1. FermiMail Migration to Cloud Services Ray Pasetes For BA and CS Liaisons 23 Nov 2015

2. FermiMail: Current State Design limitations –2 GB mail quotas for majority of users Staff use their personal desktop storage for archiving –Loss of FCC data center results in complete FermiMail outage Aging Infrastructure at the lab –Computing nodes – old and need to be upgraded. 16 nodes in system. –Our Anti-Spam/Anti-Virus solution will be End of Support 12/2015. –Email server software must be upgraded to latest Microsoft Exchange version 3000+ mailboxes 5000+ pass thru forwarding addresses (mail read/sent at home institution) 4000+ mail lists 11/23/15Ray Pasetes | FermiMail Migration to Cloud Services2

3. FermiMail: Future State – move to Exchange Online (Cloud) Existing Microsoft EA O365 licenses allow us to leverage Exchange Online to address the limitations of our current mail system at no extra charge. Additional benefits… Allows users to continue using email even if FCC data center is unavailable SLA uptime is 99.9% Automatic upgrades to latest MS Exchange server software Pass thru forwarding – no charge 11/23/15Ray Pasetes | FermiMail Migration to Cloud Services3 FeatureCurrent SystemExchange Online User Quotas1-2GB/user (typical)50GB/user Archiving0 (local only)Unlimited

4. Exchange And Exchange Online Exchange Online is part of the O365 suite of products Secure: FISMA and FedRAMP Compliant PNNL, ORNL, NREL, SRNL investigating/piloting/using O365 Estimated 301M Exchange mailboxes worldwide –29.7M using Exchange Online subscriptions Fermilab accounts for 3000 subscriptions: 1800 O365 licenses, 1200 Exchange-only licenses 11/23/15Presenter | Presentation Title4

5. Email Migration Project We understand that email is a critical service to the laboratory Minimizing disruption to this service is a high priority –Nearly 1-year of planning to reduce disruption 2 Pilots have been conducted –160+ mailboxes fully migrated All of CCD and ServiceDesk –Both pilots were successful Migration process has been optimized to the best of our ability –Migration window is large, but individual user disruption should be small. –Email access per user is disrupted only at the very end of their migration. –Once a user completes migration, the user must reconfigure his/her mail client 11/23/15Ray Pasetes | FermiMail Migration to Cloud Services5

6. Project Team: Preparation for the Migration Notifying the user community via… –All-hands message –Fermilab News Portal –Posters –Service Desk Announcement (individual emails) –Flyers in individuals’ mailboxes Providing Instructions/Guidance to Users –End-user instructions will be available beforehand Drafts : https://fermi.service-now.com/kb_view.do?sysparm_article=KB0011823 https://fermi.service-now.com/kb_view.do?sysparm_article=KB0011823 https://mail-migration.fnal.gov (still in development)https://mail-migration.fnal.gov 11/23/15Ray Pasetes | FermiMail Migration to Cloud Services6

7. Project Team: Preparation for the Migration Providing Support to End Users –Experts will be available at various lab locations: AD (Tim Zingelman’s group, along with CCD personnel) FCC IARC TD WH –Support hours extended during the migration period. Sunday, 12/13: 10AM-8PM (service desk) Week of 12/14: 6:30AM-5PM 11/23/15Ray Pasetes | FermiMail Migration to Cloud Services7

8. Individual User Experience During Migration 11/23/15Ray Pasetes | FermiMail Migration to Cloud Services8 Pre-migration completes to 95% and is non-disruptive. This will complete before Sunday, 12/13. Final migration started. Final 5% of mailbox is moved. Access to other people’s calendar may be disrupted during this period. Once migration completes (100%), access to your email will no longer work until you reconfigure your client. User X Migration Timeline Nov thru Dec 13 Dec 13 Dec 14

9. Notification that Migration has Completed Outlook Users will receive a pop-up indicating that an action must be performed by the user. Users of other mail clients will access a services password protected web page (https://mail-migration.fnal.gov still in development) so they can check on their status.https://mail-migration.fnal.gov 11/23/15Presenter | Presentation Title9

10. End-User Steps - Post Migration 1.Your username for logging into email will change to: @ services.fnal.gov 1.Your email address remains the same: @fnal.gov 2.Verify that you can access your email via webmail –Send test email to yourself and verify you received it 3.Reconfigure your client(s) to access your new mailbox –Desktop/laptop client –Mobile client (phone, tablet) 11/23/15Ray Pasetes | FermiMail Migration to Cloud Services10

11. Configuring Webmail New URL for Webmail  https://fermimail.fnal.gov OR https://fermimail.fnal.gov  https://mail.fnal.gov https://mail.fnal.gov 1.Username: @services.fnal.gov 2.Password: 3.Select your timezone (US/Central) – one-time only. Webmail uses the same authentication as FermiPoint. If you are logged into FermiPoint, you will not have to re-enter your password to get into webmail. 11/23/15Ray Pasetes | FermiMail Migration to Cloud Services11

12. Reconfiguring Windows Outlook 11/23/15Ray Pasetes | FermiMail Migration to Cloud Services12 Outlook users will get a notification once their mailbox is 100% migrated.

13. Reconfiguring Windows Outlook 11/23/15Ray Pasetes | FermiMail Migration to Cloud Services13 user@ services.fnal.gov User@fnal.gov At login prompt, enter new username and your services password.

14. Reconfiguring Mac Outlook 11/23/15Ray Pasetes | FermiMail Migration to Cloud Services14 You will get notification of a change. Click on “Allow”.

15. Reconfiguring Mac Outlook 11/23/15Ray Pasetes | FermiMail Migration to Cloud Services15 2 nd pop-up occurs. Click on “Yes” to retry authenticating. At login prompt, enter new username and your services password.

16. Configuring for Mac Mail 1.Add “Exchange” Internet Account 2.Email Address: @fnal.gov 3.Username: @services.fnal.gov 4.Password: 5.Server Address: outlook.office365.com 6.Remove old account once you have verified that the new account is working. 11/23/15Ray Pasetes | FermiMail Migration to Cloud Services16

17. Configuring for Thunderbird/Pine (Unsupported) 1.Email Address: @fnal.gov 2.Username: @services.fnal.gov 3.Password: 4.Incoming Protocol: IMAP 5.Incoming Server Address: outlook.office365.com 6.Incoming Server Port: 993 7.Incoming SSL Type: SSL/TLS 8.Outgoing SMTP Address: smtp.office365.com 9.Outgoing SMTP Port: 587 10.Outgoing SSL Type: STARTTLS 11.Authentication: Normal Password 12.Outgoing username: @services.fnal.gov 11/23/15Ray Pasetes | FermiMail Migration to Cloud Services17

18. Reconfiguring Android Devices You will want to add a new account and, once you verified it is working, delete the old one. As this will be a new profile on your mobile device, you will need to re-do any customizations. Do not use the outlook.com app 11/23/15Ray Pasetes | FermiMail Migration to Cloud Services18

19. Reconfiguring iOS Devices You will want to add a new account and, once you verified it is working, delete the old one. As this will be a new profile on your mobile device, you will need to re-do any customizations. 11/23/15Ray Pasetes | FermiMail Migration to Cloud Services19

20. Summary Email Migration, Sunday, 12/13,10AM to Monday, 12/14, 7AM Announcements about the migration will be made via… –All-hands message, Fermilab News Portal, Posters –Service Desk Announcement (individual emails) –Flyers in individuals’ mailboxes You can continue to send/receive email up until the moment at which your mailbox completes the migration –Access to calendars other than your own may be disrupted during the migration 11/23/15Ray Pasetes | FermiMail Migration to Cloud Services20

21. Summary After migration: –Your username for logging into email will change to: @services.fnal.gov –Email address stays the same: @fnal.gov –Test sending/receiving email End-User instructions: https://fermi.service- now.com/kb_view.do?sysparm_article=KB0011823 https://fermi.service- now.com/kb_view.do?sysparm_article=KB0011823 https://mail-migration.fnal.govhttps://mail-migration.fnal.gov (still in development) Experts will be available at various lab locations: –AD, FCC, IARC, TD, WH Support hours extended during the migration period. –Sunday, 12/13: 10AM-8PM – Week of 12/14: 6:30AM-5PM 11/23/15Ray Pasetes | FermiMail Migration to Cloud Services21

22. Questions? 11/23/15Ray Pasetes | FermiMail Migration to Cloud Services22