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Office of Information Technology

Exchange Active Sync Policy

About the policy

On October 12, 2009, a security measure was applied to all University employee email accounts to enforce a cell phone pin number. Any phones that use Active Sync technology (most Windows Mobile phones) or Exchange Push technology (iPhones), will prompt the owner to accept a security policy from the OIT server. Once this is accepted, you will be prompted to configure a 4 digit numerical pin on your device.

You will be able to receive incoming calls and dismiss appointment reminders without entering the pin number. However, to access your contacts, email or place a call, you will need to enter the 4 digit pin number. The Pin number will never expire.

To make an emergency call, simply dial 911 at the PIN/lock screen. Then press talk. Do not use 911 as the first three digits of your pin code!

Resetting Your Pin Number

PLEASE NOTE:  The Recovery Password option is only available for Windows Mobile 6 devices. There is not a recovery option for iPhones, Palm Pre or Windows 5 devices.

In the event that you forget your PIN number, you can generate a recovery password from within your Webmail account. Please note, the device will completely be erased and reset if you enter the wrong pin number more than 8 times! There will be several warning messages on your phone prior to the reset.

From the lock screen

  1. Click Menu
  2. Click Reset Password
  3. Click OK when prompted
  4. Enter your new PIN code twice (can not be a recent Pin Number)
  5. Login to Webmail on a computer
  6. Click Options
  7. Click Mobile Device
  8. Locate your device in the list and highlight it
  9. Click Display Recovery Password
  10. Enter the number displayed on the webmail screen into the recover password field on your phone.

Remotely Erasing your Device

The following should only be done if the phone is being replaced or has been lost/stolen. All data contained on the phone (including pictures and saved files) will be lost.

  1. Login to Webmail.smu.edu
  2. Click Options
  3. Click Mobile Devices
  4. Highlight the device in the list
  5. Click Wipe all data from device

Frequently Asked Questions

Can I choose my own PIN or is it provided?
We want you to select your PIN number for your device. One will not be provided.

Will the PIN expire and need reset?
No. The PIN number is configured to never expire.

Has this service/policy been tested?
IT has been testing this policy for several months on a variety of phone devices. The PIN policy has worked very well with minimal impact to the customer.

Does this OIT policy impact my phone if I am using POP3 or IMAP protocol?
No. This OIT policy will not affect phones configured with either an IMAP or a POP3 email account. If your Smartphone is receiving SMU email using protocol these options, please manually configure a PIN number to protect your data.

Will this affect personal as well as University owned devices?
Yes. This will affect any staff cell phone configured with Active Sync.

What if I already have a PIN configured on my device?
If you already configured a pin, there will be no changes to your phone. You will be prompted to accept the policy but will not have to change the PIN number already configured.