A: BGSU is moving to an entirely new e-mail and calendar system, called Microsoft Exchange, and using new, more powerful tools to send, receive, and store this information. Migration is the process of moving each person’s existing address and information to the new system. Once everyone’s account is migrated, the old system will be shut down. The target date for completing this transition is June 30, 2008.

A: The Exchange Project Team will send an e-mail message to your BGNet e-mail address at least two weeks prior to the date on which your e-mail account will be migrated. They will also send a reminder to your BGNet e-mail account two days before your account will be migrated.

A: On the day that your account will be migrated, Information Technology Services (ITS) will “disconnect” your e-mail account/address from the BGNet e-mail system and immediately “connect” it to the new BGSU Exchange system. This change will be made behind the scenes, by a technician in ITS—not at your office. (You might compare this to getting a new phone but keeping the same phone number.)

From this instant forward, all new e-mail messages addressed to you will arrive in your new inbox in the BGSU Exchange system. You will be able to send and receive new e-mail messages online immediately through the Outlook Web Access program--no matter where you are in the world, what type of computer you are using, and whether a technical support specialist has visited your office. Just open an Internet browser, go to mail.bgsu.edu, and enter the same username and password you have always used to log in.

A: A TSS might come to your office to install the new software that will allow you to do many more things than you can do with Outlook Web Access or Eudora. For PC users, this will be Microsoft Outlook 2007, and for Mac users, this will be Microsoft Entourage 2008. It is also possible for this software to be installed remotely. 

A TSS will need to come to your office to input the settings for Outlook or Entourage to access your new account on the Exchange system.

A: If you asked to have all of your old e-mail moved to the new system, it will be moved for you. E-mail that is on the BGNet server can be transferred automatically. E-mail that you have downloaded to your desk computer can be moved manually. A TSS will also assist you with this while he or she is at your office. If for some reason you need to get to an old e-mail message before a TSS is able to help you move that information, until June 30 you will still be able to read your old e-mail messages online via WebMail (webmail.bgsu.edu), or at your desk through Eudora.

A: In most cases the attachments will transfer just fine. Depending on what software you have used to manage your e-mail in the past, you may find that attachments you have downloaded and saved on your hard drive are no longer linked to their original files. The TSS who is helping you move your files can assist you if you have any questions or concerns during this process.

A: No. When your e-mail messages are moved, your inbox and any other folders you have created will be transferred intact.

A: The Exchange Project Team would like you to be in your office on the day your account is migrated so they can also set up your desktop software for you and answer any questions you have. You do not have to be in your office, however, for your account to be migrated, because the actual switch—when your e-mail stops going into your old inbox and starts going into your new inbox on the Exchange server—is done behind the scenes within ITS. You can access your new account immediately online at mail.bgsu.edu, with the same username and password that you have always used.

If you know that you will not be available on that day, simply reply to the message that you receive from the Exchange Project Team and let them know. Or contact them directly at ExchangeProject@bgsu.edu. They will then work with you to schedule a better time to connect your Outlook or Entourage software and help you move your files.

A: It’s ok. New classes are being added every week, so you should find one soon that works for you. In the meantime, if you are familiar with other e-mail programs, you will probably be able to master the basics of your new software on your own with a little patience. see the self-help information for PC users at http://www.bgsu.edu/its/tsc/self-help/page48700.html, or the self-help documentation for Mac users at http://www.bgsu.edu/its/tsc/self-help/page48666.html.

If you don’t feel comfortable using your desktop program yet, try accessing your mail online with the Outlook Web Access program, which is more streamlined. There is a nice tutorial for OWA at http://www.microsoft.com/exchange/code/OWA/index.html.

A: Sure. If your new e-mail account is displaying your full legal name and you would prefer to use a shortened version, you can change this online. Log on to MyBGSU and look in the left sidebar under MyServices, under the heading Misc., for the Email Display Name Change form. Appropriately completed forms are processed weekly with the change being effective on the Monday following the request.

A: The Exchange Project Team wanted everyone using Meeting Maker to be migrated by May 15, so that they can all begin using the new calendar system on the same day. If you don’t use Meeting Maker, this may be why you were not migrated.

A: No, office e-mail accounts will be migrated later, sometime in June. If you currently have a proxy for an office e-mail account, you will have to log into that account separately until it is also in the Exchange system.

A: That’s great that you are already familiar with the program. You will need to make some changes though: If you don’t have the latest version, you’ll want to have ITS install an upgrade. Then, the TSS will need to enter different account settings for you. That’s because even though you were already using Outlook or Entourage, the program was connecting to the old BGNet system. Once your Outlook or Entourage is connected to the new Exchange system, you will be good to go.

A: ITS is now able to install software for many people remotely, without coming to their office. This lets ITS help more people in the same amount of time, and avoids a disruption of your day.

A: Almost all of your most critical information will transfer fine. (See the chart below.) The only two items that will not transfer are mailing lists and e-mail signatures. You can recreate mailing lists by selecting the individuals from your address book, or copying and pasting the whole list at once from a file, depending on which software you are using. See the self-help site at http://www.bgsu.edu/its/tsc/self-help/page46342.html for more information.

A: No. If you have Microsoft Office installed on your home computer, you can set up Outlook or Entourage to access your Exchange account. You can also use other e-mail management programs, but there may be some Exchange features you won’t be able to access. See the self-help documents at http://www.bgsu.edu/its/tsc/self-help/page46342.html for instructions.

A: If your account has already been moved and you have questions about using the new e-mail system, see the self-help information for OWA users at http://www.bgsu.edu/its/tsc/self-help/page43324.html, or the self-help information for PC (Outlook 2007) users at http://www.bgsu.edu/its/tsc/self-help/page48700.html, or the self-help documentation for Macintosh (Entourage 2008) users at http://www.bgsu.edu/its/tsc/self-help/page48666.html.

Training for Outlook and Entourage is offered by Continuing and Extended Education. Please reference the training session information available at: http://ctc.bgsu.edu/exchange.

Users may also contact the Technology Support Center (TSC) at 2-0999, tsc@bgsu.edu for assistance.