Welcome

Welcome

Overview of this Session

• Introduction• The Migration

– Active Directory (replacing Novell)– Email & Calendar – from iPlanet to Outlook– Network Drive changes

• Data management & retention– New, and newly enforced, storage limits

• Security policies & resources– Accounts, logins & passwords– Spam & virus protection

• Preparing for migration

Introduction

• Migration to the Outlook 2007 email and calendaring system from current

iPlanet system

• Outlook ’07 training session is required

Welcome

Introduction

Web training resource:

http://www.xu.edu/outlook

Welcome

Introduction

• Migration is part of a larger & ongoing technology modernization initiative

• Will provide a simplified & a more stable environment

• To prepare the campus for thetechnological changes to come

Welcome

IntroductionImmediate benefits:

• Best email and calendaring system available on the market, one that is fully integrated with desktop applications

• Improved network file sharing capabilities

• Support for Macs as fully enabled networked computers

• Support for anywhere, anytime secure access to Xavier’s digital resources

Welcome

Welcome

IntroductionNear future benefits:

• A smoother transition to Microsoft Office 2007 and the new Vista operating system

• Improved support for personal mobile devices

• New collaboration tools to support teaching & learning & virtual learning communities

Migration to Active Directory / Outlook

Email & Calendar

• Moving from iPlanet to Outlook– Outlook automatically installed with migration


About Outlook

• Two ways to view Outlook:1. Outlook Client

• Access like any program on your computer (through Start Menu)

• Contains Personal Folders & archived emails• Full featured version• Message size = 25MB

2. Outlook Web Access (OWA) • https://mail.xu.edu and http://accessto.xavier.edu • Cannot view archived emails or Personal Folders

(stored on hard drive)• Message size = 25MB



OutlookClient


OutlookOnline(OWA)


Storage Limits

• Users will need to remain below 300MB

• During migration, iPlanet email that exceeds the limit will be moved to C:/old mail/old mail.pst

– You will be able to move selected messages into your Outlook mailbox

• Post migration, you will receive notices when email is at 250MB and 275MB….


Storage Limits

• At 250 MB, you will receive the first warning notice, but no restrictions on sending or receiving emails.

• At 275 MB, you will receive another warning notice, and will no longer be able to send emails. At this level, you will still be able to receive emails.

• At 300 MB, you will not longer be able to send or receive emails. Email users who try to send you a message will receive the following message….



Email Migration

• After your department is migrated:– After migration, new emails will only be viewable

through Outlook– The e-mail button on the Portal will take users to

Outlook Web Access (OWA)



Portal Calendar vs. Outlook Calendar

• Until the entire campus is migrated:– Outlook calendars and Portal calendars will not share

information. • During migration, event requests should be sent

through both the Portal calendar and Outlook

• The migration will be completed by August ’07.


Changes to Network Drives

• Only your personal drive (U) will change at migration

• Group drives and teaching drives will change at a later date– About network drives, visit:

http://www.xu.edu/outlook/NetworkDrives.html



Changes to Network Drives

• U: drive will be renamed X:

• New storage limit: 300MB for X: drive

• Data will be carried over (if not beyond 300 MB limit)

• See handout for instructions on how to check your network drive space.

New Security Policies

Improved Security

• We are using the AD/Exchange project as an opportunity to improve security for both users and systems.

• About Active Directory (AD):An enterprise directory system allows administrators to:

– Assign enterprise-wide policies

– Deploy programs

– Control security


Improved Security

• New Logon Message– When you log on to the Exchange server, you will

see a new screen that explains Xavier’s new security policy.

– By clicking on the OK button, you are agreeing to abide by this policy.


Improved Security

• Password Expiration– Password changes will be required every

90 days– Changing your Password:

• On campus: Ctrl-Alt-Delete• Off campus: https://accessto.xavier.edu


Improved Security

• Spam & Virus Protection

– All XU email goes through multiple security filters including the Outlook Junk mail filter

– To protect data files, Xavier is using McAfee to protect PCs and the IT infrastructure from:

• Viruses• Spyware• Hackers


Data Management

• AD/Exchange project is an opportunity to revisit & improve our institutional data management processes

• We are asking users to take responsibility for storing & securing files on their personal computer

• Outlook Inbox and network drives are automatically backed up.


Data Management

• Save to C Drive,(My Documents)

• Back-up files by:– Burning to CD or DVD

• Jewel Case Template:http://www.xu.edu/outlook/Back-upMethods.html

Next Steps

Preparing for Migration

• Today: Sign-up for one of the classroom training sessions!

• The Night Before Migration:– Log off your computer – Leave your computer turned ON when you leave

work

Next Steps


• The Night Before Migration:Turn off any firewalls. To do this (for PC users):

– Open My Computer from the Start menu.

– Double-click on the Control Panel from the left-hand side of the screen.

– Double-click the Windows Firewall icon.

– Choose OFF.

– Click OK.

– www.xu.edu/outlook/Firewall.html

Next Steps


• After Migration:An IR technician will visit your workstation to verify that the migration was successful and work with you to perform the following tasks:

– Setting up your new profile– Resetting your default printer– Migrating your calendar from Luminis

www.xu.edu/outlook/CalendarInformation.html

Outlook Site

Outlook / Migration Sitehttp://www.xu.edu/outlook

http://www.xu.edu/outlook/faq.html

Additional Questions or [email protected]