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What is a Microsoft Exchange Account?

A Microsoft Exchange account is a work, school, or university email account. The organization that gave you the Exchange email account is running a Microsoft Exchange Server or is using a Microsoft 365 that uses Exchange Server email address.

What is the name of my Exchange server?

Usually, you don't need to know the name of your Exchange server. If you do, reach out to the people who gave you the Exchange email address and ask them for that Name of the Exchange server.

When you set up a mobile device, the Autodiscover feature finds the name of your Exchange server and mailbox, and then configures Outlook for you. The domain name in your email address is used to find the server. Only if Autodiscover fails will you be asked for the name of the Exchange server. In this case, there is usually something wrong, so you need to contact the people who gave you the email address. They'll tell you the name of your Exchange server and help you set up Outlook.

How do Exchange accounts work?

If you are using an Exchange account, your email messages will be delivered to and stored in your mailbox on the Exchange server. Your contacts and calendar are also saved there.

When your company or school sets up their Exchange server, choose which method your Exchange account will use to access e-mail on the server. This determines how your email works. Here are the options - ask your company or school how your Exchange account is set up:

  • Exchange ActiveSync; MAPI / HTTP are methods of accessing your Exchange email, usually from a laptop, smartphone, or tablet. When you access or read your email, you're not actually loading or saving email on your mobile device. instead read them from the Exchange Server. This allows you to access your e-mail even when you are not connected to the Internet.

  • IMAP, e.g. B. Exchange ActiveSync, is a method of accessing your e-mail regardless of your location or device. When you read an email message using IMAP, the message is not actually downloaded or stored on your computer; you read it on the Exchange server.

    With IMAP, emails in your Inbox, Deleted Items, and Sent Items folders are synchronized between your device and the server. IMAP enables limited calendar storage, however, does not support collaboration on a calendar with other users.

  • POP-E-mail is downloaded from the Exchange server to your computer. After emails are downloaded to your computer, they are deleted from the server. To access the emails after downloading them you must use the same computer. When you access your email from another computer or device, it looks like some of your previously downloaded messages have been deleted.

With an Exchange email account, you can work on your email messages even when you are not connected to the Exchange server in your company's IT department. You are either working offline or in Cached Exchange Mode.

Copies of your email and calendar items are stored on your computer in an Outlook offline data (.ost) file. This file is regularly synchronized with items on the Exchange server in your company's IT department when you are connected to it. It is an exact copy of your mailbox on the Exchange server.

Because your data remains on your company's Exchange server, you can recreate this Outlook Offline Data (OST) file on a new computer without backing up the file.

The Outlook Offline Data File (OST) can only be opened from the Outlook profile on the computer on which it was created.

What types of email accounts does your Outlook profile have?

You can change the account settings in Outlook check, to see the types of email accounts in your Outlook profile.

  1. Select in the menu fileand then Account settings and Account Settings.

  2. On the Email tabbecomes the type of account for each entry is listed in the Type column.

Note: To access some Outlook features, your account may need to be on a specific version of Exchange Server. For information about which Exchange Server your account is connecting to, see Find the version of Microsoft Exchange my account is connecting to.