Difference between revisions of "Email Services"

Revision as of 23:03, 17 October 2017

In June 2016 the CS Department migrated its email services to Office 365. Because of this change, new faculty, graduate students, or staff members need to request that an Office 365 account be created for them through ITS's portal.

Office 365 Account Request Procedure

If you already have a faculty/staff Office 365 account based on a position you hold with ODU, you do not need to create a new account. Email root@cs.odu.edu to have an alias to your @cs.odu.edu account created.

1. Visit midas.odu.edu in your web browser.
2. Under "Services," select "Request More Accounts"
3. If the "Budget Code" box is not filled in, Enter "1CS00." Press Next.
4. Click on the "Services" drop down box, and select the "Details" tab. Check the "Exchange Mail Service" check box. Press Next.
5. In the "Justification" text box, enter the following statement:

   I am a new Graduate Student in the Department of Computer Science, and I am required to have a Faculty/Staff account created. I also need an alias created for <your-cs-username>@cs.odu.edu.

6. Press Next.
7. Press Finish. After this, the request will have been submitted and we'll be able to work on getting your mailbox created. This may take some time -- you will receive an email to your MIDAS student account when it has been completed.

Account Clarification

You may receive email at 3 different email addresses. These emails will be sent to 2 different mailboxes.

1. ODU student Gmail - ex: nstu001@odu.edu - MIDAS account obtained when you first joined the University.
2. ODU faculty/staff Office 365 - ex: nstudent@odu.edu - Office 365 account that you requested in the previous section.
3. ODU-CS alias - ex: nstudent@cs.odu.edu - An additional email address that people may send to. These messages will be automatically forwarded to your Office 365 account

You may receive important email at all three of these addresses. You are encouraged to pick one email system and set the other email to forward to the one you use regularly.

Forwarding email from Office 365 to Gmail

1. Log in to http://outlook.odu.edu using your ODU Fac/Staff credentials (ex: nstudent@odu.edu) and your Midas password.
2. Click the Gear icon in the upper right corner, and search for "Forwarding," and select the first result.
3. Click the "Start Forwarding" radio button, and enter the desired email address for forwarding. If you'd like to keep the message in both accounts, check the "Keep a copy of forwarded messages" check box.
4. Press Save at the top left, just above the "Forwarding" heading.

Forwarding email from Gmail to Office 365

1. Login to your Student Gmail account using your Midas credentials.
2. Click the Gear icon on the top right hand of the page. Select "Settings"
3. Click the "Forwarding and POP/IMAP" tab.
4. Click the "Add a forwarding address" button. Enter your desired email address. Press Proceed and Okay.
5. If it's not already selected, press the "Forward mail to...." radio button, and select the desired mailbox to forward to from the drop down menu.
6. Press "Save changes" at the bottom to apply the new changes.

Additional Information Concerning Office 365

Mail Recovery and Retention

The following are changes concerning mail recovery and retention:

• Deleted Items will be kept for 30 days
• Recoverable Items (accessed via Recover Deleted Items) are available for 30 days. Deleting items older than 30 days will cause them to jump to "Recover Deleted Items" the next time the server checks ages, so be careful about deleting old mail.
• CS Exchange accounts will continue to have a modified retention policy from the ODU standard (https://www.odu.edu/about/compliance/records/email-retention-guidelines). ODU standard retention tags of General 2 Years, University Business 3, 5, and 10 Years, and University Business Permanent will also be available.

Management of CS Mailboxes

The Systems Group will continue to assist with email issues such as mailbox rules, group membership, and other day to day issues. If there is an issue that the Systems Group cannot resolve due to permissions, it will be escalated to ITS.

Email Client Configuration

You can utilize the Outlook Web App in your browser at http://outlook.odu.edu.

For other email clients, you will need to add your new Office365 account.

For Outlook, refer to https://systems.cs.odu.edu/Create_Outlook_Account.

For Thunderbird or any other email clients, refer below. You will login with your Faculty/Staff email address and your MIDAS password. If you do not know your Faculty/Staff email address, you can find it by navigating to http://midas.odu.edu in your browser. You will see it listed on the right hand side after you have logged in.

IMAP

• IMAP
  • Server: outlook.office365.com
  • Port: 993
  • Username: <username>@odu.edu
  • Auth Method: Normal Password
  • Connection Security: SSL/TLS  
• SMTP
  • Server: smtp.office365.com
  • Port: 587
  • Username: <username>@odu.edu
  • Auth Method: Normal Password
  • Connection Security: STARTTLS

Phones

• Phones
  • Account type: Exchange/Corporate (on some Android phones)
  • Email: <username>@odu.edu
  • Domain: (leave this blank)
  • Server: webmail.odu.edu
  • Username: <username>@odu.edu
  • Password: Midas password