Accessing University resources while away from the Cambridge network requires careful configuration. This guide focuses on email access and directory services, specifically addressing the use of the Hermes system and its successor, highlighting the changes brought about by Cambridge's move away from Hermes. We'll cover setting up Outlook 2013 & 2016 (Windows), using LDAP, accessing Hermes Webmail, understanding Exchange Online, and addressing account security.
I. Understanding the Cambridge Network and VPN Access
Before delving into the specifics of email configuration, it's crucial to understand the fundamental requirement for accessing Cambridge University resources remotely: the Virtual Private Network (VPN). The University's LDAP directory, essential for features like auto-completing email addresses in Outlook, and access to many University services, is only accessible from within the Cambridge network or via a secure VPN connection. If you're working from home, a coffee shop, or any location outside the University's physical network, establishing a VPN connection is the first and most crucial step. This connection masks your IP address, making your computer appear as though it's located on the Cambridge network. Without the VPN, attempts to access services like the LDAP directory or even certain webmail functionalities will likely fail. Instructions for connecting to the University VPN are typically available on the University IT services website and often involve installing specific client software.
II. Outlook 2013 & 2016 (Windows)
For many Cambridge users, Outlook remains the preferred email client. The configuration for accessing your Hermes email account (or its successor) in Outlook 2013 and 2016 on Windows involves specifying the correct server settings and credentials. These settings were crucial under the Hermes system and continue to be relevant for those migrating to the new email platform.
A. LDAP in Outlook 2013 & 2016 (Windows)
LDAP (Lightweight Directory Access Protocol) allows Outlook to seamlessly integrate with the University's directory service. This means auto-completion of email addresses, easier contact management, and generally a more streamlined user experience. However, as mentioned previously, accessing the LDAP directory requires a VPN connection. Once the VPN is established, Outlook should automatically populate the address book with contacts from the University directory. If this doesn't happen automatically, you might need to manually configure the LDAP settings within Outlook. This typically involves specifying the LDAP server address (provided by the University IT department), your domain, and other relevant parameters. Consult the University's IT support documentation for the precise settings required. Failure to configure LDAP correctly will result in a lack of address book integration and the inability to use the auto-complete feature.
B. Setting up Email in Outlook 2013 & 2016 (Windows):
The exact steps for setting up your email account in Outlook will depend on whether you are still using the legacy Hermes system or have transitioned to the new email platform. However, the general process remains similar:
1. Open Outlook: Launch the Outlook application.
2. Add Account: Navigate to the "File" menu and select "Add Account."
3. Account Type: Choose the appropriate account type (usually "Exchange" or "IMAP," depending on the University's instructions for your new email system).
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