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Exchange/Outlook Migration FAQ

This FAQ is provided by Information Technology to help answer the most common questions about the upcoming email and calendar system migration. If you have any questions that are not covered by this FAQ, please contact the Information Technology Service Desk at techsupport@siumed.edu or 545-HELP.

General Questions: Email Questions: Calendar Questions: Mobile Device Questions: Outlook Basic Training: Common Email Tasks: Common Calendar Tasks:
General Questions:
What email and calendar system are we migrating to?
The School of Medicine will be migrating to Microsoft Exchange. The new Exchange system will house both your email and calendar. The officially supported email/calendar client will be Microsoft Outlook 2013. Outlook 2013 is part of the Microsoft Office 2013 suite.
When will the migration take place?
The email/calendar migration is scheduled to take place over the weekend of April 1- 3, 2016. The current email and calendar systems will be taken offline at the close of business on Friday, April 1. The new Exchange system will be available no later than the start of business on Monday, April 4.
How can I get Outlook 2013?
Outlook 2013 should already be installed on our office computer. Information Technology upgraded Microsoft Office on all School of Medicine computers during December and early January. If your computer was overlooked during this process, please contact the Information Technology Service Desk at techsupport@siumed.edu or 545-HELP for assistance.
Where can I find Outlook on my computer?
Microsoft Outlook can be found on the Start menu.
Start -> All Programs -> Microsoft Office 2013 -> Outlook 2013

To make Outlook easier to find, right-click the Outlook 2013 Shortcut in your Start menu and select Pin to Taskbar. This will add an Outlook shortcut to the taskbar as the bottom of your screen.
How can I access the Exchange system when I am away from the office?
The Exchange system can be accessed from anywhere on the Internet via the Outlook Web App. The address of the Outlook Web App is:
https://mail.siumed.edu
What do I need to do to setup Outlook 2013 after the migration?
IMPORTANT: DO NOT start Outlook until April 4. If you start Outlook before the Exchange migration, you will experience difficulties accessing your inbox and email messages could be lost.

The first time you start Outlook 2013 on your office computer, you will be guided through the setup process.

Follow these steps to get started:
  1. When the Welcome to Outlook 2013 screen appears, click Next.
  2. You will be prompted to add an email account. Verify that Yes is selected and click Next.
  3. At this point, you will see the Auto Account Setup window.
    • If your name and email address are displayed, click Next and skip ahead to Step 4.
    • If the fields are empty, enter your full name and email address. Leave the password fields empty. You will be prompted for your username and password in the next step. Click Next.
    • A Windows Security pop-up will appear asking for your password. Click Use another account.
    • Enter "ad\" followed by your username. (EXAMPLE: ad\jdoe27)
    • Enter your password
    • Click OK
  4. You will see a pop-up message with a padlock icon. Check the box labeled "Don't ask me about this website again" and click Allow.
  5. It may take a few seconds for Outlook to finish setting up your account. When the process completes, click Finish. Outlook will open and your inbox will be displayed.
If you experience any problems launching Outlook for the first time, please contact the Information Technology Service Desk at 545-HELP for assistance. In the meantime, feel free to use the Outlook Web App to access your email and calendar. The address of the Outlook Web App is: https://mail.siumed.edu
What credentials do I use to login to Outlook?
IMPORTANT: DO NOT start Outlook until April 4. If you start Outlook before the Exchange migration, you will experience difficulties accessing your inbox and email messages could be lost.

Your username and password for Outlook should be the same as your current Thunderbird username and password. If you are unable to login to Outlook on or after April 4, please contact the Information Technology Service Desk at 545-HELP for assistance.
Email Questions:
What will happen to my inbox?
The contents of your Thunderbird inbox will be migrated to Exchange and will appear in your new Outlook inbox following the migration.
What will happen to my email Local Folders?
Your Local Folders will remain in Thunderbird and will be accessible indefinitely. Any new messages will be delivered to your Outlook inbox.
Will we have Local Folders in Outlook?
The Exchange system will not support Local Folders. Instead, each person will have an Online Archive mailbox. The online archive mailbox will function just as your old Thunderbird Local Folders with the added benefit that the online archive mailbox will be available from Outlook on any computer, as well as the Outlook Web App.

IMPORTANT: Messages in the Online Archive mailbox will not be backed up. If a message is deleted from an online archive mailbox, the message cannot be restored.
What will my Outlook email quota be?
You will actually have two quotas, one for your Inbox and one for your Online Archive mailbox. The default Inbox quota will be 500MB. The default Online Archive quota will be 2GB. If you currently have an email quota higher than 500MB, your existing quota exception will be maintained in Outlook.
What is the largest attachment I can send?
The attachment size limit for Exchange is 50MB.
Can my Thunderbird Personal Address Book be migrated to Outlook?
Yes, your Thunderbird Personal Address Book can be migrated to Outlook. Click here for step-by-step instructions
Will my email tags be migrated to Outlook?
Yes, any messages that are marked with a colored tag in your Thunderbird inbox will be tagged in your Outlook inbox.
Will my email signature be migrated to Outlook?
Unfortunately, email signatures cannot be migrated from Thunderbird to Outlook.

You can follow these steps to create a new signature in Outlook:
  • Select the File menu
  • Select Options
  • In the list to the left, select Mail
  • On the right, click the Signatures button
This will open a window where you can create and edit your email signatures. The first signature you create will automatically become your default signature and will be used for all new emails.
Will my email filters be migrated to Outlook?
While it is technically possible to export email filters out of Thunderbird and import them into Outlook, due the differences between Thunderbird and Outlook, your email filters will not function as you expect. It is much more advisable to start fresh with new filters in Outlook.

You can follow these steps to get started with E-mail Rules in Outlook
  • Select the Home tab
  • Within the Move group, click Rules
  • Select Manage Rules & Alerts...
This will open the Rules & Alerts windrow. From this window, you can create and manage your E-mail Rules. Click New Rule and follow the Rules Wizard.
How can I setup an "Out of office" message?
  • Select the File menu
  • Select Info
  • Click the Automatic Replies button
  • Select Send automatic replies
  • You can choose a time range if you would like. Or, you can return to this window and select Do not send automatic replies when you return to the office.
IMPORTANT: Please note that there are two "Out of office" messages, one for people inside the organization and one for people outside the organization. If you want to send "Out of office" replies to both internal and external recipients, you will need to set both messages.

Alternatively, you can set your Out of Office message from your mobile device. Click here for instructions.
How can I monitor my email quotas in Outlook?
  • Right-click the status bar (blue bar at the bottom of the Outlook window)
  • Select Quota Information from the menu. You should now see your quota usage in the lower left corner of the status bar.
  • If you select your Inbox, you will see the status of your inbox quota in the status bar.
  • If you select your Online Archive mailbox, you will see the status of your archive quota in the status bar.
Can I forward my @siumed.edu account to an external email account?
In order to maintain regulatory compliance concerning the protection of sensitive data, the Exchange system will not support the forwarding of School of Medicine email accounts to external email accounts. It is possible to forward email from your external account to your @siumed.edu account. However, it is important to note that the use of University computing resources for personal use is prohibited. (Please see the Impermissible Use section of the School of Medicine Responsible Use Guidelines)
What will happen to email aliases, shared folders, and listservs?
Email aliases, shared folders, and listservs will work very much as they do today. Existing email aliases will be migrated to Exchange. Shared Folders will appear in Outlook, just as they do in Thunderbird. Listservs will continue to be managed through the current listman.siumed.edu system.
Can I send protected data (PHI/HIPAA) via email?
Please refer to the QuickGuide Guidelines for Electronic Collaboration containing Protected Information for guidance on sending protected data via email. Follow this link if you would like to read the complete Guidelines for Electronic Collaboration containing Protected Information.
Calendar Questions:
What will happen to my calendar events?
All of your future calendar events and calendar events from the past 30 days will be migrated to your new Outlook calendar. If you want to keep an "archive" of your calendar events older than 30 days, your events can be exported out of Oracle Calendar in PDF format. The PDF file will be word searchable to make finding an event easier. Please contact the Information Technology Service Desk at techsupport@siumed.edu or 545-HELP if you want to export your past calendar events.
Will resource calendars (conference rooms, equipment reservations, etc) be migrated to Outlook?
Yes, resource calendars will be migrated, along with any scheduled events, to Exchange and will be viewable via Outlook.
Will my Oracle Calendar Access Rights be migrated to Outlook calendar?
Oracle Calendar Access Rights will be migrated on a "best effort" basis. However, because Oracle Calendar and Exchange are so different, there is a high probability that some access rights information will be incorrectly set. Once the migration is complete, we recommend that you check the access rights on your personal calendar and any calendar resource (conference rooms, research equipment, etc) that you are responsible for. If you need assistance adjusting access rights, please contact the Information Technology Service Desk at techsupport@siumed.edu or 545-HELP.
Can I synchronize my Outlook calendar with my external personal calendar (Google calendar, iCloud, etc)?
In order to maintain regulatory compliance concerning the protection of sensitive data, Outlook calendar data cannot be exported (synchronized) to external calendars. Depending on the external calendar you are using, it may be possible to import your external calendar data into your Outlook calendar. However, it is important to note that the use of University computing resources for personal use is prohibited. (Please see the Impermissible Use section of the School of Medicine Responsible Use Guidelines) Contact the Information Technology Service Desk at techsupport@siumed.edu or 545-HELP to find out if your external calendar can be imported into your Outlook Calendar.
Can I include protected data (PHI/HIPAA) in a calendar event?
Please refer to the QuickGuide Guidelines for Electronic Collaboration containing Protected Information for guidance on including protected data in a calendar event. Follow this link if you would like to read the complete Guidelines for Electronic Collaboration containing Protected Information.
  • How far into the future can I schedule a recurring meeting?
  • How far into the future can I schedule a recurring meeting?
    Theoretically, Outlook is capable of scheduling a recurring event infinitely into the future. However, Microsoft's "best practice" advice is to always set an end date for your recurring events. There are known issues with infinite events that may cause calendar data corruption. To avoid this possibility, SIU is removing the "No end date" option in Outlook for recurring events. It is still possible to schedule a recurring event far out into the future, but it is important to limit the range of recurrance as much as possible. If you have events that are scheduled years out in to the future, you will experience significant slowness when you work with your calendar. Microsoft's advice is to limit recurring events to three years or less. If you have a event that needs to be extended far out into the future, Microsoft recommends that you break it up into multiple shorter events of no more than three years each.
    Mobile Device Questions:
    How can I get to my email and calendar from my mobile device?
    Exchange email and calendar data will be available on iOS and Android devices using the mobile device management system, XenMobile (pronounced "Zen Mobile"). XenMobile is a secure set of apps that can be installed on your mobile device. It includes an email/calendar app, called WorxMail (pronounced "Works Mail"). WorxMail provide you with a live view of your email and calendar data. XenMobile provides a secure "container" on your mobile device. Email and calendar data inside the XenMobile secure container can not be exported, sent, or saved outside the container. In addition, if your mobile device is ever lost or stolen, Information Technology can use XenMobile to remotely remove any data from inside the XenMobile secure container on your mobile device.
    What kinds of mobile devices can access email and calendar?
    XenMobile is available for iOS and Android devices. Devices that have been "jailbroken" will not be allowed to access the email and calendar system.
    Where can I get XenMobile?
    IMPORTANT: DO NOT download XenMobile until April 4. The SIUMED XenMobile system will not be available for use until the Exchange migration is complete.

    The component of XenMobile that you will need to install on your mobile device is called Worx Home (pronounced "Works Home"). Worx Home can be downloaded on your mobile device from the Apple Store (for iOS devices) and the Google Play Store (for Android devices). Search for "Worx Home by Citrix".
    How do I configure XenMobile (WorxHome) on my Android Mobile Device?
    How to Configure XenMobile for an Android Device
    How do I configure XenMobile (WorxHome) on my iOS Mobile Device?
    How to Configure XenMobile for an iOS Device
    Can I use the email and calendar clients that came with my phone?
    In order to maintain regulatory compliance concerning the protection of sensitive data, native iOS and Android email and calendar clients will not have access to Exchange. The Exchange system can be accessed from a mobile device using WorxMail.
    What happens if my mobile device is lost or stolen?
    If your mobile device is ever lost or stolen, or if you leave the employment of the SIU School of Medicine, Information Technology can use the XenMobile mobile device management system to remotely remove any School of Medicine data from within the XenMobile secure contain on your mobile device. If you suspect that your mobile device has been lost or stolen, please contact the Information Technology Service Desk immediately at techsupport@siumed.edu or 545-HELP.
    Why does XenMobile require so much access to my mobile device?
    In order to enforce basic device security policies (primarily lock screen pin/password and prohibit jail broken devices), XenMobile requires unrestricted device access. Except in extreme cases, data management will be restricted to SIU owned data within the XenMobile secure container.
    What information can SIU access on my mobile device?
    What SIU can NOT access
    • SIU cannot access your personal data
    • SIU cannot access your call logs
    • SIU cannot access your voicemail
    • SIU cannot access your text messages
    • SIU cannot access your photos
    • SIU cannot access your contacts
    What SIU can access
    • SIU can see basic device information (model, OS version, cell carrier, etc)
    • SIU can see information about your usage of XenMobile apps (WorxHome, WorxMail, WorxWeb, etc)
    What changes SIU can make on your device
    • SIU requires your device to have a passcode, passphrase, or TouchID for security purposes
    • SIU is capable of collecting an inventory of the apps installed on your device. This feature is disabled.
    • SIU is capable of collecting location information about your device. This feature is disabled.
    • SIU is capable of automatically configuring some device configuration settings. The only configuration settings SIU is currently enforcing is the use of a passcode, as mentioned above.
    • SIU is capable of remotely removing School of Medicine data from your device. This capability is used if your device is lost or stolen or if you separate from SIU.
    • SIU is capable of remotely wiping your entire device. IMPORTANT: This capability is reserved for cases where your device has been lost or stolen and will only be used with your written consent.
    Can I set my "Out of Office" message from my phone?
    Yes, you can set your "Out of Office" message from the WorxMail app. Here's how:

    If you have an iPhone/iPad
    • Open WorxMail
    • In the lower left corner, tap the button to open the menu tab (look for a purple button with three white dots).
    • Tap the gear icon to open the Settings screen
    • Tap Out of Office
    • Tap Send automatic replies. This will enable your Out of Office message.
    • Change your settings accordingly. You can choose a time range if you would like. Or, you can return to this window and select Do not send automatic replies when you return to the office. Remember to tap the Save button in the upper right-hand corner when you are finished.
    • Tap the menu tab button (button with the three dots) again
    • Tap MAIL to get back to your Inbox
    If you have an Android phone/tablet
    • Open WorxMail
    • In the lower left corner, tap the button to open the menu tab (look for a purple button with three white dots).
    • Tap the gear icon to open the Settings screen
    • Tap Account
    • Tap Out of Office settings
    • Tap Send automatic replies. This will enable your Out of Office message.
    • Change your settings accordingly. You can choose a time range if you would like. Or, you can return to this window and disable automatic replies when you return to the office. Remember to tap the Done button at the bottom of the screen when you are finished.
    • Tap the menu tab button (button with the three dots) again
    • Tap MAIL to get back to your Inbox
    IMPORTANT: Please note that there are two "Out of office" messages, one for people inside the organization and one for people outside the organization. If you want to send "Out of office" replies to both internal and external recipients, you will need to set both messages.
    Outlook Basic Training:
    Outlook E-mail Basics
    Outlook Calendar Basics
    Common Email Tasks:
    How to Send an Email
    How to Send an Email Attachment
    How to Setup Email Signatures
    How to Setup an Out-Of-Office AutoReply
    How to Move Address Book Entries from Thunderbird to Outlook
    How to Move Email Certificates from Thunderbird to Outlook
    How to Add To Columns in Outlook

    By default, the online archive does not display the 'To' field.

    • To add this field, access your Online Archive, right-click on one of the current column headers, such as 'From', 'Subject', or 'Received'.
    • Choose 'View Settings' and select 'Columns...'.
    • In the 'Available columns:' section, locate 'To', click on it, and click the 'Add ->' button.
    • If desired, you can click on 'To' in the 'Show these columns in this order:' section and click the 'Move Up' button to change how far to the left you would like this column to be.
    Common Calendar Tasks:
    How to Create a Calendar Event
    How to Assign Calendar Permissions
    How to Share Your Calendar
    How to Open Someone Else's Calendar
    • In Outlook, select the Calendar pane
    • On the right-side of the Calendar Window, right-click My Calendars
    • Select Add Calendar
    • Select From Address Book...
    • Find the name of the calendar you want to open in the Global Address Book
    • Click OK
    • The calendar you have chosen should now be displayed
    • This calendar will also be added to your My Calendars list. You can select and deselect the calendar in the list to open and close the calendar.
    • If you want to remove the calendar from your My Calendars list, right click on the name of the calendar and select Delete Calendar