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?===
* '''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.
 
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.


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 time line for these migrations?'''
===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


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. You will need to notify 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.
===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 will happen between <code>May 26th-29th</code> and <code>June 1st-5th</code>.  You will be notified which day your specific migration will occur.
Migrations begun on May 26th 2020 at 9am.


* '''What happens during my migration?'''
===What happened during my migration if I was handled by the Division of IT?===
** 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 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 now start sending and replying to new email in the UMD Gmail system once you receive this notification.
* 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 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).
* If you chose to migrate your mailbox, we made a mail archive of your mailbox and provided it to DIT.
** 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.
* We then notified DIT that your forward was updated and they began the import.


During this process you will still be able to log into your existing UMIACS email system and interact with your existing emails.
===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>


* '''Should I migrate my existing email mailboxes to the UMD Gmail?'''
===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].


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.  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.  Second, you may have a very hierarchical folder arrangement for your messages.  Gmail only supports labels; if you have a deep hierarchical arrangement of folders, this may not translate well into Gmail's web interface.
===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.


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


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


* '''What will happen to my email stored at UMIACS after June 30th 2020?'''
===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.


We will be archiving all user mailboxes into our long term archives for a minimum of 10 years.  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.
===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 if I forward my email to another service? Will I be impacted?'''
===What about any mailing lists or mail aliases in UMIACS?===
Mailing lists and mail aliases continue to operate unchanged at UMIACS.


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.
__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.


Retrieved from "https://wiki.umiacs.umd.edu/umiacs/index.php?title=EmailMigration&oldid=12359"