Server Migration Briefing Session For IDLPs ITSC

 iMail  The server which we are currently using  Exchange  Name of a Microsoft server  Outlook  An Client – the tool you use to check s, like Thunderbird and PC-Pine  OWA  Outlook Web Application – a web-based interface to check s in Exchange Terminology

Server Migration * Staff Only *

 Access s, calendars, contacts and tasks anywhere, anytime  By PC/Mac  By full-featured Web Based Client – Outlook Web App (OWA)  By Smart Phones (e.g. iPhone, Android)  Sharing and Collaboration  Sharing calendars, tasks, contacts and files  Quickly and easily arrange meetings and conference rooms What Are The Benefits

 Phase 1 – Pilot by invitation (April)  Who have migrated?  Most ITSC colleagues (done in March)  Who are being invited?  Departmental support staff  IDLPs  Any other opt-in is welcome  What is not available yet?  Changing Full Name, Changing Alias - will be available in May Migrate In 3 Phases

 Phase 2 – Large Scale User Switchover (Backend)  User Migration is done overnight, one dept at a time  Should be transparent to most users  PROVOST Branch – To be completed by May  VPAB, VPRD and Others – To be completed by June  Phase 3 – Advanced Exchange Features  Trainings on Sharing and Collaboration features  Special requests from departments could be arranged when feasible Migrate In 3 Phases (Continued)

 Before the Migration  Outlook – Suggest upgrading to Outlook 2010  Most users (IMAP4 Clients) – No Action required  PC-Pine - upgraded to version  After the Migration  Outlook Clients  Set up your Exchange account in Outlook – Simple!  IMAP4 Clients  No configuration change is needed What To Do Before/After The Phase 2 Migration?

 Exchange’s Personal Features  Server based Contacts and Calendars  Full-featured Outlook (w/Exchange account setup)  Full-featured web-based interface (OWA)  Direct smartphone support ( /Contacts/Calendars/Tasks)  Recover deleted s in 30days (Outlook only)  Real-time notification if Recipient is on leave (Outlook only)  8G quota, and more … What benefits after Migration (Phase 2) ?

 Sharing and Collaboration features  Shared Contacts and Calendars  Event Invitations and Replies (Accept/Reject/Maybe)  Resource booking (e.g. Meeting Room) for events  Boss/Secretary working relationship  Scheduling meetings and events for Boss  Manage Boss Contacts  Real-time shown on Boss iPhone  Reply on behalf of Boss What benefits after most users are migrated (Phase 3)?

 Who can Opt-in?  Any HKUST staff can apply  Send the opt-in request to with the following  Optional - Preferred Full Name ( e.g. Doug Wong instead of Doug CT Wong )  Displays in the From field of s you send  Optional - Preferred Address or Alias ( e.g. instead of  Your address which other recipients see  The software you are using (e.g. Outlook 2010, Thunderbird 2.3.3)  Your contact Phone number  Our colleagues will come back to you on the details How to Opt-in?

Q & A