Email Server Migration - Hong Kong University of Science
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Transcript Email Server Migration - Hong Kong University of Science
Email Server
Migration
Briefing Session For
IDLPs
ITSC
Terminology
iMail
The email server which we are currently using
Exchange
Name of a Microsoft email server
Outlook
An Email Client – the tool you use to check emails, like
Thunderbird and PC-Pine
OWA
Outlook Web Application – a web-based interface to
check emails in Exchange
Email Server Migration
* Staff Only *
What Are The Benefits
Access emails, calendars, contacts and tasks
anywhere, anytime
By PC/Mac
By full-featured Web Based Email Client – Outlook Web
App (OWA)
By Smart Phones (e.g. iPhone, Android)
Sharing and Collaboration
Sharing calendars, tasks, contacts and files
Quickly and easily arrange meetings and conference
rooms
Migrate In 3 Phases
Phase 1 – Pilot by invitation (April)
Who have migrated?
Most ITSC colleagues (done in March)
Who are being invited?
Departmental support staff
IDLPs
Any other opt-in is welcome
What is not available yet?
Changing Full Name, Changing Email Alias - will be available in
May
Migrate In 3 Phases
(Continued)
Phase 2 – Large Scale User Switchover (Backend)
User Migration is done overnight, one dept at a time
Should be transparent to most users
PROVOST Branch – To be completed by May
VPAB, VPRD and Others – To be completed by June
Phase 3 – Advanced Exchange Features
Trainings on Sharing and Collaboration features
Special requests from departments could be
arranged when feasible
What To Do Before/After The
Phase 2 Migration?
Before the Migration
Outlook – Suggest upgrading to Outlook 2010
Most users (IMAP4 Email Clients) – No Action required
PC-Pine - upgraded to version 4.6.4
After the Migration
Outlook Clients
Set up your Exchange account in Outlook – Simple!
IMAP4 Clients
No configuration change is needed
What benefits after Migration
(Phase 2) ?
Exchange’s Personal Features
Server based Contacts and Calendars
Full-featured Outlook (w/Exchange account setup)
Full-featured web-based interface (OWA)
Direct smartphone support
(Email/Contacts/Calendars/Tasks)
Recover deleted emails in 30days (Outlook only)
Real-time notification if Email Recipient is on leave
(Outlook only)
8G email quota, and more …
What benefits after most users
are migrated (Phase 3)?
Sharing and Collaboration features
Shared Contacts and Calendars
Event Invitations and Replies (Accept/Reject/Maybe)
Resource booking (e.g. Meeting Room) for events
Boss/Secretary working relationship
Scheduling meetings and events for Boss
Manage Boss Contacts
Real-time shown on Boss iPhone
Reply email on behalf of Boss
How to Opt-in?
Who can Opt-in?
Any HKUST staff can apply
Send the opt-in request to [email protected] with the following
information:
Optional - Preferred Full Name (e.g. Doug Wong instead of Doug CT Wong)
Displays in the From field of emails you send
Optional - Preferred Email Address or Alias (e.g. [email protected]
instead of [email protected])
Your email address which other email recipients see
The email software you are using (e.g. Outlook 2010, Thunderbird
2.3.3)
Your contact Phone number
Our colleagues will come back to you on the details
Q&A