Exchange

Available To: Faculty, Staff

 

Microsoft Exchange Email and Calendars

NAU uses Microsoft Exchange servers to manage employee email accounts. All employees receive an Exchange account upon employment at the university.

Faculty and Staff Email accounts are setup with as with a FirstName.LastName@nau.edu. For example, John Doe would receive an email address of John.Doe@nau.edu.

To learn more about Exchange email at NAU, choose from one of our articles below.

Getting Connected to Exchange

Learn how to get connected to Exchange by following any of the links below.

Windows

Mac OS X

Mobile Devices

In order to connect to Exchange, you must agree to abide by the terms of the existing mobile device policies.
Mobile Device Agreement

Web-Browser

What Options are Available for Exchange on Mobile Devices?

Before you begin using Exchange for mobile devices you will first need to agree to NAU's Mobile Device policies.

ITS will provide support to all university employees. Some employees may qualify for a phone allowance for data. For details including supported devices, please visit the ITS Data Phone Policy page. 


 Operating System Models Cost/Licence Fees Client Support Model Remote Wipe Capable
Windows Mobile OS 5 and upTypically any phone since 2006FreeNative ApplicationFully SupportedYes
Apple/iOS iOS 3 and upiPhone 3GS
iPad
iTouch 2010 and up
FreeNative ApplicationFully SupportedYes
Blackberry10Most models manufactured after December 2012FreeNative ApplicationFully SupportedYes
Android / Droid OS 2.5 and upMost models manufactured after 2008$20.00Touchdown (Third Party Application)Fully SupportedYes
Android / Droid
(Native App)
OS 2.5 and upMost models manufactured after 2008FreeNative ApplicationLimited SupportYes
What is the Exchange Email Quota

A "soft" quota is placed on every Exchange account created at NAU. When your account approaches the limits of this quota, you will receive an email with information on how to optimize your email client settings, and how to get your quota increased if necessary. We have included these instructions here for those people who would like to proactively keep their email well maintained and optimized for their client and for our server.

Quota Management Tool

View your quota by visiting the Quota Management Tools.

Maintenance & Optimization

Move unneeded emails to the Deleted Items folder.

Select the email you wish to move and press the delete key.

Empty the Deleted Items or Junk Email folder

Right‐click on the folder you wish to empty in the folder list and select “Empty Folder.” Note: This option only exists for the Deleted Items and Junk Email folders.

Remove unneeded attachments from saved emails

  1. Open the e‐mail. Right‐click on the attachment you wish to remove, then click “Remove.”
  2. Click the Save button, or close the email and choose to save the changes when the dialog box asks you.
  3. The e‐mail will be retained, but the attachment will be gone, thus freeing up space in your account.
Exchange Email Retention

How long does Exchange maintain email data after a person leaves?
NAU follows these business rules for determining when to remove email data from the Exchange system after a person has left the university:

Staff: When a staff member’s record becomes inactive in LDAP (through processing of a PAR form), a notification mail is sent to let them know their account will be turned off in 14 days. After the account is turned off the data is kept for six months and then purged from Exchange.

Affiliate: When an affiliate’s record becomes inactive in LDAP (through expiration of their affiliate status), the account is turned off immediately. Affiliates are notified 30, 10 and 3 days prior to turning off the account. After the account is turned off the data is kept for six months and then purged from Exchange.

Faculty: When a faculty member’s record becomes inactive in LDAP (through processing of a PAR form), the faculty member is notified that they will have six months to access their email. After six months, the account is turned off for another six months. After this second six months beyond the initial inactive date, the account is finally purged and the data removed from Exchange.

Student employees: Student Exchange accounts will expire every May 15th. Notification will be sent to the student worker Exchange account on May 1st. (Supervisors can request a renewal of a student’s Exchange account prior to May 15th).  After the account is turned off the data is kept for six months and then purged from Exchange. Exchange Policy and Student Workers.

Can I get access to email from a previous employee’s account? With approval from Human Resources, supervisors may request that the staff member’s mail be transferred into a shared mailbox so it may be accessed by whomever the supervisor deems necessary. This request must come to the ITS Solution Center through Human Resources. The request must be submitted within six months and two weeks after the termination date for a staff member, within six months after the termination date for an affiliate or student worker, and within a year after the termination date for a faculty member.

NOTE: Requests to access student or affiliate email folders will be handled as special cases and evaluated individually as they arise.

What process is available for management to retrieve the email data for a current employee?
The request must come through Human Resources to the Solution Center. This assures the request is legitimate and coming from an appropriate supervisor and assures there isn’t an ongoing affirmative action investigation or some other special circumstance that would require limiting normal supervisory access to work-related email.

If I am given permission through HR to view another employee’s email, will it be put in my account?
No. A shared mailbox account will be created and the email placed directly into the mailbox. Once this is done and the employee’s email is transferred, the supervisor will be given instructions for connecting to the mailbox, and for giving access to other employees, if necessary. The shared mailbox can be accessed through Outlook Web Access (OWA), Outlook 2007, 2010, 2013 or Entourage.

Are there any other issues not covered in the above questions that are pertinent to the termination policy regarding access to NAU emails? There are a lot of complexities involving email business rules that are not addressed in these questions; for example, Human Resources can ask us to temporarily disable an employee’s ability to read their email pending the resolution of an internal investigation. For a listing of current Exchange business rules (currently being revised) see Exchange email business rules.

Exchange POP and IMAP Settings

Microsoft Outlook:
Server: iris.nau.froot.nau.edu

Server Settings:
imap server: iris.nau.edu
port: 993
user name: abc123
connection security: SSL/TLS
authorization: normal password

SMTP Settings:
outgoing SMTP server: iris.nau.edu
port: 587
user name: abc123
connection security: STARTTLS
authorization: normal password

Exchange Email Distribution Lists

Exchange Email Distribution Lists are used to send an email to a predefined group of users.

If you need to send email to more than 100 people and they all have NAU email addresses (due to system limitations) then this will work for you. These distribution groups are based off of an Active Directory Group and, because of this, they can also be used as and active directory security group.

To learn more about working with and managing Distribution Groups within OWA 2016, refer to our support page.

How to Request

Please contact the ITS Solution Center to request. 

Retiree Service & Support

Qualified retirees can maintain their email access through NAU for professional and personal use. 

Retirees are responsible for any FERPA protected data in their email account upon retirement. ITS recommends that all retirees remove any FERPA protected data upon retirement.

Retiree Support

ITS is not responsible for support, training or troubleshooting, on any personal or public hardware, software (Microsoft Office, Email Clients), or networks. Email clients like Microsoft Outlook, Mac Mail or Thunderbird are not supported but ITS does provided limited support for the Outlook Web App of the NAU Exchange email environment.

Eligibility

Email eligibility is based on being fully vested in one of the primary retirement plans (ASRS, PSPRS, ORP). Eligibility for NAU retiree affiliate email accounts will be determined by a Human Resources representative.

Individuals on long term medical disability status from NAU, regardless of age, are also eligible.

Faculty emeriti do not have to fill out this form to keep their NAU Exchange Email.

How to Request

In order to maintain your email after you retiree you must contact Human Resources and fill out the Retiree Email Services Application Form.

Email Information
  1. Do know your rights. Although we can't stop all off campus spam, NAU will investigate complaints and try to protect our employees. Feel free to call on the NAU Police Department, Human Resources, Affirmative Action, or even ITS if you feel threatened or uncomfortable due to email or any electronic communication you receive at work. 
  2. "Don't put anything in email you wouldn't mind seeing on the front page of the Daily Sun." (Karen Appleby)
  3. Do be suspicious. Email can be forged; virus alerts are often "hoax viruses" (especially if they make extreme claims). Check out or contact the Solution Center directly rather than passing on an alert to all your friends.
  4. Don't run programs sent to you through email. Also, be sure to install anti-virus software on your PC (see the Software Downloads link or call the Solution Center at 928-523-1511).
  5. Do not pass along chain mail or participate in spam (unwanted email).
  6. Do be professional (careful) in all forms of electronic communication, including web pages, and online chat rooms. Consider: an IT professional, using the NAU network connections after hours, got mad at a former student (for very good reasons) and finally, after weeks of on-line abuse from the student, let him have a piece of his mind in a private electronic conversation. The student captured the discussion and sent the nastiest parts to the President's office demanding that the employee be fired.
  7. Do know and respect your limits using state property. This is not your personal playground. Building or using NAU's web resources to play games or to sell your home, for instance, is unacceptable. Consider also the U of A employee found to have pornography on his hard drive, which led to his dismissal.
  8. Do know that email messages have size limits. When sending and receiving email though NAU’s mailgate the limit is 20 Mb.  Other email services, especially free services, typically have a smaller send/receive limit.  If you need to get a large file, like a PowerPoint presentation, to someone contact the Solution Center to find an alternative other than email.
  9. Do respect quantity guidelines. As a general rule, if you're trying to send a message to more than 100 people you should contact the Solution Center to find out the best way to do this. Email sent to all students, for instance, needs to be cleared by the President's office.
  10. Do not use email for everything. It's very easy to be misunderstood in email. Consider the emotional impact of the message and choose email for low emotional content, phone for mid-level emotional content, and in person (face-to-face) for high emotional content. Get in the practice of reviewing your own emotional state for each email message you compose. At the very least, "sleep on it" before sending highly emotional messages in email.
  11. Do review your To: and Cc: lists carefully before sending; especially when replying to a message.
  12. Do not reply to automatic mail sent from the "postmaster" account. If you mistype an email address, a "delivery error" notification is sent back to you. Call the NAU ITS Solution Center if you need assistance.

Finally, come clean right away if you mess up! Let your supervisor know what happened as soon as possible if, for some reason, you suffered some temporary insanity and your fingers hit the send key when they should have been twiddling. We have all done it, and coming clean helps prove it wasn't premeditated and/or malicious in intent. The more help with damage control, the better.

Setting Exchange Profile Picture

You can set your Exchange profile picture by following these step-by-step instructions. There are certain guidelines your image must meet.  It must be a professional-looking picture of you. Anything is acceptable as long as it is a professional-looking photo of yourself.  Pictures of pets, group pictures, unprofessional pictures of you, pictures you downloaded off the internet, etc. are not acceptable.

Note:  You must have a picture ready to complete this process.  

Step 1

Navigate to “my.sharepoint.nau.edu” in a web browser. You may see a popup window like the one shown above.  Type your NAU User ID into the first field and your NAU password into the second field.  Click "OK" when you are finished.

 Exchange - Profile Picture - Windows Security

Step 2

Hover your mouse over your profile picture in the upper-left hand corner. Select “Change Your Photo”.

Exchange - Profile Picture - Change Profile Picture 

Step 3

A pop-up will appear, select “Choose File”.

Exchange - Profile Picture - Choose File

Step 4

A window will appear for you to browse and select your photo. Select your picture and select “Open”.

 Exchange - Profile Picture - Picture

Step 5

Select “Upload”.

 Exchange - Profile Picture - Upload

Step 6

The pop up will disappear, select “Save and close”.

 Exchange - Profile Picture - Save

Exchange Accounts For Departments, Organizations, & Student Employees

Department and Organization Email Accounts

Department or Organization mailboxes are provided for email related to departmental, project, program or organizational needs. A Department or Organization mailbox enables one or more individuals to share responsibility for receiving and/or sending email on behalf of an NAU department, project, program or other organization.   A Department or Organization mailbox should also be utilized to associate a single, recognizable address with an organization. 

Using a Department or Organization mailbox for ongoing organizational email communications has several advantages over using individual’s email.

  1. The mailbox address can be published on the web and in print, projecting an organizational image.
  2. The mailbox can be assigned an email alias that reflects its function, i.e. "Admissions@nau.edu".
  3. The mailbox remains unchanged, maintaining any saved messages, sent items, etc, when responsibility for reading and responding to email moves to a different individual.
  4. The manager of a the mailbox has the ability to update mailbox user access privileges at any point in time, enabling them to make changes as staffing changes.
  5. User access to the accounts is based on the individual’s username and password; no need to remember or share login information among users.
  6. Management of a the mailbox may be easily transferred to a different individual when necessary.

It is recommended that a Department or Organization mailbox be requested anytime there is a need to communicate via email as a functional group rather than as an individual. 

Availability

Any NAU faculty or staff member may request a Department or Organization mailbox, and access to these mailboxes can be shared among specified faculty, staff, students and affiliates.

How to Request

Contact the ITS Solution Center at 928-523-1511 to request a shared mailbox.

Managing a Shared Email Mailbox

Shared email account managers have the ability to add and remove users from an email account. If you plan to add Students to your shared email account or need to change managers for your shared email account, please contact the ITS Solution Center at 928-523-1511.

To begin managing shared email box users you will need to start a remote connection to GreenPC. Here are the instructions on how to connect to GreenPC.

Step 1

Connect to GreenPC. (Note: For instructions on how to connect to GreenPC follow the instructions here.)

Step 2

Once connected, select the “Start” menu at the bottom left corner.

 Exhange - Managing Shared Email - Start

Step 3

Under Common Tools select “Active Directory Users and Computers”.

 Exhange - Managing Shared Email - Active Directory Users

Step 3

The Active Directory console will then open, select “nau.froot.nau.edu”.

 Exhange - Managing Shared Email - NAU Froot

Step 4

In the Active Directory console menu, click on the “Find Users, Contacts, and Groups” icon.

 Exhange - Managing Shared Email - Search

Step 5

In the “Name” field, enter the aliased name of your shared email account. This name should start with "s-". Then, select "Find now"

 Exhange - Managing Shared Email - Find Now

Step 6

There will be three options available. The only option you will work with is the one that has “_Users” at the end of its name. Once you have located the option, double click on the option name. This will present you with a properties window for your selection.

 Exhange - Managing Shared Email - Users

Step 7

In the properties window, select the tab for “Members”. Then, select the "Add..." button to add new users.

 Exhange - Managing Shared Email - Users Add

Step 8

You will then be presented with a new search box, enter the user ID of the person you wish to add to your shared email account. Then, select “Check Names”. This will allow the system to verify that you have typed in the user name correctly.

 Exhange - Managing Shared Email - Check Names

Step 9

Select “OK”.

 Exhange - Managing Shared Email - OK

If you have any questions about managing shared email accounts or encounter problems while managing your shared email account please contact the ITS Solution Center at 928-523-1511.

Related Services

Available to studentsAvailable to facultyAvailable to staff

Information and resources for Email at NAU.
Available to studentsAvailable to facultyAvailable to staff

NAU provides several options for distributing email to small or large groups of people both on and off campus.  Please examine the options below; reviewing the various features to better assist you in choosing the option that best fits your needs.