Information technology tools and resources at the UW
Exchange Online is the University of Washington’s Microsoft Exchange service providing email, calendar, contacts, and task management. Exchange Online is offered as a service of Microsoft Office 365.
- On This Page
- Key Features and Benefits of Exchange Online
- Get Started with Exchange Online
- Outlook Installed Apps Not HIPAA-Compatible
- Usage Policies and Guidelines
- For More Information
UW-IT is working towards General Availability of Exchange Online messaging and calendaring service for all UW students, faculty, and staff. General Availability is provisionally scheduled for summer 2016. Exchange Online integrates fully with Office 365; when you log into Exchange Online using the Outlook Web App, you can move easily between email, calendar, OneDrive, Word, Excel and all other Office tools by clicking the “waffle” in the upper left corner. Once Exchange Online is available, you will be able to set Exchange Online as your primary email service simply by adjusting your UW Email Forwarding. Contact your local or departmental computing support team for more information on how Exchange Online is being used in your area.
Key Features and Benefits of Exchange Online
- Access to email, calendar, and other data from Windows, Macintosh, or Linux computers.
- Easy remote access to email, calendar, and other data using client applications, web browsers, or mobile devices.
- Integration of email and calendaring with Microsoft applications. For example, if you are reading your email remotely through a Web browser, you can view an attachment such as an Excel file, even if you don’t have Excel installed on the computer that you are using.
- Microsoft cloud storage provides security and reliability.
- You may store HIPAA and FERPA protected data.
For more information on Exchange features, see the Microsoft article Exchange Top Features.
- No additional fees for Exchange Online.
- HIPAA compatibility. Microsoft signed a HIPAA BAA with the UW for Office 365 Education.
- 50 GB inbox.
- Web access through Outlook Web App.
For details on Exchange Online, see the UW-IT Service Catalog.
Get Started with Exchange Online
Set up clients
Outlook Installed Apps Not HIPAA-Compatible
Both Outlook Web App and Outlook expose several installed apps to users and allow users to enable them, as shown in the following screen shot:
These apps send data to third-parties, and they are not covered under our BAA with Microsoft. If you are working under our BAA and working with HIPAA-protected data, do not enable these apps.
Usage Policies and Guidelines
Exchange Online is subject to University appropriate use guidelines and electronic records policies. For more information, see Usage Policies and Guidelines for Cloud Services.
UW Medicine Users: Before using Exchange Online for patient data, please see the UW Medicine guidance at Being Secure in the Cloud.
What happens to an Exchange Online account when you leave the UW:
- Faculty (including emeritus), staff and student email accounts: access and data may be removed after 14 days.
- You are responsible for forwarding emails with value to your manager, supervisor, or unit administrator.
- Refer to the appropriate Records Retention Schedule to identify emails that must be forwarded.
- User data may be reconnected to accounts for up to 30 days after the services are removed.
- Manager, supervisor, unit administrator or legal counsel aware of a need to hold email data for legal or personnel grievances must notify email@example.com at least two business days before the account service expiration to initiate a legal hold on the account.
- Managers may request email data of employees by sending email to firstname.lastname@example.org.
- Manager, supervisor, unit administrator or legal counsel aware of a need to immediately suspend the access to Exchange Online, OneDrive for Business and SharePoint Online need to send email to email@example.com to request disabling the user’s ability to log in to the services prior to removal.
For More Information
- To learn about things you can do to use your Exchange calendar effectively and avoid problems, see Best Practices for Using the Exchange Calendar.
- Mailman Lists for Microsoft Collaborative Applications. Mailman lists that provide the latest information on Exchange Online and the other Microsoft Collaborative Applications.