Indiana University
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Exchange service policies at IU

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Dependent policies

The Exchange service at Indiana University is bound by all applicable, existing UITS policies.

Account policies

  • Who can get an Exchange account?

    • IU faculty and appointed staff
    • IU professional school students
    • IU Kelley School of Business MBA students
    • IU hourly staff with sponsorship from an appointed staff member
    • IU graduate students with sponsorship from an instructor

  • Account generation:

    • If you require sponsorship, ask your sponsor to send an email request for Exchange account creation to valid@indiana.edu (for IU Bloomington) or actadmin@iupui.edu (for IUPUI and all other campuses).
    • If you do not require sponsorship, use the Account Management Service to create your Exchange account.

  • Disk space policies:

    • Disk storage:
      • Default disk space is 500MB.
    • Space violation:
      • If your account exceeds its storage for up to 30 days:
        • You will receive daily warnings from Exchange system administrator.
        • New mail will not be sent if the mailbox is 25MB over storage.
        • New mail will not be received if the mailbox is 75MB over storage.
      • If your account exceeds its size for more than 30 days, UITS will disable it.
        • To reinstate your disabled Exchange account, contact your campus Support Center.
    • Space extensions:
      • If you need to make make special arrangements for additional space, email valid@indiana.edu (IUB) or actadmin@iupui.edu (IUPUI and other campuses).

  • 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 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 In Outlook for Windows, how can I recover deleted items if I am an IU Exchange user?
    • Virus protection:
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Address book

  • Naming conventions:

    • All address book objects 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 valid@indiana.edu.
    • 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 200MB.
      • Departments may request extensions up to 400MB.
      • Departments that need more than 400MB may subsidize the additional space.
    • Violations:
      • System administrators will send warnings to folder owners exceeding set storage for fewer than 30 days.
      • Access to a folder will be disabled if it exceeds storage for more than 30 days.
      • For a folder exceeding storage for more than 60 days, system administrators will archive the folder's contents and permanently delete the folder.
    • Extensions:
      • To request an extension, email valid@indiana.edu.

  • 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 6-10am every Sunday, and the second Tuesday of every month from 10pm-midnight.
    • 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 the IT Notices page at: http://itnotices.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.
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