This information is required for a user or any person who is troubleshooting issues with Outlook. Please see below under which circumstances, it becomes mandatory to know the name of the exchange server on which an e-mail account is located.
The most primary reasons when it becomes mandatory to know the name of the exchange server on which the email account of an employee is located is during unplanned outages or scheduled downtime, any patches to be installed on the server, etc.
Outage is the unplanned or planned event when a server goes down. During planned outage, the change managers make some changes on the server to enhance the services. At this time, the server goes down for the time period taken to complete the activity. This is also called Scheduled downtime. In this case, the server team sends an e-mail to all the users whose email accounts are located on the server notifying the scheduled downtime so that employees do not get panic to find that their outlook is not working. In the e-mail, they mention the name of the server which is scheduled for change for a particular period of time and the e-mail is marked to the users in bulk. In this situation, it becomes mandatory for a user to know if his e-mail account is located on the server in question.
Unplanned Outage is any activity or event which occurs accidentally or unexpectedly on the servers due to any patch failure or any human error while maintaining the servers. In this case, the situation becomes chaotic because all the employees' outlook stops working unexpectedly and suddenly. This generates a lot of calls for the technical support department or service desk or Technical Help desk. When these supports experience a lot of calls for the same issue, they try to know the name of the exchange server on which the e-mail account of the users is located. If they find that it's the same server serving all the impacted outlook mailboxes, they immediately let the server team maintaining it know about it to fix the issue. In this situation, it becomes mandatory to know the name of the exchange server.
Another scenario where it's must to know the name of the exchange the server is while configuring the outlook account for a user. This could be at the time of configuring outlook for the first time soon after an e-mail account is created especially for the new or rehired employees or when the existing profile of the outlook gets corrupt and needs a new profile creation.
This is a common call taken often by service desk department being first point of contact. This information would not only help the users but also would be useful for the technical support engineers who help their clients in such matters.
This article would help the employees working in Technical Helpdesk department to help users when they don't get the information in their learning base to help the client waiting on call for resolution. These are the best practices, tips and steps practised by the top professionals in MNCs and corporates. I have given the steps for Outlook 2003 and 2010. This would also help the people looking for job and preparing for interview as I have tried to make it look very simple and effective.
Please see the below simple steps to know the exchange server name hosting the impacted email accounts in Outlook 2003 and 2010.
1 - Click on the File tab
2 - Click on the Account Settings button and select Account Settings
3 - On the Email tab you should select your email address and Click on Change.
4 - On the Change Account window your server name will be listed next to Server.
1 - Click on the Tools menu
2 - Select Email Accounts
3 - Check the View or Change existing email accounts radio button and Click Next
4 - On the Email Accounts window Click Change
5 - On the Email Accounts window your server name will be listed next to Server
Also check: How to resolve the issue if the Outlook shows disconnected
Hardware and Networking engineers working in technical call centers can use these steps to fix the issue and improve FCR to contribute their best experience to the customers in no time without having to forward the ticket to higher support levels. Common users can fix their issues all by themselves by following these steps without calling the Help Desk and wait in the queue for the response of the Support Engineers.
Please give a try practicing these simple steps to fix the issues in outlook and you would never regret. It would add a lot of value to the organization by saving the man power efforts which in turn would help the company to save revenue for the people.