EMail Migration Info Session

1
E-Mail Migration Info Session

• Enterprise Messaging
• UCLA BAS

2
Agenda

• E-mail Migration Overview
• Usernames
• Accessing the new E-Mail system
• Changes in the Environment
• Preparing for the Migration

3
Terms

• EM Enterprise Messaging
• The E-Mail System
• AD Active Directory
• AKA domain, contains account information
• BOL Bruin OnLine
• OWA Outlook Webaccess (Web)
• Exchange server
• Outlook client

4
Migration Overview

• New Central E-Mail System
• Microsoft Exchange
• Similar to previous system
• Departments
• Phased migration for BAS
• Some Campus Departments (future)
• Moving E-Mail from Old to New

5
Advantages

• Shared calendars across the division
• Shared resources across division
• Public folders, distribution lists, etc.
• More reliable infrastructure

6
Migration Schedule

• Start
• Friday, November 18th 600PM
• Finish
• Monday, November 21st 600AM

7
Accessing the E-Mail System

• Goal Single Desktop Login
• If not now, in the future
• Current technical issues
• Current security issues
• Interim Second Login Required
• 1st to access your PC desktop
• 2nd to access E-Mail (Outlook)

8
Usernames
9
EM Login
10
Why use BOL Username?

• Each BAS Dept. has usernames
• Cannot have two identical logins
• jdoe in two systems?
• BOL Usernames are unique on campus

11
EM Login
12
EM Login
13
EM Login
14
EM Login
Single (One-Time) Copy of the Password during the
Migration
15
Future Single Sign-On
16
Creating a BOL ID
17
Initial EM Login (Monday)

• Outlook
• ad\jbruin
• BAS Network Password
• Outlook Webaccess
• jbruin
• BAS Network Password

18
Outlook Login Prompts
19
Logging Into Outlook
20
Address Book
21
Outlook Webaccess

• https//www.em.ucla.edu
• em.ucla.edu

22
Changing Passwords

• There are THREE different systems that passwords
  are maintained in
• EM (Mail) System
• BAS Network Password
• BOL Password
• Each system has its own password, but they can be
  synchronized.

23
Changing the Mail Password

• To change the password for e-mail (EM) you will
  need to use the Outlook Webaccess web site. You
  cannot change your password from Outlook running
  on your PC.
• Use a web browser to access http//em.ucla.edu

24
Changing the Mail Password

• Login to Outlook, access the button on the lower
  left side of the window called Options.
• Press the Change Password button.

25
Changing the Mail Password
26
Changing the Mail Password
27
Changing the Mail Password

• Domain ad
• Account ltEnter your BOL usernamegt
• Old password ltEnter your old Passwordgt
• New password ltEnter your new Passwordgt
• Confirm new password ltEnter your new Passwordgt

28
Preparing for Migration

• Calendar Sharing
• Account Delegations
• Inbox Rules

29
Calendar Sharing

• It is common for staff to grant permission to
  other staff to view their calendar in Outlook.
• Calendar permissions will not transfer during the
  migration.
• Calendar permissions should be documented by
  Friday, before the migration.

30
Calendar Sharing
To access calendar persmissions, select Share My
Calendar.
31
Calendar Sharing

• Please document the people that have permission
  to access your calendar, and the type of
  permission you have granted.

32
Account Delegations

• A delegation is when you allow someone to read
  your mail, calendar, or send mail on your behalf.
  This is not common for regular email accounts.
• To check your delegations, in Outlook, under the
  Tools menu, selection Options, and then the
  Delegates tab.

33
Account Delegations

• If the list is blank, you do not have delegations.

34
Blackberry

• If you have a Blackberry, you should synchronize
  it on Friday, so changes are not lost.
• The Blackberry will need to be completely reset
  on Monday, and all changes will be lost.

35
Blackberry (cont.)

• The Blackberry will not receive mail during the
  migration process.
• Managed IT Systems Help Desk should have arranged
  to configure your Blackberry. If you have not
  been contacted, please call Ext. 56000.

36
Laptop

• If you have a laptop that is running Outlook, it
  will need to be reconfigured.
• Please contact MITS Help Desk for support. 56000

37
Support

• For Support, please contact
• Managed IT Systems Help Desk
• x56000