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Student E-mail Migration Questions and Answers

Student e-mail accounts are being migrated a new Microsoft Exchange server environment. The following questions will help you prepare for the migration.

  • How can I prepare for the upgrade?

    Most users can assist in the upgrade by deleting unneeded messages to reduce your mailbox size. The migration time is directly proportional to the number of messages in your mailbox. Look for emails with large file attachments and determine if you need them. You can delete the attachment from an email and still save the e-mail itself. Also, look in your Sent Items for any large e-mails you've sent that you no longer need, or that you can delete the attachment from.

  • Why are we upgrading?

    Our e-mail environment, Exchange 2003, uses hardware servers and storage devices that are over six years old. This upgrade reinforces our commitment to provide all faculty and staff with a state of the art e-mail system for the university. It also provides a number of new features and enhancements, and improves our overall e-mail infrastructure security and stability.

  • Will I notice any improvements?

    The webmail application – Outlook Web App (OWA) – provides a richer user experience. This will still be available via MyUB or http://webmail.ubalt.edu. The new webmail interface is comparable to using software products like Outlook, Mac Mail, or Entourage, but through a Web browser.

  • Will I notice any problems?

    There are a few known issues. Check this page for a current list of known problems and the solutions.

  • Will I lose any mail, contacts, or calendar information?

    No, when your mailbox is migrated, mailbox information is migrated including contacts and calendar.

  • Will any of my e-mail settings be lost during the migration?

    Yes, some settings will not migrate. For example, you may lose:

    • Rules that manage conditional formatting, flags, and categories of messages
    • Signatures in Webmail (Outlook Web Access/OWA)

    If you connect to UB e-mail using an IMAP or POP connection you will need to edit the settings. Click here for settings. Also, if your account is setup on a mobile device, you will need to remove the account then add it using the new settings. Click here for the new mobile device settings.

     If you need assistance with saving rules or signatures, please contact the OTS Call Center before your migration. The settings can be reconfigured after the migration.
  • When will my e-mail account be migrated?

    The upgrade begins Nov. 2. Migrations will occur on a rolling basis during that time. A migration status will be posted here on Nov 2. You will not be scheduled for a specific migration time.

  • How long will my migration take?

    The time needed for your migration depends primarily on the size of your e-mail account. During our test migrations, it takes about 1 hour to migrate 1 GB of e-mail data. If your account is under 1 GB, you can anticipate it taking under an hour, but we cannot guarantee that.
    You can check the size of your account using these instructions.

  • Can I use my e-mail while my account is being migrated?

    Yes, you can continue to use your account during the migration. Any messages you send will be delivered while your account is being migrated. E-mail sent to you during the migration will not be immediately delivered to your inbox (see next question). When your account migration is complete, your e-mail software may display a message  that it cannot connect to the server. When that happens you need to exit the application then restart it.

  • During my account migration, will I be able to receive e-mail or will it be sent back to the sender?

    While your account is being migrated, e-mail sent to you will be held in a separate message storage area. When your account migration is complete, those messages will be delivered to your mailbox.

  • How will I know if my mailbox has been migrated?

    Check the current migration status page here on Nov 2.

  • Does the migration affect my other e-mail client (IMAP/POP)?

    Yes, after your account is migrated, if you use other e-mail software to connect to your UB account using a POP or IMAP connection, you will need to update the server settings. Click here for the settings.

  • Does the migration affect my mobile device?

    If you configured your mobile device to access your UB e-mail account, yes, you will need to update your account settings. You will need to remove the UB account from your phone and reconfigure it. Click here for the settings.

  • Does the migration affect access to shared accounts and calendars?

    All shared accounts will be migrated. If you normally access shared accounts and calendars from Outlook on campus, nothing will change for you. If, however, you access shared accounts through Webmail (Outlook Web Access), you will need to do so differently. Visit this page for instructions.

  • Do I need software after the migration or can I use webmail only?

    You can opt to use Webmail only. The new webmail is a fully functional e-mail experience and is available anywhere you have access to the Internet. Webmail also has the same features regardless of which browser or computer you are using.

  • What's new with Webmail (OWA 2010)?

    You will notice the look and feel is different than the current webmail version; it looks very much like Outlook 2010. The initial view is different from Outlook with one of the most obvious differences being to group your e-mails by subject. This is conversation view. You can turn this off if you prefer.

    Also, you can view any shared calendars you normally would from Outlook.

    Searching for a UB address is easier and friendlier. In the upper right corner is a box for Find Someone. You can type a first or last name, or both, and search the address book.

  • How do I turn off the Conversation View in webmail?

    For any folder that uses conversation view:

    1. Single left click the folder to select it.
    2. Above the list of messages, locate conversations by...
    3. Click on the arrow or words and click on Conversation to deselect it.
  • What do I do if something does not seem to be working correctly after the migration?

    Contact the OTS Call Center for assistance.