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Interchange To FASmail Migration and Onboarding Guide


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									           Interchange To FASmail Migration and Onboarding Guide

The UBC Faculty & Staff E-mail service is an enterprise e-mail service for staff, faculty and student
employees of the University of British Columbia. The UBC Faculty & Staff E-mail service furthers the
academic mission of the University by providing timely and immediate communications access to the
University, other institutions, organizations and individuals.

Features of the service include:

      1GB mailbox and calendar.
      Safe and secure mail storage using the UBC Storage Grid.
      Free/Busy Look-ups for booking meetings, rooms and equipment.
      E-mail addresses and calendars of all departmental contacts using the service in one address
      Distribution/mailing lists: send a message to a single email address and have it directed to a list
       of recipients
      Ability to schedule meetings and accept meeting requests.
      Options to delegate mailbox and calendar access to different users.
      Virus protection and spam prevention using Sophos PureMessage.
      Outlook Web Access provides an Outlook-like experience using a wide variety of web browsers.
      Support for hosting departmental e-mail domains.
      Blackberry integration (BES): available as a paid option

The UBC Faculty & Staff E-mail service is accessible via the Outlook Web App (https://www.mail.ubc.ca)
and through any standards-based desktop e-mail application that supports the following protocols:
Outlook Anywhere, Exchange Web Services, Secure POP, Secure IMAP, Secure SMTP, MAPI and

The UBC Faculty & Staff E-mail Service is funded by the University of British Columbia. Most UBC Faculty,
Staff and Student employees are eligible for a funded mailbox. Further details on eligibility can be found
on the UBC FASmail project website:


Please note that the UBC Faculty & Staff E-mail service is still under development. Initial migrations in
the September/October 2010 timeframe are to be considered pilot migrations. During this period, we
ask for your patience while we work with each department to address any migration or operational
issues. More setup documentation and training materials will be developed as the service rolls out to
the campus.
Interchange Migrations

The Interchange E-mail Service provides Faculty, Staff, Students, Alumni, Emeriti and others with access
to e-mail, dial-up and mailing lists. This service has historically provided a funded mailbox to qualified
UBC Faculty, Staff, Students and Emeriti. All other groups require payment for service. The Interchange
service offers only 200MB of mailbox space and a limited set of connection methods (IMAPS, POPS,
SMTPS.) There are no advanced features available such as calendaring, a global address list, contacts,
tasks, etc... These features are currently only available to those using the UBC Faculty & Staff E-mail
Service (FASmail) and Exchange 2007. The new FASmail service is now funded for eligible UBC Faculty,
Staff and Student Employees.

The Interchange E-mail service was last upgraded in 2004 and the platform used is no longer supported
by the vendor. Since the Interchange Service is quickly approaching end-of-life, migrations for UBC
Faculty & Staff on the Interchange service to FASmail will be given highest priority.

Interchange Migration Process
Step 1: Account Provisioning
    Before you can begin using the new FASmail service, an account and a mailbox will need to be
        provisioned for you in the Enterprise Active Directory and FASmail environments. UBC IT will
        work with each department’s system/network administrator to determine the list of mailboxes
        that will be migrated.
    Please wait to hear from your administrator before proceeding with the steps below.
    Initially, only those with Interchange-for-All (IFA) accounts will be migrated.
    Provisioning of accounts is based on your assigned department in the HRMS database. You must
        also have a campus-wide login (CWL) account that is tied to your employee number to be
        considered eligible for the new service.

Step 2: Reset Password
    Before your new Enterprise Active Directory account can be fully activated, you will need to
        change/reset your CWL password. To do this:
           1. Visit https://www.cwl.ubc.ca and click on myAccount on the left side.
           2. Log in with the CWL credentials that you use to access your Interchange account.
           3. Click on “Change Password” on the left side.
           4. Provide your old password and enter a new password.
                    Your new password can be the same as your old password as long as it conforms
                       to the current CWL password requirements. If your account password hasn’t
                       been changed in years, you may be required to update it so that it conforms to
                       the newer standard.
                    Passwords must be between 8 and 40 characters long and contain at least one
                       letter and one number.
           5. Click “Save”
           6. Click “Logout”
Step 3: Configure E-mail Client

You may not need to install an e-mail client. You can abandon your e-mail application in favour of the
Outlook Web App (https://www.mail.ubc.ca) webmail interface. This interface has been rewritten and
now supports full functionality in a wide variety of popular operating systems and web browsers. Using
the Outlook Web App interface is the preferred usage method as you will be able to access your e-mail
from any web browser. You no longer need to log into your computer to view your old e-mails.

If you do require an e-mail client on your computer, we recommend either Microsoft Outlook 2010 or
Microsoft Entourage 2008 w/Web Services.

In April 2010, UBC signed a Campus Agreement with Microsoft. As a result, most UBC owned computers
are eligible to have Outlook 2010 (or Outlook 2007) installed on them. For more information on the
Microsoft Campus Agreement and how to obtain the software as a departmental administrator, see this
webpage: http://www.it.ubc.ca/software/msproducts.html

If you already have Outlook or Entourage installed on your computer, you can proceed with setting up
your new mail profile. Instructions on how to set up Outlook and Entourage are available here:

If you want to hold off on using Outlook and simply use POP/IMAP with your preferred e-mail client, you
can also do this. However, you won’t be able to take advantage of the calendaring and global address
book features. Using POP or IMAP is an available option but it is not recommended. Here are the

E-mail Protocol            Server Info                Other info
Secure POP                 pop.mail.ubc.ca            SSL required, port 995
Secure IMAP                imap.mail.ubc.ca           SSL required, port 993
Secure SMTP                smtp.mail.ubc.ca           SSL and authentication required, port 465
MAPI                       mail.ubc.ca                Must be connected to VPN to set up
Outlook Anywhere (RPC)     rpc.mail.ubc.ca            See setup docs
ActiveSync                 activesync.mail.ubc.ca
Outlook Web App            www.mail.ubc.ca

Step 4: Set E-mail Forwarding From Interchange

To set up e-mail forwarding from your Interchange account to your FASmail account:

   a) Go to https://web.interchange.ubc.ca/account, log in and click on the forward your e-mail link.
   b) Set the e-mail forwarding Status to Enabled, enter in the destination e-mail address
      (username@mail.ubc.ca) and ensure that Retain a copy of all forwarded messages is NOT
      checked. It is very important that you do not keep a copy of forwarded messages locally or the
      mailbox will fill up. Click on the Update Settings button to enable e-mail forwarding.
   c) Send a test message to the Interchange e-mail address to ensure that forwarding is working
   d) Log into https://www.mail.ubc.ca to ensure that the message was received in the new mailbox.
Step 5: Backup myUBC Webmail Contacts

If you use myUBC Webmail and wish to back up your e-mail contacts, you must do so before your
account is shut down. Each departmental administrator will agree on a date with UBC IT for the removal
of access to Interchange accounts. Please follow the instructions below for information on how to
export your contacts from myUBC to either Outlook or Entourage:

       To export contacts from myUBC into Outlook 2007:

           1.  Go to https://my.ubc.ca, and login with your CWL Login Name and password.
           2.  Click on the WebMail tab on the top.
           3.  Click on the Address Book tab in the myUBC Web Mail window.
           4.  Click on the Export address book button, which is in light blue.
           5.  In the following two fields, fill in the information:
                    Email address: enter the email address that the exported contacts list will
                       be sent to.
                    Email client: choose Outlook.
           6. When you have completed both fields, click Export.
           7. Check the mailbox of the email address that you entered above.
           8. Save the attached file to a location on your local computer that you can
           9. Select File | Import and Export... from the menu in Outlook.
           10. Make sure Import from another program or file is highlighted.
           11. Click Next >.
           12. Now make sure Comma Separated Values (Windows) is selected.
           13. Click Next >.
           14. Use the Browse ... button the select the desired file.
           15. Typically, choose Do not import duplicate items.
           16. Click Next >.
           17. Select the Outlook folder you want to import the contacts to. This will usually be
               your Contacts folder.
           18. Click Next >.
           19. Now click Finish.

       To import contacts into Entourage 2008:

           1.   Go to https://my.ubc.ca, and login with your CWL Login Name and password.
           2.   Click on the WebMail tab on the top.
           3.   Click on the Address Book tab in the myUBC Web Mail window.
           4.   Click on Export address book button, which is in light blue.
           5.   In the following two fields, fill in the information:
                     Email address: enter the email address that the exported contacts list will
                        be sent to.
                     Email client: choose Entourage.
            6. When you have completed both fields, click Export.
            7. Check the mailbox of the email address that you entered above.
            8. Save the attached file to a location on your local computer that you can
            9. Select File | Import ... from the menu in Entourage.
            10. Select the button next to Contacts or messages from a text file.
            11. Click the Next > arrow.
            12. Select the button next to Import contacts from a tab- or comma-delimited text
            13. Click the Next > arrow.
            14. In the file browser, go to the location which you saved the file to, click on the
                file, and click on Import.
            15. In the next screen, click on Import again.
            16. When you see the Import Complete screen, click on Finish.

Step 6: Migrate your offline/online mail

If you already use Outlook and store your e-mail in PST files, all you need to do is to open up the PST file
(from the File menu in Outlook) in your new Outlook profile.

If you use another e-mail program such as Thunderbird or Eudora, you will need an offline mail
migration utility. If the export/import options within the application don’t work for you, your
administrator can acquire an offline mail migration tool (Aid4Mail) from UBC IT. He/she will have to
install and transfer your mail for you. UBC administrators do have a license to use the application but
only at the UBC Vancouver Point Grey campus.

Another option available to administrators is to connect to FASmail using IMAP with your current e-mail
application (e.g. Thunderbird). You could then drag your offline mail to folders on the FASmail servers.
Please be aware that if you have more than 1GB of mail, this may result in a full mailbox after you
upload the messages to the server. The departmental administrator will be able to add quota but this
would be subject to a fee for additional storage.

Please Note: Any mail that is hosted on the Interchange mail server will be copied over to the FASmail
server on the agreed upon cutover date.

Step 7: Cutover
Each department will have a deadline to move all of their Interchange users over to FASmail using the
steps above. On this agreed upon deadline, all departmental Interchange mailboxes will:

    1) Have e-mail forwarding automatically set to point to the new mailbox. This is designed to catch
       those who have yet to do so. If for whatever reason you do not want your Interchange mail
       forwarded to your new FASmail account (e.g. you might want to forward your email elsewhere),
       you can log in to the Interchange Manage Your Account website and reconfigure this setting
       after the deadline.
    2) Have access to the Interchange mailbox revoked. Access to create mailing lists and dial-up will
       still be available.
    3) Have all mail in the INBOX and subfolders copied from the Interchange mailbox to the FASmail
       mailbox under a folder called “Interchange”.
APPENDIX A: Interchange Migration Workflow

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