Exchange Deployment Project
Migrating to Microsoft Outlook (Calendar and Email)
As you know, the UofC is moving to a new email and calendaring service (Microsoft Outlook
2007). Migrating all UofC staff and faculty to this service is a very large task, one that is going
to take many months. Your patience and understanding is appreciated during the transition!
We hope the information provided below will answer most of your questions…
A NEW EMAIL & CALENDAR SERVICE… Why?
the increased use of personal devices (Blackberry, iPhone, Android, etc.) on campus
necessitates an upgrade as our current calendaring service (Oracle) does not integrate
with personal devices
the new email service provides for integration with PeopleSoft’s workflow functionality
the Oracle Calendar product is nearing end-of-life
there is good integration with a variety of browsers, services and applications
new functions are introduced, such as delegated and/or shared mailboxes, contact lists,
and tasks
a full function web mail client is offered – Outlook Web Access (OWA)
What is the target date for all users to be migrated?
the majority of users will be migrated by July 2011
Who is eligible for migration?
all faculty and staff are eligible for email migration
faculty and staff with Oracle calendar accounts are eligible for Outlook Calendar
students, who are not UofC employees, are not being migrated at this time
How does the migration process work?
each unit has a coordinator who works with UCIT to determine a migration timeframe
and prepares users for the migration process
a migration schedule is set and users are migrated by either their in-house technical staff
or by UCIT (either remotely or in some cases, at the users’ desks)
the unit coordinator and UCIT schedule training sessions for interested users prior to,
during, or after the unit’s migration. Training is not mandatory, but is recommended for
Thunderbird and Calendar users
What is the impact of the migration on users?
at the end of the migration process, existing IMAP (Cyrus) email is copied to the new
Outlook email service, so users will still have access to their IMAP messages, albeit via
Outlook. All mail and folders residing in IMAP (Cyrus) will be deleted approximately 30
days after the copy email process is successfully executed.
new messages are sent and received via the new Outlook email service
until the entire campus is migrated to Outlook, some users will use both Oracle and
Outlook to book meetings. Check out the ICE website (www.ucalgary.ca/ice) for tips on
figuring out who is using Outlook Calendar and who is using Oracle Calendar
meetings already scheduled in Oracle must be manually scheduled into Outlook
Calendar as there is no way to copy bookings from one calendar to the other
secondary or group email accounts will continue to be managed through IMAP (they will
not be migrated to Outlook). However, they will be mapped to Outlook and will be
accessible in the Outlook Navigation Pane on the desktop. Access to these accounts
via the web must be done through Webmail, not the new Outlook Web Access (OWA).
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Exchange Deployment Project
Migrating to Microsoft Outlook (Calendar and Email)
YOU’RE MIGRATED… Now what? Training, support, and help!
I prefer in-class training. Is this an option for me to learn more about Outlook 2007 (email
and calendar)?
Absolutely!
communications from your unit coordinator will indicate if in-class training sessions
have been scheduled for your unit. Your unit coordinator may have made
arrangements for your registration, so check with them first before enrolling yourself.
To self-enroll, go to www.ucalgary.ca/ice/training and follow the ‘How to register’
instructions to enroll in the sessions set up for your unit.
scheduling in-class training sessions for your unit can be arranged through your unit
coordinator and the IT training group. Contact your unit coordinator to begin the
process.
I couldn’t attend my unit’s training session. Can I still get in-class training?
You bet!
in-class training sessions are scheduled once per week. Go to
www.ucalgary.ca/ice/training and follow the ‘How to register’ instructions to enroll in a
session.
I don’t have time to attend an in-class training session. Is there an online learning
option?
For sure! There are a couple of options available to you…
check out the University’s Outlook Training Reference Guide at
www.ucalgary.ca/ice/documentation
check out the IT Online Learning System via MyUofC under Quick Links or at
http://www.ucalgary.ca/it/ols
I’ve tried all of the above and I still need some help…
check out the FAQ section of the ICE (Integrated Calendar and Email) website – go
to www.ucalgary.ca/ice//node/245 and click on the appropriate link in the left-hand
menu
search Microsoft Outlook Help at http://office.microsoft.com/en-us/outlook/
send an email to itsupport@ucalgary.ca or call them at 220-5555 (press 1) and a
Support Centre Analyst will assist
Your feedback is appreciated…
This survey will only take a few minutes to complete and will help the Exchange
Deployment Project team improve its migration communications and processes:
http://www.ucalgary.ca/ice/exchangesurvey
Thank you from the Exchange Deployment Project team
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