Difference between revisions of "Exchange Migration"

Latest revision as of 09:40, 20 March 2018

On June 22, 2016, the Computer Science Department will be migrating its email to Office 365. This page is intended to provide information on the migration as well as configuration changes that you will need to make so that you can continue to send and receive email properly. If you have any questions or need assistance, please email root@cs.odu.edu.

The Migration Process

The migration process consist of the following steps:

• The vast majority of mail will be exported from CS mailboxes and imported into ODU mailboxes before the June 22nd migration date.
• On June 22nd, the MX record will be switched over ensuring that mail directed towards the CS domain is routed through Office 365.
• The remaining mail left that was received by your CS mailbox after the first export and before the MX record switch is imported to your ODU mailbox.

Policy Changes

Exchange Accounts & CS Email Addresses

Only faculty, staff, and grads will have mail migrated from their CS to ODU mailboxes. Undergrads will not get an Exchange account, but will continue to have just Gmail. New graduate students will have their ODU facstaff Exchange accounts created in bulk at the beginning of the semester. After the accounts are created, graduate students will be notified of their account information.

If you are a graduate student who joined the department late and did not have an account automatically provisioned for you, you must request one through ITS's self service website.

1. Visit [midas.odu.edu] in your web browser.
2. Under "Services," select "Request More Accounts"
3. If the "Budget Code" box is not filled in, Enter "1CS00." Press Next.
4. Click on the "Services" drop down box, and select the "Details" tab. Check the "Exchange Mail Service" check box. Press Next.
5. In the "Justification" text box, enter a statement that says you are a new Graduate Student for the Computer Science Department, and need your facstaff account created, and an alias created for <your-cs-username>@cs.odu.edu. Press Next.
6. Press Finish. After this, the request will have been submitted and we'll be able to work on getting your mailbox created.

Mail Recovery and Retention

The following are changes concerning mail recovery and retention:

• Deleted Items will be kept for 30 days
• Recoverable Items (accessed via Recover Deleted Items) are available for 30 days. Deleting items older than 30 days will cause them to jump to "Recover Deleted Items" the next time the server checks ages, so be careful about deleting old mail.
• CS Exchange accounts will continue to have a modified retention policy from the ODU standard (https://www.odu.edu/about/compliance/records/email-retention-guidelines). ODU standard retention tags of General 2 Years, University Business 3, 5, and 10 Years, and University Business Permanent will also be available.

Management of CS Mailboxes

The Systems Group will continue to assist with email issues such as mailbox rules, group membership, and other day to day issues. If there is an issue that the Systems Group cannot resolve due to permissions, it will be escalated to ITS.

Mailbox Rules

Although your mailbox rules are moved over during the migration, they are moved over in a failed state. Your mailbox rules will need to be recreated after the mail from your CS mailbox has been imported.

Spam Filtering

After the migration, spam filtering will be handled through Microsoft’s Exchange Online Protection. Mail identified as spam will be moved to your Junk Email folder, where it will be kept for 30 days. Please be sure to check your Junk Email regularly. Malware that is caught by the filter will be blocked outright. You can avoid false positives by adding good addresses to your Safe Senders. If you don’t want to see received mail from an address, you can add them to your Blocked Senders. This will send mails you receive from them to Junk automatically. If you notice that emails from a reputable organization you work with are getting sent to Junk, please submit a ticket to root requesting that it be whitelisted. Please include:

• The sender address
• The subject
• The date/time the message was received

Email Client Configuration

You will need to add your ODU account to any email clients that you use. For Outlook, refer to (https://systems.cs.odu.edu/Create_Outlook_Account). You can also utilize the Outlook Web App in your browser by navigating to "outlook.odu.edu". For Thunderbird or any other email clients, refer below. You will login with your Faculty/Staff email address and your MIDAS password. If you do not know your Faculty/Staff email address, you can find it by navigating to midas.odu.edu in your browser. You will see it listed on the right hand side after you have logged in.

IMAP

• IMAP
  • Server: outlook.office365.com
  • Port: 993
  • Username: <username>@odu.edu
  • Auth Method: Normal Password
  • Connection Security: SSL/TLS  
• SMTP
  • Server: smtp.office365.com
  • Port: 587
  • Username: <username>@odu.edu
  • Auth Method: Normal Password
  • Connection Security: STARTTLS

Phones

• Phones
  • Account type: Exchange/Corporate (on some Android phones)
  • Email: <username>@odu.edu
  • Domain: (leave this blank)
  • Server: webmail.odu.edu
  • Username: <username>@odu.edu
  • Password: Midas password

Unixmail & Internal SMTP Relay

Unixmail

Unixmail will be retained as long as we have faculty who use it. Exchange mailboxes will continue to forward email to Unixmail via Contacts just as it is done now.

Internal SMTP Relay

If you happen to have an application that is no longer sending out mail properly after the 22nd, please email root@cs.odu.edu.