Difference between revisions of "EmailMigration"

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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.
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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.
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==Procedure==
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The Division of IT handled the migration for some individuals that previously forwarded their UMD mail to their UMIACS mailbox. We sent an email to all users that were covered by this on May 1st 2020 with the subject line "UMIACS Email Migration".
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===If you received this email===
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Your UMIACS email has begun forwarding to your UMD mailbox as of 9am on May 26th 2020. [[EmailMigration#How_do_I_login_to_the_UMD_Gmail_system.3F | Check new email at your UMD Gmail mailbox.]]
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===If you did not receive this email===
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Your UMIACS email has begun forwarding to the either the email address you updated it to, if you [[EmailMigration/SelfMigration | updated it yourself]], or the last known email address we had on record for you if you did not, as of 9am on June 2nd 2020.
  
 
==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.
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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?===
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===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 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.
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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.
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* Steps for Android: https://umd.service-now.com/itsupport/?id=kb_article_view&sysparm_article=KB0011226
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* 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 - Jun 1st</code>You will be notified which day your specific migration will occur.
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===What was the timeline for these migrations?===
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We notified everyone about the timeline for these migrations on May 1st 2020We only instructed DivIT to migrate your mailbox 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?===
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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 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 emailsHowever you will no longer receive any new emails into your UMIACS mailboxes.'''
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===What happened during my migration if I was handled by the Division of IT?===
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* On May 26th 2020 we modified your email forward in UMIACS to be your @g.umd.edu (UMD Gmail) address at 9am.  We then notified you at your @umiacs.umd.edu address (which arrived up in your @g.umd.edu mailbox) that the forward was updated.
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* If you chose to migrate your mailbox, we made a mail archive of your mailbox.
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* We then notified DivIT that your forward was updated.  DivIT then started the import of your mailbox if provided.  '''This process of importing your existing mailbox may take some time and may still be ongoing.''' We will notify you when it is complete.
  
===Should I migrate my existing email mailboxes to the UMD Gmail?===
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===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.
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The folders listed below were not migrated. They will, however, be stored in the archive we perform.
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* Exchange: <strong>Deleted Items</strong> and <strong>Junk E-Mail</strong>
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* 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.
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===Can I use my current desktop client to read email with UMD Gmail?===
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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 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 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].
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===Is there any training for UMD Gmail?===
 
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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?===
 
The Division of IT only explicitly supports the [https://mail.google.com/a/umd.edu/ web based] offering.
 
  
 
===What will happen to my email stored at UMIACS after June 30th 2020?===
 
===What will happen to my email stored at UMIACS after June 30th 2020?===
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.
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We have 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.
  
 
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.
 
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?===
 
===Can people still send email to my @umiacs.umd.edu address?===
Yes.  Once the migration is completed, any email to @umiacs.umd.edu will be forwarded to your @umd.edu address.
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Yes.  Any email to @umiacs.umd.edu will be forwarded to your @umd.edu UMD Gmail address.
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===Can I still send email as my @umiacs.umd.edu address from UMD Gmail?===
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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.
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Users with accounts in UMIACS that were identified as having an appointment at the University of Maryland are required to have their UMIACS Email forward point to their @umd.edu email address.  Users without an appointment at the University of Maryland are required to forward their email to an address of their 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 will continue to operate as they do currently in UMIACS.

Latest revision as of 18:50, 1 July 2020

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

Procedure

The Division of IT handled the migration for some individuals that previously forwarded their UMD mail to their UMIACS mailbox. We sent an email to all users that were covered by this on May 1st 2020 with the subject line "UMIACS Email Migration".

If you received this email

Your UMIACS email has begun forwarding to your UMD mailbox as of 9am on May 26th 2020. Check new email at your UMD Gmail mailbox.

If you did not receive this email

Your UMIACS email has begun forwarding to the either the email address you updated it to, if you updated it yourself, or the last known email address we had on record for you if you did not, as of 9am on June 2nd 2020.

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 only instructed DivIT to migrate your mailbox 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 we modified your email forward in UMIACS to be your @g.umd.edu (UMD Gmail) address at 9am. We then notified you at your @umiacs.umd.edu address (which arrived up 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.
  • We then notified DivIT that your forward was updated. DivIT then started the import of your mailbox if provided. This process of importing your existing mailbox may take some time and may still be ongoing. We will notify you when it is complete.

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 will, however, be stored in the archive we perform.

  • 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 will happen to my email stored at UMIACS after June 30th 2020?

We have 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 for Exchange users and MBOX for IMAP users.

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

Yes. Any email to @umiacs.umd.edu will be forwarded to your @umd.edu UMD Gmail address.

Can I still 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?

Users with accounts in UMIACS that were identified as having an appointment at the University of Maryland are required to have their UMIACS Email forward point to their @umd.edu email address. Users without an appointment at the University of Maryland are required 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 will continue to operate as they do currently in UMIACS.