Sub sections:
Exchange Project FAQ 2009
Exchange FAQ
Q. What difference will I notice when I'm on Exchange?
A. We try to make the transition as seamless as possible. Apart from the extra
features Exchange offers, your day-to-day email functions should not change.
Q. Can I go on to Exchange now?
A. Individual users cannot be migrated independently of their department. If you would
like to know when your department is due to migrate to Exchange, please email the
Exchange Project Manager
Q. I am a student. Can I use Exchange?
A. At the moment Exchange is for staff only
Q. Can I opt out of Exchange?
A. This would defeat the purpose of introducing Exchange, which is a collaboration tool.
The University has adopted Exchange as a tool for all staff.
Q. Do I need to be at my desk when the transition to Exchange is taking place?
A. Yes. The rollout is manual. One of the Exchange technicians will come to your desk
on one of the days set aside for your department, and they will need you to be there
to log in. They can also show you how the new system works while they're there.
Q. Office 2008 on Mac - what are the system requirements?
A. The requirements for Office 2008 are:
- A Mac computer with an Intel, PowerPC G5, or PowerPC G4
(500 MHz or faster) processor - Mac OS X version 10.4.9 or later (OSX 10.5 or later recommended)
- 512 MB of RAM or more (1GB or more recommended)
- 1 GB of available hard disk space
- HFS+ fomatted hard disk (also known as Mac OS Extended or HFS Plus)
- DVD drive
- 1024 x 768 or higher resolution-monitor
Q. What if my computer is not up to scratch and there is no funding for a new computer
A. The older version of Office will be unsupported after the end of September.
However, Exchange will work on older versions. If your Mac/PC is too old to run the
new versions OR you have software that requires older versions of Office, then
the old version can be used. Exchange will work with Office 2003/2007 and Office
2004/2008 - with some loss of functionality on older versions.
ITD's SOE Policy recommends that computers over three years old should not be used
for essential business functions.
Q. Why did we not look at Google or other external solutions?
A. Staff email will not be moved to GMail as UNE does have a legal obligation to store
documents of the University (which includes staff email) in accordance with the legal
Records Management storage periods that apply to each type of document, such
requirements cannot be maintained or managed under GMail or other 3rd party
providor.
Q. I am using Google Calendar - is it possible to synch my calendars with Outlook / Exchange?
A. There are sync add-ins at
http://www.google.com/support/calendar/bin/answer.py?answer=98563
Note, while these addins have not been fully tested and are unsupported
by UNE, they do work if you set the addin to one-way sync only.
Q. Does Exchange support IMAP / POP3? Can I use any email program with it?
A. There are no plans to enable IMAP / POP3 access to Exchange; staff will need to
use a native email client to access it (Outlook / Entourage).
Q. I have OSX 10.6, can i use Mac Mail with Exchange?
A. Mac Mail in Snow Leopard is still being tested and at this time is not supported.
Q. What are the alternatives for Linux users?
A. Linux users can use OWA or use Windows & Outlook inside VMware / Virtualbox
(all of which can be supported).
The latest version of the Evolution mail client does have the option to connect to
Exchange. However, as the exchange plugin is still a "work in progress"
(much of the functionality offered has not yet been implemented by the Evolution
plugins) and ITD does not support Linux, we will not be offering support for users
of Evolution.
Q. Can you sort emails by thread?
A. Yes, emails can be sorted by "Conversation" to see all emails belonging to a
single thread together.
Q. Junk Email - some emails from UNE colleagues are in the SPAM folder - Why?
A. This is a local configuration - mark the email as "not junk" and add @une.edu.au
as a "safe sender" Alternatively you can disable the local spam filter in Outlook or
Entourage (if you don't get much spam).
You can contact the Service Desk on x5000 for assistance with making this change.
Q. Junk Email - some emails have a [SPAM] prefix, especially if they are in a foreign language - Why?
A. The [SPAM] is added by the mailfilter to emails that are borderline spam and cannot
be identified clearly as spam or not. The system marks these emails as potential Spam
and delivers them to the user's mailbox. You can set up rules or filters to deal with the
messages as you wish - this could be a filter to send to a different mailbox or the
recycle bin or to leave them in the inbox.
In a future configuration, these emails may NOT get delivered but instead quarantined
in a separate mailbox for users to access
Q. Does Exchange support PGP or GPG - encryption applications?
A. Exchange is an email server, and does send & recieve pgp encrypted
email without problems. (many other people & companies using exchange
have no problems with pgp)
People wishing to use PGP or GPG will need to download a plugin for
Outlook / Entourage
Windows users can download gpg4win (free) here:
http://www.gpg4win.org/download.html
Mac users can get macgpg (free) here:
http://macgpg.sourceforge.net/
Other versions of PGP / GPG can be found using Google and may offer additional
features not covered by these examples, interested users should examine other
options to determine the most appropriate version for them.
Please note that Exchange Outlook Web Access (OWA) offers no support for
PGP / GPG. If you wish to use OWA exclusively for email, you will not be able
to encrypt or decrypt PGP/GPG email.
Also, no support is being offered for users who wish to install these services;
users who require assistance should contact the application vendor.
Q. Can i migrate my existing rules & macros from Thunderbird?
A. Outlook does not import rules from other programs, nor are we
aware of any 3rd party solution to migrate these for you.
As for macros, Outlook only supports the VBA language, and is not
compatible with jscript macros for Thunderbird. You will need to
recreate any rules you have and write new macros.
Q. Can Outlook or Entourage be configured to add a response at the bottom of the original text rather than at the top?
A. This option may be available in Outlook 2010, but is not currently availble in Outlook
2007 or older versions. For users of Outlook who require this feature there is a 3rd
party addon called quotefix, available here:
http://sourceforge.net/apps/mediawiki/macros4outlook/index.php?title=QuoteFix_Macro
This software is free but is not supported.
For Entourage users: Open "Preferences", go to "Reply & Forward", set the following options:
Under "Mail Attribution", select the option:
"Place reply at top of message and include this attribution line"
You also need to untick the option:
"Place insertion point before quoted text", press OK
Q. How does the backup system work?
A. The Exchange server keeps the original message on the server.
Deleting a message or moving to a local folder (on your computer)
does not fully delete the message from the server and it will be
possible to retrieve individual messages for 14 days. Additionally,
all mailboxes are fully backed up every night - this cannot be used
to restore individual emails, only entire mailboxes (or the entire server).
A second phase of the project will look at "mail archiving" to increase
individual storage capacity.
Q. What will my quota be?
A. 2GB is the default, 5GB for executive staff
Q. Can I forward all my emails to an external email address?
A. No, at this point external forwarding is not enabled.
Q. Can you restore email outside two weeks? - would like to delete all
and use the back-up system to retrieve if necessary
A. If you wish to restore email outside of the two week period, you
need to log a request with the Service Desk. Note that restoring email
is not an instant process and so should not be relied upon in this manner.
Q. Will the system be slower when checking emails off-campus?
When off-campus how can you check your email?
A. No, the bottleneck is usually the connection, not the mailserver.
Users should see no change in download speed, users who have
Outlook / Entourage setup on a laptop will be able to use it at home
or overseas to check their email
Addionally, mail can now be pushed to PDAs/Phones
Staff who do not have an exchange-enabled phone can use OWA
(web interface) or can contact the Service Desk for instructions on
how to setup their account on their computer.
Q. I have a lot of email, can i keep it all?
A. You will be able to store as much email on the server as is permitted
by the quota limit. Beyond this any email will need to be stored locally.
Note that if you meet or exceed your quota you will be able to receive
new emails but not be able to send any email. This limitation will remain
until you archive suffcient emails to return back under your quota.
Q. Will training be available?
A. Yes, training is available from ODU
Q. Will Eudora/Mail/etc still work?
A. Staff who have been migrated to Exchange can still use their old mail
client to send email, however any email that is sent will not be backed up
on the servers, in the event of a hardware failure with your computer it is
possible those emails may not be recoverable.
Also your previous client will not receive any new email as all new email
will be sent to the Exchange servers.
Q. How much does it cost?
A. Exchange licenses are covered under our CAUDIT license agreement
with Microsoft and will not cost induviduals or departments anything.
Q. Will Exchange be the only server now?
A. No, Students will remain on the Linux mail server.
Q. Does Exchange use secure connections?
A. All Exchange connections are SSL encrypted
Q. What happens to Turing accounts?
A. The Exchange migration project will not interfere with the running of Turing.
Contact the Exchange Project Team
For further information about the Exchange Project team, the rollout process, training resources and preparation for Exchange, please feel free to contact us in any of the following ways:
Project Manager
Kaylene Moses
Ph: (02) 6773 2558
Email: kmoses2@une.edu.au
Technical Enquiries
Daniel Kelly & Thomas Carter
Ph: (02) 6773 2551
Email: servicedesk@une.edu.au