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Next week at this time your mailboxes will begin transferring into the UF
Exchange mail system. By Saturday night this process should be
completed. You will continue to be able to access your mailbox up until
the time your specific mailbox is moved. When your mailbox is being
moved you will not be able to connect to your mailbox (meaning you will
not be able to receive or send email). Immediately after your mailbox is
moved you'll have access again.
This means that you will only be without your mail for the length of time
it takes to transfer your mail. For those of you with really small mailboxes
this will be a relatively short period of time. For those of you with large
mailboxes the process could take more than an hour.
After all mailboxes are transferred into UF Exchange a couple of things
will occur.
Mail-Meter will be run on all our mailboxes. Mail-Meter is the application
that 'stubs' attachments out of your mail messages and saves them in
'cheap' storage. Any attachments greater than 5k and older than 30 days
will be stubbed (the attachment is replaced with a link its location on the
storage archive). Mail retention policies will take effect. Mail items with received dates
older than the specified retention policy for a given mailbox will be
automatically deleted. Mail flow will change. Mail will begin routing through the campus
servers and subject to the spam rules provided by ProofPoint and the
Barracuda Spam Firewall appliance. The Barracuda will mail you a
"Daily Digest" of the spam it quarantined (meaning that it prevented the
mail from delivering to your mailbox because it looked too much like
spam). If you access your email on a smartphone, you will be required to
activate a security PIN to access your device. MIS will be disabling the IMAP/POP/SMTP/MAIL.ENG.UFL.EDU server
addresses in order to identify users and services that need to have
their email settings updated.
Users of desktop machines that are managed by MIS, that login to
their workstation with their Gatorlink username and password, and that
use Microsoft Outlook to access their email should have to do nothing to
reconfigure their email client. It should simply just work. When you come
to work on Monday, at the worst, you may have to reboot, login, and open
Outlook to get your email.
Users of Outlook Web Access, the Microsoft Exchange web mail
client available at http://www.mail.ufl.edu,
will also not need to do anything different to access their email. If you use
Internet Explorer as your browser you will notice a little bit of a redesign of
the web page.
All other users should contact their IT support staff in order to have their
email clients reconfigured with the server settings outlined on the
"Connecting to UF Exchange" pages at
http://www.mail.ufl.edu/connecting.shtml . MIS is aware of some
users within Engineering Administration that this reconfiguration will be
needed. We will be contacting you next week to either give you the
information to change settings for yourself or to arrange a time to make
the changes for you on Monday, October 5th. If you consider yourself to
be one of these users and do not hear from us about this by Wednesday
morning, please call us at 392-9217.
It is important to note that you will no longer be able to use the POP
mail protocol to access your mailboxes. Also, if you use a Macintosh
computer and have upgraded to OS X 10.6 (Snow Leopard), you will be
able to use your native Mail and iCal applications with the 'Exchange 2007'
account type.
Finally, MIS will be running some additional reporting and maintenance
scripts on user mailboxes on Monday. We will once again be sending
warning emails if it appears that you have mail that will be deleted due to
retention policies. No more warnings will be sent after that time.
Additionally, I am planning to send an email with a better description of the
Mail-Meter process next week and will send additional information
concerning the way the UF Exchange mail system handles SPAM
sometime after the transition is completed.
If you have any questions about the information presented here or in
previous emails about UF Exchange, please respond to this message
or give us a call.
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