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Outlook Email Migration FAQ
The following section provides some answers to a list of frequently asked questions for our users in regards to Outlook Email Migration.
Q. How long does the migration take?
A: Typically, Outlook migration is scheduled 1 week in advance to minimize any disruption in mail service. Your pre-existing e-mail, calendar items, address books, etc. is migrated 'behind the scene' within a couple of hours. During this time, you will have to use the Outlook web interface https://exchange.syr.edu to access your e-mail. After the mail migration is complete, all of your e-mail from Groupwise will be available in Outlook.
Q. Do I need my computer on during the migration?
A: No. Clients must be logged out of GroupWise completely on their local machines, terminal servers(if any), and webmail.
Q. Do the individuals being converted need to be physically present during the time they are being migrated from GroupWise to Outlook?
A: We prefer to have the individual present after the mail migration is complete and Outlook installed or computer rebuilt. This is required to properly set up your Outlook client. We can also help to address any issues or concerns you may have once migrated.
Q. Can an individual choose to be converted or not?
A: All LCS faculty and staff Windows users are required to convert to Outlook. Unix/Linux and Macintosh users may continue to use their preferred Email client connected to the University's mail servers.
Q. What if someone forgets they have been converted to Exchange/Outlook and tries to use GroupWise in terminal server or by using webmail?
A. They will not be able to login to GroupWise on the terminal server or the web interface and should contact CIT Helpdesk.
Q. What should I do in preparation for Email migration?
A: To make the move easier and faster, each user is advised to do the following:
- Sift through all of the GroupWise e-mail you have saved in your mailbox, sent mail, trash, and any other GroupWise folders. Delete those that are no longer needed. This is a good opportunity to “dust and clean” your email cabinet.
- Sift through all of the e-mail attachments that you have saved in your GroupWise system. Eliminate any unnecessary attachments and make sure you have not saved attachments with file extensions that, for security reasons, will not be moved into Outlook. A list of the file extensions that are known to typically carry viruses and other malware that will be excluded from Outlook is available from your technical support staff.
- Sift through your personal GroupWise address book and eliminate addresses that you no longer use. Review the Frequent Contacts file in your GroupWise address book and move those you want to keep into your personal address book. Data in Frequent Contacts will NOT be moved to Outlook.
- Document GroupWise rules that you are currently using. These rules will NOT be automatically copied into Outlook. You will need to use Outlook’s “Out of Office” utility to recreate your GroupWise rules.
- Shared calendars: While your calendar information will be transferred into Outlook, information about those who you allow to view your calendar will not be transferred. You will need to re-establish your calendar sharing protocols.
Q. What should I do with my archived mail?
A: Contact CIT Helpdesk and we will assist you.
Q. When cleaning up my inbox what volume of mail is a large volume?
A: When cleaning up your inbox before migration, look for e-mails that contain attached items that are no longer necessary. Attachments take up more space on the server than general e-mails.
Q. Will Sent Items be migrated?
A: Yes.
Q. Do existing Calendar Meetings get migrated?
A: Yes.
Q. Are proxy accounts migrated?
A: No. Contact CIT Helpdesk and we will assist you in managing your proxy accounts before you are migrated.
Q. What happens to Conference Rooms and other non-people accounts such as our department e-mail address?
A: These accounts can migrate over. Please contact CIT Helpdesk and let us know these accounts you use before migration.
Q. Should I wait to buy my smartphone until after the conversion or buy it now?
A: We recommend any Windows based mobile devices because of their ease of integration into Outlook/Exchange. There can be fees associated with different 3rd party devices in the new e-mail environment. Please contact CIT Helpdesk if you have specific questions. We can help you weigh your options and discuss fees.
Q. How is spam managed in Outlook at Syracuse University?
A: Syracuse University manages spam with a system called BrightMail. This happens 'upstream' from Outlook. This is the same approach to spam management as it was in Novell/GroupWise. Outlook has an internal spam feature called Junk Mail that is not being utilized at the moment as it is redundant to the BrightMail system.
Q. Do I have a new login and password in Outlook or do I just use my old GroupWise login and password?
A: To log into Outlook you will use the same username and password as you do for MySlice. If you have forgotten your username and password. Please go to http://its.syr.edu/netid to manage your account and retrieve your password.
Q. Why did we go to Outlook 2003 rather than 2005?
A: There is no Outlook 2005 and 2007 has just been released. Therefore, we went with Outlook 2003 as it has been tested and is stable.
Q. How do I search for people in Outlook?
A: Alt-k is a quick and easy way to search for people and resources across campus that has an e-mail account.
Q. In Outlook, can I see if someone has read a message I have e-mailed to them?
A: No. However, you can request a delivery receipt or a read receipt. A delivery receipt tells the sender if a message has successfully been sent to a recipient. Whereas, a read receipt prompts the recipient to click 'Yes or No' confirmation that they have read your e-mail. This read receipt is then shared with the sender if the recipient clicks Yes and nothing is shared if the recipient clicks No.
Q. Are listservs impacted by this conversion?
A: No. Listservs are not impacted and can continue to be utilized as they were in GroupWise.
Q. Are Email addresses changing?
A: No. Your Email address will remain as it was in GroupWise.
Q. Can you drag and drop in the web version of Outlook?
A: Yes.
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