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Exchange Online: Getting Started

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Information Resources & Technology is moving employees, medical students, and affiliates this spring to Exchange Online, which is cloud-hosted by Microsoft, as part of a larger effort to better support flexible work models.

Exchange Online offers 100 GB of storage per mailbox (up from 2 GB of storage now), an upgraded Outlook web browser experience, and better reliability and accessibility for your email.

Exchange Online Instructions:

Windows

Once your account has been migrated, you will NEED TO REBOOT your computer.

Once rebooted, should be able to access your email on the Outlook desktop client without any further action.

Most managed Windows computers have been upgraded to Office 365 and Outlook should automatically connect to your new Exchange Online mailbox. 

Troubleshooting:

If Outlook does NOT connect to your Exchange Online mailbox automatically please try the following:

  1. REBOOT YOUR COMPUTER
    • Open Outlook after rebooting and if you still can't access your mailbox, move to step 2.

  2. Check your Outlook version
    1. Open Outlook and check the loading screen. If you have Microsoft 365, the screen should say "Office 2019."



    2. If it DOES NOT say "Office 2019," please follow the instructions in this Knowledge article to Upgrade to Microsoft 365.
    3. Once complete, open Outlook.
    4. If you are not prompted to connect to your Exchange Online account automatically, please try running the Exchange Online Configuration in the next step.

  3. Run the Exchange Online Config tool in the Company Portal
    1. Close any open Outlook windows.
    2. From the Start Menu, search for and select Company Portal.



    3. Click Exchange Online Configuration to configure Outlook (you may need to search for it).



    4.  Relaunch Outlook. If you are not prompted to connect to your Exchange Online account automatically, please try manually creating your profile in the next step.

  4. Manually create a new Profile.
    1. Search for "Control Panel" and click to open it.



    2. Within the Control Panel, change the "View" option to large or small icons and then select the "Mail" app.



    3. Select "Show Profiles."



    4. Delete any existing profiles and then click "Add" to start a new profile.



    5. Name the new profile "Outlook-EXO." Naming it something else may cause a second profile to be created if an automated profile is added.



    6. Have the customer enter their Rowan email address and password. Click "Next."



    7. The account will finalize and should produce a "Congratulations" window. Click "Finish" and then re-launch Outlook.



If none of the above troubleshooting steps worked and you still need help, please contact the Technology Support Center at 856-256-4400 or submit a ticket in the IRT Support Portal.

For More Information: Quick Reference Guides for Outlook on Windows, Mac, Mobile, and Web


NOTE: If you were previously notified by IRT that you have a desktop computer with an outdated version of windows called Windows 10 LTSB, then Exchange online will not work. To find out which version of Windows your device is running, press the Windows logo key key, type winver in the Open box, and then select OK.

If the displayed version says "LTSB," you must use Outlook for the web or the Citrix Outlook Client on that computer.

Re-Apply Your Signature

After the migration to Exchange Online, your signature is saved but needs to be re-applied if it was previously added to all new messages and/or all replies and forwarded email automatically.

To re-apply your signature:

  1. Open a New Message in Outlook.
  2. Click "Signatures" in the upper toolbar and then "Signatures..."



  3. On the right side of the window, click the drop-down next to "New messages" and choose the signature you would like to add to all new messages.
  4. Do the same for the "Replies/Forwards" drop-down if you choose to add the signature to all replies and forwards as well.



  5. Once you are done, click "OK" at the bottom of the window.


MAC

Once your account has been migrated, you will NEED TO REBOOT your computer.

Once rebooted, should be able to access your email on the Outlook client without any further action.

Most managed Mac computers have been upgraded to Office 365 and Outlook should automatically connect to your new Exchange Online mailbox. 

Troubleshooting:

If Outlook does NOT connect to your Exchange Online mailbox automatically please try the following:

  1. REBOOT YOUR COMPUTER
    • Open Outlook after rebooting and if you still can't access your mailbox, move to step 2.

  2. Check your Outlook version. You may be using an outdated version of Outlook.
    1. Open Outlook.
    2. Click "Outlook" in the top menu and then select "About Outlook."
    3. If you have the most recent version of Outlook, it should say "License: Microsoft 365 Subscription."



    4. If your version says "License: Microsoft 365 Subscription" you have the latest version, but may need an update:
      1. In Outlook, select the Help menu at the top.
      2. Click "Check for Updates." 
      3. After the installation is complete, please try opening Outlook to see if it prompts you to connect automatically, and if not, try resetting your Outlook settings.

    5. If your version DOES NOT say "License: Microsoft 365 Subscription" you should upgrade to the latest version, Office 2019.
      1. Close any open Outlook windows.
      2. Login to the Rowan Self Service Portal.
      3. Once logged into Self Service, search for "Office" to find the Office 2019 installer and select Install.



      4. After the installation is complete, please try opening Outlook to see if it prompts you to connect automatically, and if not, try resetting your Outlook settings.

  3. Reset your Outlook Settings
    1. Close any open Outlook windows.
    2. Login to Self Service on your Mac.
    3. Search for "Outlook" or browse to the "Microsoft" section.
    4. Select "Reset Outlook Settings."



    5. Open Outlook to see if it now connects to your Exchange Online mailbox.
    6. If Outlook doesn't prompt you to connect automatically, try adding your account manually.

  4. Add your account manually:
    1. Open Outlook.
    2. Select Outlook > Preferences > Account.
    3. Click the plus (+) sign and select New Account.
    4. Type your full Rowan email address and select Continue.



    5. Type your Rowan password and select Add Account.
    6. Click Done.

If none of the above troubleshooting steps worked and you still need help, please contact the Technology Support Center at 856-256-4400 or submit a ticket in the IRT Support Portal.

For More Information: Quick Reference Guides for Outlook on Windows, Mac, Mobile, and Web

Re-Apply Your Signature

After the migration to Exchange Online, your signature is saved but needs to be re-applied if it was previously added to all new messages and/or all replies and forwarded email automatically.

To re-apply your signature:

  1. Open a New Message in Outlook.
  2. Click "Signatures" in the upper toolbar and then "Manage Signatures."



  3. On the right side of the window, click the drop-down next to "New messages" and choose the signature you would like to add to all new messages.
  4. Do the same for the "Replies/forwards" drop-down if you choose to add the signature to all replies and forwards as well.



  5. Once you are done, close the window.


Mobile Devices

The Microsoft Outlook Mobile app is the ONLY supported way of accessing your Exchange email on a mobile device.

We do not recommend using any app other than the Outlook app, but if you choose to use a configuration that IRT will not provide support for, you can find instructions for the iOS App and Android email app on the Microsoft website.


Outlook on the Web

Access your email on the web at http://outlook.office.com

Shared Mailboxes

Shared mailboxes should work normally for users migrated to Exchange Online once the shared mailbox has been migrated as well.

Students accessing shared mailboxes

Students will still access shared mailboxes via the web. Once the shared mailbox has been moved to Exchange Online, they will need to go to a new URL:

https://outlook.office.com/sharedmailbox@rowan.edu 

They will then need to log in with their own username and password.


Helpful Links


If you have any questions or need help, please contact the Technology Support Center at 856-256-4400 or submit a ticket in the IRT Support Portal.

 

 

 

Revised by Gangloff (ADM), Christine
Last modified 02/15/23 12:30:01 AM