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.

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
  • Easy sign-on with UNI and UNI password
  • Storage space for email starts at 100GB.

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 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 [email protected], 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 “ADCU\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 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.”

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 ).

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:

  1. Open the browser on your iPhone enter the following URL: https://outlookwebmail.cuit.columbia.edu/
  2. 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.

iPhone home screen with Settings icon circled (grey gear)

2. Select Passwords & Accounts.

Settings screen with Passwords & Accounts button circled

3. Select Add Account.

Passwords & Accounts screen with Add Account circled

4. Select the Microsoft Exchange option.

Add Account screen with Microsoft Exchange option circled (2nd from top)

5. Add your email address as [email protected] The Description field will automatically populate with the word Exchange, which you can change to your preferred name. Click Next.

Exchange screen with Email and Description fields circled

6. Select Configure Manually.

Exchange screen with "Sign in to your adcu.columbia.edu Exchange account using Microsoft?" pop-up and Configure Manually option circled

7. Enter your UNI password and select Next.

Account set up page with password field circled

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

Exchange screen with syncing options listed and Save button in upper-right corner circled

9. Select Exchange, or the name that you entered for the Description field in Step 5 above.

Passwords & Accounts page with Exchange option under Accounts circled

10. Adjust number of the Mail Days to Sync. To finish, tap Accounts in the upper-left corner.

Exchange screen with Mail Days to Sync button circled and Accounts button in upper-right corner circled

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 [email protected], 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. On your iPhone go to App Store and install the Microsoft Outlook app

Screenshot of the iPhone home screen with the App Store application circled.

2. Open the Outlook app

Screenshot of the iPhone home screen with the Outlook mail application circled.

3. Enter your ADCU Exchange email address: [email protected] and select Add Account

Screenshot of the "Add Account" page on the Outlook mail application. A Columbia ADCU email has been entered.

4. Enable the Use Advanced Settings option. Enter your Exchange account information and select Sign In

Screenshot of the Outlook mail application with Exchange email information entered. "Use Advanced Settings" has been selected at the bottom of the screen.

5. Select Add

Screenshot of the Add Another Account page on the Outlook mail application. "Add" is selected.

6. Select Skip

Screenshot of the Add Account page on the Outlook mail application. "Skip" is selected.

7. Select Turn On to Enable Notifications

Screenshot of an Inbox on the Outlook mail application with an Enable Notifications pop-up. "Turn On" is selected.

8. Select Allow for Outlook Notifications

Screenshot of an Inbox on the Outlook mail application with a pop-up asking if Outlook can send you notifications. "Allow" is selected.
Installed versions of Microsoft 365 on your local drive.

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.

Requirements

Outlook Web Access requires a valid UNI and an ADCU Exchange email account (e.g., [email protected]

Accessing OWA

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

Log in to Microsoft 365 Web https://outlook.office365.com/

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

For mailboxes that are larger than 5GB, we do not recommend using Outlook for Mac. Please consider using Outlook Web Access for the best user experience.

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 [email protected]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 Apple Mail application, select Exchange and click Continue

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

2. Fill in the fields with your Full Name, [email protected] and click Sign In

Fill in your First and Last name

3. Select Sign In when you are asked if you would like to Sign into Microsoft Exchange

Select the Sign In button when you see the pop-up asking if you would like to Sign into Microsoft Exchange

4. A new window will appear and you will need to enter your UNI password

Enter your UNI password

5. Select Send Me a Push and authenticate your account access.

Send Me a Push

6. Select Accept to the permissions requested

Allow Microsoft permissions that grants access using Apple Mail app

7. Choose the options that you would like to enable and select Done

A selectable list of features you can use with your Microsoft Exchange account

8. It's recommended to use mail privacy protection and then select Continue

Use mail privacy protection

There are several ways to share your Microsoft 365 calendar by granting permissions levels. 

Note:

  • Microsoft 365 users will only be able to share detailed calendar information with other Microsoft 365 users.
  • If you are sharing your calendar with a Mac user, you must give at least Reviewer permissions to the person for them to be able to see your calendar. 

See more information on Share an Outlook Calendar with Other People 

In Outlook calendars, by default, other Microsoft 365 users can see your free/busy times when scheduling a meeting, but NOT the details for your calendar appointments.

However, you can give someone permission to your calendar so that they can view your calendar appointment details and/or manage your calendar.

  1. Open Outlook 
  2. Click Calendar on the left side of the window.
  3. Click the down arrow on the Share Calendar button or click the Calendar Permissions button depending on your version
  4. Select your calendar and click Add
  5. Select the person to whom you wish to give permissions and click Add
  6. Select the permissions for the user
  7. Click save changes. 

In Microsoft 365 you can share your calendar information with other users over the web.  You can share your calendar with one or more people inside your organization.

  1. Login to Microsoft 365 OWA
  2. Click on the Calendar icon.
  3. Click Share icon
  4. Select which calendar you would like to share.
  5. In the Share with field, type the email address(s) of the users that you wish to share your calendar.
  6. Choose what permissions you wish each user to have using the drop-down menu next to their name.
  7. Click Send

In Outlook calendars, by default, other Microsoft 365 can see your free/busy times when scheduling a meeting, but NOT the details for your calendar appointments.

However, you can give someone permission (e.g., access rights) to your calendar so that they can view your calendar appointment details and/or manage your calendar.  If your "Calendar Permissions" option is grayed out, see You Cannot Open a Shared Calendar in Outlook 2016 for Mac for information on fixing the issue. 

  1. Open Outlook.
  2. Click Calendar on the left side of the window.
  3. CTRL + Click on the calendar name and select Sharing Permissions
  4. Click Add User.
  5. Search for the user and select the name for the person to whom you wish to give permissions and click Add.
  6. Select the permission level for the user.
  7. Click OK to save changes

Depending on your version of Outlook, you will see different options for permissions.

Outlook Windows

  1. Open Outlook.
  2. Open your Calendar.
  3. Right click on your calendar and select Sharing Permissions
  4. Select Add.  
  5. Type the name of the person you wish to add (e.g, doe, jane) select it, and click Add.
  6. Click OK.
  7. Under Permissions you can set the appropriate permissions for the user (e.g., Can view when I'm busy Can Edit, etc.)
  8. Click OK when you are finished selecting the permissions.

Outlook Mac

  1. Open Outlook 
  2. Open your Calendar
  3. Select the "Calendar" listed under your email address
  4. Press CTRL + Click and choose Sharing Permissions
  5. Click Add User
  6. Type their name, select it and click Add
  7. Assign the desired permissions and click OK to save.

Microsoft 365 OWA

  1. Log into Microsoft 365 OWA
  2. Open your Calendar
  3. Under "My Calendars", right click on your calendar
  4. Click Sharing and permissions
  5. Type the name or email address of the person to whom you wish to add 
  6. Select the permissions for the user by clicking the down arrow next to "Can view all details"
  7. Click Share

Publishing the calendar allows you to share your calendar with users on a different system or outside your organization.

  1. Login to Microsoft 365 OWA
  2. Click the Settings icon (gear on upper right corner of screen)
  3. Click View All Outlook Settings
  4. Select Calendar
  5. Under Shared calendars select Publish a Calendar
  6. Select the calendar you wish to publish by clicking the down arrow.
  7. Select the permissions for the published calendar by clicking the down arrow (Can view when I'm busy, can view titles and locations, can view all details)
  8. Click Publish.
  9. Copy the links and send them to the users whom you wish to have access to your calendar.  Use the HTML link if you want recipients to view the calendar in a web browser or an ICS link if you want them to subscribe to the calendar (e.g., in Outlook).  
  10. Click the left arrow next to Options to return to your Mail or Calendar. 

​NOTE:  When you publish your calendar you can choose All Details, Titles and Locations (limited details), or Busy (free/busy).   This is only a 'view' of your calendar, it can't be edited by others.

Using OWA

  1. Log into OWA: Microsoft 365 users
  2. Open your calendar and under 'Other People's calendars' right click and choose 'Open Calendar'.
  3. In the 'From Directory' type in the name of the user (e.g., Jane Doe) who shared their calendar with you and select 'Open'. 

Outlook (Windows)

  1. Open the sharing invitation in your Inbox.
  2. Click the Open this Calendar icon
  3. Open your Calendar
  4. The calendar that has been shared with you will display next to yours.

If you don't see the "Open this Calendar" icon, follow the steps below (e.g., the user sharing their calendar may not be on your email server).

  1. Open your Calendar
  2. Select 'Open Calendar' from the drop down and choose 'Open Shared Calendar'
  3. In the 'Name' field type in the Users name (e.g., Jane Doe) who shared their calendar with you, and select OK.

Outlook (Mac)

  1. Open your Calendar
  2. Select File | Open Shared Calendar (or Open Other User's Folder)
  3. In the Search box, type the name of the person who has granted you access to their calendar, and press Enter
  4. Select their name, and click Open

Outlook Mobile 

  1. Open the Outlook app on your mobile device.
  2. Open the calendar sharing email notification. 
  3. Tap the Accept button.
  4. Tap the View button.
  5. The calendar will open, and you will see your calendar as well as the shared calendar. 

 

To Un-share a Calendar (Windows)

  1. Right-click on the calendar you want to un-share and select Permissions.
  2. Right click the user's name and choose Remove.
  3. Select Save

To Un-share a Calendar (Mac)

  1. Open the calendar you wish to un-share
  2. Click the Organizer tab and select Calendar Permissions.
  3. Select the person and choose Remove

Outlook (Windows)

  1. Click the Add Calendar
  2. Select From Internet
  3. Paste in the .ics url and click OK
  4. Select the calendar to view it.   The calendar will automatically update in Outlook. 

OWA (Mac users will need to do this method)

  1. Login to Microsoft 365 OWA
  2. Open your Calendar
  3. Click Add Calendar
  4. Click Subscribe from web
  5. Paste in the URL of the calendar to open
  6. Select Import
  7. Type the name of the calendar
  8. Select color and charm if you wish to customize the look of the calendar
  9. Click the down arrow next to "Add to"
  10. Choose where the calendar should be added (e.g., My Calendars)
  11. Click Import

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 LDAP configuration steps to add LDAP to your Outlook Exchange account.