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Office of the Chief Information Officer

Exchange Project Rumors Submitted

RUMOR / QUESTION: How will this Outlook transition impact the numerous users of Palm OS-based Treo smartphones? What application will we need to have installed on our Palm OS-based Treos (as opposed to the one Windows Mobile-based Treo) to make all this work? What about the iPhone? While the iPhone has not even been out for a year, it currently has a 27% market share in the US smartphone market. That is, the iPhone is currently and will likely continue to be the most popular smartphone in the country. How are you factoring it into the Outlook Exchange transition?

ANSWER: In order to take advantage of all features available with Exchange, it is recommended that users integrate a Windows Mobile 6 device, with the Palm Treo and Motorola Q9m being the preferred models. It is possible that other devices will be integrated with the system; however they may not provide the user with a full range of features. ITS will provide support for the recommended models and may be able to provide guidance for users who select other models, however any device that supports IMAPS will be able to receive email.

A subcommittee of the Exchange implementation team is completing testing specifically with the iPhone, which does support IMAPS. Further details regarding integration will be available closer to the time of implementation at the beginning of 2008.

RUMOR / QUESTION: I will be out of the country all Spring 2008 semester. How will this affect my transition to the new system?

ANSWER: In regards to your transition to the new system while you are out of the country for the spring 2008 semester, your email and calendar will be moved for you if you do not return before the end of June 2008. Details for connecting to the new system will be available during the spring semester.

RUMOR / QUESTION: For a user that prefers to continue to use Eudora, will the settings described on this page allow that?

http://www.math.uwaterloo.ca/mfcf/announcements/STARTTLS pop3s imaps smtps.shtml#Eudora

ANSWER: Users who prefer to continue using Eudora following the transition to Exchange may continue to do so. However, users who wish to use clients other than those recommended need to be aware that they will not have access to all the features and integration available through Exchange.

During the spring 2008 semester, documentation regarding connection information will be provided via the Exchange web site.

RUMOR / QUESTION: Will the scheduled events (past, present & future) that exist on my MeetingMaker be converted to the new application?

ANSWER: In regards to the conversion of Meeting Maker events, the short answer is yes, plans are to convert this information. Further details will be available in the spring semester.

RUMOR / QUESTION: I have all of my webmail forwarded to yahoomail because I need all of my email to be in one location, not two or three different email servers. Am I going to need to change anything to continue to have my mail sent to my yahoomail box when we transition to the new email system? Thanks!

ANSWER: Yes, users will continue to have the ability to forward their email messages. Further details regarding any such tasks will be provided closer to the time of implementation in early 2008.

RUMOR / QUESTION: Will this system allow mail to still be forwarded to web clients such as gmail?

ANSWER: Yes, users will continue to have the ability to forward their email messages. Further details are available at: http://www.bgsu.edu/downloads/cio/file47996.pdf.

RUMOR / QUESTION: I have used Eudora since it was invented. I have incredible efficiency, speed, and organization in e-mail handling using this speedy, simple, and straightforward program. It seems certain that migrating to a new system will kill my efficiency. Can I forward e-mails from this new system to Eudora so my productivity is not affected? I don't know which users have asked for the features you mention, but it was certainly not me. I am convinced forcing me to change will be a huge timesink for me--and likely for most users. Time is money, as they say, so I think the university is bound to lose by this.

ANSWER: Yes, you can continue to use Eudora with the new system and you will have the same level of functionality as you have with the current system. It is good to note that Qualcomm has discontinued Eudora. Users will be able to access email through the new webmail solution as well as any client software that supports IMAPS such as Eudora. Users who would like to take full advantage of the full integration of features will need to use Outlook.

RUMOR / QUESTION: Can the new e-mail address be shorter than the current @bgnet.bgsu.edu ? Why not just something like @bg.edu ? Please don't make it something longer than the current format.

ANSWER: Both the current and the new system will support the format of username@bgsu.edu.

RUMOR / QUESTION: Will one still be able to use forwarding to move email to a 3rd party email provider?

ANSWER: Yes, users will continue to have the ability to forward their email messages. Further details are available at http://www.bgsu.edu/downloads/cio/file47996.pdf.

RUMOR / QUESTION: Will we be able to have more than one attachment? I currently use hotmail as well and the number of attachments I can add to an email is a pretty good amount and bgnet only allows one. I email my class papers to myself and with bgnet it takes a ton of emails, however, when I use hotmail I can put them all on one.

ANSWER: In regards to the number of attachments, both the current system and the new system allow for multiple attachments.

RUMOR / QUESTION: I currently have all mail forwarded to a different server. Will that be preserved? Or does something (hopefully not) have to be done? I assume the math.bgsu.edu mail alias will not work either?

ANSWER: Users will continue to have the ability to forward their email messages. Further details will be provided closer to the time of implementation in early 2008.

Additionally, current email usernames and passwords will remain the same with the new system.

RUMOR / QUESTION: If we are moving over to this Exchange system, does this mean we will no longer access our e-mail through BGSU.edu? Because I hate Microsoft Outlook. I have never used and it's given my mom and dad both viruses on their computers, so I don't really want it on mine.

ANSWER: You will continue to use the same username and password and the format of your email address will remain username@bgsu.edu.

You will be able to access your email through the new webmail solution as well as any client software that supports IMAPS such as Eudora, Thunderbird, etc. Users who would like to take advantage of the full integration of features will need to use Outlook however, any IMAPS support client can be used.

RUMOR / QUESTION: I use my WebMail account to store and organize information. For example, I have folders for each of the classes that I have taken here at BGSU and I have important communication with the professors as well as e-mails with attachments of major papers and projects stored in these folders. Will I need to move all of these documents/correspondence e-mails to another location? Will they be lost, deleted, corrupt or in any other way in danger when the system is switching over to the new e-mail system?

ANSWER: It is our intention to retain the structure of the current system. More information will be available on the website in the spring semester.

RUMOR / QUESTION: Currently all my BGNET mail is forwarded to another system. Will this still be an option, and if so, will there be any particular changes in how this happens, i.e., the speed of forwarding, inclusion of all items to be forwarded, etc.

ANSWER: Yes, users will continue to have the ability to forward their email messages. Further details will be provided closer to the time of implementation in early 2008.

RUMOR / QUESTION: Wondering if the new email system will have a sent mail folder as well as an old mail folder where we will be able to view past messages. This would be very helpful as every email system anyone has ever been involved with has these folders.

ANSWER: Yes, you will be able to have a sent mail and custom created directories. More information will be available on the website in the spring semester.

RUMOR / QUESTION: Will information currently housed in Meeting Maker (meetings, to do's, address book, proxies, etc.) be transferred to the new system?

ANSWER: In regards to the conversion of Meeting Maker events, the short answer is yes, plans are to convert this information. Further details will be available in the spring semester.

RUMOR / QUESTION: I was just wondering if our emails we have in our inbox and folders we have will for some reason be deleted due to this change?

ANSWER: Emails will be moved over from the current system to the new system.

RUMOR / QUESTION: How will Exchange/Entourage handle the proxy and equipment and/or room scheduling that we now do with Meeting Maker?

ANSWER: Users will continue to have the ability to incorporate features such as proxy and equipment / room scheduling. Details specific to these types of functions will be provided closer to the time of implementation in early 2008.

RUMOR / QUESTION: The question I have is what happens to all of the materials -- contacts, archives, etc that I have in Eudora on my office desktop

ANSWER: You will still have acess to your Eudora information and archives. Exact details will be available in the spring.

RUMOR / QUESTION: My question is in regards to the conversion and the use of Meeting Maker. How are meetings supposed to be scheduled with different constituent groups when different parts of the campus are using the Meeting Maker calendar and others are using the calendar in Outlook?

ANSWER (updated 2-28-08): MeetingMaker calendars will all be migrated at the same time to avoid using multiple systems for calendaring. More details will be available as the timeframe for the migration is set.

RUMOR / QUESTION: Will we still be able to use Eudora to access our email, if we are using it now?

ANSWER: Users who prefer to continue using Eudora following the transition to Exchange may continue to do so. However users who wish to use clients other than those recommended need to be aware that they will not have access to all the features and integration available through Exchange.

During the spring 2008 semester, documentation regarding connection information will be provided via the Exchange web site.

RUMOR / QUESTION: Will the new e-mail system be compatible with Blackberry devices?

ANSWER: In order to take advantage of all features available with Exchange, it is recommended that users integrate a Windows Mobile 6 device, with the Palm Treo and Motorola Q9m being the preferred models. It is possible that other devices will integrate with the system; however they may not provide the user with a full range of features. Any device that supports IMAPS will be able to receive email. Phone Comparison Chart for BGSU Microsoft Exchange

RUMOR / QUESTION: During the implementation of this new email/calendar system, will previous emails from the old email system be deleted by default?

ANSWER: Emails will be moved over from the current system to the new system.

RUMOR / QUESTION: Currently, my BGSU email is being forwarded to my verizon.net email account. Will this option still be available under the new BGSU email system? If so, where should I look for instructions to enable forwarding under the new BGSU email system? Thanks for responding!

ANSWER: Yes, users will continue to have the ability to forward their email messages. Once this documentation is available, it will be provided via the Exchange web site: http://www.bgsu.edu/offices/cio/page39967.html

RUMOR / QUESTION: Hi, I have Outlook 2007 now but I used G-Mail instead. I like the look of Outlook and want to give it a try. Is it a good idea for me to go ahead and set up my Outlook now? Or should I wait until I'm phased in. Also, do you know when students will start being phased in?

ANSWER: The migration schedule continues to be developed and the implementation schedule will be communicated to students via means such as the Exchange Web site (http://www.bgsu.edu/offices/cio/page39967.html), Campus Updates and email messages to BGNet email accounts. Please continue to watch these resources for further information. It is recommended that you begin using Outlook once you have completed the migration process.

RUMOR / QUESTION: Eudora allows the sender to use a "redirect" features when forwarding a message on to another party, but webmail does not. This is an exceptionally nice feature to use when a student/parent e-mails the wrong person by mistake. The recipient can simply "redirect" the message to the correct person and that person can respond to the original sender. Forwarding does not allow the recipient to respond to the original sender, only the person who forwarded the message. (I hope I was able to explain that clearly. If you don't understand what I'm trying to say, please call me. Thanks.) That being said, my question is, will the new software offer us a redirect feature?

ANSWER: There is a third party application that will provide this functionality at a very reasonable cost. We recommend you test this software and see if it will meet your needs. ITS would not support the software but would do their best to assist if you chose this route. The web address to the software is: http://www.mapilab.com/outlook/redirect/

RUMOR / QUESTION: Is this change going to be in the bgnet webmail or in the software that is used on campus? To follow up: will the webmail that the majority of students use change? Or will we simply be phasing out Eudora and Meetingmaker?

ANSWER: This migration will bring changes to both the system that is used for BGSU email as well as to the recommended interfaces for receiving email messages. The system used will be Exchange with Outlook (for Windows and Vista) and Entourage (for Macintosh) being the recommended software used to receive email messages. In addition to these email clients, an Outlook Web Access (OWA) web mail client will be available for use. Further details about the system and software are available at: http://www.bgsu.edu/offices/cio/page39967.html

RUMOR / QUESTION: I was just wondering how email forwarding will be handled during the switch. I currently have my bgnet email forwarded to another account for work. Will I have to set up the bgnet account so it forwards again? Will I be able to forward still? Will I have to switch how forwarding is handled on my gmail account? Please advise, thanks!

ANSWER: Yes, users will continue to have the ability to forward their email messages. You will need to set the forward once you have been migrated. Documentation will be developed on how to forward email and will be available via the Exchange web site: http://www.bgsu.edu/offices/cio/page39967.html

RUMOR / Question: I just got a new smartphone, can I have the address for the exchange server yet or is that not ready for release? If needed, I will be a tester for you all. Just let me know!
Thanks

ANSWER: Plans are still being finalized for the migration to Exchange and we will communicate details regarding connecting to the Exchange server throughout the spring semester. Thank you for your offer to be a tester for the system. We already have a team testing cell phones internally, but we look forward to hearing your feedback once you have migrated to the system.

RUMOR / Question: I have a Palm Centro smartphone and it is programmed to integrate with Microsoft Exchange Servers if "Exchange Active Syc" is installed on the Exchange Server. Will you be installing this feature? Here is a link from the Palm website regarding the requirements
http://www.palm.com/cgi-bin/cso_kbURL.cgi?ID=44998
Thanks.

ANSWER: In response to your smartphone question, Yes, exchange active sync is a part of the exchange 2007 implementation.

RUMOR / Question: There is a beta for the exchange project. If this is true how can I get involved?

ANSWER: Thank you for your offer to be involved in testing for the Exchange project. The project team is completing the testing process and will be implementing the system with predetermined pilot groups in February. We do appreciate your offer to beta test the system and we look forward to hearing your feedback once you have migrated to the system.

RUMOR / Question: When will the new system go live? I have noticed that the exchange servers seem to be up and running at the domain name mail.exchange.bgsu.edu. I have also noticed changes that have been made since the servers came online such as the OWA login screen. Also, can people request being one of the first groups to make the move to the new system. If so I would like to be in that group.

ANSWER: The project team will be implementing the system with predetermined pilot groups in February. Plans are to schedule additional areas for migration once the pilot groups have completed the transition. An email message will be sent to each user's BGNet email account a minimum of two weeks prior to the migration date. Users who do not need to have their current email messages transferred to the Exchange system will also have the option to migrate by requesting their move via a web page form. Further details regarding the moves will be sent to BGNet email accounts and also included on the Exchange Project web page - www.bgsu.edu/exchange.

RUMOR / Question: Hi, I am very interested in this. I read in the email that was just sent out that we can request to move over to the new system without having our data sent. Does this mean we'd get to migrate sooner? I have the newest Outlook and am excited to go to the new system. I guess I am just expressing interest in being one of the volunteers to switch early :-)

ANSWER: The project team is finalizing the implementation and migration plans. Your enthusiasm to move to the new system is appreciated. We will soon be distributing information about how to request to migrate without having data moved. We look forward to hearing your feedback once you have been moved to the new system.

RUMOR / Question: If I already have been using outlook on my desktop here, can I convert to the Exchange server sooner?

ANSWER: Having Outlook installed on your system is a time-saver in the process of migrating to the new system. For those in offices, the plan is to move those within the same area at the same time. Each area will be notified a minimum of two weeks prior to their migration date.

RUMOR / Question: Will I still be able to have my BGNet mail forwarded to another address like I do now?

ANSWER: Yes, users will continue to have the ability to forward email messages.

RUMOR / Question: How does this affect off-campus retirees who maintain a BGNet as well as a Dacor account?
How does this affect me as owner of BGSURA ListProc?

ANSWER: Retirees will have the same migration options available to them as other users. Since IMAPS will be available, traditional email applications will be able to connect to the system in a similar manner as they do now. AppleMail, Thunderbird, Eudora and other applications can still be used.
The migration should have no impact on listproc accounts.

RUMOR / Question: Microsoft Exchange Project:
If possible, please transfer my BGnet account to the new system. I'd like to participate in the pilot group if possible,

ANSWER: The project team is currently finalizing the implementation and migration plans that will first be used with previously determined pilot groups. Your enthusiasm to move to the new system is appreciated. We will soon be distributing information about how to request to migrate to the new system.

RUMOR / Question: I would like to know how the emails on EUDORA in my various boxes will be retained and be easily viewable, and how I will be able to easily respond to them with return emails. Thanks.

ANSWER: Emails will be moved over from the current system to the new system. You will have the ability to respond to messages using Outlook, Entourage the web based (OWA), or Eudora software. Your mailbox structure will be kept intact. You can find more details about these recommended email clients at www.bgsu.edu/exchange.

RUMOR / Question: The rumor I have heard is / the question I have is: I am already set up with an exchange server for work, that I need to use every day. I am currently using Outlook 2003 but have access to 2007. How will I be able to connect to the new server without using OWA, and not forwarding everything?
I really like being able to view everything in one profile through outlook now. I am very excited about this move, but I would rather not have to use OWA. Thanks.

ANSWER: You will be able to setup a second Exchange account within the same profile by using the BGSU Exchange settings, which will be provided on the website in the coming weeks. This will allow you to view your current work email and BGSU email within Outlook.

RUMOR / Question: The question I have is:
Can/Will the University give students (and/or its staff) links or resources to locate and purchase new Windows Mobile 6 devices? My Pocket PC runs Windows Mobile 5 and will be incompatible with the new Exchange system. Or, could such devices be sold in the University Bookstore?

ANSWER: The Palm Treo and Motorola Q9m are the preferred models to use, however any device supporting Windows Mobile 6 with an appropriate data minute plan will provide access. Windows Mobile 5 will connect and be able to use the push technologies, but may not have all of the same features as Mobile 6.

RUMOR / Question: The rumor I have heard is / the question I have is:
With MeetingMaker, the owner can allow others read-only access or the ability to change the calendar. Will the same be true under MS Exchange?

ANSWER: Yes, similar function will be available with the Exchange calendaring solution.

RUMOR / Question: I've heard this doesn't work with MACs, is this true? do i need a certain version of mac software for this to work?

ANSWER: The recommended software is Entourage 2008. You will also be able to access using the OWA client with a web browser.

RUMOR / Question: I'm a faculty member who uses Outlook 2002 on my office desktop computer, and I download all messages to my desktop computer (none left on bgnet server). Other than upgrading to Outlook 2007, am I going to see any other change, or have to do anything else?

ANSWER: In order to migrate, you will need to be upgraded to Microsoft Outlook 2007 and then there will need to be a date scheduled for your migration to Exchange. During this migration time, if requested, your messages will be migrated to your new mailbox.

Once migrated you will begin to access your email using Outlook 2007 or via the web with Outlook Web Access (OWA) at http://mail.bgsu.edu.

Meeting Maker accounts will be transitioned on a yet-to-be determined date in May. If you are using Meeting Maker it is recommended that you continue using Meeting Maker for calendaring until this migration date in order to avoid any loss of information in the Meeting Maker to Exchange migration.

If you would like to request to be migrated to the new Exchange system, please contact the Technology Support Center (TSC) at 2-0999, tsc@bgsu.edu.

RUMOR / Question: An English instructor told me that when hers was just converted she lost her whole address book. How can I make sure that my address book and my emails don't get deleted?

ANSWER: Address books from Eudora are imported on request. Please ask the install team to move your address book when they are onsite or contact the Technology Support Center (TSC) at 2-0999, tsc@bgsu.edu to have someone revisit and make sure the data is moved.

RUMOR / Question: Will Entourage and whatever OS upgrades are needed to install it be provided free of charge? If not, what options will be available for faculty who use Macs?

ANSWER: An Operating System upgrade needed as well as the availability of Entourage 2008 will be a part of the migration process for faculty and staff on university-provided systems.

RUMOR / Question: My question is how Exchange and my desktop Outlook will interface? Will my Outlook contacts list/calendar/mail folders somehow synchronize with Exchange?

ANSWER: Yes, Outlook will sync with Exchange so that your data is available in multiple locations. Contacted lists, calendars, and email folders will all be synchronized on the server side.

RUMOR / Question: I have a macbook that uses office 2004 and has entourage, I got this office during fall of 2007 because i needed the programs right quick and 08 wasn't out quite yet, will i still be able to use entourage 04 for most of the features?

ANSWER: Using Entourage 2004 will provide access to some of the features. You may also access Exchange using OWA (Outlook Web Access) at mail.bgsu.edu

RUMOR / Question: Will I be able to use MS Front Page to update my BGSU personal website by simply clicking on File>Save? (without FTP) I have worked with an MS Exchange server before (in 2002) and once our accounts were established on that server, we were able to update our websites this way. We were also able to use many more features of MS Frontpage with an Exchange Server account.

ANSWER: The features you are inquiring about are actually features that we have not had experience in using in this environment. If you are able to test these features and provide feedback regarding their availability, we would be pleased to add this information to our documentation.

RUMOR / Question: As a student, do I really have to move my e-mail? I would prefer to not have to, as I have contact info and years worth of e-mails and details within my own email.

ANSWER: All accounts will be migrated, including all student accounts. In migrating you may request to have your current email contents migrated to Exchange.

To do this, when completing the Exchange Volunteer Form available in MyBGSU under MyServices/Misc Services, be sure to select the appropriate box requesting to have your email moved as a part of the migration. Your contacts can be provided to you in a text file but cannot be automatically moved into Exchange.