Tech

What Is Microsoft Exchange and How Does It Work?

This server manages all your email and personal information

If you’ve ever worked in an office environment, you’ve probably heard of Microsoft Exchange, but you may not know what it is. In this article, we will explain what MS Exchange is and how you can interact with it right now without knowing it.

What is Microsoft Exchange?

Exchange is Microsoft’s groupware server originally developed for corporate customers. Like other groupware solutions, it includes communication and organizational features, including:

  • email hosting
  • A calendar component that includes collaboration features such as meeting invitations, shared calendars, and bookable features
  • Contact management providing an organization-wide address book alongside personal contact stores
  • Collaborative task management, such as the ability to delegate tasks to another user
  • Sticky notes, files and more

Exchange itself is the server application that stores and manages all this data for you. So how does this affect you as a server program? Well, it’s the engine that powers two tools you might be familiar with: Microsoft Outlook and its web-based cousin, Outlook Web Access.

Microsoft Outlook and Exchange

You can configure Microsoft Outlook to collect your email from a variety of sources, from reputable IMAP mailboxes to Gmail. But initially, Outlook was designed for business users to connect to Exchange servers and collect their email or keep their company calendar up to date.

It used Microsoft’s own ActiveSync technology and, more recently, the open messaging application programming interface (MAPI). These protocols allow Outlook clients to connect, synchronize various types of data, and continue their work offline.

Connecting Outlook to Exchange usually requires very little user interaction as the two are designed to work together. However, you can connect other clients, such as Gmail, to Exchange, although their setup may require a different amount of effort.

Exchange and Outlook Web Access

In addition to using a client application, you can also interact with an Exchange server using a browser, as long as your administrator allows. Outlook Web Access (OWA) is the name of the browser-based interface for your Exchange server, and it got this name because it provides screens that resemble web-based versions of Outlook.

You can get the Outlook Web Access URL from the Files tab in Outlook.

To find a link to the OWA website, select if available. Folders > Account settings in Outlook.

Before Outlook apps were available, many people used OWA for mobile access to Exchange data. For example, it’s more convenient now to log into your email when you don’t have any device. You can navigate to a preset URL (usually located on the same domain as your company’s main website), enter your email address and password, and start reading emails, viewing your calendar, or scheduling tasks.

Exchange is the backbone of information and email services for businesses and consumers

The most common way to find a “suitable” Exchange server is in a commercial environment where your company can have its own location. In that case, you’ll likely get a company computer with Outlook installed to connect to this server, or you can log in to OWA right away.

But Exchange is also the technology that powers the cloud-based services you can access as a consumer. For example, you can connect to your Outlook.com account using the Exchange protocol and use Outlook to manage your e-mail. You can also sign in to office.com with a Microsoft 365 account and use Outlook on the web, an updated version of Outlook Web Access for consumers.

Exchange servers are probably part of your daily life and work quietly in the background to bring you the information you need.


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What Is Microsoft Exchange and How Does It Work?

This server manages your all your email and personal info

If you’ve ever worked in an office setting, you’ve probably heard of Microsoft Exchange, but you might not know what it is. In this article, we’ll describe what MS Exchange is, and how you may be interacting with it right now without even knowing it.

What Is Microsoft Exchange?

Exchange is Microsoft’s groupware server, originally developed for corporate customers. Like other groupware solutions, it includes communication and organizational features, including:

Email hosting
A calendar component, including collaborative features like meeting invites, shared calendars, and bookable resources
Contact management providing an organization-wide address book, as well as personal contact stores
Collaborative task management, such as the ability to delegate tasks to another user
Sticky notes, files, and others

Exchange itself is the server application that stores and manages all of this data for you. So, as a server program, how does this impact you? Well, it’s the engine that powers two tools you might be very familiar: Microsoft Outlook, and its web-based cousin, Outlook Web Access.

Microsoft Outlook and Exchange

You can set up Microsoft Outlook to collect your email from a variety of sources, from venerable IMAP mailboxes to Gmail. But at the start, Outlook was designed for corporate users to connect to Exchange servers and collect their email or keep their company calendars updated.

It used Microsoft’s own ActiveSync technology, and more recently the open Messaging Application Programming Interface (MAPI). These protocols allow Outlook clients to connect, synchronize their various types of data, and continue performing work offline.

Connecting Outlook to Exchange typically requires very little interaction from users, since the two are designed to work together. But you can connect other clients to Exchange, such as Gmail, though they may require a varying amount of effort to get configured.

Exchange and Outlook Web Access

In addition to using a client application, you can also interact with an Exchange server using a browser, provided your administrator allows it. Outlook Web Access (OWA) is the name for the browser-based interface for your exchange server, and it’s called such because it provides screens that really look like web-based versions of the Outlook app.

To find a link to your OWA site, if it exists, select Files > Account Settings in Outlook.

Many people used OWA for mobile access to Exchange data before Outlook applications were readily available. Now, it’s convenient to use to log into your email when you don’t have any of your devices available, for example. You’re able to go to a pre-determined URL (which is often on the same domain as your company’s main website), enter your email address and password, and start reading email, viewing your calendar, or checking off tasks.

Exchange is the Backbone of Business and Consumer Email and Information Services

The most common way for you to encounter a “proper” Exchange server is in a business setting, where your company may have its own on-premises. In this case, you’ll probably be issued a company PC with Outlook installed that will connect to this server, or you may log into OWA in a pinch.

But Exchange is also the technology that powers cloud-based services that you, as a consumer, can access. For example, you can connect to your Outlook.com account using the Exchange protocol, and use Outlook to manage your mail. You can also log into office.com with an Microsoft 365 account and use Outlook on the web, which is an updated version of Outlook Web Access for consumers.

Exchange servers are likely part of your life every day, working quietly being the scenes to bring you the information you need.  

#Microsoft #Exchange #Work


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