Algonquin College - Information Technology Services

As a start we expect this implementation will dramatically improve Calendar functionality as well as the stability that most clients experience. We expect this program to introduce a lot of noticeable changes. Not only will the mail client be changing to Outlook 2007, the new web client will be changing to Outlook Web Access. Furthermore with improved support for College standard PDAs, integrated voicemail and many other changes we hope you will be pleased with the differences.

3. Will this add functionality to our tools?

Yes, instead of a subset of the functionality of Outlook, Exchange will provide support for all the features including some new tools. Go here

4. Will this take away functionality from our existing tools?

No. For users of the College’s standard business tools will see an improvement in their tools. To ensure that every client receives the support they expect the College will be standardizing on only two software clients to utilize the Communications Suite—Outlook 2007 or Outlook Web Access.

5. Does it matter whether I am a Webmail or Outlook user on the current system? How will it affect my Exchange experience.

The Exchange system will have Outlook 2007 and a web version of Outlook called OWA. You can use either. Visit the Component Web page for more details.

6. How do I install Outlook?

This will be done by ITS as part of the project. Office 2007 will be installed and all hardware brought up to a desired standard. You will book a technician appointment for the final Outlook setup if needed.

7. Is the phone system affected or involved? I heard about something called Unity.

Yes. With Exchange you will be able to download your voicemail from the Unity phone server to your email. Then you can check all of your messages in one place.

8. How do I delegate access of my mailbox to another employee? (How do I share data?)

This will be covered during training and in the training documentation.

10. I am a teacher on Exchange how do I teach webmail and imap to my students?

PendingWCE000459-500? ???????

11. I am a client service worker with ITS How do I support JES and Exchange clients who call?

PendingWCE000459-500? ???????

12. How can I learn the new features offered with Outlook 2007 and Exchange?

Sign up for classes
Review CBT’s online (Blackboard)
Use Outlook Help Feature
Visit ITS Outlook 2007 site

13. If I am on Exchange and my co-worker is on JES during the transition how do we arrange meetings?

You can still make meetings but you will not be able to see the free/busy time until you are both on Exchange.en this link for details.?????

19 How do I suggest an alternate time for a meeting I've bee invited to?

OWA does not have that feature.. You can just decline the meeting or use Outlook for this. In Outlook you can do suggest another time.

Data

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1. Will this new communications suite be more secure then the old system?

ITS takes security very seriously. We want to ensure that the College meets its legislated responsibilities. As a result we will be ensuring that the new system follows best practices for transmitting and storing information. The new system will encrypt all traffic.

2. What will happen to all my existing calendar items, email and contact information?

ITS is developing a migration plan for all users. Please visit the Migration table

3. Will I keep my current email quota?

You may. The standard will be 1Gig with a maximum of 1.7Gig. A few people may get more but it may impact the performance of using the system for those users. This is an Exchange limitation.

Your current storage capacity will remain at its current level

The storage quota for staff will be set to 1gb

The new Exchange system compresses your mail on the server, so more mail can be stored

Users will be more active in archiving their email.

4. What impacts my quota?

????? Mail, Contacts, Meetings, Attachments notes and tasks consume some of your quota. Basically anything at all in calendar, email, tasks, etc. As well as....????? -Jay?

5. What happens when I go hit my quota in Exchange?

When you reach the quota, you will still be able to receive emails however you will no longer be able to send emails until you reduce your server mail to a reasonable level quota.

6. What are some tips and tricks for managing my quota with Outlook?

Detailed quota management tips and demos are being developed and will be posted shortly. Please note that auto-archiving is one solution which can help manage quotas. Features will be covered in training.

7. Will any email or other data be lost during the migration?

Some migration work will be done by ITS and some by you. If not done some data may be lost. Please see the Migration table.

8. Will my email address be the same and will I still have the alias?

Your email address will be the same and you will have the alias.

9. What about any filters, vacation text or forwarding. Will that be carried over for me?

Some migration work will be done by ITS and some by you. Forwarding email by staff is disabled. Please see the Migration table.

10. How do I reset my Outlook settings after my migration? (ex. views, signature file, vacation message, Etc.)

Features will be covered in training and in the training. Also please see the Migration table.

11. Will my calendar data be moved?

No. Calendar data will not be moved. Please see theMigration table.

12. What is the attachment size limit in the Exchange environment?

The Exchange environment has an attachment size of 10Mb for email.

13. Who will migrate my data?

See the data migration table.

14. What if I need more than 1gb of space?

Your request will have to get approved by your Director and ITS. See the terms of use document.

15. Will I get notification when I get close to my quota?

You should get notified when your mail quota gets to 950M

16. How do I check my quota usage in OWA or Outlook?

Follow this link for instructions.

17 After I was migrated I no longer had tracking of my email threads. How do I get it back?

Unfortunately, all email threads are lost during migration.

PDA/Blackberry

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1. I would like to carry a PDA, what device can I use?

A Blackberry model 8000 and up.

2. How will my PDA work in all of this Exchange environment?

If it is an approved College PDA model with BES capability you will be able to access all Exchange data using the blackberry mail application. Everything will be synchronized with OWA and your Outlook.

3. What if it is not one of the approved models or doesn't have BES capability. Can I use it for anything related to College access?

Telephone only or non-College email.

4. What about personal PDAs that are the right model and BES enabled? can I use it for Exchange??

No, it will not be attached to the Algonquin BES system.

5. Will my PDA be Synced with my laptop or desktop computer?

Yes, that is the big benefit of Exchange. Everything syncs with everything else.

6. Is my PDA compatible with the new system?

A Blackberry model 8000 and up is compatible.

7. Will I lose my PDA data?

Your data will have to be backed up as your PDA will have to be “wiped” in order to properly connect to the new mail system. Wiping the PDA will ERASE all your data and return it to its default settings.
Once your PDA is linked to the new Exchange system, all your data in your mail, calendar and contacts will be synchronized to the PDA.

Access

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1. What is VPN and how do I use it?

From your home, VPN allows you to access all College services. Some services and systems normally could not be accessed from home. Go here - click

2. Will I need to use a different software package to access my mail?

In some cases. In order to ensure the highest reliability and support, the system will provide access to three different clients:

Outlook 2007 (part of Office 2007)
Outlook Web Access (via Internet Explorer 7)
PDA ( College Standard Blackberry model 8000 or newer)

3. Will it affect my using email off campus?

It may. Off campus you will use the OWA client. IMAP and POP3 will be disabled so traditional local clients like Outlook and Thunderbird will not work. You will also be using VPN or Secure Portal with OWA which ensures greater security for you and the College.

4. Can I use any email client at work? (Outlook, thunderbird, eudora, etc )

Only Outlook or OWA or the approved PDA mail application can be used at work for staff email.

5. Can I use any email client at home? (Outlook, thunderbird, eudora, etc )

Staff can only use OWA or their approved PDA when at home

6. Can I use IMAP or Pop3 with Exchange?

No, they will be disabled.

7. How will I access my mail/calendar?

You will be able to access your mail/calendar using the Outlook 2007/OWA on your workstation at work.
You will be able to access your mail/calendar from home using OWA through dial-up.
You will be able to access your mail/calendar from home using OWA through high speed once you have connected to the College using the VPN system or Secure Portal.

8. I can not get VPN to work from home. Many hours with ITS help line and even went to FutureShop to resolve any issues. So how do I get my email at home?

We have set up an alternative Secure Portal. In the rare case that you can not get OWA to connect after calling ITS, you can also use a College PDA or check your mail when you return to the College.

**** Please note that client support via IMAP and POP will no longer be offered. ****

If you have questions or comments about the upcoming transition or the new mail and calendar system, please contact the ITS Service Desk .