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					Setting up and importing UTAS email into exchange mailboxes
Table of Contents
Setting up and importing UTAS email into exchange mailboxes ...................................................................................... 1
The Enterprise Messaging and Collaboration Implementation Project Overview ........................................................... 2
Intended Audience ............................................................................................................................................................ 2
Glossary of Terms.............................................................................................................................................................. 3
Exchange User Glossary .................................................................................................................................................... 5
Setup ................................................................................................................................................................................. 6
   Exchange Mailbox Creation .......................................................................................................................................... 6
   Setting the forward in Sun ............................................................................................................................................ 6
   Setting up Outlook client to connect to Exchange........................................................................................................ 8
Importing ........................................................................................................................................................................ 11
   Importing Email from other email clients or sources ................................................................................................. 11
   From Sun Email to Exchange or OWA ......................................................................................................................... 11
       Method – Transferring the email ............................................................................................................................ 11
       Method - Importing the address book .................................................................................................................... 18
   From Outlook in POP mode to Exchange .................................................................................................................... 23
       Method.................................................................................................................................................................... 23
   From Outlook Express to Exchange ............................................................................................................................ 25
       Method.................................................................................................................................................................... 25
   From Eudora to Exchange ........................................................................................................................................... 27
       Method 1................................................................................................................................................................. 27
       Method 2................................................................................................................................................................. 29
       Notes on Importing from Eudora to Exchange ....................................................................................................... 33
   From Thunderbird/SeaMonkey to Exchange .............................................................................................................. 34
       Method.................................................................................................................................................................... 34
       Continued from Method ......................................................................................................................................... 40
Macintosh ....................................................................................................................................................................... 42
   Setting up a fresh Entourage client to connect to Exchange ...................................................................................... 42
   Entourage in POP mode to Exchange ......................................................................................................................... 49
       Exporting the current user identity......................................................................................................................... 49
       Setting up an exchange account on a new identity ................................................................................................ 53
       Importing the user data into the new identity ....................................................................................................... 58
   Mail to Exchange ......................................................................................................................................................... 63
       Importing Mail data into Entourage ....................................................................................................................... 64
       Importing iCal data into Exchange .......................................................................................................................... 67
       Importing Address Book data into Exchange .......................................................................................................... 73
   Eudora to Exchange .................................................................................................................................................... 77



                                                                                     Page 1 of 80
The Enterprise Messaging and Collaboration Implementation Project Overview
This Project includes the rollout of Microsoft Exchange, Outlook and Office 2007 to all University Staff and Students.
The Project also includes the rollout of Exchange to all Macintosh users as well as an Outlook Web Access (OWA )
mailbox for all PhD’s and Masters Students.

The Exchange Rollout – Is a major part in the “Enterprise Messaging & Collaboration Project” which has been running
from August 2009 through to the October 2011. The project scope includes the rolling out of: Microsoft Outlook
2007/2010 to UTAS staff and some student computers, and the configuration of the Outlook to connect to the UTAS
Microsoft Exchange Server system. This document is designed to aid the reader in the configuration and migration of
emails into the new system.

The benefits of having an Exchange email are as follows:

       Use of HSM Hierarchical Storage management will provide and infinite mailbox size.
       Data management with automatic archiving function which is easily retrievable attachments
       Even after archiving the message will remain visible in your mailbox with retrieval as simple as a click on the
        archive icon on the email.
       Enhanced email security, anti-virus and anti-spam technologies
       Increased functionality and productivity through:
            o Improved calendaring,
            o Document sharing and collaboration capabilities
            o Sharing of diaries
            o Email distribution lists, Global Address List (GAL)
            o Improved email reliability

More information on this project can be viewed at http://www.it.utas.edu.au/project-office/exchange


Intended Audience
This document was originally written for IT, but has been modified to allow new and existing staff and students of
UTAS to follow the processes outlined below. Some basic computer knowledge is assumed, such as the reader
knowing the following:

       Navigating a computer (opening programs, moving through folders, renaming, deleting, cut, copy and paste).
       What email is and how to use its basic functions.
       How to use an internet browser.
       How to click through setup prompts.
       How to use drop-down menus, radio buttons and tick boxes.
       The difference between an email client (program) and webmail.

If when activating manual processes outlined in this document, you should experience any problems please contact
the UTAS Service Desk. They can be contacted by phone on extension 1818 from within UTAS, or 03 6226 1818
outside UTAS, or via email at service.desk@utas.edu.au

If there are any names, terms or abbreviations in this document that you do not understand, please see the Glossary
of Terms at the end of the document.




                                                       Page 2 of 80
Glossary of Terms
Exchange              An email system comprising of client & server products, produced by Microsoft.
                      A user’s own private area on the exchange server that contains all of their emails, calendar events,
Exchange Mailbox      contacts, notes and tasks
                      A rule that is set in place that passes on all messages to another destination.
Forward (webmail)
                      A webmail based email system used at UTAS by students and staff.
Sun / Sun Messaging
System
                      Outlook Web Access is a webmail portal webpage that accesses an exchange user’s email.
OWA
                      The first page of any webmail site that requests the user’s username and password to allow access
Login Page            to the user’s email
                      The job ticketing software used at the UTAS Service Desk to track, monitor and progress IT service
LANDesk               requests.
                      The process of moving and converting email, contacts and calendar events from one email system
Migration             to another.
                      The logical group of managed computers that are comprised at UTAS.
UTAS Domain
                      A computer language.
Protocol
                      Internet Message Access Protocol – a computer language used by an email program to retrieve
IMAP                  emails from a server. IMAP allows for client and server synchronisation.
                      Post Office Protocol – a computer language used by an email program to retrieve emails from a
POP3                  server.
                      An email client that is capable of collecting email in many different methods that is setup to
POP Mode              retrieve email using POP3.
                      A level of security. The process of transforming information (such as text or email) using an
Encryption            algorithm to make it unreadable to anyone except the intended recipient, whom has the means to
                      decrypt the information.
                      Secure Sockets Layer - a cryptographic computer language that provides communications security
SSL                   over the Internet
                      The process of using a username and password to prove a user’s identity.
Authentication
                      Global Address List – A detailed list of UTAS staff’s email addresses for use within UTAS, accessible
GAL                   by exchange users
                      A full featured email program designed to work with a Microsoft Exchange Server for Macintosh
Entourage             computers
                      A basic email program that can handle POP3, IMAP and Exchange connections. It integrates with
Mail (Apple Mail)     iCal and Address book
                      A basic calendar program that is pre-installed with all Macs, it can connect to an exchange server.
ICal
                      A basic address book program that is pre-installed with all Macs, it can connect to an exchange
Address book (Apple   server.
program)
                      A full featured email program designed to work with a Microsoft Exchange Server for Windows
Outlook               computers
                      A basic email program that can handle POP3, IMAP and HTTP email connections, produced by
Outlook Express       Microsoft
                      A basic email program that can handle POP3, IMAP and HTTP email connections, distributed by
Eudora                Qualcomm
                      A basic email and news program that can handle POP3 and IMAP email connections, produced by
Netscape Mail         Netscape
                      A basic email program that can handle POP3, IMAP and HTTP email connections, produced by
Thunderbird           Mozilla

                      A combination program that combines a basic email program that can handle POP3, IMAP and
SeaMonkey             HTTP email connections, and a web browser, produced by Mozilla

                                                     Page 3 of 80
                        The range of products produced by Mozilla, including; Thunderbird, Firefox, SeaMonkey, Sunbird.
Mozilla Family
                        The container file used to store emails in Outlook Express. A file per folder within Outlook Express
DBX file                is created by the program
                        The container file used to store emails in Microsoft Outlook. All user data is contained in this single
PST file                file.
                        Comma Separated Value file – a simple file that can be created by exporting data from a program.
CSV file                Each value in the file is separated by a comma. It is used for migrating simple data between
                        programs. Editable by Microsoft Excel.
                        A UTAS computer that has had a pre-built and configured copy of Windows applied on it.
Imaged PC
                        Third party programs used in the migration of emails from one client to another.
mbx2eml, IMAPSize and
MailNavigator
                        Internet Service Provider – a company that supplies an internet connection to a customer. They
ISP                     normally also give the customer an email address that reflects their company’s name. E.G:
                        johnsmith@bigpond.com.au
                        A reduction in internet speed when a user’s download allowance is reached for the billing period.
Shaped                                                                                                       st
                        Full speed resumes at the start of the next billing period. This is normally on the 1 of every month.




                                                       Page 4 of 80
Exchange User Glossary
There are a few things that are helpful to be clarified before the reader continues:

       Webmail – There are currently two systems at UTAS that are commonly referred to as “Webmail” this
        causes a bit of confusion.
            o Sun – This is the basic webmail interface given to all UTAS students when they start at UTAS, it is also
                used by some staff members. It is so called “Sun” because it was created by a company called Sun
                Microsystems. The login page can be found at this link HERE
            o OWA (Outlook Web Access) – This is the webmail system attached to a Microsoft Exchange Server.
                This webmail system is more featured then the Sun system and is only available for those users that
                are setup on the UTAS Exchange system. The login page can be found at this link HERE
       Email Client – Basically a computer program that collects email from a server and brings it to the user. These
        programs can do this in 2 main ways;
            o Collect (download) emails, removing them from a mail server and store them on the PC (POP).
            o Synchronise emails with a server and store a copy for offline use (Exchange, IMAP).
       Email Clients – There are many different email client programs available, each with their own features, tools
        and method of use. For the most part they are all quite similar, some mentioned in this document are:
            o Outlook - Microsoft Outlook 2007 or 2010, this product is probably the most widely used of the
                email clients around today; it is specifically designed to connect to Microsoft’s Exchanger Server
                system, but can also handle POP, IMAP and HTTP connections. In some areas of UTAS it was
                configured for POP or IMAP collection of UTAS email. This document outlines the process to convert
                this setup to connect to the UTAS Microsoft Exchange Server. It is now the main email client used at
                UTAS. It is fully featured and installed on majority of UTAS computers.
            o Outlook Express – A free simple email client produced by Microsoft and included in every copy of
                Windows XP. This email program can only handle POP, IMAP and HTTP connections. While it has a
                similar name to “Outlook” it is a completely different program. This was used by a very small number
                of computers at UTAS, and is since, no longer used. It does feature some of the most comprehensive
                import tools of any of the other email clients and is used as a middle program in some of the
                migration processes.
            o Eudora – Owned by a company called Qualcomm, which stopped being developed and supported by
                its manufacturer in 2006. This basic email client was previously used by approximately 70% of UTAS
                staff before the Exchange Project, which took place between 2009 and 2011.
            o Lotus Notes – Developed and owned by IBM, this product was in use at UTAS for only select
                departments (approx. 10% of UTAS staff) that required additional functionality that Eudora could not
                provide. It worked at UTAS in a similar way that the current Exchange system does, it allowed for
                email and database synchronisation. Lotus Notes and its Domino Server were replaced by the
                Exchange Project.
            o Thunderbird – An open source program from the Mozilla family of products. This basic email client
                offers only POP and IMAP connections. It was used in some select UTAS departments favoured by
                some of the non-ITR based IT staff for some schools and faculties.
            o SeaMonkey – Another open source program from the Mozilla family of products, this program is
                basically a combination of two Mozilla products; Firefox and Thunderbird.
            o Entourage – A Microsoft email client for Macintosh computers that is the equivalent to Microsoft
                Outlook.
            o Mail, iCal, Address Book – The bundled software that comes preinstalled on any Macintosh PC. All
                three of these separate programs allow for exchange connections and were used by some staff at
                UTAS.
                                                       Page 5 of 80
Setup

Exchange Mailbox Creation
Before importation of user’s mail can take place, a user’s exchange mailbox must first be setup, and forwards set in
place from within their sun mail system (aka: student webmail). This process has been automated by Systems
Microsoft and is able to be executed by the ITR service desk.

Once a request has been received by the service desk via a LANDesk ticket, they will schedule the user’s mailbox to
be created. All mailbox requests occur overnight, so planning an exchange migration is important.

NOTE: As soon as a user’s mailbox is created a few things happen that should be noted:

       All mail sent to that user from other users who are on exchange will go to the user’s new exchange mailbox,
        but they will not be able to access them until the migration is complete. For this reason, completing the
        process as soon as possible after the mailbox creation is important. i.e.: Staff may not receive emails from
        most supervisors or other colleges.
       All mail sent to that user from all other users, including external addresses will continue to go to the current
        email system. i.e.: the way they currently check their mail.

Setting the forward in Sun
Once the user’s mailbox has been created, the user’s mail now needs to be forwarded to their exchange mailbox.
This is done from within the user’s Sun webmail system.

Found at: https://webmail.utas.edu.au

Putting in the user’s username in the field and pressing ‘Continue’ will take you to the Sun login page

Note: If the user has the forward already in place, putting in the username will take you to the OWA login page, if
required; the “this direct login link” link will take you to the Sun login page




Ask the user to login with his/her credentials. It is at this point why the user is required to be present.




                                                         Page 6 of 80
Once logged in, click on “Options” and then “Settings”




Under ‘Mail Forwarding’ tick both options for “Enable Forwarding” and “Do no leave copy on server”

Enter user’s username followed by “@utas.ad.internal” and click add




This forward ensures that all external mail now is forwarded to the user’s exchange mailbox. Make sure to click the
‘Save’ button (located on the right of the window) after adding the address.

At this point the user is now successfully forwarded to the new exchange system. They will now receive all emails to
their exchange mailbox which can be accessed via the OWA (exchange) webmail page, or by configuring Outlook to
access their mailbox. However if the user has emails that need to be imported/moved from another location into
their new exchange mailbox then the following chapters will give instructions on how to perform these tasks.




                                                      Page 7 of 80
Setting up Outlook client to connect to Exchange
When opening Outlook 2007 or Outlook 2010 for the first time on a recently imaged UTAS machine that is correctly
connected to the UTAS domain, the Outlook client should automatically self-configure itself based on the user that is
currently logged in.

If the user has been using Outlook as their primary email client before now, then you will need to remove the profile
to start fresh. This can be done by going to the computer’s control panel and choosing ‘Mail’.




        Click on the ‘Show Profiles’ Button and select any profiles listed and then click the “Remove” button.




Click ‘OK’ to save changes and then open Outlook for a fresh start.
                                                      Page 8 of 80
Once the window appears and self-configures, it’s only a matter of clicking ‘Next’ and ‘Finish’ to complete the
process.




If the machine is not a part of the UTAS domain, or is a non-standard machine, Outlook can still be configured to
connect to the user’s exchange mailbox with all features, however the user will be required to authenticate every
time Outlook is opened.

To configure Outlook manually, tick the “Manually configure server settings or additional server types” option when
the ‘Add New E-Mail Account’ window appears.




Select “Microsoft Exchange”




                                                      Page 9 of 80
Set the ‘Microsoft Exchange Server’ to be: owa.utas.edu.au, type in the user’s name if not already in the field and
click on the ‘Check Name’ button to resolve the server and user.

If the user exists and it resolves correctly, then the data in the text fields will underline.




Click ‘Next’ and ‘Finish’

Confirm that the user is connected to exchange by identifying that the word “Mailbox” appears at the top of the
email folder structures




                                                         Page 10 of 80
Importing

Importing Email from other email clients or sources
There are several methods to import in existing user data into outlook from other mail clients or sources. Commonly
only emails and addresses are imported over; there is no need to import settings across. Emails can either be
imported via the email client (or several), or pushed onto the user’s exchange mailbox via an IMAP connection.

From Sun Email to Exchange or OWA
This method is the most likely to occur throughout UTAS, as most students and a lot of staff are using this as their
main email system. Unfortunately there is no method for directly transferring all emails from the Sun webmail
system directly into the OWA webmail system. The transfer must be completed by an email client, whether the user
wishes to continue to use the client as their primary method to check their mail or not, as once this is completed,
OWA (exchange webmail) can be used exclusively.

Method – Transferring the email
The following instructions are given with the assumption that the above steps are performed, i.e.; “Exchange
Mailbox creation”, “Setting the forward in Sun”, and “Setting up Outlook 2007 client to connect to Exchange”

These instructions are to connect via IMAP connection to the Sun webmail server and download all messages so that
they can be moved across to the user’s exchange mailbox.

Open the ‘Tools’ menu and choose ‘Account Settings’




Under the ‘E-mail’ tab, click the ‘New’ button




                                                      Page 11 of 80
Choose ‘Microsoft Exchange, POP3, IMAP, or HTTP’ and click ‘Next’




Tick the “Manually configure server settings or additional server types” option and click ‘Next’




Choose the option for ‘Internet E-mail’ and click ‘Next’




Before you put in any details, change the ‘Account Type’ to ‘IMAP’




                                                       Page 12 of 80
As this account is only going to be here for a short time and only used for the transfer of messages, enter the
following settings:

Your Name: [Not important, put anything]
E-mail Address: *Not important, put anything must contain “@”+

Account Type: IMAP
Incoming mail server: postoffice.utas.edu.au
Outgoing mail server: [Not important, put anything]

Username: *User’s username+
Password: *User’s password+

Before clicking ‘Next’, the incoming mail server must be set to SSL encryption. Click the ‘More Settings’ button,
choose the ‘Advanced tab, and change the drop down for ‘Incoming server (IMAP)’ from ’None’ to ‘SSL’ and click ‘OK’




                                                      Page 13 of 80
Click ‘Next’, then ‘Finish’. You should now see the new entry in the E-mail accounts section with the name of the new
account by whatever you put in the email address field.




Upon closing the Accounts window, you should now see the new account added below the user’s exchange mailbox.




                                                     Page 14 of 80
Next step is to click on the ‘Send/Receive’ button to get Outlook to contact the Sun webmail server.




You should then see a security warning asking to accept the security certificate that cannot be verified, click ‘Yes’




At this point Outlook will contact the webserver and download the folder structure and the headers for the
messages. While it will look like it is complete, it will actually NOT have all the messages. If you attempt to copy all
emails across from this point, you will not get all of them properly.

Do make Outlook forcefully download all messages and attachments to the computer, go to the ‘Tools’ menu,
‘Send/Receive’, move the mouse across without clicking and continue to ‘Send/Receive Settings’ and finally click on
‘Define Send/Receive Groups’ (alternately to sifting through this long menu, you can also just press “CTRL+ALT+S”




                                                        Page 15 of 80
Once the ‘Send/Receive Groups’ window is open, click on the ‘Edit’ button




Under the next window titled ‘Send/Received Settings – All Accounts’, first click on the IMAP account entry,
identifiable by what you put as the email address earlier, and then select the option ‘Download complete items
including attachments for subscribed folders’, click ‘OK’ and then ‘Close’




                                                     Page 16 of 80
Enabling this option ensures that all attachments and full emails are downloaded.

Next, you will need to click on the ‘Send/Receive’ button again to initiate the download of all email.




This time the ‘Outlook Send/Receive Progress’ box will take substantially longer, based on how many emails the user
has.




Once the emails have successfully downloaded, you can now proceed to copy/move all emails from the IMAP Sun
account up to the appropriate exchange mailbox folder, i.e.; inbox contents to inbox.

Do to this, simply select all emails in the folder and drag them up to the new location. Once an email has been
copied over, it will be marked by a line-through the email entry.




Continue until all emails are moved/copied across.

Once satisfied that all emails have been copied and now exist in the user’s exchange mailbox, the account now
needs to be deleted.

Open the ‘Tools’ menu and choose ‘Account Settings’




                                                       Page 17 of 80
Select the IMAP connection entry and click ‘Remove’, then ‘Close’




Method - Importing the address book
Some users of the Sun webmail system may have created an address book. Since exchange users will have access to
the GAL (Global Address List), there is little need to import their contacts into Outlook for UTAS staff and students. If
however they have external addresses that they want imported then this can be done by exporting the user’s
address book from within the user’s Sun webmail system then importing it into Outlook’s Contacts list.

Ask the user to login to the Sun webmail system, found at: https://webmail.utas.edu.au

Putting in the user’s username in the field and pressing ‘Continue’ will take you to the Sun login page

Note: If the user has the forward already in place, putting in the username will take you to the OWA login page, if
required; the “this direct login link” link will take you to the Sun login page




                                                       Page 18 of 80
Ask the user to login with his/her credentials. It is at this point why the user is required to be present.




Click on the ‘Address Book’ tab at the top, and then click on ‘Import/Export’




This will bring up a new window, the bottom half is for exporting. Change the dropdown list to “Microsoft Outlook
CSV” and then click on the ‘Export’ button, this will ask where to save the exported file. It will most likely be called
“iabcsvus.csv”. Save it to the desktop or another easy location.

You can now close the Sun webmail webpage.

Open Outlook and go to the Contacts section.




Now go to the File menu and choose ‘Import and Export’, then select “Import from another program or file” and click
‘Next’




                                                        Page 19 of 80
Choose ‘Comma Separated Values (Windows)’ and click ‘Next’




Using the ‘Browse’ button, navigate and select the file you just downloaded called “iabcvsus.cvs” and click ‘Next’, the
options below can be left on “Allow duplicates to be created”

Ensure that the ‘Contacts’ folder from the tree is selected




                                                       Page 20 of 80
The settings on the next page do not need to be modified




Click ‘Finish’ and the contacts will be imported directly into the contacts section of Outlook




The file “iabcvsus.cvs” can now be deleted if desired.

Note: By default when writing an email or anything that requires sending something to someone, Outlook, by default
will use the GAL (Global Address List) for selecting addresses/people. Therefore, if the user wants to send to someone
in their Contacts list, they will need to select it from the dropdown list when selecting names in order to see and select
them.




                                                         Page 21 of 80
Page 22 of 80
From Outlook in POP mode to Exchange
This is one of the better scenarios for importing as the user is already accustom to using Outlook. As far as changes
go, they are only getting upgrades in the ability to connect to other users on the exchange server for special access
like calendar and mailbox sharing and also have access to the global address list (GAL).

Since the original (POP) profile was removed before the exchange mailbox was setup, only the user’s exchange
mailbox will be showing up. We will need to find and open the old .PST data file.

The basic premise here is to have both or all locations open and to move the emails (within their current folder
structure), calendar events, contacts, tasks and notes over to the exchange mailbox so that it looks identical to what
the user had previously.

Method
First open the old .PST file by clicking ‘File’, mouse over ‘Open’ and click on ‘Outlook Data File’




A window titled “Open Outlook Data File” will open and should also be open at the default .PST location, which is
normally: c:\Documents and Settings\{username}\Local Settings\Application Data\Microsoft\Outlook

However expect to find that some users may have their PST files located elsewhere such as the D: drive or ‘My
Documents’ folder, even on N Drive or P Drive.

Once open the files will open below the exchange mailbox.




                                                        Page 23 of 80
Note: The primary and default email location will always be at the top.

Tip: An easy way to tell where the content is in the file is to check the folder size; this can be done by right-clicking on
the top of any location and choosing the ‘Properties for “Personal Folder”’ and then clicking the ‘Folder Size’ Button.
Checking back here periodically throughout the transfer process ensures that all data has in fact been moved and
shows where any may be hiding or missed.




Enabling the ‘Folder List’ view from the bottom of Outlook can also be very handy, as it shows all objects within the
locations, including calendar, contacts, etc…




Start at the top of the open PST file, selecting all content from each of the sections and drag them up to the same
location in the user’s exchange mailbox.

When selecting the Calendar, Notes, Contacts and Tasks, it also helps to go up to the ‘View’ Menu and change the
‘Current View’ to a list form.

A lot of users use a folder structure within their Inbox to organise their emails, this can make it easy to transfer the
bulk of the emails by dragging the user-made folders up to the new inbox, not forgetting to get the old Inbox’s
contents as well.

Note: Dragging full ‘folders’ can ONLY be done with user created folders, don’t try and drag up the old Inbox or Sent
Items folder up to the new mailbox

Note: There is a glitch within Outlook 2007 where if you select the entire contents of some folders, and you drag them
all up to the new folder location, Outlook will tell you that it can’t copy them and stop the operation. This can be
worked around by selecting ALL emails except the top few, moving them then coming back for the top ones.

Use the keyboard shortcut of selecting an email a few down, then holding SHIFT key, press the END key (or HOME if
selecting upwards), then drag them over.



                                                         Page 24 of 80
Tip: Some users have their email folders scattered throughout the top level of the file; this can make it difficult for
them to find the ‘Deleted Items’ and ‘Sent Items’ folders. This is a good time (with their permission) to move all email
folders INTO the new Inbox. Doing this will make it collapsible and easier to find the important folders.

Once all emails, contacts, calendar events, tasks & notes from all files that the user used have been moved across
(including the archive.pst file if they have one), you can now close the old file by right-clicking on it and choosing
‘Close “Personal Folders”’




Because the UTAS Exchange server has CommVault implemented, all emails can be moved into the mailbox and
older emails will be archived to save space. There is no need for the user to have an archive file or to ever worry
about archiving their emails.

From Outlook Express to Exchange
Although this is not a commonly used mail client, it is important to note that Outlook Express has more import of
mail and messages features then Outlook does, and Outlook can import directly from Outlook Express. So in a lot of
cases Outlook Express can be used as a medium to migrate email and addresses, from programs like Eudora,
Netscape mail, and in some cases other conversion tools from a Thunderbird client.

Unfortunately when Microsoft made the new counterpart for Outlook Express, called ‘Windows Live Mail’ they
removed these import features.

Method
Tip: Outlook Express can be run easily from the start menu by typing in “msimn” and clicking ‘OK’.

To import email and addresses from Outlook Express to Outlook, open Outlook and choose ‘Import and Export’ from
the File menu, then choose ‘Import Internet Mail and Addresses’ from the ‘Import and Export Wizard’ and click
‘Next’




                                                       Page 25 of 80
From the next page, select ‘Outlook Express 4.x, 5.x, 6.x, or Windows Mail’ and tick the boxes of the data you wish to
import; ‘Mail’ or ‘Address Book’, or both.




The import tool will now automatically find the appropriate .dbx files from Outlook Express and dump them in to the
default Inbox and Contacts list.

Be sure that the user’s exchange mailbox is already setup before performing this task, or you may import the emails
and addresses into a .pst Outlook file, in which case you will need to go through the process discussed in the
previous chapter “From Outlook in POP mode to Exchange”
Tip: The Outlook Express address book can also be exported as a .cvs file which can be imported directly from Outlook
also.
                                                      Page 26 of 80
From Eudora to Exchange
Eudora used to be one of the main email clients here at UTAS until the Exchange project started in 2009.

It is important to note and to also note to the user (especially those unfamiliar with Outlook) that once the migration
is complete, unlike Eudora, Outlook will store attachments within the emails, not in a separate folder like Eudora
does. As most Eudora users are very attached to finding their attachments in a separate folder that normally has a
shortcut on the desktop.

All imported emails will not have their attachments put back into the emails; they stay in the old attachment folder,
it is important to keep this folder for the user.

Eudora can be imported easily via one of two methods;

Method 1
The first and by far easiest is to import is directly from Outlook itself.

To import email and addresses from Eudora to Outlook, open Outlook and choose ‘Import and Export’ from the File
menu, then choose ‘Import Internet Mai land Addresses’ from the ‘Import and Export Wizard’ and click ‘Next’, same
as above from Outlook Express.




However, this time, select ‘Eudora (Pro and Light) 2.x, 3.x, 4.x’ and click ‘Next’.




                                                         Page 27 of 80
The next window will ask about creating duplicates, the default option is ‘Allow duplicates to be created’ which is
fine because the emails should be imported into an empty Inbox.




At the next point, one of two things will happen, the error: “The mail folder could not be opened. If another
application is using the file, please close it and try again.” And then the ‘Import Summary’ with 0 of 0 messages
imported.




                                                      Page 28 of 80
This happens because Eudora is still installed or has been installed previously in some cases. This method of
importing email and addresses works best on machines that have been freshly imaged, and have never had Eudora
installed on them.

The other result is that a window will pop up asking to browse to the Eudora file location. Eudora is set to save its
database files in the default location of:

c:\Documents and Settings\{username}\Application Data\Qualcomm\Eudora

However, most installs were found to have the file location either on the D: drive of the machine’s partition or on
the N: or P: drive.

After selecting the correct location, Outlook will import the emails and addresses.

Method 2
The second method to import from Eudora to Outlook is through Outlook Express.

This is basically importing once from Eudora to Outlook Express, and then from Outlook Express to Outlook. Since I
covered the Outlook Express to Outlook import in a previous chapter, I will only mention the Eudora to Outlook
Express portion.

Open Outlook Express by typing “msimn” into the run command and click ‘OK’.




                                                       Page 29 of 80
For the first time it is opened, Outlook Express will ask to create a mail account, cancel out of this and proceed to the
main program window. Once open, go to the ‘File’ menu, and then ‘Import’ and ‘Messages’.




Choose the top option of “Eudora Pro or Light (through v3.0)”.




And then browse to the location of the Eudora files.




                                                       Page 30 of 80
Normally found here:

c:\Documents and Settings\{username}\Application Data\Qualcomm\Eudora

But can be found on D:, N:, P:, or other locations. Select the option to import all folders.

Ensure that the user’s folder structure is correct, as in some cases, Eudora was installed, and then a copy of the
original starting files copied to another location and then Eudora pointed to them, and then worked from.

Click ‘Next’ to continue




Once complete, if the user wishes, import their Eudora address book also by going to the ‘File’ menu again, choosing
‘Import’ and ‘Other Address Book…’

                                                        Page 31 of 80
And select ‘Eudora Pro or Light Address Book (through v3.0)




In some cases Outlook Express will remember the Eudora file locations, if not you will receive a message: “the
address book could not be found in the default application directory. Would you like to manually select the address
book file?”

Browse to the contacts.txt, normally found in:

c:\Documents and Settings\{username}\Application Data\Qualcomm\Eudora\Nickname\contacts.txt




Once both email messages and address book contacts have been migrated into Outlook Express, please follow the
above directions to import from Outlook Express to Outlook.




                                                     Page 32 of 80
Notes on Importing from Eudora to Exchange
Importing emails by either of these methods will cause a few irregularities in folder structure which will need to be
corrected. The main one being that in Eudora, the copies of outgoing mail is saved in a folder called “Out” and in
Outlook, because of this, during the import process, a folder called “Out” will be made and included in the current
folder structure. This is not to be confused with “Outbox” which is the temporary folder that is used to hold emails
that are ready to be sent from Outlook.




What you will need to do is move all the contents of the “Out” folder to the “Sent Items” folder and then delete the
“Out” folder. This may also be done with the created “Junk” and the “Junk E-mail” folder. Created folder will always
look plain, and important Outlook folders always look a bit more detailed.

Another thing to note is that there is a phenomenon that causes anywhere between none and all of the emails to
lose some formatting and import with their code in the message, as per this screenshot below.




As you can see the original image is still in the email, but there is extra formatting present. Unfortunately there is not
much that can be done about this bug, as it happens during both importation methods described above.

The user can still forward, reply etc. with the email, and the message is still within the text, but it will only need
some cleaning up. Assure the user that this is only for older emails that were imported and will not happen for any
emails received from this point inwards.




                                                       Page 33 of 80
From Thunderbird/SeaMonkey to Exchange
Thunderbird and SeaMonkey are both email clients from the Mozilla family, and both are not directly compatible
with importing email to any Microsoft products (Outlook, Outlook Express). However they do easily import mail
from Microsoft Products.

Searching online provides many free tools in exporting the standard .mbox format that is used for storing Mozilla
based emails into the raw form of single .eml files per email, and creating an identical Windows folder structure of
the original email structure from within Thunderbird/SeaMonkey. Once these .eml files are extracted, they can
literally be dragged into Outlook Express directly, and then imported in the fashion mentioned above.

Some of the tools include: mbx2eml, IMAPSize and MailNavigator

Other methods of importation include using Eudora as a middle client and importing the email as Netscape email via
the prefs.js file.

These methods normally require additional software to be installed on the machine and can be very messy as far as
folder structure goes and can also have a high corruption rate.

Fortunately, the UTAS exchange server allows IMAP connections, which allows any email client that is IMAP capable
to be able to connect to a user’s exchange mailbox and allow the pushing of emails directly to the user’s mailbox
with the least amount of corruption and installation of software.

Method
Both Thunderbird and SeaMonkey have identical means to perform this connection to the UTAS Exchange server via
IMAP, the only difference is where the account settings are

In Thunderbird: Tools Menu  Account Settings
In SeaMonkey: Edit Menu  Mail & Newsgroups Account Settings




                                                      Page 34 of 80
This page shows the normal POP account setup that you may encounter. It is basically a POP connection to the Sun
webmail system.

From this page, you will need to add the IMAP connection to the Exchange server and the user’s mailbox.

Choose ‘Account Actions’, then ‘Add Mail Account or just ‘Add Account’ on older versions




Depending on the version of Thunderbird or SeaMonkey different configuration pages will appear.

Newer versions of Thunderbird have a new configuration wizard that scans for mail servers and settings based on
the email address.

Enter the user’s name and email address and click ‘Continue’, at this stage leave the Password field blank.




The configuration wizard should detect the following settings.




                                                      Page 35 of 80
It will also give a warning on the outgoing mail server not having encryption or authentication. Tick the
‘□ I understand the risks’ tick box and continue, by clicking the ‘Create Account’ button.




On older versions of Thunderbird and on SeaMonkey, the account creation wizard will need some more input:

Select ‘Email account’




Enter user’s name and email address




Choose ‘IMAP’ and enter the incoming server as “owa.utas.edu.au”


                                                      Page 36 of 80
Enter the user’s username




Change the description to “Exchange” especially if the previous account is named as the user’s email address, else it
may get confusing as to which system to move the emails to and from.




You should now see a third entry in the accounts tree structure.




                                                      Page 37 of 80
Click ‘OK to return to the main window, and the third entry in the tree structure should now be visible.

                                                Thunderbird & SeaMonkey




Click on the ‘Get Mail’ or ‘Get Megs’ button to test the connection to the server, if all is set correctly, it should
prompt for the user’s password.

SeaMonkey will more than likely not work on the first attempt, when creating an IMAP account within its
configuration wizard, as it does not allow SSL security to be selected. For this reason, you must go back into the
SeaMonkey account settings and look under ‘Server Settings’ and change it to SSL




Other settings may need to be tweaked if the system didn’t enter them properly or made an assumption on
username and server.

The correct settings are:

Server: owa.utas.edu.au
Username: *user’s username+

Auto config may try and insert the server as: imap.utas.edu.au or utas.edu.au or mail.utas.edu.au, these are all
wrong.

Note: the server: postoffice.utas.edu.au is the connection to the Sun webmail system; owa.utas.edu.au is the
connection to the exchange webmail server (OWA)

When all settings are correct, the server will ask for the password, take note of the line of text it is presenting and
asking the password for, it should be: username@owa.utas.edu.au

                                                         Page 38 of 80
If successful, then it will start downloading the headers of the inbox messages (ONLY the inbox)




Special note for existing exchange accounts
If this method is being used to import mail to an existing exchange mailbox, only the Inbox and its mail will be visible
at this stage. In order to gain access to the other created folders within the user’s exchange mailbox, these extra
folders must be subscribed to.

Right-click on the Exchange account’s header in the folder tree and choose ‘Subscribe’




Tick any/all of the folders you wish to gain access too. Subfolders will need to be expanded and ticked individually.




                                                       Page 39 of 80
After clicking ‘OK’ the subscribed folders will now start to populate and download (‘Get Mail/Msgs’ may need to be
clicked again). Each subfolder may also need to be clicked at least once to start the download of the existing
messages (especially SeaMonkey). Depending on connection and volume of messages, this may take a little time.

SeaMonkey does not handle large folders and structures very well, and in some cases the client may need to be
restarted a few times in order for it to gain access to all folders and download all email.

Continued from Method
Once appropriate folders are now visible, user created folders can now be re-created/dragged in/to the Exchange
mailbox.

As above in previous methods mentioned above, you cannot drag/copy/move the base level folders (Inbox, Sent
Items, Trash), but you can instead copy their contents to the new location.




Thunderbird (especially newer versions) can handle larger file structure and email quantities being transferred via
IMAP much better then SeaMonkey can. If SeaMonkey freezes or will not copy emails, then restricting the number of
emails being transferred at a time can help. Copying more than 1000 emails from folder in POP to one in Exchange
via IMAP at any one time can cause issues.

Be prepared to close SeaMonkey/Thunderbird via task manager if this becomes a problem.

Also, moving files instead of copying them can also help to simplify things when transferring large amounts of emails,
especially if it is going to be left unattended to transfer.



                                                      Page 40 of 80
Both Thunderbird and SeaMonkey, for some reason, do not actually delete the emails from their .mbox files, instead
they are marked as deleted and no longer show in the client program, for this reason, the original .mbox files will still
continue to take up a large amount of space on the hard drive. These files can be archived if needed, but once the
user can confirm that all files are now in fact over they are no longer needed.

Once all emails are moved/copied across to the user’s Exchange mailbox, Outlook can now be opened and
configured as previously discussed above.

Opening and using Outlook can be used to help create folders and check that emails have been moved over.




                                                       Page 41 of 80
Macintosh
On a Macintosh PC, Entourage is the equivalent to Outlook. Before a user’s exchange account can be setup on
Entourage, the same steps as described in “Exchange Mailbox Creation” and “Setting the forward in Sun” must be
completed.

Setting up a fresh Entourage client to connect to Exchange
When opening Entourage for the first time on a recently imaged Mac, the user will may be prompted to setup an
“Office Identity”, this must be setup so Office can be used on the Mac. Only basic details are needed to progress
through.

Enter your name in the ‘First name:’ and ‘Last name:’ field and click continue.




Click ‘Continue’.




Ensure “No, I don’t want to participate at this time” is selected and click ‘Continue’.




                                                       Page 42 of 80
Click ‘Finish’.




After the Microsoft Setup Assistant closes, you may see the Microsoft Update appear; close this window as it is not
needed at the moment.




You can now open Entourage for the first time.
                                                     Page 43 of 80
The Entourage Setup Assistant will appear, close it without continuing, it doesn’t allow for the full setup of the UTAS
Exchange configuration.




Once Entourage is open, now proceed to the ‘Tools’ menu and then ‘Accounts’




                                                      Page 44 of 80
Click the ‘New’ button and then choose ‘Exchange’




Type in your full email address and ensure that the option for “My account is on an Exchange Server” is enabled, and
then click on the button ‘Configure Account Manually’




                                                     Page 45 of 80
Enter the following details:

Account Name:            Exchange account
Name:                    [Your name, Capitalised Properly]
E-mail address:          [Your UTAS email address]

Ensure “Use my account information” is selected and enter the following

Account ID:              [Your UTAS username]
Domain:                  utas
Password:                [Your UTAS password]

Click on the ‘Advanced’ tab




                                                     Page 46 of 80
Enter the following:

Exchange server:                owa.utas.edu.au
LDAP server:                    for Sandy Bay – “utasdcsby1”
                                for FHS – “utasdchcs1”
                                for Cradle Coast – “utasdcccc1”
                                for Launceston – “utasdcnhm1”
                                for TAFI – “utasdctafi1”

Ensure the options: “This server requires a secure connection (SSL)” and “This server requires me to log on” are
ticked.

Click “OK”




                                                     Page 47 of 80
A new entry will be present, you can now close the ‘Accounts’ window.




A new entry appears in the left hand column, expand your mailbox with the triangle that is to the right of your
named Exchange account. To keep things tidy, you may also like to collapse triangle next to “On My Computer”




Exchange is now setup on Entourage.




                                                     Page 48 of 80
Entourage in POP mode to Exchange
Some users may have been already using Entourage as their main client, but in POP or IMAP mode instead of
Exchange. In the same way as described in “Importing from Outlook in POP mode to Exchange”.

This is one of the better scenarios for importing as the user is already used to using Entourage. As far as changes go,
they are only getting upgrades in the ability to connect to other users on the exchange server for special access like
calendar and mailbox sharing and also have access to the global address list (GAL).

Entourage however is a little different in the way that it is able to import mail, contacts and calendar events.

Exporting the current user identity
Firstly, the way to tell that a user is in POP mode on Entourage is their email is retrieving into the Inbox under the
“On My Computer” section.




Firstly we need to export the entirety of the user’s Entourage identity (called “Profiles” for Outlook) into a single file.
This file we are going to create contains; email, calendar, contacts, notes and tasks.

Open the “File” menu and select “Export”




                                                        Page 49 of 80
Leave all the current options ticked. If there is anything that you don’t want imported, you may untick it. Click the
small arrow to the right in the bottom right hand corner to continue.




On the next screen, leave the option for “No, keep the items in Entourage after they are archived” enabled. Click the
small arrow to the right in the bottom right hand corner to continue.




                                                       Page 50 of 80
Ensure that the file is going to be exported to the desktop, leave the file name as it is and click “Save”.




The entire user identity will now export to the file on the desktop into an Entourage Archive file. The time taken will
be relative to the amount of data.




If you wish you can confirm that the file is on the desktop and right-click (or Control-click) and select “Get Info” on
the file and see that its size is expected to the amount of data that the user has. I.E, hardly any content may be under
10MB, very large user identities may be a few GB in size.

Note: The next step is to switch identities within Entourage, create a new one, set it up with the user’s exchange
account and then reimport the data, as a note, the reason that we need to create a new identity is that if you simply
try and add the exchange account to the current identity and make it the default account, email, contacts, tasks and
notes can be directly copied to the exchange mailbox, however the calendar events cannot.

Importing the newly exported file back in on the same identity will only ensure that the calendar data goes back to
the calendar it came from, no matter which is the default account. By making the new identity, we are importing on a
calendar that is not the original.




                                                        Page 51 of 80
Select the “Entourage” menu and select “Switch Identity”




You will get a warning message telling you that you are about to switch identities, click “Switch”




The “Main Identity” listed is the user’s current set of data. Click the “New” button.




And name it “Exchange” and then click “OK”.




The next step is to setup the user’s exchange account in the exact same manner as if it was a fresh client. (The next
step is copied from the previous chapter.)
                                                       Page 52 of 80
Setting up an exchange account on a new identity
The Entourage Setup Assistant will appear, close it without continuing, it doesn’t allow for the full setup of the UTAS
Exchange configuration.




Once Entourage is open, now proceed to the ‘Tools’ menu and then ‘Accounts’




                                                      Page 53 of 80
Click the ‘New’ button and then choose ‘Exchange’




Type in your full email address and ensure that the option for “My account is on an Exchange Server” is enabled, and
then click on the button ‘Configure Account Manually’




                                                     Page 54 of 80
Enter the following details:

Account Name:            Exchange account
Name:                    [Your name, Capitalised Properly]
E-mail address:          [Your UTAS email address]

Ensure “Use my account information” is selected and enter the following

Account ID:              [Your UTAS username]
Domain:                  utas
Password:                [Your UTAS password]




                                                     Page 55 of 80
Click on the ‘Advanced’ tab

Enter the following:

Exchange server:                owa.utas.edu.au
LDAP server:                    for Sandy Bay – “utasdcsby1”
                                for FHS – “utasdchcs1”
                                for Cradle Coast – “utasdcccc1”
                                for Launceston – “utasdcnhm1”
                                for TAFI – “utasdctafi1”

Ensure the options: “This server requires a secure connection (SSL)” and “This server requires me to log on” are
ticked.

Click “OK”




A new entry will be present, you can now close the ‘Accounts’ window.




                                                     Page 56 of 80
A new entry appears in the left hand column, expand your mailbox with the triangle that is to the right of your
named Exchange account. To keep things tidy, you may also like to collapse triangle next to “On My Computer”




Exchange is now setup on Entourage. We now need to import the user data from the previously created file into the
newly created and configured identity.




                                                     Page 57 of 80
Importing the user data into the new identity
At this point, we have 2 user identities; the user’s old identity which is setup in POP mode still containing all data and
a fresh identity with the user’s new exchange mailbox. And we have an exported file containing all their previous
data.

The next step is to import that data back into Entourage, but into the exchange mailbox instead. As previously
mentioned Entourage handles the way it imports these exported archive files a little differently than Outlook. Here is
a basic break down as to what is imported and where it ends up.

“On My Computer” and “Exchange” in this table refer to the locations specified by the accounts within the current
identity in Entourage.




Data Item       Origin (POP mode Identity)            Destination (Exchange Identity)
E-mail          On My Computer email folders          On My Computer in a new folder named same as exported file
Contacts        On My Computer contacts               Exchange contacts
Calendar        On My Computer calendar               Exchange calendar
Notes           On My Computer notes                  On My Computer notes
Tasks           On My Computer tasks                  On My Computer tasks


As you can see, once we import the Entourage archive file, only 2 out of the 5 types of data go to the user’s
exchange mailbox.

Note: Even though Outlook does, Entourage does not currently have the capability to sync Notes and Tasks on an
Exchange server, therefore if a user has these data items, they can only be stored locally “On My Computer“

Calendar events and contacts will be imported directly into the default calendar and contacts (these will be the
exchange calendar and contacts)

Email will be imported into a folder locally “On My Computer” put in a folder that will have the same name as the file
that was used to import all the data. For this reason, all email must be dragged up into the user’s exchange mailbox,
preferably within the Inbox.




                                                       Page 58 of 80
Start by clicking the “File” menu and choose “Import”.




Ensure that the option “Entourage information from an archive or earlier version” is selected and click the small right
arrow to continue.




Select “Entourage archive (.rge) and click the small right arrow to continue.




                                                      Page 59 of 80
Locate the exported file from the location it was saved, and take a mental note of the name of the file. Click
“Import”.




All data contained will now be imported into the locations described above.

Confirm that Calendar and Contacts now contain the imported data.




                                                      Page 60 of 80
On the left side of the Entourage window, scroll down and locate the newly created folder that is the same name as
the exported file, this will most likely be called “Main Identity.rge”. Expand out its folder levels to find the entire
user’s email data.




Once located, select all emails within this “Inbox” folder by clicking on one and then pressing Command (Apple) Key
+ A and then drag them up to the “Inbox” folder up the top under the “Exchange” mailbox.

If you hold down the Command (Apple) key as you release the mouse click over the inbox then the emails will be
moved, instead of copied.

Continue to drag either complete folders to the user’s Exchange inbox or the entire contents of the folders.

By moving them instead of copying them, you ensure that no emails or folders are missed.




                                                       Page 61 of 80
Once you are satisfied that all emails, contacts, calendar events, notes and tasks have been moved across to the new
identity, you can now delete the other identity from Entourage. This is optional, but will ensure that if a user
accidently tries to switch identities for any reason there will only be one.

Click on the “Entourage” menu and select “Switch Identity”.




You should now see two entries. Once confident that all user data (e-mail, contacts, calendar, notes and tasks) has
been moved into the new “Exchange” identity, you can now select the other one (most likely called “Main Identity”)
and delete it.

You will get one final warning message to confirm. Click “Delete” and then “OK” to return to the new “Exchange”
identity.




                                                     Page 62 of 80
Mail to Exchange
Mail, also and previously known as “Apple Mail” is the basic equivalent of Outlook Express for Mac. It’s a simple mail
client that was only used by a small percentage of UTAS staff, and mainly used in POP mode, although it does have
the capability to connect to an Exchange mailbox.

Mail only handles emails, not calendar events or contacts, these are handled by separate programs; iCal and Address
Book. If a user has these programs in use, their data can be imported directly into the user’s exchange mailbox.




                                                      Page 63 of 80
Importing Mail data into Entourage
Before being able to import a user’s email data into their exchange account, Entourage must first be setup according
to the instructions in the above chapter Setting up a fresh Entourage client to connect to Exchange.

Note: It is important to not try and import the mail BEFORE the exchange account is setup. Be sure to close the
Entourage Setup Assistant when it pops up during opening.




After Entourage is setup and the user’s mailbox is visible and correctly setup, start by clicking the “File” menu and
choose “Import”.




                                                       Page 64 of 80
Select “Information from another application” and click the small arrow in the bottom right hand corner to continue.




Select “Apple Mail” and click the small arrow in the bottom right hand corner to continue.




Deselect “Accounts”, if account is left enabled, then the POP account will be imported in, and then Entourage will
attempt to download the user’s email twice. “Rules” and “Signatures” are optional, click the small arrow in the
bottom right hand corner to continue.




The user’s email will now be imported into Entourage, click “Finish”




                                                      Page 65 of 80
At this point, all of the user’s email will be imported into a folder under “On My Computer” called “Mail Import”. Just
like in the previous chapter “Entourage in POP mode to Exchange”, the user’s email must be moved up to the Inbox
under “Exchange”.

Once located, select all emails within this “Inbox” folder by clicking on one and then pressing Command (Apple) Key
+ A and then drag them up to the “Inbox” folder up the top under the “Exchange” mailbox.

If you hold down the Command (Apple) key as you release the mouse click over the inbox then the emails will be
moved, instead of copied.

Continue to drag either complete folders to the user’s Exchange inbox or the entire contents of the folders.

By moving them instead of copying them, you ensure that no emails or folders are missed.




                                                      Page 66 of 80
After all e-mail has been moved up to the user’s mailbox, then the “Mail Import” folder can be deleted.

Importing iCal data into Exchange
Users who use Mail for their email, most likely use iCal for their calendar events. Importing the calendar into the
user’s mailbox is actually done from within iCal and does not require Entourage at all.

Users will use either one or both of the supplied calendars from iCal, by default, they are “Home” and “Work”.
Appointments in the calendar will be either of these colours. If a user is using both calendars, then the following
process will need to be done once for each calendar.

Start by selecting the calendar you wish to migrate.




From the “File” menu, hold your mouse over the “Export” submenu and then select “Export…”




Leave the name as its default, it will be the same as the calendar that was selected. Ensure the location is the
Desktop.




This will export the entire calendar to an .ics file on the desktop. If you require the events from the other calendar,
please repeat the above steps.




                                                       Page 67 of 80
The next step is to add the user’s exchange account to iCal. Open the iCal menu and select “Preferences…”




At the top of the preferences window select “Accounts” and then click the “+” at the bottom to add a new account.




                                                    Page 68 of 80
Change the account type to “Exchange 2007” and then fill in the user’s details with name, UTAS email address and
password.




Click on the “Create” button and the account setup will fail and show the following error




This is because the first page does not allow for entering your username; however once it has tried and failed it will
now give the option to enter it. Enter the user’s username and click the “Create” button again.




On the next screen the account creation setup will ask if you wish for other programs to also be configured with this
account information. Be sure to deselect the option for “Mail”




If you wish to follow on after this chapter and import “Address Book” contacts into Exchange, then you may as well
leave the option for “Address Book contacts” enabled. Otherwise, disable it, as it is not needed.




Click on the “Create” button to finish.



                                                      Page 69 of 80
No other settings are needed to be change here, close the Accounts window.

Now on the left side of iCal, you will see a new connection to the user’s exchange calendar and tasks. Most likely the
will be coloured the same as the image below. Select the primary calendar in the user’s exchange account.




The next step is to import the calendar data back, but into the user’s exchange calendar instead of the local ones
“On My Mac”. From the “File” menu, hover the mouse over the “Import” submenu and then select “Import…”




                                                      Page 70 of 80
If not already selected, navigate to the Desktop and select the “Work.ics” or “Home.ics” file (or any other you
exported earlier) and then click the “Import” button.




The next window gives the option to import the calendar data into a specific calendar. If you selected the user’s
exchange calendar earlier then it will be already set.




Double check or choose the correct calendar by expanding the menu




                                                      Page 71 of 80
The calendar data will now import into the user’s exchange calendar. You should now see entries in the same
locations overlapping with the colours of the original and exchange calendar (see image below).




Once all calendar data is imported, you can now remove the user’s exchange account from the accounts section.
Open the iCal menu and select “Preferences…”




At the top of the preferences window select “Accounts” and then click the “-” at the bottom to add a new account
and then click the “Delete” button.




                                                    Page 72 of 80
Importing Address Book data into Exchange
Just as with iCal, users who use Mail for their email, most likely use Address Book for their contacts. Importing the
contacts into the user’s mailbox is done from within Address Book and does not require Entourage at all.

Users will most likely have their contacts simply in “All Contacts”




First step is to add the user’s exchange account to Address Book. Open the iCal menu and select “Preferences…”




At the top of the preferences window select “Accounts” and then click the “+” at the bottom to add a new account.




Change the account type to “Exchange 2007” and then fill in the user’s details with name, UTAS email address and
password.




                                                       Page 73 of 80
Click on the “Create” button and the account setup will fail and show the following error




This is because the first page does not allow for entering your username; however once it has tried and failed it will
now give the option to enter it. Enter the user’s username and click the “Create” button again.




On the next screen the account creation setup will ask if you wish for other programs to also be configured with this
account information. Be sure to deselect the option for “Mail”




If you wish to follow on go back to the previous chapter and import “iCal” calendar events into Exchange, then you
may as well leave the option for “iCal calendars” enabled. Otherwise disable it, it is not needed.




                                                      Page 74 of 80
Click on the “Create” button to finish.




No other settings are needed to be change here, close the Accounts window.

Now on the left side of Address Book, you will see a new connection to the user’s exchange contacts. You will need
to expand it so “Contacts” is visible.

Now click on “All Contacts” and then click on the first entry in the current contact list. Now press the Command
(Apple) key + A, to select all contacts.




Once all contacts are selected, click one and drag it down over the “Contacts” within the exchange connection. This
will copy all contacts to the user’s mailbox directly.




                                                      Page 75 of 80
Once all user contact data is imported, you can now remove the user’s exchange account from the accounts section.
Open the Address Book menu and select “Preferences…”




At the top of the preferences window select “Accounts” and then click the “-” at the bottom to add a new account
and then click the “Delete” button.




                                                    Page 76 of 80
Eudora to Exchange
In similar way to the PC version Eudora used to be one of the main email clients here at UTAS until the Exchange
project started in 2009.

It is important to note and to also note to the user (especially those unfamiliar with Entourage) that once the
migration is complete, unlike Eudora, Entourage will store attachments within the emails, not in a separate folder
like Eudora does. As most Eudora users are very attached to finding their attachments in a separate folder that
normally has a shortcut on the desktop.

All imported emails will not have their attachments put back into the emails; they stay in the old attachment folder,
it is important to keep this folder for the user.

After Entourage is setup and working properly, start by opening Entourage and from the “File” menu, choose
“Import”.




Choose “Information from another application” and then click the small right arrow to continue.




Next choose “Qualcomm Eudora (5.0 or later)” and then click the small right arrow to continue.




                                                      Page 77 of 80
Next, deselect “Accounts” and “Rules”, these are not needed and will only add complications if left checked. You
may also want to deselect “Signatures” and possibly “Contacts” depending on the user.




Entourage will now search for Eudora data




If it fails, Entourage will now ask you to point it to the Eudora data folder. This folder is in “Documents” and NOT in
“Applications”




All data will now be imported in.




                                                       Page 78 of 80
As per with any Entourage import, the contact data will be placed into the primary “Contacts”. If Entourage is setup
correctly for Exchange, then the user’s exchange contacts will be the destination. Confirm that contacts have been
imported correctly.




Also as per any Entourage import, the messages data will NOT be placed into the primary messages location. Instead
they will be placed in a folder named “Eudora Import” which contains imports of all the major folders from Eudora.

As per described in the above chapter “Importing Mail data into Entourage” the messages must be moved up to the
user’s exchange mailbox.

Once located, select all emails within the “In” folder by clicking on one and then pressing Command (Apple) Key + A
and then drag them up to the “Inbox” folder up the top under the “Exchange” mailbox.

If you hold down the Command (Apple) key as you release the mouse click over the inbox then the emails will be
moved, instead of copied.

Continue to drag either complete folders to the user’s Exchange inbox or the entire contents of the folders.

“In” to “Inbox”, “Out” to “Sent Items”, “Trash” to “Deleted Items”

By moving them instead of copying them, you ensure that no emails or folders are missed.




                                                      Page 79 of 80
After all e-mail has been moved up to the user’s mailbox, then the “Eudora Import” folder can be deleted.




                                                     Page 80 of 80

				
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