Staff Email FAQ
Updates to this page will be made as the project progresses.
Last updated 15 March 2013.
What do I need to do?
Do I have to delete or archive anything?
Yes. We recommend you clean up your mailbox appropriately after reviewing its contents.
Put your archive where we can find it e.g. on a networked computer instead of a removable thumb drive or hard drive.
What do I get with my new mailbox?
Will my mailbox be bigger?
Yes. Current standard GroupWise mailboxes are only 250MB. Your future mailboxes will be 25GB. That is a 100 fold increase in size! Consequently archiving may become a thing of the past as your mailbox simply won't get full.
Will my maximum email size be bigger?
Yes. Most users in GroupWise have a limit of 5MB per message. In the new system, messages can be up to 25MB (including attachments) – that’s 5 times bigger! You should still be careful when sending large messages, as limits imposed by external recipients’ email systems could prevent them from receiving such messages.
Will we still have shared calendars/folders?
Yes. The calendars and folders will be copied over and the owner can share these with colleagues. Training will be offered, as well as guidelines published, before we switch to the new system.
Will we still have the same functionality such as tasks, folders, checklists and busy searches?
Most functionality found in GroupWise can be found in Outlook. Many additional features will be available.
Where are we moving to?
What is Office 365 for Education?
Microsoft, like other major software vendors, is embracing the 'cloud' concept. This product is the 'cloud' version of their Office Suite / Exchange / Lync Communications and SharePoint products.
Access to these applications and Calendar can be via local Windows/ Mac client, web browser or mobile device (phone and tablet), using platforms like iOS (iPhone, iPad), Windows and Android.
Will we be using all the Office 365 services?
No. This project will only use the 'Exchange Online' component. Email, calendar and contact functions will be used to replace GroupWise.
How will I access my email?
Most people will use MS Outlook on their PCs or Macs at work. The concept is "anywhere, anytime" via software on your computer, Internet or a mobile device such as iPhone/iPad.
Why are we moving to the 'cloud'?
The “cloud” is services accessed via the Internet.
Our current staff smail system is software running on computers in our data centre at Callaghan, and accessed via our campus wired and wireless network.
The new system runs on computers owned by Microsoft and accessed via the Internet.
Most IT industry researchers are predicting that the uptake of cloud services is inevitable and will change the IT industry significantly over the next five years.
Is staff email the first UoN system to move to the cloud?
No. Around 26 of the University's systems are cloud based.
NUmail (the student email system) was moved to the 'Microsoft Cloud' in 2010.
If our emails are accesses via the Internet, will they be secure?
The cloud concept is utilised by a large and growing number of major organisations as secure off-site storage. The University is taking appropriate steps to ensure information is kept as secure as it can be.
Will changing to the new system allow student collaboration from stuudent email?
Student email is changing to the same new system in the near future, allowing for appropriate access of information such as address books.
Document retention and archiving - now and in the future
Will my existing archives be available in Outlook?
Yes. Your existing archives will be available in the new system.
What about the archive and storage process in the future?
You will have a mailbox that is 100 times the current size, so the need to archive due to lack of space is expected to decrease for most users. The new system provides an easy to use archive facility if required.
Can I still connect to Trim?
Yes. Trim connections will be available in the new system.
What will be moved (migration)?
Will all mailboxes be in the new system?
No. We are identifying mailboxes which are inactive and no longer required, as our migration costs are per mailbox. Inactive mailboxes won't be migrated to the new system but they will be securely stored in case information in them is required in the future.
Will anything be deleted?
No. Nothing will be deleted. Anything that is not migrated will be retained and securely stored in case we need it in the future.