This page gives you detailed steps you can follow if you want to create an Exchange email account and then either 1) forward all your IU email to Exchange OR 2) forward email from Exchange to some other email account. You may need to follow these instructions if you are an AI/UI with a umail Gmail@IU account but need to create an Exchange account to meet IU email requirements. Alternatively, you may need an Exchange account for things like VoIP phones or calendaring but don't want to use Exchange for email.
|UPDATE Aug 17th, 2017: There has been a change in account creation procedures at IU that affects new graduate students. As a result, the information you might have received during orientation may or may not be accurate, depending on when and how your accounts were created. Previously, both graduate and undergraduate students received a Umail email account by default. This has now changed for new graduate students who will receive only an Exchange account, and not a Umail account, by default. As a result, new graduate students may not need to bother with the creation of an Exchange account and associated forwarding if they have only the Exchange account. You |
Please note that incoming graduate students, staff, and faculty will receive an IU Exchange account by default. Existing graduate students, graduate students who were originally IU undergraduates, and undergraduate students may or may not have an existing Exchange account. To verify if you have an existing Exchange account, you can see what accounts you have per How can I view my personal or group UITS computing accounts? However, if you were an undergraduate student at IU before becoming a graduate student then you will have a Umail account and likely won't have the Exchange account so the instructions on this page still apply. If The email landscape at IU can be a bit confusing so if you are confused and have questions, please let us know.
It is very important to realize that the IU Exchange system does not honor your global IU email forward. For example, if you have your email@example.com and/or firstname.lastname@example.org email set to forward to some email system other than Exchange (eg. Umail or Gmail) and someone sends email to you from Exchange it will be delivered to your Exchange account and NOT forwarded. For this reason, it is important to either check your Exchange email frequently or set up forwarding so you don't lose email.
Step 1: Create your Exchange Account
If you did not receive an Exchange account by default and have not already created your Exchange account, you can do so as follows:
Read your exchange email separately - If, for example, you have a Umail Gmail@IU and Exchange account, you can just read both of them frequently and keep the email separate. You can use the OWA Web Interface to read your Exchange email or you can use any other email client (eg. Outlook, Thunderbird, Apple Mail, etc). If you want to go with this option, then you are done. The rest of this page involves setting up forwarding.
If you are an Undergraduate Instructor (UI) or Associate Instructor (AI) creating an Exchange account to be in compliance with IU policies regarding Student use of email for work-related purposes you will want to select option 2 and forward your IU email to Exchange. Simply creating the Exchange account is not sufficient to meet these requirements.
- Forward all your IU email to Exchange - If you want to have all your IU email forwarded to a single account, you can forward everything to the Exchange system and read it from there. If you want to go that route, follow the instructions in step 2a below. Since the IU Exchange system is the approved place for email communications that might contain sensitive information (such as email exchanges between students and their Instructor or AI), this is the recommended option for all faculty, staff, AIs, and UIs.
- Forward your Exchange email to some other account - If you would rather not have to read any email on Exchange, then you will have to forward that email elsewhere. Just keep in mind that the IU Exchange system is the approved place for email communications that might contain sensitive information (such as email exchanges between students and their Instructor or AI). If you want to go with this option, follow the instructions in step 2b below. Before you chose this option, please review this KB page to be sure you are not violating IU email policies: Student use of email for work-related purposes.
Once that is done, you still have to deal with your Umail Gmail@IU account. If someone sends email directly to your @umailGoogle@IU xmail.iu.edu address then that will still go to your Umail Gmail@IU account. If you want all the Umail Gmail@IU email to also forward to Exchange, you can do that by following the instructions in the UITS KB page At IU, how do I add or remove forwarding for my Umail account? Gmail forwarding documentation.
Step 2b: Forward Your Exchange Email To Some Other Account
- Go to the Outlook web interface at https://mail.iu.edu/. If you get an error (see note above) please wait and try later.
- Near the upper right corner, click the Settings icon (looks like a gear) and select Options from the menu.
- On the left menu, select organize email.
- Under Inbox Rules, click New (the + icon) and select 'create a new rule for arriving messages...'
- Under Name, give this rule a meaningful name (like "Forward all messages to gmail")
- Under "When the message arrives, and:", use the drop-down menu to select [Apply to all messages].
- Under "Do the following:", use the drop-down menu to select Redirect the message to...
An addressbook window will pop up. Go to the top of that window and in the "To" field, enter the address to which you want to forward your email, and then click OK. Please note that you should NOT use an address of the form email@example.com or firstname.lastname@example.org here. If you have your @indiana.edu or @iu.edu address forwarded to some other location, enter that target address (eg. username@email@example.com) explicitly here and not firstname.lastname@example.org or email@example.com.
Please note that it might be against IU policy for faculty, staff, and student employees to forward their IU email to mail systems outside of IU (such as gmail/umail, yahoo, personal email server, etc). Faculty and staff (including students working as AIs/UIs per About email for graduate SAAs and Student use of email for work-related purposes) receive email to their IU account that may include sensitive data (including, but not limited to, FERPA-protected communications with students). The only qualified email system for such potentially sensitive data is the Exchange system. Other non-IU mail systems (such as gmail/umail) are not an IU-approved place to receive sensitive data. In order to be completely in compliance with IU policy, our recommendation is that faculty, staff, and student employees who are Associate Instructors forward all IU email to an Exchange account and not forward it to unapproved non-IU email systems (including gmail/umail).
- Click on 'More Options..."
- Click the 'Add Action' button and select 'Move, copy, or Delete' -> 'Move the message to folder', and select the Junk E-Mail folder. If you don't delete messages after forwarding they will accumulate on the Exchange server and you will eventually hit your disk quota and email may bounce. When you move a message to the Junk E-Mail folder it will be automatically deleted after 5 days.
- In the New Inbox Rule window, click Save.
- If asked if you want to apply this rule to all future messages, click Yes
It is important to verify that any forwarding rules you set up are working as expected so you don't lose email. You should send yourself email to all the IU addresses you have including @iu.edu, @indiana.edu, and @firstname.lastname@example.org and be sure you see them all. Just keep in mind that some mail systems do unexpected things with the forwarding of email you send to yourself. Both Umail/Gmail Gmail@IU and Exchange do unexpected things so your best bet is to do this testing from some non-IU/non-Umail Gmail@IU email account.
If you have chosen to forward your Exchange email to some other account, you should also do the following.