Exchange service policies at IU

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Dependent policies

The Exchange service at Indiana University is bound by all applicable, existing University-wide IT policies.

Account policies

  • People eligible for an Exchange account:
    • IU faculty, appointed staff, and part-time staff
    • IU graduate students and professional school students
    • IU Kelley School of Business MBA students
    • IU undergraduate students with sponsorship by a faculty or full-time staff member
    Any mail sent to (for example, from a system outside IU will be rejected, generating a bounce message to the sending system. Be sure your mail is sent to
  • Account generation:
    • If you require sponsorship, ask your sponsor to send an email request for Exchange account creation to the Accounts Administration team.
    • If you do not require sponsorship, create your Exchange account by following the instructions in Exchange accounts at IU.
  • Disk space policies:
  • Data restoration policies:
    • UITS will restore Exchange data only due to a system failure.
    • UITS will not restore single messages or single mailboxes.
      • Take care when deleting items.
      • Deleted messages are moved to the Deleted Items folder, where you may recover them.
      • To use the Deleted Items folder as an effective recovery mechanism, turn off Microsoft Outlook's Empty Deleted Items at exit option.
      • For a certain number of days, you can undo deletions after they have left the Deleted Items folder. See Recover deleted items from Exchange at IU.
    • Virus protection:
      • UITS currently performs virus scanning on the Exchange system.
      • UITS strongly encourages you to employ active virus scanning on your own workstation. For more, see Tips for staying safe online.

Address book

  • Naming conventions:
    • All address book objects (i.e., entries in the IU Exchange Address Book) must adhere to the following formats:
      • Contacts: LastName, FirstName Initial
      • Resources: Must follow ADS naming convention (e.g., IN-UITS-ETLarge)
      • Distribution lists: Must follow ADS naming convention (e.g., BL-UITS-ESST) or already exist in the @indiana namespace
    • Departmental identifiers that adhere to the IU given code will take precedence over unofficial departmental or workgroup codes.

Public folders

  • Creating public folders:
    • Only IU departmental computing support providers can create public folders.
    • To request a folder, email your request to the Accounts Administration team.
    • Folder owners may create subfolders after the top-level folder is created.
    • Folder owners can control access to folders through access control lists.
    • The email address of a mail-enabled public folder should not conflict with any other addresses within the directory. In the event of a conflict, the email addresses of users and centrally managed groups will take precedence over public folders.
  • Disk space policies:
    • Disk storage:
      • The default per department is 200 MB.
      • Departments may request extensions up to 400 MB.
      • Departments that need more than 400 MB may subsidize the additional space.
    • Violations:
      • System administrators will send warnings to owners of folders that exceed the set storage limit for fewer than 30 days.
      • If a folder exceeds the storage limit for more than 30 days, access to the folder will be disabled.
      • If a folder exceeds the storage limit for more than 60 days, system administrators will archive the folder's contents and permanently delete the folder.
    • Extensions:
  • Data restoration policies:
    • UITS will restore Exchange data only due to a system failure.
    • UITS will not restore individual public folders.
    • Take care when deleting items.

System maintenance

  • Scheduled maintenance:
    • The Exchange service maintenance window occurs 6am-10am every Sunday, and 9pm-midnight on the second Tuesday of every month.
    • The Exchange service may be available during this maintenance window, but service may be interrupted without warning.
    • To view a list of scheduled downtimes, see the Status.IU page at:
  • Unscheduled maintenance:
    • As the need for unscheduled maintenance arises, announcements of any service outage will be made through all normal UITS Support Center channels of communication.

This is document arlf in the Knowledge Base.
Last modified on 2019-04-08 17:06:39.

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