UQ Exchange Central Mail - Status Update Nov 2006

1. UQ Exchange Central Mail -Status Update Nov 2006

2. UQ Exchange • Jan Trethewey • ITS Project Office • UQ Exchange Migrations Co-ordinator for OU’s • Ext: 51787 • Mob: 0401 715107 • J.trethewey@its.uq.edu.au

3. Agenda • Introduction • Status Update Nov 2006 • The Migration Process • Planned Enhancements for 2007 • Question Time

4. Introduction • UQ Exchange is an advanced enterprise email system with the aim of improving communication and collaboration between staff and colleagues. Some of it’s features include: • OU level addresses or UQ addresses are available e.g. joebloggs@uq.edu.au or joebloggs@physics.uq.edu.au • Mail filtering • Virus scanning • Out of Office messages • Exchange Calendar • Resource Accounts eg room bookings

5. Introduction • Secure access to mail (SSL) via RPC over Http and VPN • UQ directory access (Active Directory) • Local user administration for OU's • A larger free quota (500MB) than IMS • Global Address List ; Public Folders • Normal mail delivery; Mail delivery to lists; Mail delivery to programs • A choice of supported email clients, including Outlook XP & 2003 for Windows, Entourage for Mac, Evolution for Unix • Web access via Outlook Web Access (OWA) • Smartphone ‘direct push’ technology • CommVault Backup & Restore integration ie restore at the message level.

6. Status Update Nov 2006 • Currently, 2800+ staff mailboxes and nearly 500 resource mailboxes have been migrated. • Current capacity is an extra 3000 mailboxes, available now • Some OU’s are in the queue already for some of this space • New disk ordered in December will add another 2000 mailbox capacity. • Capacity for all UQ staff later in 2007 as we add more disk.

7. Status Update • Faculties of BACS, Health Sci, NRAVS and Arts, have committed to the full migration of staff. • SBS & BEL have started to migrate more schools. • Central Admin, Library, Ipswich, and other smaller OU’s such as the Printery have migrated. • Excellent feedback from OU’s and staff in terms of performance and features.

8. UQ Exchange Links • Info for ITLO’s: http://www.its.uq.edu.au/?page=42019 • UQ Exchange Handbook: http://www.its.uq.edu.au/helpdesk/guides/email/staff/uqexchhandbook/ • UQ Exchange Delegated Admin Guide: https://ms.its.uq.edu.au/exchangeadmin/documentation/UQ_Delegated_Admins/Exchange_2003-Delegated_Administrators_Guide.pdf

9. The Migration Process • The basic steps are: • Initial meeting to discuss the process • Pre-migration preparation done by OU IT (exception for OU Exchange server) • Send Jan e-mail with list of usernames. • Jan schedules usernames in the migration calendar and sends invitations for confirmation. • ITS MS staff change the mail service at least 3 hours ahead of the migration. • In consultation with the OU IT, ITS MS staff run the migration script at the scheduled time. • Users can’t access mail during migration. • OU IT is advised that scripts have run successfully • OU IT configures the user’s client to connect to the Exchange server

10. Admin Access Local administrator access steps: • Fax form to ITS. • Admin PC is allowed through firewall. • Short admin training course. • Local IT admins user mailboxes, public folders, resource accounts and mailing lists.

11. 2007 Enhancements • Use of CommVault Backup & Restore • Upgrade to Exchange 2007 • Addition of voice and fax integration • Implementation of HSM • Addition of MS Forefront on Exchange smtp gateways to complement Symantec on the mailstores.

12. Common Questions • How does the quota work? 480mb warning message; 500mb can’t send; 550mb can’t send/receive • How to get more quota? Apply on Staff Internet Access form • Block of space for an OU? Not available, too difficult to administer; quota is on per user basis