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Frequently asked questions

Where can I find recommended best practices for Exchange?

University Systems recommends you review our best practices for Exchange email and calendar.  These recommendations are based on the advice of our Exchange Subject Matter Experts, best practices published by Microsoft, industry experts, and other academic institutions.

How much disk space do I have on my Exchange account?

Faculty and staff will receive 500 MB of disk space on their Exchange accounts. If you currently have more than 500 MB stored on the mail servers, you will be able to continue and store your mail safely. UVic faculty and staff may ask for additional storage by contacting Computer Help Desk.

How can I access my email and calendar from a web browser?

Email and calendar accounts are both available in Outlook Web App (OWA) at

Does OWA use the same contact list as my desktop client?

Yes, Outlook Web App will use the same address book as a supported desktop application receiving email for the same account. Your principle contact folder is always synchronized with the Exchange server, ensuring you always work with the latest information in your list.

Do I have to accept a meeting for it to appear in my calendar?

No. When you receive a meeting request the meeting will immediately appear in your calendar and the meeting's date and time slot will be marked as "tentative." However, you should always reply to the request so that the meeting organizer will know if you are planning to attend or have declined the invitation.

Can I change my Outlook password?

Outlook uses the same password as your NetLink ID. To change your Outlook password, you must change your NetLink password. For more information about changing your password visit the NetLink account management site.

Currently I use an email application that is not officially supported. Can I continue to use the same application?

Yes, but many of the Exchange features may be limited or unavailable. It is highly recommended that you use a supported application for access to all the features and to obtain prompt comprehensive support.  Additionally, you can upgrade at no cost to new versions of Microsoft Office.

Can I use IMAP?

University Systems recommends you use Outlook 2016 for Mac OS or Windows to access your Exchange account.  IMAP is not a recommended connection type for Exchange.

Should you wish to use IMAP, the following are the server settings:

SMTP server name: TCP port 465 (requires authentication)

IMAP server name: TCP port 993 (use SSL)

When sending an email I get the following error: "You do not have permission to send to this recipient. For assistance, please contact your system administrator." What am I doing wrong?

This message indicates that the email address does not exist. Please check the spelling of the email address and verify that you have typed it in correctly.

When I try to configure my Junk Mail settings I get a warning that tells me I can't configure Junk Mail setting because I'm not using Cached mode. What does that mean?

When cached mode is turned off you are working directly on the Exchange server and your Junk Mail settings will be handled by the server. When using cached mode, you are working locally and synchronizing to the server, thus allowing you to control your local Junk Mail settings.

If I give someone "owner" permission over my calendar, will they be able to see items that are marked as "private"?

No. Items that are marked as private will only be visible to the actual calendar owner and not to a person with whom the calendar is shared. Only a delegate can be provided with explicit permission to view items that are marked as private.

I have two email accounts but want to use only one calendar. How do I redirect all calendar related messages to a single calendar?

To have all your calendar messages redirected to another calendar, create a rule to redirect calendar messages to your account of choice.

What happens to items that I delete?

When you delete an item on the Exchange server, it will be moved to your Deleted Items folder. Items in your Deleted Items will be automatically removed 30 days after being deleted.

How can I recover missing or deleted items?

If you inadvertently delete an item, you can recover it for 7 days using the Recover Deleted Items tool. Missing or deleted items can also be recovered up to 30 days after they were removed by contacting the Computer Help Desk to request a restoration.

How long can I keep my Exchange account?

For most faculty and staff, your Exchange account will remain active for 365 days after your employment ends at the University of Victoria. Please check with your department's administrative staff to see if your area has a different policy for email after ending employment with UVic.

You can access all items stored in your Exchange account during this period. After 365 days, you will no longer be able to access your Exchange account.