KU Leuven Exchange & Lync @cs.kuleuven.be

This text describes setting up and using your KU Leuven Exchange & Lync account as a member of the Department of Computer Science.

There is a more detailed description about the what, why & how of the KU Leuven Exchange & Lync @cs.kuleuven.be.

Short overview: every (official) member of the Department of Computer Science has:

  • a Departmental account with Departmental E-Mail address and Zimbra calendar
    • the Departmental E-Mail address is used for all official Departmental communication and you therefore need to keep an eye on it or make sure to forward it to a mailbox you do keep an eye on.
    • the departmental Zimbra calendar is the official departmental calendar system and you therefore need to keep an eye on it
  • a KU Leuven Exchange Account with a KU Leuven E-Mail address and calendar
    • the KU Leuven Exchange E-Mail address is used for all official KU Leuven communication and you therefore need to keep an eye on it or make sure to forward it to a mailbox you do keep an eye on.
    • the KU Leuven Exchange calendar is (for the time being) not used by the department - it can be used by other members of the KU Leuven though - whether or not that is important for you, depends on your exact situation of course

More information about these accounts is also available elsewhere (e.g. how to set or change the password and/or what to use them for).

The KU Leuven Exchange & Lync systems do not use nor know about the Departmental accounts and can only be used with the KU Leuven Exchange Account.

The Lync Telephone System

The Lync telephone (and other) functionality is enabled automatically for (official) members of the department.

Although you might not use Lync yourself, there are circumstances in which other members of the department or the KU Leuven might want to contact you via Lync. So we do expect each and every member of the department to make themselves familiar with how Lync works and to decide how they will/want to use it.

More information about Lync is available on the local Lync documentation pages.

Do notice that initially Lync is enabled by means of a SIP address only. This means that you cannot call or be called from external partners unless they are calling via Lync from within an organization that has connected its Lync system to the KU Leuven Lync. If you want to call or be called from external partners using a plain old telephone number, you need to have a telephone number associated to your Lync account. You can ask helpdesk for help about this. Most probably though, helpdesk will activate a number for you soon after you start to work (but also probably done in batches of a few at a time and not each individually so it might take a week or two until enough have accumulated).

Nice to know: the old name of Lync was Office Communicator, the new name of Lync will (most probably) be Skype-for-Business. The KU Leuven Lync currently is the 2013 version, with some parts of it still being hosted on an Exchange 2010 infrastructure.

The Default Initial Setup of your KU Leuven Exchange Account

You can check the current configuration of both your Departmental and KU Leuven Exchange Accounts via the About Me page - you need to login with your departmental account.

For new members after April 2015:

The default initial setup of the KU Leuven Exchange Account of new members after April 2015 is to have 2 completely separated accounts: you have a Departmental mailbox and calendar and a KU Leuven Exchange mailbox and calendar.

  • You can however, if you want, set up the same forwarding as described below for existing members but you don't have to do so - if you decide not to do so, we do expect you to keep an eye on both the Departmental and the KU Leuven Exchange E-Mail addresses and calendars though.
  • Setting up that forwarding is just a matter of activating a single forward address in/for your KU Leuven Exchange as described below.
  • Do notice that the forwarding from your departmental E-Mail account to your departmental Zimbra calendar as described below is by default also activated in the same way as for existing members.

For existing members before April 2015:

Once your KU Leuven Exchange (& Lync) account is activated, the default initial setup is such that:

  • all E-Mail (and thus also Calendar requests) destined for your KU Leuven Exchange account are forwarded automatically to your departmental E-Mail account and thus will end up in the same mailbox as your departmental E-Mail.

  • moreover, all Calendar requests that arrive at your departmental E-Mail account (including the ones that originate in the KU Leuven Exchange) are also forwarded automatically to your departmental Zimbra calendar (but with a copy to your departmental E-Mail account). Do notice that only Calendar requests are forwarded in this way, all other mail is processed as usual and according to the rules in your procmail configuration.

In this way, you essentially can forget that you (also) have a KU Leuven Exchange account (mailbox and calendar).
You don't have to configure client software and you don't have to start using new software (neither native client nor web-interface).

The disadvantage of this default setup is that your KU Leuven Exchange Calendar will seem to be completely empty so that people who want to invite you to a meeting by means of that calendar system might think you are free when you are not.

If this setup is OK for you, you don't have to do anything with your KU Leuven Exchange account once it is activated, neither initial configuration nor having to use or be bothered with it later on.

Both new and existing members can of course change this default setup if they want to:

You can of course set up your E-Mail and Calendar configuration the way you like, but we do advise to keep both forwardings activated as long as the departmental Zimbra Calendar is used.

Non-default Setups

(not completely worked out nor extensively tested yet, use with care)

If you want you can change the above default setup e.g. to not forward any E-Mail or only some of it. But then you must of course use other ways to access the E-Mail or Calendar events that are not forwarded and that are stored in your KU Leuven Exchange account. More details about possible non-default setups are described on a separate page.