The University of Iowa ITS Campus Services - Exchange Support - Integration with Other E-mail Services

Integration With Other E-mail Servers - for Liaisons Only

Version 7.0

Please realize that this new service is evolving. If you find errors in these web pages or information that needs to be added, let us know so we can make the corrections.

Calendar-only accounts are defined as those Hawkmail accounts that use the Hawkmail Server for calendaring, but use another server, e.g., a departmental server or Hotmail, for email.

Hawkmail is a groupware platform that integrates a calendar for scheduling and e-mail. ITS recommends that you use the Hawkmail server for both your calendar and your email to take full advantage of the Hawkmail server features integration.

ITS proposes two methods of using Hawkmail only for calendaring:

Calendar only, set email routing, requires that you request "calendar-only" from ITS and you set rules. If you later decide to use the Hawkmail server for your email, you must notify ITS so we can remove the email forwarding and your must remove or modify the rules.
Calendar only, email delivered to two inboxes, requires that you configure your email client to read email from two servers.

Calendar only, set email routing

The set up process to use Hawkmail for calendar and read all of your email from your departmental server is listed below:

Email Forwarding - Request "calendar-only" when you submit your request for a Hawkmail account. Use the online application form.

If you already have a Hawkmail account, send email to its-email@uiowa.edu
Include:
1. HawkID
2. Full Name
3. Email alias, i.e., firstname-last@uiowa.edu
4. Email routing address, e.g., account@engineering.uiowa.edu
ITS will set email forwarding on the Hawkmail server to forward (bounce) a copy of all your Hawkmail email to your alias address, i.e., firstname-lastname@uiowa.edu. The bounced email correctly identifies the sender and the recipients. See Mail Management below for information on how to delete email messsages from the Hawkmail server while retaining the calendar messages.

Note 1: Calendar-only accounts that were established prior to June 28, 2004 were forwarded to your routing address.

Note 2 : If you are running the Outlook client in cached mode, and send a message to a recently forwarded account, it may be returned to the sender with an error. Turn off cached mode or wait 24-hours until your offline GAL (Global Address List) is refreshed in order to send to this recently forwarded account.

Note3: If you later decide you want to use Hawkmail for both your calendar and email rather than your departmental server, you must contact ITS to make the change (send mail to its-email@uiowa.edu ) and you must remove the rules set above.
Mail Management- Copies of all messages remain on the Hawkmail server. Calendar notices must remain on the server until you have accepted, declined, or set the meeting as tentative using a calendar-enabled client (Outlook, Outlook Web Access, Entourage, or Ximian). Recommended mail management methods include the following — use only one:
1. Use the OWA to manually delete non-calendar messages from your Hawkmail Inbox, or
2. Use the Outlook client one time to set up rules to keep copies of your calendar notices in the Hawkmail Inbox and delete all other messages from the Inbox. Using the Outlook client, the rules can be easily imported. To import the rules into Outlook, go to Public Folders | All Public Folder | All Campus | Rules and select Calendar Messages Keep-Delete All Others and follow the instructions.
  
  Your Deleted Items folder will automatically be emptied every Sunday at midnight. This allows you to use the Recover Deleted Items feature available in Outlook and Outlook Web Access to recover any deleted items until midnight on Thursday of that week. This setting is coupled with the Email Forwarding set by ITS in Step 1 above.

Note: Due to looping problems and problems of confirmation of spam, auto-replies are not forwarded out of the Hawkmail server. We are working with the other Exchange server administrators on campus to resolve this situation. Because auto-replies do not leave the Hawkmail server, messages that are generated with a rule created in the Outlook client to automatically reply to xxxxx will not be forwarded. Messages created in the Outlook client using the Out of Office Assistant will be forwarded out starting April 28, 2004.

Calendar only, email delivered to two inboxes

Rather than setting up email forwarding of all messages as described above, you can read your email from both servers - the departmental email server and the Hawkmail server. Use only one method listed below:

Outlook - Set up Outlook to access the Hawkmail Server as type Microsoft Exchange Server and set up a second e-mail account using IMAP to access your departmental server. See Moving Mail from an IMAP Account to Hawkmail for instructions on configuring Outlook to access an IMAP server.
Eudora IMAP - Use IMAP to access the Inboxes on both servers. See Configuring Eudora to Access Email on Your Hawkmail Account and Personalities in Eudora for set up information.
Eudora POP - Set Eudora to POP email from both servers into a common Inbox. See Configuring Eudora to Access Email on Your Hawkmail Account.

Note that if you want to read your email from the web, you will need to use two webmail clients to access your mail, the Outlook Web Client (OWA) for Hawkmail and your departmental Webmail client for your departmental mail.

Other email clients can be used but you must get the configuration information from your departmental liaison. Click here for the list of departmental liaisons.

Notes:

If you use Hawkmail only for calendaring, be aware that meeting requests appear in your Hawkmail Inbox as email. Until you open that email using one of the calendar-enabled clients (Outlook, Outlook Web Access, Entourage, or Ximian), the appointment may not appear on your calendar. You must accept, decline, or set the meeting as tentative using a calendar-enabled client (Outlook, the OWA, Entourage, or Ximian) to guarantee that it appears when others to a free/busy search. If you remove the message from your Inbox (delete it with IMAP or POP mail clients, or forward out of Hawkmail using rules) without having accepted, declined, or set as tentative using a calendar-enabled client, the meeting will not appear on your calendar; thus no other user will know of the meeting. If you mark the message as read, but leave it in the inbox (POP leave-on-server), the meeting will not appear on your calendar but may still be explicitly accepted, declined, or set to tentative using a calendar-enabled email client.