E-mail and Mobile Device Migration Instructions
And
Frequently Asked Questions
This document contains information and links to help you update your e-mail and calendar items before, during, and after the migration to ITaP-hosted e-mail services. To help ensure the smoothest possible transition, please read the information below, taking the recommended steps as they apply to you.
Now
through Thursday, October 8
Outlook
Web Access Changes and Settings
Moving
Your BlackBerry to the New Service
Moving
Your Windows Mobile Device (BlackJack, Q, other smartphones)
General Information
The migration of e-mail services to ITaP is part of an effort to integrate your address book and calendaring with other campus users. The recent user name change was also part of this project. The steps we’re taking now will ultimately enable you to more easily communicate with your customers and streamline your access to campus-wide information. At the same time, it will help reduce the number of duplicate services on campus.
This document contains information important to you before, during, and after the migration of your e-mail service. It is designed to ease the transition by providing instructions for the tasks which must be completed to move your e-mail account successfully. It will be updated as the need arises, so please check back often for the latest information.
2. Next, please read through at least the Timeline, Frequently Asked Questions, and Things You Need to Do sections before October 9. Then come back to this page for answers to other questions as they arise.
Original Overview Notice to All Users
Timeline
· Present – E-mail archiving has stopped
· Aug. 28 – Alignment of Physical Facilities user account names with Purdue Career Account name
· Aug. 29 to Sept. 25 – E-mail un-archived/restored to user’s mailbox
· Sept. 8 to Oct. 2 – Mail box cleanup by all users
· Oct. 9 to 12 – All users’ e-mail migrated to ITaP
Things You Need To Do
Now through Thursday, October 8
1. Clean up your ArchivedRestored folder in your Outlook mailbox
2. Delete other messages in your Inbox and other folders you no longer need
3. Back up your BlackBerry device if necessary. Many BlackBerry users will not need to complete this step.
4. Print out your Outlook calendar
5. Review any Outlook rules you have created. These will need to be recreated after the migration.
6. Send yourself an e-mail which contains your Outlook signature.
Friday, October 9
7. 5 p.m. – Physfac e-mail will be unavailable
8. 6 p.m. – ItaP e-mail will be available via Outlook or OWA but no old items will be accessible yet
9. 6 p.m. – You can connect your iPhone or Mobile 6 device to your ITaP account
10. 6 p.m. – You can wipe your BlackBerry and activate it on the new system. Please note this must be completed within 4 days or your activation password will expire.
11. After 6 p.m. Physfac mailbox and calendaring items will be imported to the ITaP e-mail account. This process may take 24 – 48 hours to complete.
Monday, October 12
12. When you log into Outlook, your settings will be converted to point to the new ITaP account
Log into Outlook using the user name “onepurdue\your career account id” and your Career Account ID password. You will be asked to log in twice the first time you start Outlook on a new machine, and once after that
13. Recreate settings such as delegates, calendar permissions, etc. as outlined below
Frequently Asked Questions
Q: Will my e-mail
address change?
A: No. You will still be able to use the current name@purdue.edu address you use now.
Q: Does my user name
have to be entered in all capital letters?
A: No. Your user name was shown in all capital letters in the notice you received to help distinguish between similar characters, for example, the number 1, a capital letter I (i), and a lower case l (L).
Q: How can I change
my user name? I have married or divorced since it was originally created.
A: First
you will need to fill out an Account Modification Request (Form 10) in Stewart
G65. Then let us know you’re making
the request by calling 67333, and finally let us know when ITaP notifies you
the change is complete. If possible, please wait until after the migration
to request any changes so we can make sure your e-mail is transferred
successfully.
Q: I’d like my Career
Account login to be my full name like it was before. Is this possible?
A: In most cases, no. ITaP has an eight character limit for the length of a user name. Because of the large number of users, in many cases the last name must be truncated and/or a number added to the end.
Q: I am a student
employee and keep my Physical Facilities e-mail separate from the rest of my
e-mail. Will anything change?
A: For the most part, nothing will change. Your e-mail will continue to work as it does now. However, e-mail sent from any address on the Exchange server to your @purdue.edu address will be delivered to your Exchange address at ITaP, not to your Mail Hub account.
Q: I have a Physical
Facilities e-mail account and an ECN (or other department) e-mail account. Will I still have two accounts?
A: If your current account in another department is hosted by ITaP, the mail from your Physical Facilities account will be merged into that account. Some, but not all, ECN accounts are hosted by ITaP. Please call us at 67333 if you have multiple accounts and need more information.
Outlook Changes and settings
Some changes you will see in Outlook
· You will be asked to log into Outlook twice the first time you start it on a new workstation, but only once after that. Use your Career Account ID/Password to log in.
· Free/Busy calendar information will not be available for several days for some users
· Your address “fill as you type” auto-fill items will be empty. These will gradually fill in again as you send new mail.
· Calendar items which were moved to the ITaP server from Physical Facilities cannot be deleted or updated for all users. Deleting these items only removes them from your calendar, not everyone’s. To update or cancel a meeting which includes multiple attendees, create a new one.
· Old e-mail Contacts and Distribution Lists for Physical Facilities users will no longer work. You will need to update addresses from the new server.
· You cannot use Reply or Reply All to Physical Facilities users from a message which was moved from the Physical Facilities server. The addresses in these items will be incorrect. To Reply All to an old message, you will need to manually retype the addresses so they can “repoint” to the correct server.
·
Rules will be deleted.
·
Delegates and calendar permissions will need to be recreated ·
PST files will need to be reconnected ·
e-Mail Distribution Lists will be renamed.
·
Public Folder names will change
·
Shared calendars will have to be reopened in Outlook
once delegates and calendar permissions have been created
Help for some of the items listed aboves listed above
Print
out your Outlook calendar How the Exchange Migration Affects Contacts and Distribution Lists e-Mail Distribution Lists Crosswalk Chart How to Give Others Permission to Your Calendar
How to Open a Shared Mailbox in Outlook Changes
to Outlook Auto-Fill (as you type
addresses) How
to log on to Outlook Web Access Your BlackBerry must be reset and then activated on the ITaP
server. 1.
Before
October 9: If you have files on your BlackBerry you need to save, back them up 2.
October
9: Wipe your BlackBerry and Activate on
the new server Q: Why does my
BlackBerry have to be wiped (reset)? A: Moving a BlackBerry from one server to another will cause
duplicate items on both your BlackBerry and Outlook calendars if the device is
not cleared first. Q: What data will be
lost when the BlackBerry is wiped? A: Any personal settings or files not stored in Outlook will
be removed during the wipe process.
Click the link below for instructions on how to backup and restore your BlackBerry
device. Q: How can I save my
ringtones, photos, and other saved files? A: The easiest way is to attach the file to an e-mail and
send it to yourself. You can also
back
up the BlackBerry using BlackBerry’s Desktop Manager and restore them after
the migration. Use caution when
restoring your BlackBerry! Follow the
instructions provided at the link above carefully. Note: “Business-type” attachments such as Word and
Excel documents, Adobe PDFs , etc.
which have been saved to an optional memory card on your BlackBerry have been
encrypted by the server. These documents
will not be accessible on the new BlackBerry server. If you do not have the original e-mail with
the attachment, you will need to create a new e-mail on your BlackBerry, attach
the documents from the memory card, and mail them to yourself. You can then save the documents back to the
Memory Card after the migration is complete. Q: Will my Contacts
on my BlackBerry still work after the migration? A: Phone contacts will continue to work. E-mail contacts for users in Physical
Facilities will have to be recreated using the “Lookup” feature on the
BlackBerry, or corrected in Outlook so they can synchronize. Q: Passwords: I have a BlackBerry or other mobile device
that I am using to access my Purdue email account. Should I have a password on
this device? A: Yes. In the Physical Facilities BlackBerry
environment, passwords were enforced by a device policy from the server.
This setting is not maintained on the ITaP BlackBerry server, so now, like
other mobile devices, the responsibility for maintaining a password falls on
the user. Purdue’s
Authentication & Authorization Policy for
Mobile Devices states: If you are accessing
Purdue IT Resources, then the Authentication and Authorization policy and the
related standards require that the device be password protected. Purdue
University employees should be sure that they are following the University Data
Handling Guidelines when accessing or storing Purdue University data on a
mobile device. You can read the
ITaP “best practices” guidelines for Mobile Device security here: http://www.purdue.edu/securepurdue/bestPractices/mobileDevice.cfm
. Q: Ok, I’m
ready. What do I do? A: Click
this
link for detailed instructions on how to move your BlackBerry to the new
server Q: Passwords: I have a BlackBerry or other
mobile device that I am using to access my Purdue email account. Should I have
a password on this device? A: Yes. In the Physical Facilities BlackBerry
environment, passwords were enforced by a device policy from the server.
This setting is not maintained on the ITaP BlackBerry server, so now, like
other mobile devices, the responsibility for maintaining a password falls on
the user. Purdue’s
Authentication & Authorization Policy for
Mobile Devices states: If you are accessing
Purdue IT Resources, then the Authentication and Authorization policy and the
related standards require that the device be password protected. Purdue
University employees should be sure that they are following the University Data
Handling Guidelines when accessing or storing Purdue University data on a
mobile device. You
can read the ITaP “best practices” guidelines for Mobile Device security here:
http://www.purdue.edu/securepurdue/bestPractices/mobileDevice
. Please follow the instructions for Exchange 2007 when using any ITaP web page
How
to change your iPhone or Mobile 6 Device (BlackJack, Motorola Q, etc.) username
and password How
to Set Up your iPhone on the ITaP e-Mail System How
to Configure Your Windows Mobile Device on the ITaP e-Mail System E-mail
and Print notification of User Name ChangesMoving Your BlackBerry to the New Service
Moving Your iPhone or Windows Mobile Device
(BlackJack, Q, other smartphones)
User Name Change Information