Email Migration FAQ
As part of consolidating OSU e-mail servers, the University administration has decided to transition to one central e-mail system in 2014 for Faculty and Staff. In the meantime, the College of Arts and Sciences is offering to consolidate e-mail servers at the College level.
The Department will be transitioning to ASC's e-mail server with the hope that we will get a better service through the College. We will start this transition during Winter quarter, and finish at the end of Spring quarter.
ASC's e-mail server is a Microsoft Exchange server and provides e-mail, central contact storage, and calendaring between all the people who use the system.
Some advantages over our current system: Central calendar and contact storage which are backed up, currently those are not backed up on the Stat system. Ability to keep many e-mail clients open at once, with the current Stat system there is a chance of corruption if you read with multiple e-mail readers. (Note: these advantages apply if you set up the server as Exchange, not IMAP. We don't recommend IMAP if you client has native Exchange support.)
Definitions:
IMAP is a mail protocol to access the stat e-mail server used by Outlook, Apple Mail, and Thunderbird.
EWS is a mail protocol used to access Exchange servers, and can be used by Outlook and Apple Mail. It is the preferred method of connecting to an Exchange server.
[Faculty/Staff FAQ] [Mobile FAQ] [Grad Student FAQ]
Faculty/Staff FAQ:
Will I lose my @stat.osu.edu address?
No, both the ASC system and future OSU system will continue to accept our @stat domain.
Both entities encourage you to use your name [dot] n [at] osu [dot] edu address as your primary address, and you will have to use your name.n credentials to access the systems.
Note, that unless you have a degree from OSU or retire, your osu.edu address lasts six months after leaving OSU. Your stat.osu.edu address may be able to last longer depending on situation.
Is there a webmail on the ASC server?
Yes, it is as full featured as if you were using Outlook and can be found at: http://artsandsciences.osu.edu/webmail
Which mailers with work with the ASC system?
The ASC Webmail works on Linux, Macintosh, and Windows. Note: Calendaring is only directly supported via Outlook, this means if you are a Thunderbird or iCal user, you'll need to use the ASC Webmail to access your ASC calendar.
Mailers fully supported: (These are the only mailers the computer staff will use and be familiar with.)
Windows: Outlook
Macintosh: Outlook, Apple Mail
Mailers that will likely work decently, and we'll try to answer questions on:
Linux, Windows: Thunderbird
Remember the webmail is full featured and works in many browsers.
What if I want to keep using another client?
We strongly discourage use of other clients, and they will not be supported in any way by computer support. As you can see we're going to attempt to support three different mailers on three platforms with three staff, we really can't support more.
If you're interesting in trying things on your own:
On Linux, mutt, and mail have IMAP modes which may work. Pine (alpine) does not work well at all with the ASC server, we can provide some settings for it, but at your own risk. You also could use fetchmail to transfer e-mail here and then read it on our system.
As we will be busy enough with other job duties, questions about these methods will be met with: Please use one of the supported clients. At least until we can get ahead.
Can you help me with setup of Outlook or Apple Mail?
Yes, we will configure your in building client and transfer e-mail, contacts, and calendar. We'll also remove the association with the old account, and explain the features of the new system. For home, we have instructions up on the Support web site, and will be happy to answer questions. Also, for home the webmail is a good option.
Can I transfer my existing stat e-mail to the new system?
Yes, but we recommend you let us do this, or at least explain the options. We have a program called imapsync that can do this with some success. Let us know and we can either 1) attempt to make the ASC folder hierarchy look like your Stat account or 2) put your Stat account in a sub folder so you can sort it later. In either case, your e-mails are left intact on the Stat system, just in case some don't transfer. We will be able tell you which messages had issues.
You can also add two accounts to your e-mail program and copy things between them. However this has been shown not to work well without copying to the local machine first and then back up to the new server. Even then reports are sketchy.
Do I have to transfer my stat e-mail to the new system?
No, your old e-mails will continue to reside on the stat e-mail server and for the foreseeable future will be available via IMAP. At some point our Webmail will go away, but we intend to support it until the end of 2012.
What if I delete a message accidentally?
There is a sort of shadow copy for e-mail on the ASC Exchange system where you can retrieve recently deleted messages, up to 60 days.
Who will be supporting the ASC Exchange server?
Your primary support contacts will be Statistics Computer Support, we'll have some tools to help you directly and contacts in ASC for other issues.
Do I have to add @buckeyemail.osu.edu to mail students.
You cannot just use the username anymore as these are separate systems, however adding just @osu.edu should be sufficient.
Is there calendaring on the ASC system?
Yes, there will be a shared calendar between all ASC Faculty/Staff. You will be able to choose how much of your calendar you display to others.
Is there a filter like procmail on the ASC system?
Yes, although it is not as flexible, Exchange calls it 'rules'. If you configure rules on the webmail they will apply to all mail no matter where you read it (server side rule), if you configure it from within Outlook it will warn you if the rule will only apply client side.
Is there a quota on the ASC server?
Yes, it is 4GB per faculty/staff member. However it is allocated as a chunk to the Department which should cover us.
Can I save my password in my mailer?
By default this is set to no at the server level, certain mailers do seem to be able to.
Will we have to go through this all again in 2014 when we change to the OSU server?
The ASC to OSU change will not be as difficult as there is a transfer mode built in between Exchange servers.
Mobile FAQ:
Can I use an Android/iPhone/iPad with the ASC server?
Yes, these support both IMAP and ActiveSync (Exchange account type). Best results are with Android 2.0 and later and iPhone 3 and later.
If you connect with ActiveSync you will get calendaring and your e-mail will be encrypted on the device, conforming to OSU policy. Also, with ActiveSync is an option to remotely wipe the device, should it ever be lost or stolen.
If you use IMAP and you get any student data inadvertently, the device will be breaking OSU policy.
Can I use a Blackberry with the ASC server?
Technically, since Blackberry uses an intermediate server to hold e-mail if you're ever sent student data (anything resembling a roster, grades, or other student data) you may be violating OSU policy, Ohio State law, or Federal law. So this is not supported.
In 2014, the OSU server will have a pay for service that will connect Blackberry devices to a local server.
Grad Student FAQ:
Do I have to transfer my stat e-mail to the new system?
No, your old e-mails will continue to reside on the stat e-mail server and for the foreseeable future will be available via IMAP. At some point our Webmail will go away, but we intend to support it until the end of 2012.
Can I transfer my existing stat e-mail to the new system?
Yes, this article is for the old OIT system to Buckeyemail, http://8help.osu.edu/4024.html, but if you put in the values for our system it should work.
You can also add two accounts to your e-mail program and copy things between them. However this has been shown not to work well without copying to the local machine first and then back up to the new server. Even then reports are sketchy.
Should I give out name.n @ osu.edu or name.n @ buckeyemail.osu.edu?
You can use either. Since the name [dot] n [at] osu [dot] edu is a permanent forward to anywhere after you graduate, I personally would use that one.
When will my @stat.osu.edu address quit receiving new e-mail?
January 15th, 2011.
When will my @stat.osu.edu address quit working entirely?
June 1st, 2011.
Where I can set my osu.edu forwarding?
https://acctmgt.service.ohio-state.edu/cgi-bin/FWD1FwdgChg
Can I continue using my name.n @ osu.edu address after graduation?
Yes, this becomes a lifetime forward and you can set it to go wherever you want. See: http://lefs.osu.edu/
Can I continue using the Buckeyemail system after graduation?
Yes, you can keep the Buckeyemail account for as long as you want.
Where can I find more information on Buckeyemail?
You can call OCIO's help line at 688-HELP, or 8-HELP on campus.
Or read the Buckeyemail page: http://8help.osu.edu/buckeyemail
