Exchange Migration Notes
  

Listed below are known issues/differences that will
affect you when you migrate to Microsoft Exchange. 

email.pace.edu issues        
calendar.pace.edu issues   
Microsoft Outlook issues
Department/Organization Account issues
    

email.pace.edu issues (Sun web interface e-mail system)

      Folder issues

·         Folder names, such as “Calendar” have special meaning in Exchange and folders using these names will be renamed.

·         E-mail in your “Sent” folder will be moved into the “Sent Items” folder in Exchange, and all new sent items will go into this folder. If you modified the default “Sent” location, the setting will not be carried over – all sent e-mail will, by default, go to “Sent Items” in Exchange.

Forwarding issues

·         Exchange supports forwarding to one e-mail address. Anyone who currently has their e-mail account set to forward to multiple addresses will no longer be able to do so.  One forwarding address will automatically be migrated.  If you have multiple addresses, only one will be migrated.  A forwarding utility is available as of 08/11/08 at the Password Reset Utility page, then select Manage E-mail Forwarding.

Address Book issues

·         Current address books in the web e-mail will not be copied automatically. To keep your email.pace.edu address book, you must export it, and then import it using Outlook.  Click here for steps to export/import your address book your self prior to 08/09/08.  If you prefer, place a DoIT HelpDesk ticket to have your address book exported for you after 08/10/08.  Then follow the steps outlined in Migrating your Personal Address Book after 08/10/08. 

Miscellaneous issues 

(With the move to a new platform, users will need to reconfigure these items in the new system.)

·         Out-of-Office (vacation) messages will not be migrated.  To create a Out of Office message in Exchange, see Out of Office Assistant.

·         Customizations to the e-mail web interface, such as layout, time zone, etc. will not be migrated.

·         vCards and signatures will not be migrated.  To create a new signature in Exchange, see Signature creation.

·         Filters or rules set up in the email.pace.edu interface will not be migrated. To set up a rule in Exchange, see Rule creation.

·         Shared folder permissions will not be migrated. 

·         Changes to the “Reply-To” address will be lost.

·         Message flags (such as “follow up”) will be lost. This will also affect the “replied to” and “forwarded” flags that let you know when you replied to or forwarded a message.  To set flags in Exchange, see Flagging a message.

calendar.pace.edu issues (Sun web interface calendar system)

Sub-calendar issues

·         User’s sub-calendars cannot be invited to appointments in Exchange.

Items that cannot be migrated

·         Customizations to the web calendar, such as layout, time zone, etc. will not migrate.

·         Custom reminders will be lost during migration.

·         Shared calendar permissions will be lost during migration.  To set permissions in Exchange, see Calendar sharing.

·         Calendar subscription information will be lost.

·         Personal groups will not be migrated.

·         Local calendar groups will not migrate.

·         Appointment reminders will not migrate.

·         Modifications to your e-mail receipt will not migrate.

Room management calendar issues (calendar.pace.edu to Exchange)

·         When managing a Pace room, you will not be able to login to the room account.

·         If you were granted owner’s rights to the Pace room, you have to login to the Exchange web interface to manage scheduling permissions.  Scheduling permissions are not available with Outlook.

·         Scheduling permissions are broken down into two groups with Exchange: Group 1 can schedule the room without requesting the owner and Group 2 cannot schedule the room without requesting the owner.

Miscellaneous issues (calendar.pace.edu to Exchange)

·         After migration of calendar appointments, an ID named calendarmigrationXX (i.e., calendarmigration12) will appear as the owner of the appointment.  This is due to the fact that an account other than yours will be doing the migration and therefore, your account does not appear as the owner.   This will not affect your ability to manage these appointments.

·         You cannot subscribe or delete calendars from Outlook Web Access (OWA).

·         You cannot manage calendar permissions using Outlook Web Access (OWA).

·         By default, you will not be able to open any user’s calendar.

·         You cannot subscribe to another user’s calendar with view-only rights.

·         Changes to migrated appointments linked to other users will not reflect the changes to the other users.  If you need to modify an appointment that is either recurring or takes place after August 10, you should delete it from your calendar and recreate it.

Microsoft Outlook issues
   

·         Signatures set up in Outlook will be lost.  To create a new signature in Exchange, see Signature creation.

·         Filters and rules set up in Outlook will be lost and will have to be re-created after migrating.  To create a rule in Exchange, see Rule creation.

·         Custom categories in Outlook 2007 will be lost upon switching to Exchange.  To create or assign a category in Exchange, see Category creation or assignment.

·         If installed, the Sun Sync tool must be uninstalled after switching to Exchange.  To uninstall, see Uninstalling the Sun Sync tool.

·         You will no longer be able to specify your name in the “From” field when you send e-mail. In Exchange, your name will appear as it does in the White Pages (i.e., Doe, Mrs. Jane Marie or Smith, Mr. Thomas R., Jr.)  However, you have the ability to hide/show your prefix, middle name or initial and suffix.  Click here to go to the Pace University White Pages.  Once there: 

      Changes may take up to 24 hours to take effect.  Any other changes to how the name appears must be done through Human Resources.

Department/Organization Account issues
   

·         There are changes in Exchange that affect how you will access department and organization mailboxes.  To manage these accounts, see Managing Department and Organization Mailboxes in Outlook 2007 (also available for Outlook 2003).

Questions?  E-mail you questions to:  infoexchange@pace.edu.

Full documentation for the steps noted below and more are located on the  Microsoft Exchange Documentation site.  Please note that the steps below have been prepared using Outlook 2007.  Documentation for Outlook 2003 can be found at the above link.
  
  
Calendar sharing (also available – interactive training video Outlook 2007 calendar sharing)

·         click Calendar in the Navigation Pane
·         select a calendar from My Calendars (the default or a personal sub-calendar)
·         click Share My Calendar and the e-mail window for sharing a calendar displays
·         type the e-mail address of the individual you wish to share your calendar
·         type a subject for the e-mail
·         click the box next to Allow recipient to view your Calendar
·         click the box next to Request permission to view recipient’s Calendar
·         type a message in the body of the e-mail
·         click Send and a dialog box confirming the permissions displays
·         click Yes and then click OK

Category creation or assignment                                             

To create a new category:
·         click Edit, select Categorize and then select All Categories
·         click New in the Color Categories dialog box
·         type new category name in the Add New Category dialog box
·         select a color and/or a shortcut key if desired and  click OK

To assign a message to a category:
·         select a message from the Inbox
·         click Edit and select Categorize
·         then select a category from the Categories menu
·         the Rename dialog box displays the first time your assign a category
·         completed  this information and click Yes

Flagging a message                                                                 

·         click the message to flag and click Follow Up (red flag icon)
·         select a flag option from the Standard toolbar
·         click Yes and then click OK

Out of Office Assistant

·         click Tools and select Out of Office Assistant
·         click the radio button next to Send Out of Office auto-replies
·         select Only send during this time range
·         enter start and end date/time
·         click Inside My Organization tab (and/or Outside My Organization tab)
·         type your away message and  click OK

Signature creation

·         click Tools and select Options
·         click the Mail Format tab and  click Signatures
·         click New in the Signatures and Stationery dialog box
·         type new signature filename in the New Signature dialog box
·         click OK
·         type new signature information in the Edit Signature box
·         format this information to meet your customization needs
·         click OK and then click OK again

Rule creation                                                                            

·         click Mail in the Navigation Pane
·         click Tools and select Rules and Alerts and a dialog box displays
·         click New Rule from the E-mail Rules tab
·         select an option from the Step 1 box
·         select an option from the Step 2 box
·         follow the prompts given through the Rules Wizard 
·         click Finish  when all your options are selected
·         click Apply to activate the rule and click OK