Background and
Basics
What does ICE! stand for and
what is it?
What does this project entail?
What is the time-frame for the change to the new service?
Who will be affected by this change?
Why are we making this change?
Will my E-Mail Address Change?
Calendaring and
Meetings
What specific MeetingMaker servers will be converted to ICE! Service?
When will the calendar migration
from MeetingMaker to ICE! Service occur?
What should I do to prepare for the MeetingMaker
migration to ICE! Service?
How do I print my MeetingMaker calendar if I
want to retain a hard copy before the conversion?
Is there a way to archive MeetingMaker data
into an Excel file for later reference?
Will I be able to send and receive Mail from
ICE! Service during the calendar migration weekend?
How do I access my new Outlook and Entourage
calendar after the migration?
How do I sign up for Outlook/Entourage
calendar training?
What data will be converted from MeetingMaker
into ICE! Service for calendaring?
What items, if any, will have to be recreated
in the ICE! Service after the calendar migration?
Will MeetingMaker service still be available
after the migration?
Clients and Access
Can I access this system from a PDA?
I already use Outlook to access my CAMAIL mail - what is Exchange? Am I going to need to change what I do?
I use an Apple Macintosh system; is client software available for Mac users?
I would like to use Web Mail; will I be able to access my Exchange E-Mail and Calendar from a Web Browser?
What are the account and system requirements for using the Exchange service?
What software will I need to run with the new system?
Conversion and
Training
Will I lose any information in the conversion?
Will someone help me make the changeover?
Will training be made available?
Cost Considerations
How much does the Outlook software client license cost?
What is the expected cost to me or my department?
Impact on
Individuals and Workgroups
I work the graveyard shift (and weekends). Will this system be available to me during my work hours? Are there any times the system is expected to be unavailable?
Will I be able to access this system from my home computer or while traveling?
Will I be able to delegate to others on the system the ability to check my mail and appointments while I am gone?
Will we be able to set up shared group distribution lists for our department's staff and faculty?
Impact on Other
Services
We use ListProc to manage E-Mail subscription lists. Is that service being replaced?
Project Timetable
If I take no action, what will happen?
What is the time-frame for the change to the new service?
Reasons for Change
- Features and Benefits
Besides E-Mail, Contact Lists, and Calendaring, what other features or capabilities are available with the new system?
I use multiple computers at work and at home. Will the same E-Mail and Calendar appear on all my systems?
Who asked for this change to be made?
Will I be able to set a Vacation or other message to reply automatically to mail when I am out of the office?
Security and
Viruses
Will the new servers have Anti-Virus software on them?
Will this new system help reduce Spam or Virus attacks?
Using the System
If I accidentally delete a
message or other information, will I be able to have it restored?
My computer isn't very fast; will
this slow it down?
What happens when I exceed my
disk quota on the Exchange servers? Will
I still be able to send and receive mail?
Where is the mail information
stored - on my hard drive or on the servers?
How can I check to see how much space I’m
using up in my mailbox?
Is there a new username or password
associated with my new mail service?
How can I access my old Eudora/CAMAIL that
was converted to ICE!
How do I access the web client, OWA?
What important URLs and numbers associated with ICE! Service
should I keep close by?
Background and
Basics
What does ICE! stand for and what is it?
ICE! is Integrated Communications with Exchange – a newly branded mail and calendar service provided by Central Administration University Information Systems. The service is based on Microsoft Exchange 2003 technology. The service will evolve over time to offer even more services to Central Administration and other participating schools and departments in the future.
;What does this project entail?
We plan to replace the current Central Administration Unix Sendmail system (camail.harvard.edu) and MeetingMaker with Microsoft Exchange Server to support Outlook 2003, Entourage 2004 and OWA clients for mail and calendaring.
What is the time-frame for the change to the new service?
Exchange mail migrations will begin after the successful implementation of Active Directory, in the summer of 2007 timeframe and will most likely continue until at least the end of the calendar year. Meeting Maker calendar migrations to Exchange are estimated to begin in March 2008 and will take place all at once, for all users, over a weekend.
Who will be affected by this change?
Initially, virtually all Central Administration staff, Radcliffe and GSD staff and faculty will come onto the new system. Other Harvard departments and schools have the opportunity to participate in this program as University needs evolve.
Why are we making this change?
The University is making this change because of the desire to see improvements in the integration of Email, Calendaring and Directory; User Web Client Experience; Remote Access Options; Self-Service features; Availability; Management and Administration of the System.
Will my E-Mail Address Change?
No. You will continue to use your current E-Mail address. If you have an E-Mail address that is something other than name@harvard.edu then you should consider the use of the free Harvard E-Mail Aliasing service. Contact your local support or the helpdesk for information.
Calendaring and
Meetings
What specific MeetingMaker servers will be converted to ICE! Service?
There are many MeetingMaker servers at the University. All user accounts and resources on the CAMMS MeetingMaker server, supported by DLS and serving most of Central Administration will be converted to ICE! Service. Other MeetingMaker servers on campus will not be part of this project migration.
When will the calendar migration from MeetingMaker to ICE! Service occur?
The MeetingMaker to ICE! Service calendar conversion will take place the weekend of March 28, 2008. The service will be brought off-line at approximately 6:00pm on Friday, March 28th and will remain out-of service until Monday morning. All Meeting Maker user accounts and resources will be converted at once over this timeframe.
What should I do to prepare for the MeetingMaker migration to ICE! Service?
There are a number of things you can do to help prepare for the conversion to ICE! Service:
· Clean out any unused or unwanted contacts currently in your MeetingMaker account
· Clean out any unused or unwanted To-Do lists in your MeetingMaker account
· Print your existing MeetingMaker calendar for a hardcopy reference
· Attend Outlook/Entourage calendar classroom or lecture training
How do I delete unused or unwanted contacts and To-Do lists in MeetingMaker to prepare for the migration to ICE! Service?
· To delete unused or unwanted contacts in MeetingMaker: View, Contact lists, Click on contact for deletion, click wastebasket (deletion) icon or Ctrl+E
· To delete unused or unwanted To-Do Lists in Meeting Maker: View, To-Do List, Click on To-Do item for deletion, click wastebasket(deletion) icon or Ctrl+E
How do I print my MeetingMaker calendar if I want to retain a hard copy before the conversion?
To print your MeetingMaker calendar:
Select Print Schedule
from the File menu.
Enter a start date and end date to print.
Select a form (monthly, yearly, daily, etc) to print from the Forms list
Click OK, select number of copies and click OK
Is there a way to archive MeetingMaker data into an Excel file for later reference?
To archive MeetingMaker calendar information to an Excel file:
Select Export from the File menu. A dialog box opens:
Put a check mark next to the box labeled Calendar.
Starting on: October 1, 2004
Ending on: May 1, 2006
Time zone: click on Select button and highlight
Type of Export: Meeting Maker Text Export
Click OK
Name your file and choose the location to save it to.
Save as file type: Text file (*.txt)
Click Save
File can now be opened with Excel
Will I be able to send and receive Mail from ICE! Service during the calendar migration weekend?
The Project Team highly recommends that users refrain from using mail service if possible during the migration weekend. Remember, mail and calendaring services will now be integrated into one service –ICE! Mail Service, instead of separate systems for mail and calendaring. Meeting data conversions from MeetingMaker into ICE! Service will be done in real-time and may affect performance of the overall system with frequent updates occurring on a mass scale. Note that no email will be lost during the conversion.
How do I access my new Outlook and Entourage calendar after the migration?
There will be no change to your existing login process to ICE! Service. Users will utilize their regular AD login name and password, and use their native Outlook, Entourage or Outlook Web Access clients to access ICE! Service for mail and calendaring.
How do I sign up for Outlook/Entourage calendar training?
Calendar training for both Entourage and Outlook will be
provided by the Center for Workplace Development. Entourage calendar training will be given as
part of the regular mail training for MAC users in January. DLS will be
coordinating the MAC migrations and training with each department. Outlook users will be provided with a number
of options for calendar training including hands-on, in-classroom training,
lecture style training and on-line tutorials.
Registration for in-classroom training will be via Harvie at http://harvie.harvard.edu/courses/display.do?value(application_id)=2#category-1091
Please see your Department Coordinator for more details on calendar training.
What data will be converted from MeetingMaker into ICE! Service for calendaring?
The plan is to migrate 18 months past and at least one year forward worth of user calendar data from MeetingMaker into ICE! Service. Meetings in the past will be transformed to standalone appointments, however, will retain attendee meeting information. Some items have no mapping to Exchange and will not be brought over – for example, labels, proxy lists, groups, work hours, quick lists, and calendar groups. This chart shows a summary of the data conversion
|
Meeting
Maker |
ICE!
Mail Service |
|
Activities |
Appointment |
|
Future
Meetings |
Meeting |
|
Past
Meetings |
Appointment
with meeting details |
|
Contacts |
Contacts |
|
To-Dos |
Tasks |
|
Banners |
All
Day Event |
|
|
All
Day Event |
Will conference rooms and resources that my department used in MeetingMaker now be part of the new calendar system?
Yes, conference rooms and resources will be part of the new ICE! calendar service. DLS and the Project Team will be working with the Department Coordinators on data collection for these resources prior to the conversion. Department Coordinators will be responsible for the data collection, naming, and assignment of delegate information (if required) for these resources. Once this data is received from individual departments, it will be put into the ICE! Service and will be available to users for scheduling.
What items, if any, will have to be recreated in the ICE! Service after the calendar migration?
The following items will have to be re-created in ICE! Service after the MeetingMaker to ICE! conversion:
Labels
Proxy lists
Master schedules
Work hours
Quick lists and calendar groups
Will MeetingMaker service still be available after the migration?
MeetingMaker will be available in off-line mode for a few months after the migration process so that users can “checkpoint” the data conversion. Users should also verify your department’s conference rooms and resources in the new ICE! Service.
If I have a Harvard owned PDA Handheld device, do I have to do anything special for the calendar Migration?
Wireless Handheld access will be disabled through this event. Devices that were configured to sync with MeetingMaker via a cradle such as all Palm and some Blackberry units will require a desktop visit from DLS to reconfigure software. Additionally, most Palm devices will require a visit to switch to Exchange Active Sync (away from IMAP). Some legacy Palm devices do not support Exchange Active Sync such as the Treo 650 and will continue to use IMAP and cradle Exchange sync.
Over-the-air wireless devices will automatically synch with the new ICE! Service and do not require a DLS desktop visit.
What if I have additional questions or need further assistance in understanding the conversion from MeetingMaker to ICE! Service?
For further
assistance please contact the UIS Helpdesk at 617-496-2001 or email the
Will I have to stop using MeetingMaker for Scheduling?
Yes, eventually MeetingMaker will be retired from service. The new Exchange service will provide ALL calendaring functions.
Clients and Access
Can I access this system from a PDA?
Yes. The service will support ActiveSync and Outlook Mobile Access for PDA’s (Personal Digital Assistants) and Smart Phone connectivity. As long as your device can connect to the Internet in some way, and you have the appropriate software on your device, you will have access. For some devices there may be an additional service charge. For DLS supported customers, please see http://www.uis.harvard.edu/support_services/policies.php#_PDA_Device_Policy for updated PDA Handheld Device support policies.
I already use Outlook to access my CAMAIL mail - what is Exchange? Am I going to need to change what I do?
Outlook is the client software you run on your PC. Exchange is the name of the Server software. Once the Exchange servers are set up and your Exchange account is ready, you will have to change your Outlook settings to use Exchange instead of Internet Mail.
I use an Apple Macintosh system; is client software available for Mac users?
Yes. There are versions of Office and Outlook for the Mac. The latest client for the Mac from Microsoft is called Entourage.
I would like to use Web Mail; will I be able to access my Exchange E-Mail and Calendar from a Web Browser?
Yes. Outlook Web Access will allow you to access your Exchange account through secured sessions using a Web Browser.
What are the account and system requirements for using the Exchange service?
You will need:
Up-to-Date Anti-Virus Software on your Computer
An Active Directory Account Enabled for E-Mail
Appropriate Software Client
Network Connection
Exchange service is provided to systems running at least Windows 2000/XP or MacOS X 10.4
What software will I need to run with the new system?
The client of choice for most Windows users is Outlook. For Macintosh users, the current client is Entourage 2004. If you already have Microsoft Office 2003, then that includes Outlook 2003. You may also use a Web browser (for Outlook Web Access).
Conversion and
Training
Will I lose any information in the conversion?
The goal is 100% complete conversion. All mail currently in CAMAIL will be converted to your Exchange mailbox, including attachments and contact lists. Calendar data from Meeting Maker will also be migrated to Exchange, however, there will be some differences and exclusions. Please contact your local support group or visit this web site later in the year for additional information on the calendar conversion, scheduled for the Spring of 2008.
Will someone help me make the changeover?
Individual computers will be migrated to the new email system with the assistance of your local computer support teams.
Will training be made available?
Yes. Central Administration has partnered with the Center for Workplace Development to offer a comprehensive training program for both the mail and calendar conversions. The goal of the training program is to provide you with a variety of training choices. We will conduct hands-on classes close to the roll out date for your department, provide online tutorials explaining all the important ways to use Outlook, and distribute job aids and documentation that will give you the facts about Outlook in a clear and concise fashion. Classes will be coordinated through your local Department Coordinator and on-line tutorials and documentation are provided provided on this web site.
Cost Considerations
How much does the Outlook software client license cost?
The Outlook client license is included with the email service. It is also included with the Microsoft Office 2003. Microsoft Entourage licenses are not included and must be purchased with Microsoft Office for the Macintosh. Contact Software Licensing for any purchases at 6-SITE or site@harvard.edu.
What is the expected cost to me or my department for ICE! Service?
There is a per mailbox cost for the ICE! Service. These rates are published yearly at: http://www.uis.harvard.edu/network_services/nss_srvc_portfolio.php Appendix B, Email Services.
FY ’08 rates are as follows, based on separate Storage Tiers (mailbox sizes)
Please reference the NSS Service Portfolio rate sheet for up-to-date pricing.
|
Tier |
FY08 Cost |
Quota |
|
Tier 1 |
$9/mo |
150 MB |
|
Tier 2 |
$13/mo |
250 MB |
|
Tier 3 |
$15/mo |
> 250 MB – with cap:
Requires Approval |
The ICE! service is cost neutral for the current CAMAIL and Meeting Makers users.
Impact on
Individuals and Workgroups
I work the graveyard shift (and weekends). Will this system be available to me during my work hours? Are there any times the system is expected to be unavailable?
Are there any times the system is expected to be unavailable? We expect this service to be available 24 hours a day, 7 days a week, 365 days a year. We anticipate structuring the server cluster so that planned maintenance activities can take place without interrupting service. Unanticipated outages could occur anytime, but we are attempting to build this service to minimize the amount of time the service is unavailable.
Will I be able to access this system from my home computer or while traveling?
Yes. As long as you can make a network connection, you will have access.
Will I be able to delegate to others on the system the ability to check my mail and appointments while I am gone?
Yes. You can
Will we be able to set up shared group distribution lists for our department's staff and faculty?
Yes. Departments can work with their systems support people to set these up.
Impact on Other
Services
We use ListProc to manage E-Mail subscription lists. Is that service being replaced?
We have no firm plans to replace our current Mailman service, but it is something we are contemplating for a future project.
Project Timetable
If I take no action, what will happen?
If you currently use the CAMAIL or MeetingMaker service, you will need to take some action or you will eventually lose the ability to send or receive mail or schedule meetings. Eventually, the MeetingMaker service will be retired, and the central Unix Sendmail service will be removed. The goal is to have all CAMAIL users migrated off the system by December 31, 2007. The estimated timeframe for the Meeting Maker calendar conversion is March, 2008.
What is the time-frame for the change to the new service?
We will be working towards having this service generally available during the summer of 2007 with deployments continuing through the fall and winter. Some people and units may make the migration earlier.
Reasons for Change
- Features and Benefits
Besides E-Mail, Contact Lists, and Calendaring, what other features or capabilities are available with the new system?
To Do lists, Notes, Journals, Outlook Web Access and Outlook Mobile Access are some of the basic features that will be made available in the initial phase of the project. Other collaboration services maybe be added later.
I use multiple computers at work and at home. Will the same E-Mail and Calendar appear on all my systems?
Yes. Since your mail folders and calendar information will be stored on the Exchange server, you will be able to access them in a consistent view from anywhere and from any machine.
Who asked for this change to be made?
We have had requests from a large number of faculty and staff and departments asking for support of Exchange and Outlook. University Administrators already use Exchange. Various colleges and areas are either using Exchange or looking at moving to it. This project to bring about a centrally-supported service is a joint effort involving ITS and Colleges and Departments. This is a collective and collaborative effort.
Will I be able to set a Vacation or other message to reply automatically to mail when I am out of the office?
Yes, you will be able to define automated actions for when you are out of the office, including automated vacation messages.
Security and
Viruses
Will the new servers have Anti-Virus software on them?
The new Exchange servers will all have up-to-date anti-virus software running on them to detect and quarantine infected files. We also have other anti-virus, anti-spam and other network security devices like firewalls in place to provide defense in depth to a variety of attacks. However, these alone are not enough. Individual computers and workstations need to have current anti-virus software and up-to-date virus definitions to help maintain a secure network.
Will this new system help reduce Spam or Virus attacks?
We will all need to remain vigilant in fighting virus attacks, but there are some features of this service which may help reduce viruses from spreading. Anti-Spam measures are also part of our plans, so we do expect that once we have converted everyone over to the new services, Viruses and Spam will become a little less of a problem University wide.
Using the System
What are some of the Exchange default system settings, such as maximum number of mail recipients, maximum attachment size, and disk space allocated to my Mailbox?
Currently, the Maximum Number of Mail Recipients is set at 100, the Maximum Attachment Size is set at 20MB and the default disk space allocated to each Mailbox is 150MB.