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.


== FAQ ==
==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 <code>username@umd.edu</code> email address.


* '''What is the time line for these migrations?'''
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.


We will be notifying users starting May 1st 2020 on this timeline and let them know how to login to the new UMD Gmail interface. Users will need to notify staff by May 15th if they want to migrate their existing email mailboxes to the UMD Gmail system by the Division of IT as part of the email migration.
===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.
* 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 for users <code>May 26th-29th</code> and <code>June 1st-5th</code> and users will be notified which day that their emails will be migrated.
===What was the timeline for these migrations?===
We notified everyone about the timeline for these migrations on May 1st 2020.  We instructed DIT 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.


* '''During my migration what happens?'''
Migrations begun on May 26th 2020 at 9am.
** The day your migration is scheduled we will be modifying your email forward in UMIACS to your @g.umd.edu 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 the user to their @umiacs.umd.edu which should show up in their @g.umd.edu mailbox that the forward is in place.  Users will be receiving and may now start sending and replying to new email in the UMD Gmail system.
** 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).
** Next 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 import of your existing email may again take some time and 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.
===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 DIT.
* We then notified DIT 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?===
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>


Users will be given a choice as part of the migration to have their existing mailboxes migrated to the UMD Gmail platform. There are a few things to consider when making this decision. 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 each of you make this determination separately before requesting the transfer of your emails. Second many users have a very hierarchical folder arrangement for their messages. Gmail only supports tags and if you have a deep hierarchical arrangement of folders this may not translate well into Gmail's web interface.
===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?id=kb_article_view&table=kb_knowledge&sys_kb_id=97e2dedd1b23b5d0df8784415b4bcbac web based offering], though they provide steps for getting connected with [https://umd.service-now.com/itsupport?id=kb_article_view&table=kb_knowledge&sys_kb_id=c683d8363b711e145292959c24e45a4d Outlook] and [https://umd.service-now.com/itsupport?id=kb_article_view&table=kb_knowledge&sys_kb_id=16d3b70e1bed069c642d5287624bcbfd Thunderbird].


* '''Can I use my current desktop client to read email with UMD Gmail?'''
===What happened to my email stored at UMIACS?===
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.


The Division of IT only explicitly supports the [https://mail.google.com/a/umd.edu/ web based] offering.
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.


* '''What will happen with emails stored at UMIACS after June 30th 2020?'''
===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).


We will be archiving all user mailboxes into our long term archives for a minimum of 10 years.  Users may request a copy of their emails as part of the migration progress and we will provide it in an archive format that users may import into their local mail clients for offline use.
===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 [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?===
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.


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 allowed to forward their email to an address of their choosing.
===What about any mailing lists or mail aliases in UMIACS?===
Mailing lists and mail aliases continue to operate unchanged at UMIACS.
 
__NOTOC__

Latest revision as of 14:18, 13 December 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 DIT 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 DIT.
  • We then notified DIT 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.

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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