Exchange 2010
When is this Happening?
The weekend of
November 2
nd- 4
thall
KUMC entities will be switching to Microsoft
Exchange as our new collaboration &
communication platform.
On Monday morning,
November 5
thwhen
you come to work you will be using Outlook
Exchange 2010
• Microsoft Outlook = the desktop client that
will access the email system.
• Microsoft Exchange = name of the entire
email system.
Exchange 2010
• 5GB mailboxes for all Faculty & Staff.
2.5GB mailboxes for all Students.
No archive – All email will be “live”.
– Total Live GroupWise Mailbox + GroupWise Archive
– Average mailbox size for Wichita users is 319 MB.
Current GroupWise stats
Before November 2nd
• Clean up live and archive mailboxes.
– Evaluate the business need of keeping very old email. • Use the “Mailbox Size” feature of GroupWise to
sort by largest mail items for review.
• Review “sent items” for multiple versions of attachments.
Before November 2nd
• Review “Tips and Tricks” handout regarding cleaning up your mailbox.
• Review on-line video training. QuickHelp from Brainstorm http://quickhelp.brainstorminc.com
Before November 2nd
• You need to document
– Rules
– Proxy rights
– Shared folders
– Shared address books
What will Migrate?
Feature/Item Migrate? Comments
E-Mail Inbox Yes
Calendar Items Yes
Tasks Yes
Work in Progress Yes “Drafts” in Outlook
GroupWise Rules No You will need to document your rules before migration
GroupWise Cabinet
Folders and Items Inside
Yes
Items in Trash No
Sent Items Yes
Status Tracking No
Shared Folders Limited The folders will migrate but permissions will need to be granted inside Outlook.
What will Migrate? (cont.)
Feature/Item Migrate? Comments RSS Feeds No
Personal Address-books Yes Personal E-Mail Groups Yes Frequent Contacts No
Shared Address Books Limited Address Book will transfer but permissions will need to be set-up. Document shared address books before migration.
“Proxy” Rights to Inbox and Calendar
Limited Document proxy access before migration
“Proxy” Rights to shared mailboxes and calendars (i.e. Conference rooms etc.)
Limited Document proxy access before migration
GroupWise Archive contents and folder structure
Yes Will be placed in a new folder called
“Archive” and all folders and items will be placed there.
What about my mobile device?
• Exchange will support:
– Devices that have native “Exchange Email” support built-in. This includes: iOS, Android, Windows Mobile.
• All devices will need to be reconfigured to communicate with the new servers.
• IT will not setup devices to use GroupWise mobility after October 18.
• Devices currently syncying with GroupWise will stop syncing on Friday, November 2nd at 5:00 p.m.
• IT staff will work with you to reconfigure your device beginning on Monday, November 5th. We can provide the instructions or assist with the configuration.
What about my mobile device?
• Existing Blackberry devices will still be supported and will need to be completely reset to connect to the new email system. (KC policy is that they will no longer be adding new Blackberry devices. We strongly encourage existing BlackBerry users to upgrade to an iPhone or Android phone.)
Auto forwarding email
• Due to a policy change you will no longer
be able to auto forward your email to a
non KUMC email account.
How will I access my email from home?
• You will access your Outlook email from
home or off campus using the Outlook
Web Application (OWA).
I have used Outlook before, can I create an
off-line PST file?
• The ability to generate PST files will not be
enabled for end users in the Exchange
system.
The Migration Process
• Friday Novemer 2nd after 5:00 p.m. all Exchange mailboxes will be
made “live”. From this point forward, all new email will flow into Exchange and GroupWise mailboxes will not receive new email. • Migrate all calendar items from GroupWise
• Migrate last 30 days of email from GroupWise. • Migrate remaining email from GroupWise
• Over the weekend of 11/2 5:00 p.m. – Sunday 11/4 we are asking that you stay out of email. If there is an urgent need to access your email during this time you will be able to use GroupWise webmail for old email and OWA for new email. BE AWARE THAT CHANGES MADE IN GROUPWISE DURING THIS TIME WILL NOT BE
Monday, November 5th
• Monday morning you will begin using Outlook.
• Use GroupWise Webaccess to view non migrated email until it migrates over to Exchange only if absolutely necessary.
• Email will “trickle” in to your Exchange Mailbox as the migration process continues.
Monday, November 5th
What if I don’t see Outlook on my computer?
Don’t Panic – you can still use email. Use (OWA) the Outlook Web App.
https://mail.kusmw.kumc.edu/owa
Open a ticket with the Helpdesk.
UKSM-W (3-2605) or [email protected]
Monday, November 5th
What if I don’t see all of my email in Outlook?
It’s possible that your mailbox has not completed being migrated or there were issues with some corrupt messages.
Wait 24 hours as your mail may still be in the process of migrating.
Open a ticket with the Helpdesk.
