CUMC IT Exchange FAQs

What should I do if I've forgotten, locked, or need to change my Exchange email account password?
The myPassword site should be used to instantly fix issues with your Exchange account password.

• If you haven't already set up security questions on myPassword, see the instructions here.
• To change your password now, go to https://mypassword.cumc.columbia.edu/. You will have to login with your Columbia UNI account first.
• For additional help on using myPassword click here.

If you have not set up a profile on myPassword yet or are not able to successfully use it to fix your Exchange account issues, please call us at extension 5-Help (212-305-4357), option 5.

How much space do I have on my Exchange account?
Storage space for a standard account on the Exchange server is 1GB. This includes your mailbox and its contents (including any attachments), Calendar entries, and other items that you have kept on the Exchange server.

When your account reaches its storage limit, you will receive two automated warnings that your mailbox is full. As soon as you see a warning please delete or archive items. After the two warnings if the account reaches its limit, a final message appear stating that you can no longer send email from your account. At this point you will not be able to send or receive mail until you have removed enough items from your account.

We highly recommend using AutoArchive to avoid reaching your Exchange quota, please see Microsoft's tutorials on how to Automatically move or delete folder items with AutoArchive and AutoArchive Settings Explained.

Can I receive more space on my Exchange account?
We recommend that anyone with storage issues on Exchange use archiving to stay under the default quota of 1GB (see above), however more space can be requested by contacting us at extension 5-Help, option 5. Billing information will be required.

What types of attachments can I use with my Exchange account, and how large can they be?
Attachments can be almost any file type as long as they are not Executables (files ending in ".exe"). Attachments can be up to 10MB; if you attempt to attach something larger, Outlook will display a warning when you attempt to send it.

If you need to share files larger than 10MB with others in your department there is typically a shared network drive that can be used. If the file does not contain sensitive information, it is possible to use an online file sharing services such as Dropbox, Google Drive, Microsoft SkyDrive or Apple's iCloud, however you must be very sure that you are not violating institutional policies or requirements by using one of these services.
IMPORTANT: any files containing sensitive information including PHI, PII, or institutional information cannot be stored (temporarily or permanently) using a vendor that does not have a signed Business Associates Agreement with Columbia. Please contact CUMC IT Security if you need to transport PHI, PII (personally identifiable information) or other confidential information.

How do I get a CUMC IT Exchange account?
Please see details on the CUMC IT Exchange and Outlook page.

How do I subscribe to New Courseworks calendars in my email program?
Please see this New Courseworks FAQ for step by step instructions.

Will I see the same mailbox sub folders on any computer and Outlook Web?
If you have set up Outlook to receive your CUMC IT Exchange mail on multiple computers (such as a laptop when you are off campus and a desktop computer when you are on campus) you may not see the same sets of folders aside from those in your main mailbox. Your main mailbox is typically identified by your Last Name, First Name at the top of the list of folders; this mailbox is highlighted in the picture at the right.

These folders and the items they contain can be seen from any computer that has been configured to connect to your CUMC IT Exchange account (and the Outlook Web App), since they "sit" on the Exchange server. These are also the items that count towards your mailbox size, typically 1GB.

Any folders and items that you want to see from multiple computers should be created and stored under your main mailbox heading. Other folder headings such as Archives typically exist on that particular computer's hard drive, and therefore can only be viewed when using that computer. These items will also not appear when using the Outlook Web App. NOTE: items under the Favorites heading are simply links to a specific folder or item.

You can manually drag individual messages and some sub folders to different locations at your preference. Using Outlook's AutoArchive feature is also highly recommended to automatically move older items to help manage the space on your Exchange mailbox, please see Microsoft's tutorials on how to Automatically move or delete folder items with AutoArchive and AutoArchive Settings Explained. Archived emails will still appear in any search results and can be viewed from their folder(s) as with any other messages.

Why isn't Outlook auto-filling an email address in the To field, or using the wrong address for someone?
A feature of Outlook called Auto-Complete saves address and name information on a computer that you've previously typed in when sending a message or meeting request. The next time you type the first few letters of the contact name in a To field, Outlook automatically lists any user names or emails you have used before that start with the same characters. If Outlook isn't suggesting someone, you only have to enter it once on that computer/iteration of Outlook for it to save in Auto-Complete.

Information in Auto-Complete is specific to the computer, and is saved in the Outlook profile used on the computer. This means that addresses you typed in when using Outlook with your Exchange account on one computer (ex: a desktop at your office) will not synchronize with another (your laptop). Remember that you can use the CUMC Directory when searching for addressees (click the address book icon near the To or related fields) or save information in your Contacts, which will synchronize across different computers in the same Exchange account.

To remove bad or old information for one address saved in Auto-Complete on a computer, right-click on it while it is highlighted in the To field and select Delete. If you would like to remove all of the saved information in your Outlook profile on a computer:

1. Select the File tab in the upper left corner of Outlook, then Options.
2. Select Mail from the left column and scroll down to the Send Messages heading.

   

3. Click on the Empty Auto-Complete List button to the right, then the Yes button in the pop up window that asks Are you sure you want to empty the Auto-Complete List?
4. Once Auto-Complete is emptied you will be back at the Outlook Options window, select the OK button in the lower right to close and return to Outlook.
5. Open a new email message or meeting request and begin typing in the To field. Outlook should not prompt you with any names or auto-fill and will begin re-creating a new Auto-Complete list for you.

What are Folder and Calendar Permission levels?
Permission levels grant various types of access to others with Exchange accounts to whom you have given delegate access. Full permission means the delegate can Read, Edit, and Delete a file or folder. Additional levels of access are listed below by ability:

These levels allow the delegate to delete files in the folder you give them access to - use caution!

• Owner - This grants FULL permission to the selected Outlook folder; it is not recommended.
• 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, though it may be useful if you want others to organize your folder.
• Editor - This grants FULL permission, except for the ability to create new folders. This is the recommended setting for Calendars.

These levels allow the delegate to edit/delete only files they have created:

• Publishing Author - Similar to Publishing Editor, except the delegate cannot delete files (or appointments) you have created.
• Author - Similar to Editor, except the delegate cannot delete files (or appointments) that you have created.

The following grant minimal access to a folder:

• Nonediting Author - The delegate can create items (not folders), but cannot edit anything. They can delete items that they have created.
• Reviewer - The delegate can see folders, but not sub-folders.
• Contributor - The delegate can create items.
• None - The delegate has no permissions. This is why you see a Default user with the Permission Level: None in the mailbox properties dialog box.
• Free/Busy time (Calendars only) - The delegate can see whether you have an item scheduled in the selected Calendar as Free or Busy. This is the default for all CUMC IT Exchange accounts to allow for easier selection when sending meeting invitations.