Migration to Exchange

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Why are we migrating to a new email system?

What happens during the migration starting on 7th of September?

What needs to be done?

Which data/settings will be migrated?

Which data/settings will NOT be migrated?

 

Why are we migrating to a new email system?

After the migration to the new email system the daily collaboration will be much easier!

Other than our current email system MS Exchange is a so called groupware server integrating email, calendar, tasks, address books and notes. With MS Exchange the University of Bielefeld migrates to a future-oriented platform that meets the various requirements of the customer groups within the university.

Also after the migration the well-known problems and glitches of our current email & calendaring system will be a matter of the past.

 

What happens during the migration starting on 7th of September?

The server, data and settings of the current mail system will be migrated to MS Exchange.

The migration will start at 12:00 on September 07. From this time until the beginning of the official University´s service hours on Monday, September 10, the BITS email- and calendar service will not be available. Since you can neither send or receive emails during this time period, please schedule this time window accordingly in your communication measures (Example: Timely submission of documents or applications, etc.).

Emails and attachments will be available again after the migration! Address books (more details here) , tasks and notes as well as the Webmailer settings (signatures, out-of-office replies) will also be migrated. Calendars will be migrated as archived versions (more details here).

 

What needs to be done?

Access to Email, calendar, address book etc.
The settings to access your emails, calendar and address books need to be re-configured on all of your devices. Client software that supports the MS Exchange server or Activesync usually provides an autoconfiguration. The IMAP, SMTP and CalDAV protocols will still be supported. The SMTP-Port is changing to 587 (STARTTLS).

Manuals for most common clients
ToDo
Your university´s PC
Depending on how the desktop management is handled within your organization the re-configuration of your client software will be done automatically or needs to be done manually by yourself.

User name
Up to now the user name to access your personal mailbox is BITS-Username@uni-bielefeld.de. After the migration to MS Exchange your user name will be Email-adress@uni-bielefeld.de (usually firstname.lastname@uni-bielefeld.de).

Password
After the migration the password to access your personal mailbox will be the same as the one you currently use to access your university´s PC or to map your network drive (also known as password for your so called Active Directory or AD account).
ToDo
If you don´t use your AD account so far or if you don´t know your password you can easily change it using the University´s PRISMA portal.

Access to role accounts
MS Exchange handles the access to role (-based) accounts (aka shared mail accounts) using so called delegations. The delegations necessary to give users access to the existing role accounts mostly have being previously setup by your local EDV-Betreuer. After the migration the owner (aka keeper) of role accounts can manage the delegations for their role accounts using the PRISMA portal.
ToDo
After the migration every user using role accounts needs to add these accounts to his mail client and webmailer.
Manuals for most common clients

Webmail
The current webmailer will be replaced with Outlook Web Access (OWA), a state-of-the-art web interface with much more functionalities than the current webmailer.

UMS (Voicebox & Fax messages)
With MS Exchange new voice box or fax messages will be delivered to the inbox folder of the respective mailbox.
Current messages will be moved to a folder named "UMS-Archiv"

Distribution lists
With the migration the managing of distribution lists will be moved from the Benutzerverwaltung to the PRISMA portal.

 

Which data/settings will be migrated?

Emails
Emails and folders as well as attachments and signatures will be migrated. Color categories, flags or other client specific tags will not be migrated.

Personal Calendar (and other calendars)
"Pre-Migration"- calendar entries will not be migrated but provided as a reference in an additional calendar named "Archiv_calendar_name". More Information here.

(Personal) Address books / Contacts
The following attributes will be migrated:
List of attributes
  • Name
  • First Name
  • Middle Name
  • Last Name
  • Nick Name
  • Company
  • Department
  • Job Title
  • Business Street
  • Business City
  • Business State
  • Business Postal Code
  • Business Country/Region
  • Home Street
  • Home City
  • Home State
  • Home Postal Code
  • Home Country/Region
  • Business Fax
  • Business Phone
  • Home Phone
  • Mobile Phone
  • Pager
  • Other Phone
  • Anniversary
  • Birthday
  • E-mail Address
  • E-mail 2 Address
  • E-mail 3 Address
  • Notes
  • Office
  • Location
  • Personal Web Page
  • Business Web Page
  • IM1
  • IM2
  • Calendar
  • FreeBuzy
  • Title
  • Suffix
  • Other Street
  • Other City
  • Other State
  • Other Postal Code
  • Other Country/Region
Additional Address books will be migrated according to the above scheme.

Contact groups: Local contact groups (within your personal address book) will be migrated. A contact group will not be migrated if it contains only contact groups.

Tasks
All Tasks will be migrated to the new Exchange-Server.

Signatures
Existing signatures stored in the webmailer (HTML or plain text) will be migrated without images. HTML signatures will be cleared as much as possible and migrated.

Vacation Messages/Out-of-office Replies
Vacation Messages/Out-of-office replies will be migrated incl. subject, start time, end time, internal/external tag, active/not active tag.

Mail-filtering Rules (Sieve-Rules)
Server-based mail filters usually will be migrated but won´t be active after the migration. Users will be informed via email about mail filters which can´t be migrated.
ToDo
Re-activate mail-filtering rules using Outlook Web App (Webmail).

Display name
The display name of your personal mailbox will show up as Last Name, First Name.
For role-based accounts the display name as stored in the Benutzerverwaltung will be used.

UMS (Voicebox & Fax messages)
Current messages will be moved to a folder named "UMS-Archiv".

Automatic Email forwarding
Forwarding email addresses will be migrated as long as there is only one address configured. None will be migrated if there is more than one address configured.
ToDo
Forward your email messages to only one using the inbox rules in the PRISMA Portal. Instruction "Weiterleitung einrichten"

 

Which data/settings will NOT be migrated?

Calendar entries
Calendar entries/items will not be migrated but provided as a reference in an additional calendar named „Archiv_calendar_name“. Recurring appointments will be migrated as single (not linked) calendar entries into this archive folder. Attachments will not be migrated, but can be restored by BITS.
ToDo
Calendar entries/recurring appointments need to be manually created in the new calendar.

Shared Folders
Permissions to share folders will not be migrated to MS Exchange.
ToDo
After the migration folder access needs to be granted again.

Shared Calendar
Permissions to share a calendar will not be migrated to MS Exchange
ToDo
After the migration calendar access needs to be granted again.

Shared address book/shared contacts
Permissions to share an address book or contacts will not be migrated to MS Exchange.
ToDo
After the migration address book or contact access needs to be granted again.

Categories
Categories used for email, calendar or contacts will not be migrated to MS Exchange.
ToDo
After the migration categories need to be created and assigned again.

 

ToDos

This symbol shows up if a user himself needs to take action after the migration. Please read carefully!