Switch to Exchange Server


Migration went faster than expected, sunday morning december 4th all mailboxes and calendars where migrated, and software updates on most workstations had been installed.

The first time that you use e-mail or the Calendar after the switch to Exchange, you may have to readjust a number of personal settings. Most important changes are:

  • Use of ERNA account for e-mail and calendar access
  • Outlook Web App instead of Squirrel mail and Oracle Calendar webpage
  • Online archive(s) available
  • Configuration of Auto-reply message(s) and E-mail forwarding through Outlook
  • Access to shared mailboxes changed
  • Authorisations to the Calendar
  • New parameters for e-mail client at home
  • Reconfigure mobile devices, no syncml client anymore
  • For Windows XP Users: migration to Office 2007
  • Changed mailbox quota
  • E-mail display name cannot be changed with Exchange

Note: at first, only sent e-mail messages in the "Sent Items" folder (which Outlook uses) were migrated to the Exchange server. On request, messages from the "Sent" folder (e.g. Squirrelmail) have been merged in the "Sent Items" folder on Exchange server. Subfolders in "Sent Items" as well as "Sent" now also have been migrated to the "Sent Items" on Exchange.

For more information, read below and subpages for instructions on howto readjust particular settings.

Account

Your user name (but not your e-mail address as this remains the same) for e-mails and the Calendar will become your ERNA account (12345abc@eur.nl). The password will be the ERNA password. Please note: this may differ from the password used within the ESE. See also:  Account Normalization

After starting Outlook at your ESE workplace for the first time after the migration, you'll have to provide your username and password twice. Next time you use Outlook, you'll have to provide your password only once. Note: at this moment the "remember password option" appears not to work properly, we're working on a solution currently.

We also get a lot of questions about changing the display name. Unfortunately, this is not possible with Exchange server. Display name in Exchange is taken from the Global Address List, and it is formatted this way (last name, initials) so people can be found easily in the address book (alphabetical order).

Mailboxes

In Outlook, your mailboxes will have slightly different names. Your personal inbox will now have the prefix "Mailbox" instead of "Oracle", and beside this Mailbox, you'll also see an item with your name prefixed by "Online Archive". This is a personal message store meant for archiving older, not frequently accessed messages. This messages store has more space than your personal inbox (see: Quota), but is only available when using Outlook 2007 or later, or Outlook Web App. During server failures and maintenance, availability of this storage space may be a bit lower.

Shared mailboxes will no longer reside under "Public Folders", but as seperate items in your mail folder list, also with slightly different names (e.g. ou-ae-secr changes to "AE Secr, ESE"). These shared mailboxes will also be accompanied by an archive folder, meant for storing older messages from the shared mailbox. For more information, click here.

If you previously created Personal Folders ("PST files"), these will be migrated. It is recommended however, to copy the contents of these personal folders to your online archive, if possible (e.g. enough space in your online archive - see quota).

If you previously created extra mailboxes in Outlook, for example for enabling extra return adresses or for other employers or providers: these will not be migrated, so you will have to create these again if necessary. If you created (dummy) mailboxes for enabling extra return adresses with your ESE shared mailboxes: this will no longer be neccessary with Exchange server. For more information, click here.

Calendar

The stand-alone application for the Calendar will be discontinued. Outlook will be the interface for the Calendar. This will also apply to the web interface which will be integrated in 'Outlook Web App' together with the e-mail system. Even when you already used Outlook to make appointments in the former Oracle Calendar, some things may work a bit different, for example granting permissions to your calendar. For more information, click here.

All your appointments will be migrated from Oracle Calendar to Exchange server. There is an issue however with migration of recurring events which may be inconvenient for some: if you created a recurrent event in Oracle Calendar, and changed one of the appointments in this series (exception to the recurring event), then this recurring event will be migrated as separate appointments instead of a recurring event. In these cases, you will eventually have to correct this situation afterwards.

Because Exchange Server will be a common EUR service, you will be able to make appointments with other EUR employees, as far as the concerning departments have been migrated to Exchange.

Web Interface

The web interface for e-mail (Squirrelmail) and the web interface for the ESE Calendar will both be replaced with one common interface called 'Outlook Web App', which can be found at the following URL: http://exchange.eur.nl/.

E-mail Forwarding

The ESE E-Mail Management webpage will no longer be available. Setting up vacation messages and forwarding adresses will be done through Outlook or OWA (Outlook Web App). Setting a vacation message is pretty straightforward through the "Out of Office Assistant" in Outlook. For more information, click here.

However, setting up e-mail forwarding is a little bit more complicated than it used to be, you'll need to create a rule in Outlook or OWA. With Exchange, rules defined in Outlook, are now stored on the server, and thus will be applied upon e-mail arrival, even when not using Outlook. For instructions on setting up a forward rule in Outlook, click here.

Upon termination of employment, e-mail forwarding will now be possible for only two months, rather than for an unlimited period as was the case before.

From Home

The parameters for synchronizing e-mail and Calendar services with, for example, Outlook at home will change. If you use the Oracle Calendar Desktop application to access the ESE calendar from home, this application will no longer work.

The easiest way to access your e-mail and calendar from home is by using the web interface called OWA or Outlook Web App. If you do not want to use the web interface, it is recommended to use Outlook (2007 or later).

If you use Outlook from home, you need to setup your account configuration from scratch. If you use another e-mail client, like Mozilla Thunderbird, Windows Mail or Outlook Express, you need to reconfigure your IMAP settings. However, migration to Outlook 2007 or later is recommended. For more information on how to configure Outlook, click here.

Mobile Devices

The parameters for synchronising e-mail and Calendar services with a mobile device will also change. The SyncML App to connect to the Oracle Calendar server will not be necessary anymore, instead you connect your mobile device to an Exchange server. You may want to check whether your mobile device has that option. If your device does not support Exchange server, you will not be able to synchronize the device calendar with Microsoft Exchange, however you may be able to still synchronize your E-mail by providing the proper IMAP configuration.

Modern smartphones with Windows Mobile, Windows Phone, Android or iOS (iPad, iPhone) support synchronizing E-mail and Calendar data with Microsoft Exchange. For instructions on how to configure your Windows Mobile or IOS (iPhone, iPad) device, click here.

There is some more information on configuring your mobile device for use with Exchange server on the ERNA webpage.

Note: if you synchronized your device previously with Oracle Calendar, then it may happen that your appointments appear twice after synchronizing for the first time with Exchange server. Therefore, it is recommended to synchronize your device just before migration weekend with the Oracle Calendar, and verify that all your appointments are actually present in Oracle Calendar. When synchronzing for the first time with Exchange server (after migration), make sure that your device is configured to overwrite device entries when conflicts are being detected. If not possible, you may want to clear your device calendar before synchronizing with Exchange (especially if you have a lot of appointments in your Oracle Calendar).

Quota

Maximum size of your mailbox is 500 MB, archive space is 2,5 GB. When 85% of capacity is reached, you will get an automatically generated message with the request to clean up your mailbox. When 100% of capacity is reached, no new e-mail messages will be delivered anymore. Delivery of refused messages will be retried for 5 days.

Maximum e-mail message size is 100 MB, so please be aware of this limitation when sending large attachments.