Introduction
Frequently Asked Questions
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- What is Microsoft Exchange?
- Why are we upgrading to a new email server?
- What will my new email account be?
- What does it take to upgrade the email server?
- When will the new system be deployed?
- Is Outlook secure?
- What is Outlook Web Access (OWA or MOWA)?
- Will the new email server be available for everyone?
- How many email servers do we currently have in place?
- Is there spam and anti-virus protection activated on the Exchange Server?
- After the upgrade, will my current mail.accd.edu email be migrated to the new server?
- Can I use Macintosh to access my Exchange email messages and calendaring information?
- What are the minimum system specifications for MS Outlook?
- Are Exchange public folders available for departmental use?
- When will my mail.accd.edu account be migrated?
- Can I use another email client besides Outlook or Outlook Express?
- Due to the new email address, the business cards will have to be changed. Who will fund the replacement expense?
- What email account can I use on the business card?
- What is the process for ordering business cards?
- What level of support will I receive once the email server is upgraded?
- Will we get training for the new email system?
- How can I register for training?
- What is the difference between MS Exchange and MS Outlook?
- What can I do to help with the email Upgrade implementation?
- Will my current listserv subscriptions work with the new server?
- Do I need a separate account to use the Calendar?
- Why is the training material for Outlook 2003 NOT available on the website?
- How will my PALS email be affected?
- Will temporary staff and faculty (Adjunct Faculty) receive an email account on the Exchange server?
- What is my first point of contact to receive support for my email application?
- How do I set up the email client on my computer?
- I am experiencing a delay while accessing my email within PALS? Is this normal?
- Is there a limit on the amount of mail I can store on the server?
- Is there a warning message to indicate that I am getting closer to the storage limit?
- Is there a limit on the size of the message you can send?
- Sometimes, I receive messages from the System Administrator. What should I do?
- Can I use a PDA with the new Exchange Server?
- I received a message that one of my emails contained a virus. What should I do?
- What are the differences between Outlook and Outlook Web Access?
- I am currently using Outlook on Microsoft Exchange. Will my current shared calendars be available after the migration to MS Exchange?
- I currently use an exchange server at my campus to share calendars, contacts, etc. However, what will happen to all my information after the district converts to Microsoft Exchange?
- How do I obtain my exchange email password?
- How do I make my Personal Contacts the default contacts in Outlook (desktop)?
- How do I make my Personal Contacts the default contacts in Outlook Web Access within PALS?
- Will meeting requests to non-ACCD email accounts post on non-ACCD calendars?
- Can we check shared calendars at home?
- Can we migrate Pals calendar information into OWA?
- Can we share exchange features with external organization members?
- Can I select a calendar to open as a default calendar in Outlook?
- How can I remove @accd.edu addresses from my To:, Cc:, or Bcc line since those addresses will not be valid after December 19, 2007?
- Does PALS Outlook Web Access (OWA) have the auto-completion of email addresses feature?
- Can we setup external email accounts within PALS Outlook Web Access (OWA)?
- If my email Out of Office Assistant is ON and I receive email from a LISTSERV, will Outlook send the Out of Office notification to all members of the LISTSERV?
- In reference to sharing the calendar or other Outlook folders, what is the difference between "folders," "items," and "files"?
- What is Microsoft Exchange?
Exchange 2003 is Microsoft Corporation's messaging and calendaring product that works well with Windows desktop computers. Exchange 2003's main advantage is most apparent in its functionality with Outlook email clients. It provides users with enhanced custom and collaborative functions.
- Why are we upgrading to a new email server?
Our current email systems lack the durability needed to meet the growing email and spam needs of the ACCD user community. The new email environment will be more robust and reliable offering every user a single unified email environment. Users will experience added functionality with email management, calendaring, web and mobility options.
- What will my new email account be?
Your email account will be your PALSID@mail.accd.edu. To get your PALS email ID, please go to the Login page of your PALS portal or go to http://www.accd.edu/PALS and select "Click Here to obtain your PALS username" link. Follow the onscreen prompts. Your email account will be your PALS ID followed by the suffix mail.accd.edu. For example, if your PALS ID is jdoe, then your email account is jdoe@mail.accd.edu.
- What does it take to upgrade the email server?
Although email servers have been with ACCD for a long time, we are in the process of upgrading and migrating to a brand new email infrastructure. The new system will have a lot of functionality and collaborative features. ACCD I.T. employees have spent a significant amount of time on design and plans for the optimum configuration of the new email server.
- When will the new system be deployed?
The project began June of 2006 and will be completed June of 2007.
The project timetable is as follows:
Planning & Testing, June 2006 - May 2007
Phase I, Deployment, May 18, 2007 - May 21, 2007
Phase II, Implementation, May 23, 2007 - May 25, 2007
Decomission accd.edu server, Dec. 15, 2007
- Is Outlook secure?
Earlier versions of Outlook suffered a number of targeted attacks. However, Microsoft has made several improvements in the security of Outlook. These improvements come in the form of spam filtering, updated security patches, and more. Today, the Outlook client is widely being used by major universities and corporations.
- What is Outlook Web Access (OWA or MOWA)?
Microsoft Outlook Web Access is a part of the Exchange email system, thus allowing users to connect remotely via a web browser. Outlook Web Access will be integrated to our enterprise portal - PALS. The web client looks similar to the desktop outlook system, offering email, calendaring and address book functions.
- Will the new email server be available for everyone?
Yes, the new email server will be available to all faculty, staff and students. Every ACCD user will automatically receive an account on the email server. Faculty and staff will be able to use Outlook in and out of PALS, while students will be restricted to accessing email only via PALS.
- How many email servers do we currently have in place?
We currently have two enterprise level email servers, accd.edu and mail.accd.edu. The goal of the email upgrade project is to migrate to a single unified mail system for all ACCD users.
- Is there spam and anti-virus protection activated on the Exchange Server?
Yes, the new email server will be integrated with the anti-spam and anti-virus applications, providing added security to email messages and spam.
- After the upgrade, will my current mail.accd.edu email be migrated to the new server?
Yes, all mail messages on the current mail.accd.edu server will be migrated to the new email server. Local mail stored on the hard drive (accd.edu) will not be moved using an automated process. When your account is enabled on the new server, any new incoming messages for your accd.edu account can be directed to the new mail server - MS Exchange. This process will require a request for the operation to take place. Additional information will soon be available.
- Can I use Macintosh to access my Exchange email messages and calendaring information?
Yes, the recommended program for Macintosh users is Entourage 2004 SP2. Refer to the help guide for client software settings. MAC users will also be able to access Outlook Web Access (OWA) for their immediate email and calendaring needs. OWA works with Safari, Firefox and Opera browsers.
- What are the minimum system specifications for MS Outlook?
- 256 MB of RAM
- Windows 2000, XP
- 1GB free space
- Intel Pentium 1GHz or faster processor
- Are Exchange public folders available for departmental use?
Yes, after the completion of Phase II, Exchange 2003 "public folders" will be available by request. A departmental representative, should contact the college I.T. Department to request a public folder if needed.
- When will my mail.accd.edu account be migrated?
Your mail account from mail.accd.edu will be migrated during the weekend of May 18th.
- Can I use another email client besides Outlook or Outlook Express?
No. ACCD has chosen Outlook to be the institutional standard e-mail client. The software will have to be reconfigured to connect to the new email Exchange server. Refer to the help guide for more information.
- Due to the new email address, the business card will have to be changed. Who will fund the expense?
Cost of changing your business card will be funded as a part of the project. Request procedures have been established to request the purchase of your business cards. A maximum of 250 business cards will be allowed for each request. Please remember that the deadline for requesting all business cards is August 1, 2007.
- What email account can I use on the business card?
You will need to use your PALS Email account. The migration will take place over a span of six months. During this time, your accd.edu e-mail account will continue to operate. However, at the end of the Fall '07 semester, your accd.edu address will no longer be available. To get your PALS email ID, please go to the Login page of your PALS portal or go to http://www.accd.edu/PALS and select "Click Here to obtain your PALS username" link. Follow the onscreen prompts. Your email account will be your PALS ID followed by the suffix mail.accd.edu. For example, if your PALS ID is jdoe, then your email account is jdoe@mail.accd.edu.
- What is the process for ordering business cards?
Follow your college's process of ordering business cards. For example, some colleges route their requests through their Public Relations Department.
Personnel responsible for submitting business card requests should perform the following:
Access the ACCD Acquisitions Department Website and download the Business Card Order/Requisition Attachment Form. Complete the form online, then print and fax it to 210-220-1532. Attention: Ms. Irene Fuentes.
You will also be required to make a copy of your current business card and fax the same to the above fax number.
At ACCD I.T., we will enter a requisition for your business card needs and submit the information to the Acquisitions Department for processing. Again, please remember the deadline to submit your request is August 1, 2007.
- What level of support will I receive once the email server is upgraded?
The email service is categorized as a 24/7 service. However, the server will be unavailable during certain times for regular system maintenance. Users will receive notice in advance for scheduled outages via the enterprise system alert facility on our ACCD I.T. website. ACCD I.T. staff are on call 24/7 to respond to emergency problems that are related to the new exchange server.
- Will we get training for the new email system?
Yes. Training is not mandatory, but many training opportunities will be made available. You will have access to face-to-face sessions and web training modules. Information on training will be sent to you via listserv.
- How can I register for training?
Several training sessions are being planned at the various colleges. To view the available sessions, access your PALS account, select the Employee tab and select the Training Management System channel. You will be able to register for your course using the online facility.
- What is the difference between MS Exchange and MS Outlook?
Microsoft (MS) Exchange is the software for the mail server and it is installed on our servers that are dedicated to the email service. Microsoft Outlook is the client software that is loaded on your computer that interacts with MS Exchange for accessing your mail messages and calendar events.
- What can I do to help with the email Upgrade implementation?
1. Clean up your mail folders and get rid of the messages that are no longer needed.
2. Review our online tutorial and take advantage of our face-to-face training.
3. Review our email Upgrade website regularly for project updates and status information.
4. Refer to the Email Upgrade Quick Start for more information.
5. Have a question and want to ask? Please do not hesitate to contact Support Central at 220-1616.
- Will my current listserv subscriptions work with the new server?
Yes, but you will need to subscribe your listserv with your new email address. PALSID@mail.accd.edu. Please refer to one of our helpguides to retrieve steps on subscribing to your current listservs with the new email address.
- Do I need a separate account to use the Calendar?
No, the calendar service is fully integrated with the new email server - Exchange. You will not need a separate account.
- Why is the training material for Outlook 2003 NOT available on the website?
Training materials for Outlook is copyrighted and therefore cannot be made available directly from our public website. You will need to log in to our PALS portal and access the documents that are available to support your training for email. Materials will be located in the Employee Tab > Employee Resources > ACCD File Sharing link > IT Documentation > Email folder. Documentation will be available soon.
- How will my PALS email be affected?
Our PALS portal will display email that is stored on our Exchange servers. Outlook Web Access will be fully integrated with PALS on May 25, 2007 (Phase II implementation date); this provides single sign-on access to Outlook Web Access.
- Will temporary staff and faculty (Adjunct Faculty) receive an email account on the Exchange server?
Yes, they are qualified for an email account. All employees, including temporary employees with a profile within the Human Resources System will receive an email account.
- What is my first point of contact to receive support for my email application?
Please check the email services website first. This site will be continuously updated with FAQ's, a tutorial, help guides and important support information. If you still have a question, you can contact Support Central at 220-1616. Please remember to take advantage of our online and face to face training options.
- How do I set up the email client on my computer?
Please refer to the help guides for information to setup email accounts within your mail client. You will only need to do this on or after May 25th. You will not be required to update your mail client with the new settings until then.
- I am experiencing a delay while accessing my email within PALS? Is this normal?
Due to a minor technical glitch, you will experience a slight delay while your email list gets loaded within your current web email client within PALS. You will only experience this during the Phase I of the project (May 18 - May 21th). The delay issue is expected to be resolved on May 25th, 2007 when Outlook Web Access (OWA) will get integrated to replace our current mail client available within PALS.
- Is there a limit on the amount of mail I can store on the server?
Yes, you will receive a warning message. To prevent from going over the quota, try to delete all the unneeded messages and deleted messages.
Staff will be allocated 250 MB of space. Students will be allocated 50 MB of space.
Staff will receive a Warning message when 200 MB is reached. When 225 MB is reached, a Prohibit Send message will display. When 250 MB is reached, a Prohibit Send & Receive message will display.
Students will receive a warning message when 40 MB is reached. When 45 MB is reached, a Prohibit Send message will display. When 50 MB is reached, a Prohibit Send & Receive message will display.
- Is there a warning message to indicate that I am getting closer to the storage limit?
Yes, when your mailbox gets 95% full. You will receive a warning message. To prevent from going over the quota, try to delete all the unneeded messages and deleted messages.
- Is there a limit on the size of the message you can send?
Yes, email messages should not exceed 20 MB. This includes the text on the body of the message plus any attachments.
- Sometimes, I receive messages from the System Administrator. What should I do?
Messages from the System Administrator are messages that are sent from the Exchange Server, for example, alerts, error message notifications and warnings. They are automated messages and do not require a response from your end. If you have additional questions or concerns, contact Support Central at 220-1616.
- Can I use a PDA with the new Exchange Server?
Yes, employees will be able to perform automatic synchronizations with their wireless PDA's, but it is highly recommended to have the Owner's Manual of your PDA to help in the setup. Information on setting up this feature will be available soon. Thank You for your patience.
- I received a message that one of my emails contained a virus. What should I do?
First contact Support Central at 220-1616. Our support technicians will walk you through the appropriate steps to verify and prevent any further virus problems on your computer and the network. Also, an I.T. support specialist will be dispatched to your site to help you remove the virus.
- What are the differences between Outlook and Outlook Web Access?
Web based version of Outlook (Outlook Web Access) is very similar to the Desktop Outlook version but not exactly the same. For example, personal folders and archive folders can only be accessed using the desktop version of Outlook. For a full list of Outlook and Outlook Web Access feature comparisons, click here and click here.
- I am currently using Outlook on Microsoft Exchange. Will my current shared calendars be available after the migration to MS Exchange?
Yes, the migration plan addresses content migration from your current MS Exchange servers. The ultimate goal is to go to a single, unified email environment for the whole district. Dates for migration, from your college MS Exchange servers have not been determined yet. ACCD IT will collaborate with the College IT departments to plan a complete migration process. Until then, you can continue to use the college MS Exchange environment. The processes involved with Phase I and Phase II will not adversely impact your current college MS Exchange servers.
- I currently use an exchange server at my campus to share calendars, contacts, etc. However, what will happen to all my information after the district converts to Microsoft Exchange?
After both Phase 1 (Hardware Upgrade) and Phase 2 (Software Upgrade), the exchange servers currently being used by SAC and NVC will not be affected. Their systems will continue to run until the District and the campuses have outlined a plan to provide for a seamless transition from the campuses exchange servers to the districts server. The campuses I.T. Staff will assist in the efforts to provide its users with all necessary information and additional support.
- How do I obtain my exchange email password?
Login to PALS, click on the Employee tab (located at the top left side of the page). Click on the Welcome to PALS Web Services link (located at the top left side of the page). Click on the Employee link, place your mouse cursor over the Personal Info menu (listed at the top). Click Email Password. Your password will be displayed as an eight-digit alphanumeric case sensitive password. Example A1b23c4E.
- Will meeting requests to non-ACCD email accounts post on non-ACCD calendars?
It may post if the external organization is using an Exchange Email Server and the Outlook desktop client is used.
- Can we check shared calendars at home?
Yes, if the Outlook desktop client is used at home and steps noted on "New E-Mail System - How To Setup Exchange at Home " Help Guide are followed.
- Can we migrate Pals calendar information into OWA?
No, however if you import the calendar information into an Outlook that has been converted to MS Exchange you will be able to see it in Pals. They both will be synchronized together.
- Can we share exchange features with external organization members?
No, in order to share exchange features with other organizations they would need to share security rights with our servers.
- Can I select a calendar to open as a default calendar in Outlook?
No, Unfortunately a user is not able to change the system default for calendars.
- How can I remove @accd.edu addresses from my To:, Cc:, or Bcc line since those addresses will not be valid after December 19, 2007?
To Remove individual names/email addresses:
1. Begin typing the name on the To, Cc, or Bcc line
2. When the list pops-up under your cursor, use the Down Arrow to highlight the name you want to remove
3. Press the Delete key
4. Repeat for each name you wish to delete
- Does PALS Outlook Web Access (OWA) have the auto-completion of email addresses feature?
Unfortunately, OWA does not have the auto-complete feature. However, you can use the following shortcut to find a person in the Global Address List: Type at least part of a person's PALS ID in the To: line and click "CTRL" and "K" (i.e., agonzale for Adam Gonzalez), a list of Names will display; all those names are matches to the specified ID. You can then select a name from the list and click OK which places the email address on the To: line.
- Can we setup external email accounts within PALS Outlook Web Access (OWA)?
Unfortunately, external accounts cannot be setup in PALS OWA.
- If my email Out of Office Assistant is ON and I receive email from a LISTSERV, will Outlook send the Out of Office notification to all members of the LISTSERV?
No, the Out of Office notification message will only be sent to the sender of the LISTSERV message.
- In reference to sharing the calendar or other Outlook folders, what is the difference between "folders," "items," and "files"?
Outlook has a folder for each of the following sections:
Mail, Calendar, Contacts, Tasks List, Journal, or Notes.
An item refers to an email message, an appointment or meeting, a contact, a task, a journal entry, or a note.
A file refers Microsoft Word documents, Excel spreadsheets, Power Point presentations, etc. placed in the Mail folder.
Files can also be placed in folders other than the Mail folder, however the files are placed as attachments. For instance, a file can be placed in the Calendar folder, however the file will display as an attachment in the specified appointment date/time area.
