EmailMigration: Difference between revisions

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UMIACS will be winding down its mailbox [[Email]] services by June 30th 2020 to comply with the UMD [https://umd.service-now.com/itsupport?id=kb_article_view&sysparm_article=KB0015077 Institutional Email] standard.  This includes both our Exchange and IMAP [[Email]] service offerings.
UMIACS has wound down its Exchange and IMAP mailbox [[Email]] services as of June 30th 2020 to comply with the UMD [https://umd.service-now.com/itsupport?id=kb_article_view&sysparm_article=KB0015077 Institutional Email] standard.
 
==Procedure==
The Division of IT is handling the migration for some individuals that currently forward their UMD mail to their UMIACS mailbox. We sent an email to all users that are covered by this on May 1st 2020 with the subject line "UMIACS Email Migration".
 
===If you received this email===
# Reply to the email by May 15th 2020 if you would like your UMIACS mailbox to be included on the list to be imported into UMD's Gmail system by the Division of IT and/or if you would like an archive of your UMIACS mailbox.
# Be on the look out for a message letting you know which day your forward will be updated.  This will be no later than June 1st 2020.
# Begin checking new email at your UMD Gmail mailbox after this day at 9am.
 
===If you did not receive this email===
Follow the steps [[EmailMigration/SelfMigration | here]] to update your forwarding address to either your @umd.edu email address if you have one, or another address you would like to receive your UMIACS email at if you do not.


==FAQ==
==FAQ==
===How do I login to the UMD Gmail system?===
===How do I login to the UMD Gmail system?===
You can access your email through a browser by visiting https://mail.google.com/a/umd.edu/.  You should be able to log into this immediately with your <code>username@umd.edu</code> email address to confirm that you have access.  No email will show up in this interface until your migration has been performed.
You can access your email through a browser by visiting https://mail.google.com/a/umd.edu/ and signing in with your <code>username@umd.edu</code> email address.


If you already have a personal Gmail/Google account logged in, you may need to add a new Google account for your @umd.edu account.  You can find out how to do this by reading [https://support.google.com/accounts/answer/1721977?co=GENIE.Platform%3DDesktop&hl=en Google documentation] on this topic.  The article also provides information on how to switch accounts.
If you already have a personal Gmail/Google account logged in, you may need to add a new Google account for your @umd.edu account.  You can find out how to do this by reading [https://support.google.com/accounts/answer/1721977?co=GENIE.Platform%3DDesktop&hl=en Google documentation] on this topic.  The article also provides information on how to switch accounts.


===What is the timeline for these migrations?===
===How do I set up my mobile device (Android or iOS) to access the UMD Gmail system?===
We will be notifying everyone about this timeline starting on May 1st 2020 and let you know how to login to the new UMD Gmail interface. You will need to notify UMIACS Technical Staff by May 15th if you want the Division of IT to migrate your existing email mailboxes to the UMD Gmail system as part of the email migration (the default will be to not migrate your mailbox if you do not reply affirmatively).
You can set up your Android or iOS mobile device to access your UMD Gmail mailbox by using the operating system's built-in mail app.
* Steps for Android: https://umd.service-now.com/itsupport/?id=kb_article_view&sysparm_article=KB0011226
* Steps for iOS: https://umd.service-now.com/itsupport/?id=kb_article_view&sysparm_article=KB0011227


Migrations will happen between on business days between <code>May 22nd - June 1st</code>.  You will be notified which day your specific migration will occur.
===What was the timeline for these migrations?===
We notified everyone about the timeline for these migrations on May 1st 2020.  We instructed DivIT to migrate your mailbox only if you notified UMIACS Technical Staff before May 26th 2020 at 9am that you wanted your mailbox migrated to the UMD Gmail system.


===What happens during my migration if I am being handled by the Division of IT?===
Migrations begun on May 26th 2020 at 9am.
* The day your migration is scheduled we will modify your email forward in UMIACS to be your @g.umd.edu (UMD Gmail) address at 9am.  This will ensure that there is no mail loop (instead of @umd.edu which still may forward to your @umiacs.umd.edu address) and will immediately divert any new email to the UMD Gmail system.  We will then notify you at your @umiacs.umd.edu address (which should show up in your @g.umd.edu mailbox) that the forward is in place.  You will be receiving and may start sending and replying to new email in the UMD Gmail system as soon as you receive this notification.
* If you have chosen to migrate your mailboxes, we will immediately make a mail archive of your mailboxes (depending on the size of your mailboxes this could take some time).
* We will then notify the DivIT that your forward is now in place.  DivIT will then update your @umd.edu forward to your @g.umd.edu forward and start the import of your mailboxes if provided.  This process of importing your existing email may take some time.  DivIT will notify you when it is complete.


'''During this process you will still be able to log into your existing UMIACS email system and interact with your existing emails.  However you will no longer receive any new emails into your UMIACS mailboxes.'''
===What happened during my migration if I was handled by the Division of IT?===
* On May 26th 2020 at 9am, we modified your email forward in UMIACS to be your @g.umd.edu (UMD Gmail) address.  We then notified you at your @umiacs.umd.edu address (which arrived in your @g.umd.edu mailbox) that the forward was updated.
* If you chose to migrate your mailbox, we made a mail archive of your mailbox and provided it to DivIT.
* We then notified DivIT that your forward was updated and they began the import.


===Should I migrate my existing email mailboxes to the UMD Gmail?===
===What folders were NOT migrated if I chose for my current email to be migrated to UMD Gmail?===
You will be given a choice as part of the migration to have your existing mailbox migrated to the UMD Gmail platform or not.  There are a few things to consider when making this decision.
The folders listed below were not migrated. They were however stored in the archives we performed.
* Exchange: <strong>Deleted Items</strong> and <strong>Junk E-Mail</strong>
* IMAP: <strong>Deleted Messages</strong>, <strong>Junk</strong>, and <strong>Trash</strong>


First, UMD Gmail can not hold export controlled data. Since export control regulations have changed several times since emails have been stored on UMIACS servers, we cannot provide a blanket guarantee that moving all emails into Google will be compliant with federal regulations, and we ask that you make this determination separately before requesting the transfer of your emails.
===Can I use my current desktop client to read email with UMD Gmail?===
The Division of IT only explicitly supports the [https://umd.service-now.com/itsupport/?sys_kb_id=7d63b9a81b6e0c10ef518738cd4bcb75&id=kb_article_view web based offering], though they provide steps for getting connected with [https://umd.service-now.com/itsupport/?sys_kb_id=dc5335301bc50c50ef518738cd4bcbc6&id=kb_article_view Outlook] and [https://umd.service-now.com/itsupport/?id=kb_article_view&sys_kb_id=d71b34bedb57cc904cb035623996197a Thunderbird].


Second, you may have a very large hierarchical folder arrangement for your messages.  Gmail only supports labels.  If you have a deep hierarchical arrangement of folders, this may not translate the way you expect into Gmail's web interface and may decrease performance of the page load. You can see Google's documentation of this [https://support.google.com/mail/answer/118708?co=GENIE.Platform%3DDesktop&hl=en here].
===Is there any training for UMD Gmail?===
UMD provides access to a LinkedIn Learning course on Gmail essentials. Details can be found [https://umd.service-now.com/itsupport/?sys_kb_id=dac8f5601b264c10ef518738cd4bcbd3&id=kb_article_view here].


===Can I use my current desktop client to read email with UMD Gmail?===
===What happened to my email stored at UMIACS?===
The Division of IT only explicitly supports the [https://mail.google.com/a/umd.edu/ web based] offering.
We archived all user mailboxes into our long term [[Archives|archives]]. You may request a copy of your email at any time and we will provide it in an archive format that you may import into a local mail client for offline use.


===What will happen to my email stored at UMIACS after June 30th 2020?===
Archives will be provided in the format that they were archived in.  The formats will be [https://en.wikipedia.org/wiki/Personal_Storage_Table PST] if you were an Exchange user and [https://en.wikipedia.org/wiki/Mbox MBOX] if you were an IMAP user.
We will be archiving all user mailboxes into our long term [[Archives|archives]].  You may request a copy of your email as part of the migration progress and we will provide it in an archive format that you may import into a local mail client for offline use.


Archives will be provided in the format that they were archived in. The formats will be [https://en.wikipedia.org/wiki/Personal_Storage_Table PST] for Exchange users and [https://en.wikipedia.org/wiki/Mbox MBOX] for IMAP users.
===Can people still send email to my @umiacs.umd.edu address?===
Yes. Any email to @umiacs.umd.edu is forwarded to your chosen address (see below).


===Can people still send email to my @umiacs.umd.edu address?===
===Can I send email as my @umiacs.umd.edu address from UMD Gmail?===
Yes.  Once the migration is completed, any email to @umiacs.umd.edu will be forwarded to your @umd.edu UMD Gmail address.
Yes.  You need to set up your @umiacs.umd.edu address as a mail alias on your UMD mailbox by following [https://support.google.com/mail/answer/22370?hl=en Google's documentation].  Our SMTP server is smtp.umiacs.umd.edu.


===What if I forward my email to another service? Will I be impacted?===
===What if I forward my email to another service? Will I be impacted?===
Users with accounts in UMIACS that can be identified as having an appointment at the University of Maryland will be required to have their UMIACS Email forward point to their @umd.edu email address by June 30th 2020.  Users without an appointment at the University of Maryland will be required to forward their email to an address of their choosing.
If you have an appointment at the University of Maryland, you are required to have your UMIACS email forward point to your @umd.edu email address.  If you do not have an appointment at the University of Maryland, you can forward your email to any address of your choosing.


===What about any mailing lists or mail aliases in UMIACS?===
===What about any mailing lists or mail aliases in UMIACS?===
Mailing lists and mail aliases will continue to operate as they do currently in UMIACS.
Mailing lists and mail aliases continue to operate unchanged at UMIACS.
 
__NOTOC__

Revision as of 13:25, 9 October 2024

UMIACS has wound down its Exchange and IMAP mailbox Email services as of June 30th 2020 to comply with the UMD Institutional Email standard.

FAQ

How do I login to the UMD Gmail system?

You can access your email through a browser by visiting https://mail.google.com/a/umd.edu/ and signing in with your username@umd.edu email address.

If you already have a personal Gmail/Google account logged in, you may need to add a new Google account for your @umd.edu account. You can find out how to do this by reading Google documentation on this topic. The article also provides information on how to switch accounts.

How do I set up my mobile device (Android or iOS) to access the UMD Gmail system?

You can set up your Android or iOS mobile device to access your UMD Gmail mailbox by using the operating system's built-in mail app.

What was the timeline for these migrations?

We notified everyone about the timeline for these migrations on May 1st 2020. We instructed DivIT to migrate your mailbox only if you notified UMIACS Technical Staff before May 26th 2020 at 9am that you wanted your mailbox migrated to the UMD Gmail system.

Migrations begun on May 26th 2020 at 9am.

What happened during my migration if I was handled by the Division of IT?

  • On May 26th 2020 at 9am, we modified your email forward in UMIACS to be your @g.umd.edu (UMD Gmail) address. We then notified you at your @umiacs.umd.edu address (which arrived in your @g.umd.edu mailbox) that the forward was updated.
  • If you chose to migrate your mailbox, we made a mail archive of your mailbox and provided it to DivIT.
  • We then notified DivIT that your forward was updated and they began the import.

What folders were NOT migrated if I chose for my current email to be migrated to UMD Gmail?

The folders listed below were not migrated. They were however stored in the archives we performed.

  • Exchange: Deleted Items and Junk E-Mail
  • IMAP: Deleted Messages, Junk, and Trash

Can I use my current desktop client to read email with UMD Gmail?

The Division of IT only explicitly supports the web based offering, though they provide steps for getting connected with Outlook and Thunderbird.

Is there any training for UMD Gmail?

UMD provides access to a LinkedIn Learning course on Gmail essentials. Details can be found here.

What happened to my email stored at UMIACS?

We archived all user mailboxes into our long term archives. You may request a copy of your email at any time and we will provide it in an archive format that you may import into a local mail client for offline use.

Archives will be provided in the format that they were archived in. The formats will be PST if you were an Exchange user and MBOX if you were an IMAP user.

Can people still send email to my @umiacs.umd.edu address?

Yes. Any email to @umiacs.umd.edu is forwarded to your chosen address (see below).

Can I send email as my @umiacs.umd.edu address from UMD Gmail?

Yes. You need to set up your @umiacs.umd.edu address as a mail alias on your UMD mailbox by following Google's documentation. Our SMTP server is smtp.umiacs.umd.edu.

What if I forward my email to another service? Will I be impacted?

If you have an appointment at the University of Maryland, you are required to have your UMIACS email forward point to your @umd.edu email address. If you do not have an appointment at the University of Maryland, you can forward your email to any address of your choosing.

What about any mailing lists or mail aliases in UMIACS?

Mailing lists and mail aliases continue to operate unchanged at UMIACS.


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