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Exchange Project Overview

Faculty / Staff E-mail Transition Project - 2011

Starting the Summer of 2011, we will transition to a new and improved faculty / staff e-mail system. The new e-mail system (called Exchange) will replace the current iClarion e-mail environment. The new e-mail system will provide a substantial (almost 4000%) increase in e-mail server storage quota for all faculty and staff. In addition to the 4GB quota, the new system will offer a variety of additional improvements including a robust web interface, expanded calendar capabilities, and improved integration options with mobile devices.

The new system will be available starting June 1st. You will be able to “opt-in” to the new system through mid-September. Please review the project outline below for details.

 

Exchange Project Outline

When will the new e-mail system be available?

  • The new e-mail system (called Exchange) will be deployed in a phased model that will permit faculty and staff to "opt-in" to the new system over several months. The opt-in schedule will be as follows:
    • 1-JUN-2011- 29-JUL-2011: Preferred opt-in window.
    • 30-JUL-2011 - 16-OCT-2011: Extended opt-in window
    • 17-OCT-2011: Opt-in windows expires; all new e-mail directed exclusively to new system.

Will my e-mail address change?

How will I access my e-mail?

  • First, with the opt-in approach please note that your e-mail will continue to be delivered and accessed with the same tools that you use today until you opt-in to the new system.
  • Once you opt-in to the new system and activate your new Exchange account, all new e-mail from that point forward will be delivered only to the new Exchange system.
    • Access to your Exchange e-mail will be available in a variety of ways including desktop e-mail programs (Outlook, etc.), a new web interface (called Outlook Web App), and new mobile device tools (called ActiveSync).
    • Outlook Web App will be available from any web browser.
    • Existing desktop or mobile e-mail setups will require a one-time configuration update to remove the old iClarion e-mail settings and create the new Exchange e-mail settings.

What kind of support will be available to help me activate my new e-mail ?

  • Computing Services will offer a variety of support options to help you make the transition to the new system. Those options will include:
    • On-site support to be scheduled by building/department wherein we will have staff on-site to support individual transitions to the new system. 
    • Individual appointments scheduled upon request. 
    • Web-based forms and resources to enable individuals to initiate their own transition to the new system if desired.
    • Note:  Please see www.clarion.edu/computing/exchange for the current area by area schedule and the form for the individual appointment requests.

         As part of our on-site or appointment support model to activate an opt-in request, we will provide individualized support with the transition of Inbox messages, Contacts, and Calendars.

 

What about my old e-mail data?

  • The majority of faculty / staff e-mail users utilize a desktop e-mail program like Outlook. The mail and other information that you have within your desktop e-mail program will remain as is - it will simply show in a separate folder structure from the new Exchange folders.
  • Any mail stored exclusively within the iClarion web interface will need to be moved to your desktop or Exchange account as part of the transition to the new system. Computing Services will provide personalized support to assist with the transition as part of the opt-in process.
  • As part of the opt-in process, Computing Services will assist with the movement of contact or calendar data into the new Exchange system.
  • Where needed, Computing Services will also assist with the movement of old e-mail messages into the new Exchange system. While everyone will have substantial disk quota with their Exchange account, quota is still finite and users will want to be mindful of available space and retention needs before moving old messages into to the system. As noted above, old messages already archived within a desktop e-mail program will remain as is.

 

Will Outlook be the only supported desktop e-mail program?

  • Outlook will provide the richest interface to e-mail and all of the other capabilities of Exchange. Note also the Outlook Web App (OWA) is a powerful web interface for the system. Over time, many faculty and staff may find that OWA is all that they need.
  • Using the Outlook desktop program or OWA will keep all of your information on the Exchange server --- which is advantageous in backing up your information and providing full access to your e-mail, contacts, and calendar wherever you are.
  • That said.... Standards-based access to e-mail (i.e. POP access) will continue to be supported and programs such as Mac Mail and Thunderbird will be able to access the new e-mail system in essentially the same way the access the old system today (with a one-time configuration change for the new system).