What Should I Be Doing Now To Prepare for the New System?

Cleanup your existing mail accounts

Identify and Communicate with your Local Department Coordinator

Do you have a Microsoft Windows & Exchange Client License?

Start to Identify any Existing POP or Message Enabled Applications used today within your Group or Department

Update your Directory Information if Needed (LDAP)

Keep an Eye out for Project ICE! Communications

How Do I Prepare?

The best way to prepare for our new email system is to review your current mailboxes and delete obsolete email. To help you with this task, we have provided the following information:

Check your current In Box size

• Go to https://www.camail.harvard.edu:8890/msadm/user/
• In Email Address, enter Eudora username. (first initial of first name, last 7 characters of last name)
• In Password, enter Eudora password as is entered in office.
• Click on the View Account Storage and Message Usage link
• On the Quotas page, review the percentage used in the 3rd item, Storage Usage.
• Click Cancel when done.
• Click the Log Out link.
• Click OK in the "You have been logged out" box.

The first information box shows your current mail quota. The second displays the enforced email quota, the third shows the percent of mail storage in use based on your quota.

If your current mail quota does not exceed 150 MB, you’re ahead of the game! If you have some cleaning to do, please refer to the guidelines on this page.

For example, e-mails regarding the development of policy should be kept for 10 years and are frequently transferred to the University Archives at the end of that period (http://grs.harvard.edu/1000.shtml#1125). However, an e-mail announcing a departmental party need only be kept for as long as needed and may then can be destroyed (http://grs.harvard.edu/0000.shtml#0140). Consequently, e-mail messages should be preserved in a format suitable for their retention period. E-mails with very short retention periods can easily be maintained in the e-mail application while those transferred to an archive should generally be printed.

For further assistance, contact the Records Management Office (http://hul.harvard.edu/rmo/) or read its "Guidelines for Managing E-mail at Harvard University" (http://hul.harvard.edu/rmo/policies_04a.shtml).

General Size Guidelines – (on average, will vary from user to user)

1. Highlight the message and use your delete key on your keyboard or right click on the message and choose delete.
2. Then empty the Trash by going to the Special Menu and selecting Empty Trash.

1. Tools Menu
2. Options
3. Incoming Mail
4. Leave Mail on server (will be checked)
5. Delete Mail from server (will be checked and specified number of days)

You can wait the specified time interval for the messages to be cleared from the mail server or delete them via the web mail client.

1. Open the IMAP mailbox or folder containing the message.
2. Select or open the message(s) you want to delete.
3. From the Message menu, choose Delete. Or press the Delete key.

1. Select Purge Messages from the Message menu.

Archiving IMAP Messages Locally
The CAMail server reviews statistics for all DLS client Eudora email boxes every day. When the server notices that a user's mailbox has 80% of the allotted mailbox storage quota in use, daily messages are automatically generated and sent to the user until the quota falls below the 80% threshold.

Typically, there are 2 "sections" listed in each Eudora mailbox in the Mailboxes window: Eudora and <Dominant>. The CAMail server counts all messages in all mailboxes under <Dominant>towards the quota for a mailbox.

Messages in mailboxes listed under Eudora are:

Stored locally on the desktop computer hard disk

Are not accessible through WebMail.

Messages in mailboxes listed under <Dominant> are:

Stored on the CAMail server

Are accessible through WebMail.

Email messages with large attachments such as image files or large documents should be moved from the mailbox under the <Dominant> section that resides on the CAMail server to a mailbox under Eudora that resides on the local desktop computer. By doing this, the messages will be accessible in Eudora when you are at the office. If you can move messages that you do not need to see through Webmail when you are out of the office, or away from your desk, the CAMail server will stop sending quota notification emails to you.

To move Eudora messages off the CAMail server, please follow these steps:

1. Create a New folder under Eudora into which to move messages:
1. From File menu, select New.
2. In the New Mailbox dialog box to create a New Top Level Mailbox
3. Enter a Name for the new mailbox, e.g. Images, and click OK.
The new Images mailbox will now be listed under the Eudora section of your mailbox.
2. Organize the <Dominant> mailboxes, such as the Inbox, to view messages to be moved by either:
1. Attachments - Click the email with doc icon (the 3rd icon) in the <Dominant> Inbox column header row to see all emails with attachments.
2. Who -Click either the word "Who" or the person icon (the 5th icon) in the <Dominant> Inbox column header row to see all emails in order of sender name.
3. Date - Click either the word "Date" or the calendar with clock icon (the 6th icon) in the <Dominant> Inbox column header row to see all emails in date order. Then right-click on "Date" to set the date order preferred from the pop-up menu.
3. Select the messages to be moved to new folder:
1. Click on the first message to move.
2. Scroll to the last message to move.
3. Right-click on the highlighted messages.
4. From the pop-up menu, select Transfer and scroll to the Eudora folder name to which these messages will go
All the selected messages will be moved to the appropriate folder.
4. Login to Sendmail to check the progress on reducing the quota:
1. Go to https://www.camail.harvard.edu:8890/msadm/user/
2. In Email Address, enter Eudora username. (first initial of first name, last 7 characters of last name)
3. In Password, enter Eudora password as is entered in office.
4. Click the View Account Storage and Message Usage link.
5. On the Quotas page, review the percentage used in the 3rd item, Storage Usage.
6. Click Cancel when done.
7. Click the Log Out link.
8. Click OK in the "You have been logged out" box.

Identify and Communicate with your Local Department Coordinator

All Central Administration departments have assigned a Local Coordinator for the Project ICE! This person will act as a liaison between the Project ICE! Planning and Implementation teams and your individual department. The Local Coordinator will attend monthly update meetings and will have the most up-to-date information on items such as training, migration plans, etc. Your Local Coordinator will act as your first “go-to” person for questions about Project ICE! A list of current Local Department Coordinators can be found on this web site.

Do you have a Microsoft Windows & Exchange Client License?

Check with your Local Coordinator or IT contact to ensure that you and your department are covered under the Microsoft Campus (or Select) Agreements for use of the Windows and Exchange Client Licenses, required for use with the new system. Contact the Harvard Site Licensing group at site@harvard.edu for further information.

Start to Identify any Existing POP or Message Enabled Applications used today within your Group or Department

The new system uses different mail protocols than our existing CaMail service. If there are any applications used within your group or department that specifically requires the use of the POP3 protocol, this application should be identified and brought to the attention of your Local Department Coordinator. In addition, if there are any applications that today, use mail forwarding or SMTP relay to our existing mail server (such as monitoring systems, Remedy, etc.) these too, should be brought to the attention of your Local Department Coordinator. There may be forwarding addresses that will have to change, once we move to the new system.

Update your Directory Information if Needed (LDAP)

Our new system will be displaying names in the Global Address List based on input from Harvard’s LDAP Directory. It’s a good time to check this information for accuracy and update any necessary information in this directory. Visit http://www.uis.harvard.edu/harvard_directory/ for more information. To update your appointment title, HR department, or University mailing address, contact your local HR office. To update your privacy flags, speak with your departmental directory contact (employees) or registrar (students).

Keep an Eye out for Project ICE! Communications

A comprehensive Communications Plan for Project ICE! Is underway – including direct emails, printed post-cards, brochures, this web site and presentations/updates at various University-wide communications groups and forums. Keep an eye out for these important communications and be sure to keep informed!