Configuration of the iPhone under Exchange:
Initial setup
Before getting started, let’s emphasize that enabling push mode (email, contacts, and calendar) on the iPhone requires having a Microsoft Exchange 2003 or 2007 server in your company, along with the Microsoft Exchange ActiveSync software.
On the iPhone side, you will need either an updated first-generation iPhone EDGE with software 2.0, or simply own an iPhone 3G.
To begin, from the home screen, click on the "Settings" icon; the global configuration options will then appear: click on "Mail, Contacts, Calendars."
Adding a new account
At this point, you can see (at the top of the screen) other email accounts that you might have previously configured on your iPhone (Gmail, Free, Orange, etc.).
This is where we will create a new Exchange account, so obtain your personal settings from your network administrator, and then click on "Add Account...".
Adding an Exchange account
Among all the pre-configured types of email accounts available for the iPhone, go to the top of the list and click on "Microsoft Exchange."
Make sure you have a compatible server, meaning a version of Microsoft Exchange Server 2003 Service Pack 2 or Microsoft Exchange Server 2007 Service Pack 1. In any case, these servers must be equipped with the software extension Microsoft Exchange ActiveSync, which will maintain a constant link between the iPhone and the server.
Exchange account data
Here is the main screen where you need to enter all the parameters of your Exchange account very precisely. The information to be filled in is to be completed in the following order:
- your professional email address,
- your username (NT login),
- your email password,
- a simple description to quickly identify your Exchange account among the other configured email accounts.
Before clicking "Next," make sure your iPhone is connected to the internet (via 3G, EDGE, or WiFi) because the application will immediately attempt to connect to your Exchange server to verify the information you provided.
Exchange server address
After a brief verification of the information provided to the application, the iPhone setup assistant will now ask you to enter the internet address of your Exchange server as well as the domain name.
Enter the address, which can also be that of the Outlook Web Access web application, and whose URL is generally structured as follows: owa.company.com.
It is highly recommended to enable SSL (Secure Socket Layer).
Validate again with the "Next" button; the iPhone will then connect to your Exchange server to verify all the entered information.
After verification, you may be asked if you agree to continue in the absence of a certificate (guaranteeing your identity). The choice then depends on the security policy defined with your company, and only the network administrator can inform you about this specific point.
Choosing synchronization information
The final step in the configuration of your Exchange account is the choice of information to sync in "push" mode.
Before making your choice, several important pieces of information must be taken into account:
- once the information is synced with Exchange, you will no longer be able to synchronize your personal data (contacts and/or calendar) locally (via USB cable) with iTunes. Indeed, the iPhone can only manage one database of contacts and calendars at a time.
- you can change your application synchronization choices at any time; however, note that if one of the components (email, contacts, calendars) is disabled, the synced data will then be immediately and irretrievably deleted from the iPhone.
- additional settings are available in another configuration screen of the iPhone, particularly to choose the number of days of email to synchronize.
Modifying Exchange account settings
At any time, you can revisit the Exchange synchronization configuration choices and, in particular, modify the information to synchronize, the number of days of emails to retrieve, etc.
To access the configuration screen, follow this path:
- from the main screen (or home screen), click on "Settings,"
- select the option "Mail, Contacts, Calendars,"
- then select your Exchange account to edit.
Changing password and Exchange configuration
This is where the main advanced settings for synchronization between your iPhone and your company's Exchange server reside.
At the top of the screen, you can access your account data (eponymous screen) where you can notably change the password for your Exchange mailbox. Of course, if your login credentials, server address, or any modification occurs in your company's infrastructure, you will be able to enter the new data right here.
Synchronization with email, address books, and calendars can be disabled item by item; however, keep the following points in mind:
- once the information is synced with Exchange, you will no longer be able to synchronize your personal data (contacts and/or calendar) locally (via USB cable) with iTunes. Indeed, the iPhone can only manage one database of contacts and calendars at a time.
- you can return to your choice of applications to sync at any time; however, note that if you disable one of the components (email, contacts, calendars), the synced data will then be immediately and irretrievably deleted from the iPhone.
Finally, two interesting items are located at the bottom of your Exchange account configuration screen:
- the option "Mail: sync" specifies the number of days to consider (in the past) for retrieving emails. Here everything depends on how you manage your email box, but please note that a very large number of messages (from several hundreds) takes considerable time to retrieve. By default, the option is set to 3 days,
- the "Delete Account" button allows - as its name indicates - to erase from your iPhone all information related to your Exchange account, without affecting the account itself. This is essential in case of changing devices or companies.
Disabling push mode
Particularly energy-intensive, the push mode of the iPhone can be disabled at any time. Indeed, it is enabled by default when setting up a new Exchange account and constantly maintains a link between the company's server and the Smartphone.
Here, the configuration screen displays the chosen communication mode. "Push" applies only to Exchange and MobileMe accounts and concerns emails, calendars, and contacts.
If push mode is disabled, the "Data Retrieval" mode takes over. Here, you will freely choose the refresh rate, namely 15, 30, or 60 minutes. Finally, it is also possible to update your Exchange mailbox simply by opening it in the Mail application: this is the manual mode.
Synchronizing the Exchange tree structure
The subfolders of your Exchange inbox are also part of the synchronized elements. Thus, you will be able to simultaneously move a set of emails to organize them.
Accessible from the address book (the "Contacts" application), the various company directories allow you to quickly find a colleague's contact information.
Finally, within the calendar, appointment and meeting requests are displayed directly on the iPhone, allowing you to accept, decline, or postpone them.
