Ca.

Office Memorandum
Iii
DATE: May 13, 2013 ITS 13-04
TO: Distribution VI
FROM: Peter Quan, Vice President/Chief
Information Technology Services
COPIES: K. Baaske, K. Button, L. Chavez, H. Escobar, A. Ross, J.M. Rosser, A. Vaidya
SUBJECT: Upgrading Campus E-mail
During the summer 2013 quarter, Information Technology Services will upgrade the existing e-mail from
Microsoft Exchange Outlook to Microsoft Office 365 Outlook. After the upgrade, Outlook client users will
experience no noticeable functional change from their current desktop version, but Outlook Web App (OWA)
users will have an interface similar to their desktop version.
While users will not experience a change from their current desktop Outlook e-mail look and feel, there are
some improvements.
Individual mailbox storage capacity will increase substantially to 25 GB. Currently, the capacity is set
at 2 GB for faculty/staff and 100 MB for students.
The campus will benefit from the broader, stronger anti-virus and spam protection provided by
Microsoft Office 365.
Support is expanded for additional browsers, i.e., Firefox, Safari and Chrome.
Off-campus users who currently access OWA will now have an interface that appears nearly identical
to the campus desktop version.
Students, faculty and staff will all use the same URL to access OWA - https:/Imymail.calstatela.edu.
Incoming messages identified as spam will be sent immediately to the user's Junk Mail folder where
any legitimate messages can be retrieved at any time. This will replace the current once-daily
Quarantine Manager.
Additionally, there are several operational reasons for upgrading the current environment. The new
environment provides additional redundancy, which will enable faster disaster recovery should a campus or
large-scale regional disaster occur. The campus will no longer interrupt e-mail service for scheduled
maintenance activities. And finally, it will help control our growing costs for expanding and refreshing
equipment.
When is the Upgrade? The migration process will begin on Monday, July 1,2013, and continue for
approximately four (4) weeks. The migration will occur 24 hours per day, Saturday through Thursday. Friday
will be an open day for any required catch up from delays caused by exceSSively large mailboxes. It is
anticipated that each mailbox migration could range from a matter of minutes to an hour or more; the
quantity of messages in an existing mailbox will determine the duration. Prior to the move, ITS and the
respective division/college ITCs will be working with individuals who have high-capacity mailboxes to shorten
their migration time by exporting and later importing existing messages.
Office of Vice President for Information Technology Services Page 1 of4
Memo RE: Upgrading Campus E-mail
Date: May 13, 2013
ITS 13-04
Page 20f4
All department mailboxes and associated delegates will be moved concurrently in the final phase. Existing
calendars and contacts will move to the new system.
All users will be unable to access their mailbox during the physical migration, however all incoming messages
during that time will be queued into the new mailbox and be available as soon as the mailbox migration is
complete.
Notification: Individual portals will be available for faculty and staff to view their scheduled migration date
and time. This schedule will be updated in real time in order for users to be aware of any project advances
or delays. Users will also have the option to sign up for a completion notification when his or her migration
is successfully completed. If a user's scheduled migration date or time interferes with critical campus
services, a new time can be requested by contacting the ITS Help Desk at 3-6170 at least three days in
advance of the scheduled date. Every effort will be made to accommodate these requests. Instructions for
accessing the portal will be e-mailed to the campus in advance of the upgrade, and will be posted on the ITS
Projects web page.
Students will not receive an individual notification since their current mailbox capacity is limited to 100 MB
and each move will take only minutes to complete.
The campus can follow the project's progress throughout the summer quarter by visiting the ITS Projects
web page.
Resources Available: To prepare for the transition, ITS will be providing the following resources:
Outlook Web App (OWA) Handout - An online, printable Microsoft Office 365 OWA handout is
available at http://www.calstatela.edu/handouts under 110" (for OWA) or liE" (for e-mail) sections.
This handout provides step-by-step instructions on the new e-mail features.
Microsoft Office 365 Online Tutorials - www.calstatela.edu/outlook.This site provides links to
Microsoft tutorials where users can view videos on all Office 365 features.
Mobile Device Quick Guides - These online guides, available on the ITS Help Desk IIQuick Tips" web
page, explain how users can set up their mobile devices to access the new Outlook 365.
FAQs - The FAQs web page provides information on the following topics: The Upgrade Project;
Preparing for the Move; What to Expect During the Move; What to Expect After the Move; Managing
Your Access; Office 365 Outlook Features; PCs - Desktop, Laptop, Tablets and Smartphones; MACs;
and Future Office 365 Features. If you have additional questions or want more information, contact
the ITS Help Desk at 3-6170. All questions of general interest will be incorporated into the FAQs web
page.
Public Folders: Public Folders have changed Significantly and no longer function in the same manner. The
new Public Folders are not folders but mailboxes that must be enabled by each individual for each mailbox
the individual wishes to view from within Outlook. This is an obstacle to disseminating information campus
wide or finding information for users who have not enabled the necessary mailbox. For this reason, Public
Folders will not be migrated to Office 365 Outlook and departments should consider the following
alternatives:
Office of Vice President for Information Technology Services
Memo RE: Upgrading Campus E-mail
Date: May 13, 2013
ITS 13-04
Page 30f4
Department web pages - This is best suited for information that is of a general nature; is accessed by
a large constituency; is not confidential or proprietary; and/or is accessed or used by individuals while
off campus. Examples include forms and department, student or event announcements.
SharePoint - This is best suited for information that is relevant to a large or small group of users;
forms; meeting minutes; or depositories where individuals post, review and edit shared documents.
SharePoint access can be configured for the entire campus, for including or excluding off-campus
access, or can be confined to a small group much like private folders today. Links can be titled and
saved in the Internet Explorer "Favorites" file for easy access.
Tarzan DFS shared directories - This alternative provides online access to servers protected within
the data center. Access is programmed on the user's computer in Windows Explorer. This is best
suited for limited access information, such as department or activity files; calendars; schedules;
documents that are frequently revised and each reader must see the most current version;
databases; meeting minutes and the like.
myCSULA Portal- This is the primary entry point to campus e-mail, approved administrative systems
and current information, and provides customized access to users based on their username and
password. This option is best suited for important notices, time-sensitive information and links to
website forms and instructions.
ITS and the respective division/college ITCs will be available to work with current folder owners to determine
the best alternative for their area.
Important Security Reminder about Encryption: To prevent a possible information security breach, all
University documents containing Levell Confidential Data and Level 2 Internal Use Data must always be
encrypted - at rest on your desktop or laptop, during transport on electronic storage devices, and in e-mail
messages as attachments. Documents can be easily encrypted within the Microsoft applications by clicking
on File> Info> Protect Document> Encrypt with a password. Encryption becomes vitally important as
unencrypted attachments are vulnerable to hackers as they cross the Internet. Passwords for unencrypting
the attachment should always be provided to the recipient by telephone or in a different e-mail.
Future Enhancements: Microsoft Office 365 provides a platform that allows the campus to incorporate
additional features in the near future. These planned features expand the availability and accessibility to
information, collaboration between constituents, and enhanced communications. Features currently in
planning for the fall 2013 quarter include:
SkyDrive Pro - This personal library will allow users to sync their Microsoft documents in the cloud.
Once stored in SkyDrive, these documents are accessible anytime, anywhere, from any supported
device with an Internet connection. Not only does this feature enhance personal productivity by
expanding access, but critical department and individual documents, such as disaster recovery and
business continuity documents, can be readily available and shared when needed.
Share Point Online - This collaboration tool is designed to improve individual and group productivity
by organizing projects, tasks, documents and information. Documents of general campus use can be
centrally located and easily accessed, while being secured, updated and managed by the ownership
department.
Office of Vice President for Information Technology Services
Memo RE: Upgrading Campus E-mail
Date: May 13, 2013
ITS 13-04
Page 4 of4
Lync - Currently scheduled for a limited pilot deployment, this unified communications platform
allows users to connect with others through instant messaging (1M), video, voice calls and online
meetings. Lync Online features allow users to make voice calls through their computer to other Lync
or Skype users; create, moderate and join pre-planned audio, video and web meetings; enhance
online presentations with screen-sharing and virtual whiteboards; and more.
Detailed information about each of these new features will be provided as each future phase is rolled out.
If you have any questions concerning the upgrade or experience any difficulty, the ITS Help Desk is available
to assist at 3-6170 or helpdesk@calstatela.edu.
Office of Vice President for Information Technology Services