IT Services



Mail for Exchange (Nokia) Configuration Guide for Oxford Nexus


Contents



1. General instructions



1.1. A note about push email

At the present time push email is not supported on the Oxford Nexus. It is a feature that we are currently looking to roll out at a future point. At the moment emails will not come through to the phone immediately but rather your phone will check automatically for email at specific intervals.



1.2. Supported handsets

At the time of writing, Mail for Exchange was confirmed to work with the following models of Nokia Handsets:



2. Installing the client

Mail for Exchange is an add-in for the existing messaging program that comes built in to the S60 handset that already handles email, text and picture messaging etc. You can find more information about it and download the client from the Nokia website.

  1. Regardless of where you purchased the phone, please ensure that you select the region option for EMEA (Europe, Middle East, Asia). Then select your phone handset from the drop down box.
  2. Click on the top download, the one marked Mail for Exchange (not the one marked Mail for Exchange Company Directory). It will open up a popup window (so if you have a pop-up blocker installed on your system, you may have to inform it that it is an allowed popup window). Scroll down to the bottom of the page in the popup and click on Continue.
  3. Fill in your details ensuring that your phone handset is correct. You must tick to confirm that you accept the EULA (End user license agreement). Then click on Send. It will open a new page and then click on the Click Here for Download button. This will then prompt you for where you want to download the file to.
  4. You then need to install the program on your phone. If you are not sure how to do this, please see our guide on how to install programs onto a Nokia S60 handset. It will install two programs on your handset, Mail for Exchange and Comp. Dir (Company Directory). It should install these into your Applications/Installations folder however it may create a new folder called Mfe instead.


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.

    Figure nokia-images/Nexus000002.jpg [Screen says: "You have no Mail for Exchange profile. Create Profile?"]

  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

    Figure nokia-images/Scr000014.jpg [Display for setting email address, username and password (1/2)]

    Figure nokia-images/Scr000011.jpg [(cont.) Display for setting email address, username and password (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.

    Figure nokia-images/Nexus000005.jpg [List of possible access points displayed]

  4. A message, Retrieving Exchange server name will appear.

    Figure nokia-images/Nexus000006.jpg [Display when attempting to retrieve the server name]

    This will fail and you will be prompted to enter in the server details manually.

    Figure nokia-images/Scr000013.jpg ['Unable to retrieve Exchange server name. Enter server name in connection settings.']

  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

    Figure nokia-images/Nexus000008.jpg [Fields for defining server, secure connection, access point]

    Figure nokia-images/Nexus000010.jpg [(cont.) Fields for defining server, secure connection, access point]

  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.

    Figure nokia-images/Scr000015.jpg [Screen for changing credentials (including username, password, domain)]

    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.

    Figure nokia-images/Scr000016.jpg [Screen for changing credentials with 'domain' selected.]

  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.

    Figure nokia-images/Nexus000011.jpg [Sync schedule screen]

    Figure nokia-images/Nexus000012.jpg [(cont) Sync schedule screen]

  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.

    Figure nokia-images/Scr000003.jpg [Calendar setting screen with Synchronise calendar, Synchronise back, and Initial sync options.]

  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.

    Figure nokia-images/Scr000004.jpg [Tasks configuration screen incl. Synchronise tasks, Sync completed tasks, Initial sync.]

  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.

    Figure nokia-images/Scr000005.jpg [Contacts configuration page displaying Synchronise contacts and Initial sync]

  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.

    Figure nokia-images/Scr000006.jpg [Email settings screen with, Synchronise email, Email address, Show new mail pop up etc]

    Figure nokia-images/Scr000007.jpg [(cont.) Email settings screen with, Synchronise email, Email address, Show new mail pop up etc]

    Figure nokia-images/Scr000008.jpg [(cont.) Email settings screen with, Synchronise email, Email address, Show new mail pop up etc]

  13. The setting up is now complete. Press Options then select Save.

    Figure nokia-images/Scr000017.jpg [Saving the 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.

    Figure nokia-images/Scr000018.jpg [Showing the main MfE screen attempting to connect]

  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.

    Figure nokia-images/Scr000019.jpg [MfE main screen idle'ing]



4. Using the features of the Oxford Nexus on your handset

Now that your account is set up Mail for Exchange will have integrated itself into the existing applications that are on the phone. Looking at the features individually:
Email:
You now will have an new account called Mail for Exchange, where your email from Nexus is stored. If you want to send a new email, then go to [Create Message] as usual, select Email, and then pick Mail for Exchange. Once you've sent the email this will send automatically at the next sync window, but if you want to send it straight away, then select [Options] then Synchronize Email. Similarly if you want to check your email straight away, you can use the same option.
Calendar:
Your events will appear automatically in your calendar without any further input. Similarly, when you create an event, it will show up on your Nexus calendar after the next sync.
Tasks/Contacts:
These work in the same way as Calendar with changes on either your phone or nexus reflecting after the next sync.


5. Using the Global address book

In the directory where it installed your Mail for Exchange program there will be another program called Comp. Dir (short for Company Directory). Select the program to open it. It will offer you a box to put in a search string, where you can search by name. It will come up any matches, and you can view the person's email address and department and even send them an email directly from it.