Staff Email - iPhone, iPod Touch and iPad device setup

This document provides instructions for configuring an iPhone, iPod touch, or iPad for use with Microsoft Exchange-based email and calendaring.

For best results, please update iPhone, iPod touch, and iPad to the latest version. For more information, refer to Apple's support article, iTunes: Backing up, updating, and restoring iPhone, iPad, and iPod touch software.

Please note: The IT Service Desk is unable to provide support on configuring mobile devices over and above the information provided on this site.

Synchronisation Choices

When configuring an Exchange account on an iPhone, iPod touch, or iPad, there are a number of synchronisation options, they are as follows:

• Mail - Select Mail to synchronise your Exchange email.
  • Allows you to send and receive Exchange email.
  • Allows you to send and receive Exchange meeting invitations.
  • Recommended for all Exchange users.
• Contacts - Select Contacts to synchronise your Exchange contact list.
  • Allows you to access your contacts in Exchange.
  • New contacts you create on iPhone, iPod touch, and iPad are synced with Exchange and are then available in Outlook, Entourage, and Outlook Web Access (OWA).
  • Recommended for some Exchange users. If you maintain an up-to-date list of contacts in Outlook, Entourage, or OWA and you want access to those contacts on your iPhone, iPod touch, or iPad, then you might want to sync contacts.
  • Important: When you set up Exchange on iPhone, iPod touch, or iPad, you may be asked if you would like to Keep or Delete the local contacts on your device. Unless you want the contacts on your device to be deleted and replaced with your contacts in Exchange, choose Keep.
• Calendars - Select Calendars to synchronise your Exchange calendar.
  • Allows you to access your Exchange calendar.
  • Allows you to create appointments on your Exchange calendar.
  • Allows you to create and receive meeting invitations on your Exchange calendar.
  • Recommended for all Exchange users.
  • Important: When you set up Exchange on your iPhone, iPod touch, or iPad, you may be asked if you would like to Keep or Delete the local calendar on your device. Unless you want the calendar events on your device to be deleted and replaced with your Exchange calendar, choose Keep.

Configure Exchange on iPhone, iPod touch, and iPad

To set up iPhone, iPod touch, and iPad for Exchange, do the following:

1. Select Settings > Mail, Contacts, Calendars > Add Account... > Microsoft Exchange.
2. Address: enter your email address, e.g. joe.bloggs@sunderland.ac.uk
3. Password: enter your University password
4. Description: choose a name for the account
5. Select Next 
6. Server: outlook.sunderland.ac.uk
7. Domain: Uni
8. Username: enter your University user ID
9. Password: enter your University password
10. Select Next
11. Choose the option you would like to synchronise
    1. If you turn on Contacts or Calendars, then you will get a message that asks whether you would like to keep or delete the local data on your device.
       • Press Keep to keep the existing contacts or calendar events on your device. Your contacts or calendar events from Exchange will be added to your device.
       • Press Delete to permanently delete the contacts or calendar events on your device and replace them with with the contacts or calendar events in Exchange.
    2. If you turned on Contacts, then you will get a message that warns you about duplicate entries.
       • Press Keep to continue. Contacts with identical names will be merged into a unified view. For example, if you have a local contact named "Reggie Redbird" on your device and a contact named "Reggie Redbird" in Exchange, the information from both contacts will be merged into a unified view. If you do not want these two contact entries to be merged into a unified view, you can unlink them so that they appear as separate entries in Contacts on your device.
       • Press Cancelto back out without making any changes.
12. Select Save

To view your emails, return to the home screen and select the Mail icon, your emails will now synchronise from the server, which may take a while depending on the size of your mailbox and how long you have chosen to synch the mailbox.

Please note: Your Exchange calendar and email might contain sensitive or personal data. We recommend setting a passcode lock for iPhone, iPod touch, and iPad. Refer to iPhone, iPad, iPod touch: Understanding passcodes for further information.

Advanced Options

If iPhone, iPod touch, or iPad is configured to synchronise Mail, it will retrieve email messages that are three days old (or newer). If configured to synchronise Calendars, it will retrieve calendar events that are one month old (or newer).

To synchronise email messages that are more than three days old, do the following:

1. Press the Home button.
2. Press Settings > Mail, Contacts, Calendars.
3. Under Accounts, select your Exchange account.
4. Press Mail days to sync.
5. Select how far back you would like to synchronise email messages. To retrieve all email in your Exchange mailbox, select No Limit.

To synchronise calendar events that are more than one month old, do the following:

1. Press the Home button.
2. Press Settings > Mail, Contacts, Calendars.
3. Under Calendar, press Sync.
4. Select how far back you would like to synchronise calendar events. To retrieve all calendar events on your Exchange calendar, select All Events.