Exchange

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 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.

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.

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.

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 ).

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

2. Open the Outlook app

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

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

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

2. Choose yes and then click Next

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

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

2. Click Accounts

3. Choose Exchange or Office 365

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

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

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

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

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

6. Select Accept to the permissions requested

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

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

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

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.