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How to Manage a Student Employee Exchange Mailbox (Article #833)


Created on March 8, 2016
Last Modified on June 28, 2017
Technical Level:  Novice

   




Student Employee Access

 

Student employees at Towson may require access to various IT services and systems for their job, such as file shares (like DeptShare, CustomShare), Exchange e-mail, SharePoint, PeopleSoft and other applications.

 

There is currently no automated process to grant any access for new student employees.  A student employee should contact their supervisor if they believe they need additional access.

 

Supervisors should contact OTS with questions (http://www.towson.edu/technology/contact).

 

 

Student Employee Exchange Mailbox

 

Some student employees may receive an Exchange mailbox (in addition to their Webmail Powered by Google mailbox).  This is a faculty/staff-type mailbox in Office 365 "Exchange Online."

 

OTS recommends that student employees receive an Exchange mailbox only when required:

 

  • An Exchange mailbox is not needed if the student is JUST accessing a shared maildrop (a group mailbox commonly used by departments, projects and other teams).  This is the most common scenario for student employees.
  • A student employee needs an Exchange mailbox if they wish to use shared calendaring (although, some basic calendar invitations can be done with just a student's regular Webmail Powered by Google account).

 

Students should be aware of implications before an Exchange mailbox is created for them:

 

  • The student employee will have two separate mailboxes -- a Webmail Powered by Google mailbox and an Exchange mailbox.
  • Mail from students and the Internet will go to the Google mailbox; mail from official university addresses, faculty/staff, the Daily Digest, and other student employees will go to the Exchange mailbox.
  • There are options for forwarding mail from one mailbox to the other.

 

OTS will attempt to dissuade supervisors from requesting student employee mailboxes when not required.

 

 

Accessing an Exchange Mailbox

 

This account is separate from the Webmail Powered by Google mailbox which every student receives. 

 

Student employees will continue to use the same username and password they use for their regular student computing account.

 

If a student employee has been given an Exchange mailbox, they can access it in three ways:

 

  • Use Microsoft Outlook when on-campus. Microsoft Outlook is the default email application used on campus by student employees to manage email and shared calendars. Training sessions and self-help documents for using Outlook's many features are available through OTS Training.
  • Use Outlook Web Access (http://outlook.towson.edu) when off-campus. This presents a simplified interface and may not have all the desired features of Microsoft Outlook.  This is the recommended option off-campus.
  • Use Virtual Workspace (http://vw.towson.edu) when off-campus to get access to Microsoft Outlook.
  • Use the Outlook mobile app (or another ActiveSync- or IMAP-capable application).

 

Student employees receive the same email mailbox quota in Office 365 as faculty and staff (50GB).

 

 

Managing Two Separate Mailboxes

 

Student employees who receive Exchange mailboxes will have two separate mailboxes, which use the same email address:

  • a Webmail Powered by Google mailbox
  • an Exchange mailbox

 

By default, email messages will be split between the two mailboxes:

 

  • Mail from other students and from non-TU senders will go to the student's Webmail Powered by Google mailbox.
  • Mail from official university addresses, faculty/staff, and other student employees will go to the student's Exchange mailbox.

 

Students can choose to keep accounts separate (default), or set up their email so that all messages are kept within only one of their mailboxes:

 

  • Option 1: Keep separate accounts (the default).

No further action is required. The student will be responsible for checking e-mail in two separate accounts for new messages.  Any mail from faculty/staff to the student will go to the Exchange mailbox, and any mail from other students, non-Towson senders and most automated messages will go to the Webmail Powered by Google mailbox.

 

  • Option 2: All mail sits in the Webmail Powered by Google (Student) mailbox:

Students can configure their Webmail mailbox to download mail automatically from their Exchange mailbox on a regular basis using the POP mail import settings in Webmail: http://mail.google.com/support/bin/answer.py?answer=21289. The procedure requires some information so that Google can connect to the Exchange mailbox (such as server name and port number); that information is available at https://www.towson.edu/knowledgecenter/article.aspx?article=656. When configuring mail to be downloaded, you will probably want to set it to "Leave a copy of retrieved message on the server." Since "POP" access is disabled on all Exchange mailboxes by default, you must contact OTS to request that POP be enabled on your Exchange mailbox.

Alternatively, instead of relying on POP, mailbox forwarding can be used to send new mail automatically from the Exchange mailbox to the Google mailbox.  In Outlook Web App (http://outlook.towson.edu), open Settings, search for “forwarding“, choose the “Start Forwarding“ option and specify the address NetID+forward@students.towson.edu, such as jdoe1+forward@students.towson.edu .  (You cannot use your NetID@students.towson.edu address since it will route right back to your Exchange mailbox.)

 

  • Option 3: All mail sits in the Exchange Online (student employee) mailbox:

Students can forward all mail that goes to their Webmail mailbox to their Exchange mailbox. Instructions for setting up forwarding are available in the Student Employee document on the OTS Training Self-Help Documents site: http://www.towson.edu/technology/training/resources/documents/webmail-google/wmg03-student-employees.pdf.

 

 

Removing the Student Employee Exchange Mailbox

 

When a student employee leaves student employment, they may wish to have their Exchange mailbox removed; it's optional and up to the student.

 

Prior to requesting that the mailbox be removed, if there's a need to keep a copy of the Exchange mailbox's email, either:

 

  • export the mailbox to PST file or another format (Note that PST files can only be opened in Outlook or viewed using a free PST Viewer such as http://www.freeviewer.org/pst)
  • pull all the mail into the Webmail Powered by Google mailbox using POP (see Option 2 in the section above)
  • forward individual messages out to another email address manually (Note that to forward individual messages to your Webmail Powered by Google mailbox, you cannot use your NetID@students.towson.edu address since it will route right back to your Exchange mailbox -- you must use NetID+forward@students.towson.edu .)

 

OTS must be contacted to remove the mailbox.  Once it's removed, all mail will be permanently deleted.

 

 

 



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