Move to Microsoft Exchange

Getting Started: Switch from Oracle Calendar to Exchange

[Nov 23, 2009 14:09] Web access to Microsoft Live@edu accounts now works.

Do I Need to Request An Account?

Exchange accounts were created for all active Oracle Calendar (CorporateTime) account holders on Dec. 4, 2007.

  • If you have used Oracle Calendar since September 2007, an account was automatically created for you.
  • If you believe no account was created for you and you would like one, you can request one:
    • The password for your Exchange account is the same as your Eservices password. If you do not know this password, (re)set it now.
    • After you have your Eservices password, you can:
      1. Go to the Eservices Management Website and log in through NetBadge.
      2. Click Account Management.
      3. Click Exchange Account Tools.
      4. Individuals should click Personal Exchange Account Management Tools. (LSPs and department administrators should use the tools on this site designed for them.)
      5. Under Request an Eservices Exchange account here, click the Request Account button.

I've Got An Account. Now What?

1. Start checking your Exchange email.

  • You can use the Outlook Web interface (OWA) on any computer. You may want to bookmark this site for easy access. OWA is viewable in any Web browser, but Internet Explorer versions 6 and 7 provide the most features.
  • You can also use Outlook (on a Windows computer) or Entourage (on a Mac computer), but these software programs require some UVa-specific configuration first.

2. Migrate your calendar.

  • For future meetings: Manually re-create all future meetings that are already booked in Oracle Calendar.
    • Schedule all calendar appointments for events occurring after January 15, 2008, in Exchange.
    • Be sure to re-reserve resources such as conference rooms and re-invite attendees, so the meeting is on everyone's calendar and you are sure you have secured a location.
    • For the period between December 4, 2007, and January 15, 2008, Oracle Calendar is the authority for planning meetings and reserving conference rooms.
  • For past meetings: If you want to keep any calendar data for historical reference, archive your old calendar data.
  • For resources: If you are the owner of a conference room's calendar, print out its Oracle Calendar entries for all future dates. You may need this to resolve potential conflicts.
    • Conference rooms and other resources have already been entered into Exchange and can be scheduled there.
    • Courtesy dictates that if someone previously scheduled a resource in Oracle Calendar, they should be given first priority in re-reserving the space in the Exchange calendar.
  • For delegates: If you manage other people's calendars, begin scheduling their meetings, reserving rooms, and inviting attendees as soon as possible.

3. Migrate your email.

  • Use the email migration tool to request that your existing email and folders be copied from the Central Mail Service (CMS) to Exchange.
    • You do not have to migrate your email immediately, but you do need to begin checking your new Exchange email account for messages, which you can do using the Outlook Web interface (OWA) until your LSP has helped you configure Outlook or Entourage.
    • IMPORTANT: What to do before using the email migration tool:
      • Check with your department's LSP, if you have one, before migrating your email account.
      • Read the FAQ, What does the email migration tool do? What does it not do?
      • Remove any auto-forwards you already have in place. If you have it set so that Exchange forwards email to your Central Mail Service (CMS) account, and you don't remove that before using the migration tool, the tool will cause the CMS to start forwarding email to the Exchange server, and the Exchange server will forward it right back. This will cause a loop and lose your emails in cyberspace. To remove an existing Exchange server forward:
        1. Go to the Eservices Management Website and log in through NetBadge.
        2. Click Account Management.
        3. Click Exchange Account Tools.
        4. Click Personal Exchange Account Management Tools.
        5. Scroll down to Remove Your Previously Set Up Forwarding Here and click the Remove Forwarding button.
        6. Log out.
      • Delete any unwanted messages in your CMS email account (including in your UVa-potential-spam folder), then empty your trash. In some mail programs, such as Outlook, you will then have to "Purge Deleted Messages" for your unwanted emails to really go away. Taking the time to delete any messages will make your mailbox smaller and therefore help your migration go faster, and prevent your new Exchange mailbox from being cluttered up with junk mail.
    • Ready to migrate now? Go to the email migration tool.
  • If you opt not to redirect your CMS email to Exchange, you will need to check two places in order to get all your mail.

If, at any time, you feel unfamiliar with the Exchange calendar and email system, take advantage of the help and training available to you, and check out the answers to frequently-asked questions.

© 2009 by the Rector and Visitors of the University of Virginia.

The information contained on the University of Virginia’s Department of Information Technology and Communication (ITC) website is provided as a public service with the understanding that ITC makes no representations or warranties, either expressed or implied, concerning the accuracy, completeness, reliability or suitability of the information, including warrantees of title, non-infringement of copyright or patent rights of others. These pages are expected to represent the University of Virginia community and the State of Virginia in a professional manner in accordance with the University of Virginia’s Computing Policies.