U of U Email Project Update

1
U of U Email Project Update

• This is intended as a quick overview of the Email
  / Exchange Deployment. If you have additional
  questions send email to
• email_projectfaqs_at_lists.utah.edu

2
Deployment Migration Roadmap

• Production System is online (late Nov 2005)
• Provisioning of user accounts (late Nov 2005)
• The Exchange System will use UNID and CIS
  password (Users with PeopleSoft roles will
  have to set a separate password)
• The provisioned accounts will support all of the
  existing email aliases that are currently in use
  on the iPlanet system Students will not be
  required to use a new email address.
• (Aliases can be updated using the UNID account
  tools https//nid.utah.edu/ )
• All current Students, Faculty and Staff will have
  accounts provisioned.
• The Komas Data Center has power constraints
  that may impact these dates

3
Deployment Migration Roadmap cont . .

• Each user will be provided a new empty mailbox.
  OIT will NOT provide email migration from iPlanet
  / Webmail. Users will be able to access their
  old iPlanet email for at least 120 days after the
  final cutover.
• Users can move mail by using an IMAP client
  (Eudora, Outlook, etc) and connecting to Exchange
  via secure IMAP and another IMAP email store
  (such as iPlanet), allowing for movement of mail
  between the services. Detailed instructions will
  be available on the www.it.utah.edu web site.
• OIT will have 3rd party tools available to
  migrate GroupWise mailbox data to the Exchange
  system.

4
Deployment Migration Roadmap cont . .

• Production system available for use. (Dec 31
  2005)
• Students will be able to begin using their
  Exchange account as soon as the system is
  available, but they will not be required to use
  it until the final system cutover. (May 2006)
• Departments who wish to be early adopters can
  begin using the system in January 2006

5
System Branding / Naming

• We will present the top 3 names and put them to a
  campus vote. We will also include a brief survey
  to get information on what users need/want and
  how they access their email now, so we can do a
  better job with features and online support.
  We'll have a drawing for a couple of Xboxes as
  incentives to complete the vote/survey, which
  will go out around November 16th
• Some of the names that have been submitted
• Umail
• UteMail
• UtahMail
• SwoopMail
• UConnect

6
How will we access the system?

• Preferred Client Outlook 2003 MS Entourage
  2004 sp2 Will provide all features
• OWA (Outlook Web Access) http//systemname.utah.
  edu
• Links will be provided on my.utah.edu, and
  users will be presented with options to access
  the old iPlanet system or the new Exchange system
  from http//webmail.utah.edu
• Premium and Basic
• http//fe.exchange.utah.edu/
• Linux options Ximian provides email and
  calendar with limited features
• Other Secure IMAP clients provides email only.
• PDA access - Server ActiveSync, Outlook Mobile
  Access

7
Training

• CBT online training. (end of November 2005)
• FAQs - OIT is putting together FAQs submitted by
  our test account users that will soon be
  available on www.it.utah.edu (Nov 2005)
• HSC and OIT are working together to provide
  classroom based Outlook training. (Feb 2006)

8
Familiarization with Outlook

• Essentially, this should begin now. If your
  department plans on using the Exchange system,
  you should request test accounts now.
• Practice configuring the client on a number of
  machines. Practice sending email and making
  appointments. Start thinking about the sort of
  email and calendar functionality that your users
  value and see how you will provide those services
  with Outlook and Exchange. (Conference room
  scheduling is a good example of this.)
• If you have questions about how Outlook and
  Exchange can meet the needs of your users send
  email to email_projectfaqs_at_lists.utah.edu. We are
  happy to work with you to find solutions for your
  department.
• The Outlook client is intuitive and most users
  love the product.

9
Delegated Administration

• IT managers and Help Desk staff will be able to
  access Delegated Administration tools, and
  provide support for their departments. (Jan 2006)
• DAs will only be able to make these changes to
  users in their departments. There will be an
  application and approval process in order to be
  granted Delegated Administrative rights.
• Change passwords
• Change quotas
• Change email aliases
• Enable/disable accounts
• Create/edit/delete resource items and public
  folders