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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

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Welcome

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Presentation Transcript

  1. 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

  2. Welcome Introduction • Migration to the Outlook 2007 email and calendaring system from current iPlanet system • Outlook ’07 training session is required

  3. Welcome Introduction Web training resource: http://www.xu.edu/outlook

  4. 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

  5. Welcome Introduction Immediate 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

  6. Welcome Introduction Near 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

  7. Migration to Active Directory / Outlook Email & Calendar • Moving from iPlanet to Outlook • Outlook automatically installed with migration

  8. Migration to Active Directory / Outlook About Outlook • Two ways to view Outlook: • Outlook Client • Access like any program on your computer (through Start Menu) • Contains Personal Folders & archived emails • Full featured version • Message size = 25MB • 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

  9. Migration to Active Directory / Outlook

  10. Migration to Active Directory / Outlook Outlook Client

  11. Migration to Active Directory / Outlook Outlook Online(OWA)

  12. Migration to Active Directory / Outlook Storage Limits • Users will need to remain below 300MB • During migration, iPlanetemail 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….

  13. Migration to Active Directory / Outlook 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….

  14. Migration to Active Directory / Outlook

  15. Migration to Active Directory / Outlook 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)

  16. Migration to Active Directory / Outlook

  17. Migration to Active Directory / Outlook 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.

  18. Migration to Active Directory / Outlook

  19. Migration to Active Directory / Outlook 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

  20. Migration to Active Directory / Outlook 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.

  21. 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

  22. New Security Policies 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.

  23. New Security Policies 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

  24. New Security Policies 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

  25. Migration to Active Directory / Outlook 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.

  26. Migration to Active Directory / Outlook 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

  27. 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

  28. Next Steps Preparing for Migration • 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

  29. Next Steps Preparing for Migration • 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 Luminiswww.xu.edu/outlook/CalendarInformation.html

  30. Outlook Site Outlook / Migration Site http://www.xu.edu/outlook http://www.xu.edu/outlook/faq.html Additional Questions or Problems? myoutlook@xavier.edu

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