. Click on Exchange and click NEXT.

Exchange option circled

6. Type in your UNI@mail.columbia.edu and click NEXT.

UNI@mail.columbia.edu entered in email field

7. Enter your UNI password and click NEXT.

Mail screen with Password field

8. Click OK on both of the following screens.

Redirect request screen
Redirect request screen

9. Enter the following information on the screen and click NEXT:

  • Domain\Username - Alpha\UNI
  • Password - UNI password
  • Server - outlook1.cuit.columbia.edu
  • Port - 443
  • Security type - SSL/TLS
Incoming server settings screen with fields filled out as detailed in step 9
Incoming server settings screen with fields filled out as detailed in step 9

10. Click OK on the following screen.

Remote security administration screen

11. Choose the Sync Frequency, sync amount, and the applications that you wish to sync and click NEXT ​​​.

Account options screen

12. Click ACTIVATE on the Phone Administrator screen.

Phone administrator screen

13. The Email is on its way! screen will pop-up, indicating the setup is complete.

Your account is set up and email is on its way! screen

1. From the Android home screen, tap the Google icon.

Android home screen with Google icon circled

2. Click on Gmail.

Gmail icon circled

3. Click GOT IT.

New in Gmail screen with GOT IT button at bottom

4. Click on Add an email address.

Gmail screen with Add an email address button circled

5. Click on Exchange and click NEXT.

Exchange option circled

6. Type in your UNI@adcu.columbia.edu and click NEXT.

UNI@adcu.columbia.edu entered in email field

7. You may see the Retrieving account information screen.

Retrieving account information

8. Enter your UNI password and click NEXT.

Incoming server settings screen with password entered
Next button on incoming server settings screen

9. Click OK on the Remote security administration pop-up.

Remote security administration pop-up

10. Choose the Sync Frequency, sync amount, and the applications that you wish to sync and click NEXT .

Account options screen

11. Click ACTIVATE on the Phone Administrator screen.

Phone Administrator screen

12. The Email is on its way! screen will indicate your setup is complete.

Your account is set up and email is on its way! screen

1. From the Home screen, tap the Google folder

Home screen with Google icon circled

2. Click on Gmail

Gmail icon circled

3. Click GOT IT and\or SKIP

New in Gmail screen with Got It circled
Welcome to Gmail screen with Skip button

4. Click on Add an email address

Add an email address option circled

5. Click on Exchange and click NEXT

Exchange option circled

6. Type in your UNI@mail.columbia.edu and click NEXT

uni@columbia.edu entered in email field

7. Enter your UNI password and click NEXT

Password entered in password field

8. Click OK on the following screen

OK circled on Redirect request pop-up

9. Fill in the following information on the following screen:

  • Username - Alpha\UNI
  • Password - UNI password
  • Server - Outlook1.cuit.columbia.edu
  • Port - 443
  • Security Type - SSL/TLS
alpha\uni entered as username, password entered in password field
Server, port and security type entered

10. The following screen may pop up briefly

Incoming server settings screen

11. Click OK on the following screen

Remote security administration pop-up, OK circled

12. Choose the frequency, amount to sync, and the options you wish to sync and click NEXT

Account options screen

13. The following screen should pop up stating that your account is setup.  Click NEXT to complete the setup process

Account set up confirmation screen

1. From the Home screen, tap the Google folder

Blackberry homescreen with Google icon circled

2. Click on Gmail\

Email icon circled

3. Click GOT IT and\or SKIP

New in Gmail screen with Got It button
New in Gmail screen with Skip button

4. Click on Add an email address

Add an email address option circled

5. Click on Exchange and click NEXT

Set up email screen with Exchange option circled

6. Type in your UNI@adcu.columbia.edu and click NEXT

uni@adcu.columbia.edu entered into email field

7. Enter your UNI password and click NEXT

Password field completed

8. You will see the following screen.

Reviewing account information screen

9. Click NEXT on the following screen

Incoming server settings screen

10. Click OK on the following screen

Remote security administration pop-up with OK circled

11. Choose the options you wish to sync, the frequency and amount to sync and click NEXT

Account options screen

12. Click ACTIVATE on the next screen

Activate device administrator screen
Activate device administrator screen

13. The following screen should pop up stating that your account is setup.  Click NEXT to complete the setup process

Your account is set up and email is on its way! screen

Exchange Setup for Your Email Client

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 Alpha Exchange in Outlook the server name should be:

  • CAS-array.ais.columbia.edu

When setting up Exchange in Thunderbird, set the account type as IMAP. The outgoing server name is:

  • Outlook1.cuit.columbia.edu

In addition, you should use send.columbia.edu as the outgoing mail server, and enable SSL on both incoming and outgoing.

Outlook Web App (OWA) is a web-based email management program for use by University employees whose departments subscribe to CUIT's Central Exchange/Alpha 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.

Requirements

Outlook Web Access requires an active Central ID, a valid Central/Alpha/ADCU email account (e.g., js1234@ais.columbia.edu) and a compatible web browser.

Accessing OWA

Log in to Alpha Outlook Web at https://outlook1.cuit.columbia.edu/

Log in to ADCU Outlook Web at https://outlookwebmail.cuit.columbia.edu/

1. Select "Add Account" from the File menu.

Add New Account Window

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.

Control Panel window
Mail Setup Window, Email Accounts circled
Account Settings window, New circled

2. Choose the "Manually configure server settings or additional server types" option.

Add New Account Window

3. Select "Microsoft Exchange or compatible service"

Add New Account Window, Microsoft Exchange or compatible service selected

4. In the Server field please type: cas-array.ais.columbia.edu and enter your name in the User Name box.

Add New Account Window, Server Settings with Server address entered

5. Click on "OK" in the Mail Delivery Location window

Click OK in Mail Delivery Location box

 

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.

Add New Account window with Finish button circled

1. Click Next on the Welcome to Outlook 2016 window

Next button highlighted on Welcome to Outlook 2016 screen

2. Choose yes and then click Next

Microsoft Outlook Account Setup screen: Yes option circled and next button highlighted

3. If successful - you will see 3 green checkmarks. Click Finish.

add account scree with Finish button highlighted

4. If unsuccessful, choose manual setup option

Add Account screen with bottom option "Manual setup or additional server types" selected

5.  Choose Outlook.com or Exchange ActiveSync compatible service

Choose Service screen with top option, "Outlook.com or Exchange ActiveSync compatible service" selected

6. Fill in all appropriate fields and ADD cas.array.ais.columbia.edu in Server Information. Click Next.

Server settings screen with Mail Server field completed and circled

8. Click Finish

Congratulations screen with Finish button circled

1. Click Next on the Welcome to Outlook 2016 window

Next button highlighted on Welcome to Outlook 2016 Screen

2. Choose yes and then click Next

Yes button circled, next button highlighted

3. If successful - you will see 3 green checkmarks. Click Finish.

Add Account screen with three checkmarks, Finish button highlighted

1. Open Outlook 2016 for Mac and select Preferences from the Outlook menu option

Outlook menu item selected, with Preferences  item selected

2. Click Accounts

Outlook Preferences, Accounts icon circled

3. Choose Exchange or Office 365

Accounts window with Exchange or Office 365 option circled

4. Type in your UNI@adcu.columbia.edu, ADCU\UNI and your UNI Password. Check the Configure automatically option, and click Add Account.

Exchange account information fields completed, Configure automatically box checked

1. Open Outlook 2016 for Mac and choose Preferences from the Outlook menu

Outlook menu with Preferences option highlighted

2. Click Accounts

Accounts icon selected under Personal Settings in Outlook Preferences window

3. Choose Exchange or Office 365

Accounts window with Exchange or Office 365 option circled

4. Type in your UNI@mail.columbia.edu, Alpha\UNI and your UNI Password. Check the Configure automatically and click Add Account

E-mail address, User name, and password fields completed, configure automatically box checked

1. Open Apple Mail application, select Exchange, and click Continue

Choose a Mail account provider box, Exchange option circled

2. Fill in the fields with your Full Name, UNI@mail.columbia.edu, UNI password and click Sign In

Exchange starting window with fields completed

3. Choose the options that you would like to enable and click Done

Exchange window with preferred apps selected

1. Open Apple Mail application, select Exchange and click Continue

Choose a Mail account provider box with Google option selected

2. Fill in the fields with your Full Name, UNI@adcu.columbia.edu, UNI password and click Sign In

Sign in window with fields completed

3. Choose the options that you would like to enable and click Done

UNI and password fields completed in LionMail at Columbia portal

Exchange FAQ

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.
  1. In Outlook click Tools then Email Accounts..., then select Add a new directory or address book

  2. Click Next, select Internet Directory Service (LDAP), and click Next.

  3. Enter in ldap.columbia.edu as the Server Name and then click More Settings...

  4. 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

  1. To access it, make a new email message, click on To:. Select ldap.columbia.edu from the Show Names from the: field.
     
  2. Click Advanced --> Find...
     
  3. Enter in the First Name and Last Name and click OKNote: You can not use the Display Name field.