CLA IT

AU is moving to new email

Email

Auburn University is moving towards a new email system, Microsoft Exchange with the client software Outlook.

CLA IT moved to the new system in June, and the College of Liberal Arts as a whole started moving in September 2011, beginning with the Dean's Office.  The next departments were Art, Music, Theatre, Center for Arts and Humanities, Foreign Languages and Literatures, and finished with its last batch in February 2012.

Timeline:  Dean's Office (done 9/14), Art, Music, Theatre, CAH (done 9/22), Foreign Languages and Literature (target 9/27), Communication Disorders (done 10/13) , Economics (done 10/13), Philosophy (done 10/19), Sociology (done 10/19), Political Science (done 11/8), Communication & Journalism (target 11/9), History (target 11/8), Psychology (target 12/5), English (target 11/14).  The final batch, in the new year, took care of any faculty members who were on leave during the fall and could not participate in the migration.  No retirees who are no longer working for the university are participating in the migration at this point but will be asked to opt into the online version of the email in February/March, 2012

The goal is to move departments as a whole unit to have as little interruption as possible in departmental calendars, email lists, and other shared activities that are based in the email system.

The process is as follows:  We will ask you to fill in a brief survey (you will receive an email with a link) that gives us information about what services you have been using in Groupwise.  We submit your userids and the userids of any departmental accounts you are using to OIT.  As the next step we will collect everyone's archive, turn off auto archiving and install Microsoft Outlook (you will need to be present for this part).  Once we have collected all archives in one batch (aka department), we submit the information to OIT and wait for them to create your new accounts.  Once the accounts have been created, you will get an email with some instructions from OIT, and you will need to live with two email systems for a short amount of time.

During this time of both systems, you will need to check that everything important has been moved, and once we have your confirmation that all is well, and we have received this confirmation from everyone who is moving at the same time, we can request from OIT to turn off Gropwise. 

Once you are in both systems, do not delete or move any emails, do not clean up, do not create new folders, do not mess with anything until your Groupwise account has been deleted and you are only using the new email system.

We will camp out in your department during this time of transition.

CLA IT is offering some workshops this summer and fall to prepare the current email for the move to the new system.  We will also offer a number of workshops on how to use the new system once units and departments have moved.

Mac Users

Here are a couple of links that give you a comparison between the 2010 (Windows) and 2011 (Mac) Outlook functionalities:

CLA IT will send out a survey to everyone in the college to collect some information about email usage so that we can help you more effectively.

Groupwise Users (Windows and Mac)

To prepare for the move to Exchange, please consider the following to clean up and organize your mailbox.  Do not wait until the last minute to do this:

  • Create folders in your Cabinet and move items to those folders
  • Go through the folders that you already have and delete unnecessary items and folders
  • Delete items from your Sent folder that are not needed
  • Delete items from your Trash and Junk Mail folders that are not needed
  • Move items out of your Trash and Junk Mail folders that you need – TRASH AND JUNK MAIL FOLDERS WILL NOT TRANSFER
  • Store very old, important emails outside of the email system (print to pdf, print to paper, use OneNote)

Clean up and organize your archives:

  • Look for archives on any machines that you use. Your archive will be named of???arc. If you have an archive on a home machine or a laptop as well as your office computer it would be best for you to unarchive the one(s) on machines other than your office. If they are too large to unarchive then you will need to stop the archiving process on this particular computer, copy the archive file to a flash drive or external drive and bring it to us when we start the migration process on your Groupwise account.
  • Go through the folders that you already have and delete unnecessary items
  • Delete folders you no longer need
  • Delete items from your Sent folder that are not needed
  • Delete items from your Trash and Junk Mail folders that are not needed
  • Move items out of your Trash and Junk Mail folders that you need – TRASH AND JUNK MAIL FOLDERS WILL NOT TRANSFER

These are the items/tools that will migrate to Exchange:

  • Calendar
  • Contacts
  • Personal address books and groups
  • Emails
  • Archived emails
  • Tasks (but their date will reset

Items/tools that will not migrate to Exchange:

  • Proxy access (accounts you have access to and who has access to your account)
  • Rules
  • Permissions for shared address books
  • Signatures
  • Junk Mail Settings

If you use any of the items that are not moving, take note what these are so that you can recreate them quickly -- the best time will be when you have access to both email systems.

For more information, please visit OIT's web site:  http://www.auburn.edu/oit/exchange/index.php

 

Content release date: Thursday, February 09, 2012