From Kentmail to ConnectMail Staff email migration

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From Kentmail to ConnectMailStaff email
migration

• Christine Wilson
• Information Services

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Background

• Current email system Kentmail used by staff and
  students for last 3 years
  
• Students will continue to use Kentmail for the
  foreseeable future.
  
• During this period mobile devices phones, PDAs
  have become much more sophisticated, affordable
  and popular
  

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Email stats

• Per week average
• Emails delivered to inboxes - 0.92 million
• Of emails delivered 10,000 are most likely spam
  and could be put in spam folder automatically
  using Kent spam filtering
  
• 8.2 million not accepted known spam
• Emails found to have viruses 3500

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What are Kentmail and ConnectMail?
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Whats better and whats new

• Better support for collaboration tools e.g.
  mobile devices enabling calendars and email from
  anywhere any time.
  
• iPhone and iPod Touch v2 plus devices running
  Windows Mobile v6 and above
  
• Better integration with Microsoft Office products
  including Outlook, SharePoint and Communicator
  
• Default email quota of 200MB, more available on
  request

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For the future

• Potential for additional feature from third-party
  companies (not Microsoft)
  
• E.g. Archiving of email
• Potential for integration of email, presence,
  instant messaging, telephony, voicemail and
  audio/video conferencing. A pilot rollout of
  Office Communicator has already begun within IS.

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Which email clients on Windows PCs?

• Outlook 2003, Outlook 2007
• OWA via web browser Internet Explorer 7
• OWA Light via any other web browser, IE6,
  Firefox, Safari
  
• Others supporting IMAP, Thunderbird, Eudora BUT
  no access to ConnectMail calendars, task lists
  etc.
  
• Please discontinue use of Outlook Express

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Which email clients on Mac

• Microsoft Entourage 2008
• OWA Light via a web browser (IE7 not available so
  OWA not available).
  
• Any other client supporting IMAP
• With VMWare Fusion run Windows programs e.g.
  Outlook 2007
  
• In the future OS X will have even better
  integration with Exchange through Snow Leopard as
  well as Entourage EWS.
  

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Migration Schedule

• A draft schedule will be circulated and the
  contacts asked to confirm that designated date is
  convenient. Main programme expected to take 10
  weeks.
• Sections and departments will be clustered to
  make groups of around 100. 2 groups will be
  migrated each week on Tuesday and Thursday.
  
• It is expected that each group of 100 accounts
  will take less than a day to migrate.

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Timetable for a group

• 4 weeks before designated day for migration
  contact will be asked to provide
  
• a list of email addresses for accounts to be
  migrated. (Names will not be acceptable as not
  unique.)
  
• List of shared accounts and group calendars
• List should be returned within 1 week.
• In week 3 IS staff will look over the list for
  anomalies. Shared accounts and group calendars to
  be moved will be identified.

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• Start of week 2 individual staff to be moved will
  receive an email to warn them of the move and any
  action that they need to take before the day
  
• Remove any email forwarding to another account
• Unsubscribe to any shared folders
• Day before move, a reminder email will be sent to
  individuals.
  

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• At 10am on the day using OWA or OWA Light
• Read incoming email now delivered to ConnectMail
  
  
• Send mail 10am via ConnectMail
• So NO break in access to email facilities
• All email should be copied to ConnectMail inboxes
  and folders by the following day and probably
  much sooner.

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After migration

• Email and calendars on Kentmail will still be
  accessible read-only and will continue to be
  available for at least 6 months.
  
• Calendars and contacts need exporting from
  Kentmail.
  
• Email clients, e.g. Outlook, Thunderbird, Eudora
  will need to be reconfigured before they will
  connect to ConnectMail
  
• Import calendars and contacts into ConnectMail.
• Subscribe to any previously shared folders if
  required
  
• Share folders to colleagues if required
• Spam filter needs resetting

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List of accounts to move

• All staff accounts unless special circumstances
  identified.
  
• Shared accounts
• Inclusion of hourly paid lecturers/support staff
  and external users at discretion of department
  
• Consider staff who work for more than 1
  department, probably move with first department
  
• Group calendars and if necessary to migrate
  entries (recommend to start afresh)
  
• After process started 2 weeks before the start
  date no more accounts can be added, additions
  will probably have to join a later group

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Instructions for staff

• We have provided on the website
  http//www.kent.ac.uk/itservices/email/connect/
  
• instructions for exporting, importing calendars
  and personal address books
  
• how to configure Outlook by running an automatic
  process no fiddly settings to type in.
  
• FAQs and other information

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Further help

• Helpdesk will have extra staff trained and
  available to help staff
  
• Training Group are running sessions on using OWA
  and Outlook see
  
• http//www.kent.ac.uk/itservices/stafftraini
  ng

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Summary of tasks for contacts

• Confirm in dept which categories of staff to
  include in the move.
  
• Agree a date with IS, let your staff know.
• Encourage staff to update On-line directory entry
  info used extensively in Outlook, Communicator
  and SharePoint.
  
• Provide the list of email accounts to move
• Work with IS staff on any queries, eg shared
  accounts and resource calendars