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Exchange Migration FAQ (Faculty/Staff):

General:

Why is the College migrating to Exchange for email and calendar services?

Library, Information and Technology Services (LITS) is pleased to announce the upcoming implementation of a new set of email and calendaring solutions to support the College’s collaboration needs. Brockport faculty and staff will be moving to Microsoft Exchange 2010. This change will benefit the College by reducing costs while improving functionality and services for all of our users.

Today, over 400 faculty and staff are already using Microsoft Exchange. This solution was selected after a lengthy review of the College’s needs, significant feedback from user meetings, and the results of a pilot program where several options where reviewed. In order to create a consistent platform for use and support, LITS will complete the migration of all faculty and staff members to this solution by early June. Exchange offers many benefits including:

  • A more unified and consistent platform for accessing email, calendaring, and contacts.
  • Stronger calendar functionality to better support the need for shared calendars.
  • An improved Webmail experience across all major web browsers on all platforms.
  • Expanded support for access to email and calendaring using mobile devices such as iPhones, iPads, and Blackberries.

Will students be migrated to Exchange?

Students will not be migrated to Exchange. After the spring 2012 semester, students will be migrated to Google Apps for Education. During the process of reviewing the College’s needs and the results of a pilot program, it was determined that Google Apps for Education was a stronger fit for the student population. The move to Google Apps will enable students to utilize Google’s popular suite of applications including:

  • Google Mail (Gmail)
  • Google Docs
  • Google Calendar

In addition, Google Apps provides extensive support for students’ mobile devices enabling students to connect and collaborate with their peers in and out of the classroom. All Google-based student accounts will retain their current Brockport email address (NetID@brockport.edu).

Additional information about the Google project is available at: Google Migration FAQs

What mail clients will be supported with Exchange?

The following Exchange clients will be supported by the LITS Help Desk:

  • Outlook 2007 for Windows
  • Outlook 2010 for Windows
  • Mail, iCal, Address Book for Mac OS X
  • Outlook Web App (OWA) – New Webmail
  • iPhone, iPod touch, iPad
  • Android 2.1 and higher
  • BlackBerry

No Longer Supported: Exchange does not support the following clients.

  • Outlook 2003
  • Thunderbird

If you are using Outlook 2003 or Thunderbird, you should make plans to switch to another client. You might consider using Outlook Web App (OWA) as your primary way of accessing your Exchange calendar and email. OWA works in all modern browsers, including Internet Explorer, Firefox, Chrome on Windows and Firefox, Safari on Mac OS X.

Can I use my mobile device with Exchange?

Yes, the following mobile devices will be supported with Exchange:

  • iPhone, iPod touch, iPad
  • Android 2.1 and higher
  • BlackBerry

Use of a personal mobile device with the College’s Exchange system will require that you complete an agreement that includes provisions intended primarily for the protection of the security and integrity of the College’s network and data infrastructure, and to the maintenance of confidentiality of College and State data which might be stored on the personal device.

More information on the Personal Mobile Device Policy is available at: Personal Mobile Device Policy

I’ve heard there will be quotas set in the Exchange environment, is that true?

This is true. Most Exchange users will be subject to a 1GB storage quota. This quota is being created to ensure optimal performance of the system and to ensure good stewardship of email resources.

Most Exchange users will experience no impact related to the existence of quotas. Users who regularly take steps to manage their accounts are likely to stay well below their storage quota.

For users who are approaching their established quota, an automated, daily message informing them of their status will be sent to their Inbox. If the quota is surpassed, users will be prohibited from sending messages, but will continue to receive messages until their utilization is reduced below their established quota.

Additional information about Managing Quotas in Exchange is available at: Managing Quotas in Exchange

Can I forward my Brockport email to my personal account?

No, the College’s E-mail & Network Policy (http://www.brockport.edu/lits/policies/epolicy.php) does not allow the automatic forwarding of your Brockport email to any outside system. This policy has been implemented for the following reasons:

  • Security: Automatic forwarding poses a number of security threats.
  • Privacy: Automatic forwarding increases the risk that confidential information would be sent outside of our environment.

How do I get training and support for Exchange?

Following your migration to Exchange, LITS staff will be available to provide training and support.

A complete set of documentation and how-to videos on using Exchange is located at: http://www.brockport.edu/lits/email/exchange.php

All questions and issues can be directed to the LITS Help Desk at (585)395-5151, option #1 or helpdesk@brockport.edu.

Migration Process:

When will my account be migrated?

The Exchange migration process will be scheduled over a 14-week period beginning March 2 and ending in early June. Faculty and staff will be migrated by department and will receive notification of their scheduled migration a week prior to their migration date. The project team will be coordinating with department secretaries or administrative assistants to help gather information and relay migration details. All migration work will occur on weekends between 5PM Friday night and 8AM Monday morning to minimize disruption.

What should I do to prepare for the migration?

In order to prepare for the migration, LITS asks that all faculty and staff review their mailbox management practices and make a good faith effort to reduce the size of their existing mailbox prior to the migration. Helpful strategies for managing your email include:

  • Managing your Sent folder by removing messages that are no longer needed.
  • Delete duplicates and earlier portions of message chains.
  • Save attachments to FileCity instead of keeping them in your mailbox.

In addition, if you would to have your webmail contacts moved to the new webmail, please see: How to Export Your Contacts from Webmail Prior to Being Moved to Exchange

Can’t decide what to keep and what to get rid of?

Please visit the links below to review the SUNY policy and State requirements for Records Retention. Please note that records must be retained for the minimum retention period listed.

If you have any questions specifically relating to Records Retention, please contact Jen Padellaro, Records Management Officer at records@brockport.edu or (585)395-5960

What data will be included in the migration?

Email: The migration process will primarily focus on moving all email data and folders in your account to the Exchange system.

Calendar: For users who have been using the Webmail calendar or a calendar in Outlook, migration options will be provided. When your department is contacted with your migration date, please be sure to provide notification that you are a calendar user.

Contacts: TBD

What happens to my mail if I’m over quota when the migration occurs?

The project team will be contacting and working with users who have been identified as being over quota prior to their migration. Users will be asked to make a good faith effort to reduce the size of their existing mailbox and archival strategies will be discussed prior to migration.

In the event that the mailbox size is over quota when the migration occurs, the data will be migrated but a quota ceiling will be put in place and slowly reduced to provide ample time to make adjustments.

What should I expect during the migration of my account?

Faculty and staff will be migrated by department and will receive notification of their scheduled migration a week prior to their migration date. This notification will include complete details on the migration process but users can expect the following to occur during their scheduled migration window:

  • Email and calendaring services will be unavailable during the period when your account is migrated.
  • During the migration window, all mail data for your account will be migrated to Microsoft Exchange.
  • During the migration window all new mail received will automatically be delivered to your new Exchange account. The migration will not impact the delivery of any email messages.
  • Users should logout of all email software and shutdown their computer at the close of business on the Friday before their migration date. Any mobile devices that connect to email should be disconnected from the old system prior to migration. Leaving open connections to email software could have adverse impacts on the migration process.
  • During the week following your migration, the project team and Help Desk staff will be available to assist you with setting up any desktop computers, laptops, and mobile devices that you use to access your Exchange account. There will also be an opportunity to do a final migration of any data (mail, calendar, contacts, tasks) and settings stored locally on your devices.
  • Training and support resources will be available online and in-person as requested to answer any questions your encounter while getting started with the new system.

My account has been migrated, now what?

  • Check out your Exchange account! Access it via Outlook Web App (OWA) at: https://email.brockport.edu from any computer
  • Setup or migrate your client! Check out the documentation at: [TBD] for setting up Outlook on Windows or Mail.app on Mac OS X.
  • Connect your mobile device! If you need to use your mobile device with your Brockport email account and have an iPhone, Android, or Blackberry follow the information at: [TBD]
  • Learn more about the features of Exchange! Check out the complete set of documentation and how-to videos on using Exchange at: http://www.brockport.edu/lits/email/exchange.php
  • Get additional training and support! If you have any questions or encounter any issues, contact the Help Desk at (585)395-5151, option #1 or helpdesk@brockport.edu

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exchange/migration-facts.txt · Last modified: 2014/06/10 14:57 by dhoenk
 
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