Exchange service policies at IU

• Dependent policies
• Account policies
• Address book
• Public folders
• System maintenance

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
  Note:

  Any mail sent to username@exchange.campus.edu (for example, jdoe@exchange.iupui.edu) from a system outside IU will be rejected, generating a bounce message to the sending system. Be sure your mail is sent to username@iu.edu.
• 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:
  • Unlimited; for details, see About your storage space on the Exchange server.
• 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:
    • To request an extension, email the Accounts Administration team.
• 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:

     https://status.iu.edu/

• 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.