How do I configure Exchange ActiveSync on a Windows Mobile 2003 Smartphone?

To configure Exchange ActiveSync on a Windows Mobile 2003 Smartphone (Second Edition) at Indiana University:

Note: These instructions were tested on an Audiovox SMT5600. Settings may vary slightly from device to device.

1. From the Start menu, choose ActiveSync from the list of programs.
   
   
2. At the bottom of the ActiveSync screen, press the Menu button and then the Options button. On the Options screen, you can configure mobile scheduling, PC settings, and server settings.
   
   
3. To access Mobile Schedule options, press 1 on your phone's keypad.
   
   
4. Here you can schedule how often to synchronize with IU's Exchange server during peak time (working hours) and off-peak time (after hours and weekends), and when you are roaming (out of your cellular provider's coverage area). You may also check the Sync outgoing items as they are sent checkbox at the bottom of the screen. Once you have finished with these settings, press the Done button at the bottom of the screen.

   Note: If you have a limited wireless data plan, keep in mind that the more frequently you synchronize with the Exchange server, the more data you will consume.

5. The second option on the ActiveSync screen is for accessing PC Settings; this option is not discussed here because those settings are for synchronizing your device with your desktop computer, not with the Exchange server.
   
   
6. To access Server Settings, press 3 on your phone's keypad. To configure your Inbox settings, press 1.
   
   
7. If you plan to synchronize your Inbox, check the Sync Inbox with a server checkbox. In the Include past: dialog box, choose how many days worth of mail will be stored on the device. Below this dialog box is the Limit e-mail size to: dialog box. You can use this option to reduce the amount of memory used by storing mail on your Smartphone. When you've finished, press the Done button at the bottom of the screen.
   
   
8. To access Calendar Settings, press 2 on your phone's keypad. If you wish to synchronize your calendar with IU's Exchange server, check the Sync Calendar with a server checkbox. Below the checkbox, the Include past: dialog box sets the number of days or weeks you choose to synchronize with your phone calendar. After you have completed these settings, press the Done button at the bottom of the screen.
   
   
9. To access Contacts Settings, press 3 on your phone's keypad. If you plan to synchronize your phone's contacts with IU's Exchange server, check the Sync Contacts with a server checkbox. This is the only option on this menu. Press the Done button at the bottom of the screen.
   
   
10. To access Connection Settings, press 4 on your phone's keypad. Follow these steps:
    
    
    1. You will be prompted to enter your IU username and password, and the domain name (ADS ).
    2. If you plan to automatically synchronize with the Exchange server at a timed interval, check the Save Password checkbox.
    3. In the "Server Name:" field, enter: www.exchange.iu.edu

       Check the box next to This server uses SSL.

    4. To enter the Rules menu, press Menu at the bottom of the screen and then press 1 on your phone's keypad. Here you can set the timed interval at which your phone will synchronize with the Exchange server. You may also choose to enable logging, which will document the connection status for every synchronization. This is useful mostly in troubleshooting, and is not necessary for the synchronization.
    5. Once you have finished making changes, press the Done button at the bottom of the screen. This will take you back to Connection Settings. Press Done again to return to Server Settings.
    
    
11. To enter the Conflicts menu, press 5 on your phone's keypad. Options on this menu are used to resolve conflicts that occur between your phone's Inbox and calendar and your Inbox and calendar on the Exchange server. If you make changes to your calendar and contacts from your phone, UITS recommends you select Replace items on the server. This will update your Exchange mailbox with information from your phone.
    
    
12. Press the Done button at the bottom of the screen to return to Server Settings. Press Done again to return to the Sync menu, and press Done one last time to return to the ActiveSync screen.
    
    
13. After you attempt your first synchronization, you may get a screen titled "Info" with the message:

    "Your device can synchronize items as they arrive, keeping you always up to date. Would you like ActiveSync to adjust your schedule to keep you up to date?"

    This option, known as Always Up To Date (AUTD), uses SMS (text messages) to notify your phone of changes to your Exchange mailbox. Many cellular providers charge for SMS messages separately from the data plan used to retrieve email. Check with your cellular provider to see what costs may be incurred before answering yes to this message. If you say "no", you may change this setting later in the Mobile Schedule options; to access this setting, follow steps 1-3 above.

14. You may issue the send/receive command directly from the Outlook Inbox. To do this, press the Menu button at the bottom of the screen and choose Send/Receive (number 9 on the keypad)

    Note: If you are using a limited data plan, you may want to limit message size, attachment size, and the frequency of synchronization to help reduce the amount of data consumed by your device. You may at any time choose to download the complete message. In the Outlook Inbox, press the Menu button at the bottom of the screen and choose Mark for download to retrieve the remaining portion. You may also mark an attachment for download individually by tapping the attachment icon at the bottom of the email message. You will see a red arrow appear next to the attachment icon when it is marked for download. You may wait for the next timed synchronization or press the Menu button at the bottom of the email screen and press Send/Receive, or number 9 on the keypad.

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