Welcome Overview of this Session Introduction The Migration –Active Directory (replacing Novell) – & Calendar – from iPlanet to Outlook –Network Drive changes Data management & retention –New, and newly enforced, storage limits Security policies & resources –Accounts, logins & passwords –Spam & virus protection Preparing for migration

Introduction Migration to the Outlook and calendaring system from current iPlanet system Outlook ’07 training session is required Welcome

Introduction Web training resource: Welcome

Introduction Migration is part of a larger & ongoing technology modernization initiative Will provide a simplified & a more stable environment To prepare the campus for the technological changes to come Welcome

Introduction Immediate benefits: Best and calendaring system available on the market, one that is fully integrated with desktop applications Improved network file sharing capabilities Support for Macs as fully enabled networked computers Support for anywhere, anytime secure access to Xavier’s digital resources Welcome

Introduction Near future benefits: A smoother transition to Microsoft Office 2007 and the new Vista operating system Improved support for personal mobile devices New collaboration tools to support teaching & learning & virtual learning communities

Migration to Active Directory / Outlook & Calendar Moving from iPlanet to Outlook –Outlook automatically installed with migration

Migration to Active Directory / Outlook About Outlook Two ways to view Outlook: 1.Outlook Client Access like any program on your computer (through Start Menu) Contains Personal Folders & archived s Full featured version Message size = 25MB 2.Outlook Web Access (OWA) and Cannot view archived s or Personal Folders (stored on hard drive) Message size = 25MB

Migration to Active Directory / Outlook

Outlook Client

Migration to Active Directory / Outlook Outlook Online (OWA)

Migration to Active Directory / Outlook Storage Limits Users will need to remain below 300MB During migration, iPlanet that exceeds the limit will be moved to C:/old mail/old mail.pst –You will be able to move selected messages into your Outlook mailbox Post migration, you will receive notices when is at 250MB and 275MB….

Migration to Active Directory / Outlook Storage Limits At 250 MB, you will receive the first warning notice, but no restrictions on sending or receiving s. At 275 MB, you will receive another warning notice, and will no longer be able to send s. At this level, you will still be able to receive s. At 300 MB, you will not longer be able to send or receive s. users who try to send you a message will receive the following message….

Migration to Active Directory / Outlook

Migration After your department is migrated: –After migration, new s will only be viewable through Outlook –The button on the Portal will take users to Outlook Web Access (OWA)

Migration to Active Directory / Outlook

Portal Calendar vs. Outlook Calendar Until the entire campus is migrated: –Outlook calendars and Portal calendars will not share information. During migration, event requests should be sent through both the Portal calendar and Outlook The migration will be completed by August ’07.

Migration to Active Directory / Outlook

Changes to Network Drives Only your personal drive (U) will change at migration Group drives and teaching drives will change at a later date –About network drives, visit: Migration to Active Directory / Outlook

Changes to Network Drives U: drive will be renamed X: New storage limit: 300MB for X: drive Data will be carried over (if not beyond 300 MB limit) See handout for instructions on how to check your network drive space.

New Security Policies Improved Security We are using the AD/Exchange project as an opportunity to improve security for both users and systems. About Active Directory (AD): An enterprise directory system allows administrators to: –Assign enterprise-wide policies –Deploy programs –Control security

New Security Policies Improved Security New Logon Message –When you log on to the Exchange server, you will see a new screen that explains Xavier’s new security policy. –By clicking on the OK button, you are agreeing to abide by this policy.

New Security Policies Improved Security Password Expiration –Password changes will be required every 90 days –Changing your Password: On campus: Ctrl-Alt-Delete Off campus:

New Security Policies Improved Security Spam & Virus Protection –All XU goes through multiple security filters including the Outlook Junk mail filter –To protect data files, Xavier is using McAfee to protect PCs and the IT infrastructure from: Viruses Spyware Hackers

Migration to Active Directory / Outlook Data Management AD/Exchange project is an opportunity to revisit & improve our institutional data management processes We are asking users to take responsibility for storing & securing files on their personal computer Outlook Inbox and network drives are automatically backed up.

Migration to Active Directory / Outlook Data Management Save to C Drive, (My Documents) Back-up files by: –Burning to CD or DVD Jewel Case Template:

Next Steps Preparing for Migration Today: Sign-up for one of the classroom training sessions! The Night Before Migration: –Log off your computer –Leave your computer turned ON when you leave work

Next Steps Preparing for Migration The Night Before Migration: Turn off any firewalls. To do this (for PC users): –Open My Computer from the Start menu. –Double-click on the Control Panel from the left-hand side of the screen. –Double-click the Windows Firewall icon. –Choose OFF. –Click OK. –

Next Steps Preparing for Migration After Migration: An IR technician will visit your workstation to verify that the migration was successful and work with you to perform the following tasks: –Setting up your new profile –Resetting your default printer –Migrating your calendar from Luminis

Outlook Site Outlook / Migration Site Additional Questions or Problems?