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)
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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
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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
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Shared Contacts and Calendars
Event Invitations and Replies (Accept/Reject/Maybe)
Resource booking (e.g. Meeting Room) for events
Boss/Secretary working relationship
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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