3. Configuring the Mail for Exchange program

  1. When you start the Mail for Exchange program the first time, it will prompt you with the message: You have no Mail for Exchange profile. Create Profile?. Select Yes.
    Screen says: "You have no Mail for Exchange profile. Create
                        Profile?"
    Figure 1. Message on first startup
  2. Enter the following information then press OK:
    • Email address: Your Oxford email address.
    • Domain: Type in tobedeleted. (Connection to Oxford Nexus does not require you to enter domain information but Mail for Exchange demands that you enter one at this stage).
    • Username: Your Oxford username (also known as the Oxford Single Sign-On username (i.e abcd1234)
    • Password: Your Oxford account password
    Display for setting email address, username and password
                        (1/2)
    Figure 2. Email account settings screen (1/2)1
    (cont.) Display for setting email address, username and password
                        (2/2)
    Figure 3. Email account settings screen (2/2)
  3. You will be asked for your Default Access Point: the standard way that your phone connects to the internet. In the screen shot, Orange GPRS Wap is selected which is the standard for phones on the Orange network. Setting this to a wireless hotspot is not recommended as the phone will then only be able to pick up emails when in range of that hotspot.
    List of possible access points displayed
    Figure 4. Setting default access point
  4. A message, Retrieving Exchange server name will appear.
    Display when attempting to retrieve the server name
    Figure 5. Retrieving Exchange server name
    This will fail and you will be prompted to enter in the server details manually.
    'Unable to retrieve Exchange server name. Enter server name in
                        connection settings.'
    Figure 6. Error message
  5. It will put you into the Mail Connection options page. On this page you will need to enter in the following information:
    • Exchange server: nexus.ox.ac.uk
    • Secure connection : Yes
    • Access point: Your standard way of connecting to the internet
    • Sync, while roaming: If you want your phone to work as normal with picking up email when in another country you need this set to Yes. Please be aware that this connection uses a sizable amount of a data and therefore it is highly recommended that you speak to your network operator prior to your trip to ensure that both the connection will work and any additional charges that you may incur.
    • Use default port: Yes
    Fields for defining server, secure connection, access point
    Figure 7. Mail Connection options page (1/2)
    (cont.) Fields for defining server, secure connection, access
                        point
    Figure 8. Mail Connection options page (2/2)
  6. Using your scroll button, press right once to change the menu to Credentials:
  7. On this page, you do not need to change the username and password as you have already set them, however you must delete the tobedeleted that you entered in the Domain field.
    Screen for changing credentials (including username, password,
                        domain)
    Figure 9. Credentials screen (1/2)
    You do this by selecting Domain, then pressing the <delete> key on your phone until the text has disappeared, then pressing <OK>. It should then appear as in this second Credentials screen-shot.
    Screen for changing credentials with 'domain' selected.
    Figure 10. Credentials screen (2/2)
  8. Using your scroll button, press right once to change the menu to [Sync. Schedule].
    Mail for Exchange works on the basis of peak and off-peak schedules. The standard usage would be Peak for the working day, and Off-peak for other times, but this can be changed as you wish. The important point in this section is that 'Always on' will not work until push email is implemented.
    • Peak synch schedule: We recommend setting the to 15 minutes.
    • Peak days: Used for setting certain days as workdays.
    • In case of conflict: Set this as server wins. In short, there is always a chance that a synchronization may go wrong and the data may be different on your phone to what it actually on Nexus. Mail for Exchange monitors this, and if it detects a discrepancy then it will ignore the data on the phone and restore it back to the information that is on Nexus to avoid any potential loss of data from the server.
    Sync schedule screen
    Figure 11. Sync schedule setting (1/2)
    (cont) Sync schedule screen
    Figure 12. Sync schedule setting (2/2)
  9. Again using your scroll button, press right and this will move you across to Calendar.
    • Synchronize Calendar: If you want your Calendar to be the same on your phone as it is on Nexus, then select Yes.
    • Sync calendar back: How far you want your Calendar to go back on your phone. The default is two weeks, so if you had an item in either your phone or Nexus calendar that was three weeks old, it would not be moved over.
    • Initial sync: You can choose to either keep the items on the phone or delete them and start afresh with Nexus. For most users, you will want to keep the items on the phone.
    Calendar setting screen with Synchronise calendar, Synchronise back,
                        and Initial sync options.
    Figure 13. Calendar setting screen
  10. Again using your scroll button, press right and this will move you across to Tasks
    • Synchronise tasks: Select Yes if you want to synchronize your tasks with your handset
    • Sync completed tasks: If tasks are completed, you can select here if you want them to be synchronized between the handsets (i.e if you select no, only outstanding tasks will be sync'ed)
    • Initial sync: As with Calender, you can choose to either keep or delete the items on the phone when you do the first sync.
    Tasks configuration screen incl. Synchronise tasks, Sync completed
                        tasks, Initial sync.
    Figure 14. Tasks configuration screen
  11. Again using your scroll button, press right and this will move you across to Contacts.
    • You can use this to sync your contacts between your phone and Nexus (this a different service to the Global address book). If you want to have these sync'ed then press Yes.
    • Initial sync: If you do choose to sync your contacts, you'll almost certainly want to keep your contacts on your phone so select Keep items on phone, otherwise during the initial sync it will delete the contacts of your phone.
    Contacts configuration page displaying Synchronise contacts and
                        Initial sync
    Figure 15. Contacts settings screen
  12. For the final time, using your scroll button press right and this will move you onto Email.
    • Synchronise email: Yes
    • Email address: Your Oxford email address (should already be in there)
    • Show new mail pop up: If you want to be notified when you have new mail on your home screen, select Yes.
    • Use Signature/Signature: You can select to use a signature for email messages here and whether to enable it or not.
    • When sending mail: Select Send at next sync only. For the same reasons as instant delivery, this will not work until push email is enabled.
    • Sync messages back: The time length that you want your emails to stay on the phone. The default is three days, but you can increase this, or even have it set to permanently leave the messages on the phone.
    Email settings screen with, Synchronise email, Email address, Show new
                        mail pop up etc
    Figure 16. Email settings screen (1/3)
    (cont.) Email settings screen with, Synchronise email, Email address,
                        Show new mail pop up etc
    Figure 17. Email settings screen (2/3)
    (cont.) Email settings screen with, Synchronise email, Email address,
                        Show new mail pop up etc
    Figure 18. Email settings screen (3/3)
  13. The setting up is now complete. Press Options then select Save.
    Saving the configuration details
    Figure 19. Saving configuration details
  14. This will return you to the Mail for Exchange home screen. It will attempt to connect for the first time and do the initial sync. This may take some time and you can follow what it is doing by watching the Current Status section.
    Showing the main MfE screen attempting to connect
    Figure 20. Home screen (current status: synchronizing e-mail)
  15. Once complete it will go back to idle. This completes the setup process. Please note that the Mail for Exchange does not have to be running for mail to be delivered etc and can now be closed down.
    MfE main screen idle'ing
    Figure 21. Home screen (current status: idle)

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