1. Email Server Migration Briefing Session For IDLPs ITSC

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

3. Email Server Migration * Staff Only *

4.  Access emails, calendars, contacts and tasks anywhere, anytime  By PC/Mac  By full-featured Web Based Email 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

5.  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 Email Alias - will be available in May Migrate In 3 Phases

6.  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)

7.  Before the Migration  Outlook – Suggest upgrading to Outlook 2010  Most users (IMAP4 Email Clients) – No Action required  PC-Pine - upgraded to version 4.6.4  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?

8.  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 (Email/Contacts/Calendars/Tasks)  Recover deleted emails in 30days (Outlook only)  Real-time notification if Email Recipient is on leave (Outlook only)  8G email quota, and more … What benefits after Migration (Phase 2) ?

9.  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 email on behalf of Boss What benefits after most users are migrated (Phase 3)?

10.  Who can Opt-in?  Any HKUST staff can apply  Send the opt-in request to cchelp@ust.hk with the following information:cchelp@ust.hk  Optional - Preferred Full Name ( e.g. Doug Wong instead of Doug CT Wong )  Displays in the From field of emails you send  Optional - Preferred Email Address or Alias ( e.g. doug.wong@ust.hk instead of ccdoug@ust.hk )doug.wong@ust.hk  Your email address which other email recipients see  The email 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?

11. Q & A