Exchange Policies & Procedures

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Policies & Procedures

If you are interested in the team effort behind the re-design please visit the web team link.

University of Texas Health Science Center Houston's Exchange Website

Policies & Procedures:

Policies

Mailbox Size on the Exchange Server:

Due to the massive amounts of mail that is transferred throughout the University during the course of a business day, and considering the amount of users that this system will service we are forced to limit the amount of mail each user has available on the server. This is to better accommodate our entire user community. If you have special needs requiring more space please contact Tony Murry.

At 70MB the email system will start to warn you about the size of your mailbox and give you an opportunity to clean-up your "Trash" folder and move some mail down to your personal folder, or archive (move mail) to your local system.
At 75MB the mail system will disable the ability to send mail. This will prevent some of the growth of your mailbox size, while still allowing other individuals to send mail to you.
At 80MB both send and receive will be disabled for your mail account. The ability to send and receive will be enabled automatically when the mailbox size is below 75MB.

Attachment Size Limits:

Attachments less than 10mb are allowed to pass through the email system, anything over that will be blocked and dropped from the server. Once an attachment has been dropped there is no way to retrieve it. You will need to either zip up the attachment to make it small enough to be accepted by the system, or break it into smaller parts.

Attachment Blocking:

There are several attachment types we are blocking in an attempt to stop the future spread of virus here at the University. The attachments being blocked are as follows..

??_	386	3GR	ACM	ADT	ASD	ASP	AX?	BAT
BIN	BO?	CAB	CBT	CHM	CLA	CMD	COM	CPL
CPT	CSC	D?B	DEV	DL?	DRV	EXE	GZ?	HLP
INF	INI	JS?	LIB	MB?	MD?	MRC	MS?	OBJ
OBT	OCX	OLB	OTM	OV?	PCI	PDB	PDR	PIF
PRC	QLB	REG	SCR	SHB	SHS	SIS	SMM	SYS
TLB	TSP	VB	VBE	VBS	VBX	VWP	VXD	WBK
WPC	WS?	XLB	XML	XSL	XTP

Password Policy:

Your password must be at least eight characters. To obtain more specific information on University password guidelines visit the IT Security websites Policies & Procedures page.

You will need a LDAP uid & password to access the information under the IT Security website.

Group Mailing Lists

University wide mailing lists are maintained by OAC and requested through the Helpdesk. Mailing lists composed of users within a school or administrative component can be created within Exchange. The school or components local support specialists are responsible for creating and maintaining these lists.

Lists should be created within the schools / components OU within the Distribution Lists container in Active Directory. List names should begin with the appropriate designator for the school / component.

Examples: (SON for School of Nursing, DB for Dental Branch, etc.)

Lists will be reviewed annually and removed should the review find they are unused.

EMail Addresses at UTHSCH

Your standard email address is:

FirstName.MiddleInitial.LastName@uth.tmc.edu

This is the official email address that is marked on all outgoing mail and is published to UT White Pages.

Your email address must be associated with the Exchange mail account before actual use. In other words, before you can receive incoming mail for your "@uth.tmc.edu" address, the Helpdesk must be contacted, and a request entered to adjust the pointers that direct your email to the appropriate mail server.

Records Management Policy & EMail

Please click here to view Records Management suggested policies regarding email.

Procedures