March 7, 2006
To: UCOP
Community
From: Michael Shannon, Manager, IR&C Communication Services
Last month I announced that UCOP will
switch to Outlook for e-mail and calendar services. Each department
will be scheduled for migration on a specific date this spring or
summer. A schedule will be provided soon. I know many of you have
questions, and I’d like to answer some of the most frequent
ones now. More information will follow on a regular basis.
1. What Will Happen to My E-Mail?
First, no one will lose their e-mail. The Eudora program will not
be deleted from your computer; none of your files or folders will
be lost.
After Outlook is installed on your computer, you will need to decide
whether to copy Eudora files and folders into Outlook. Step-by-step
instructions will be posted on the Web describing how to copy all,
none, or some of your e-mail to Outlook.
Storage of E-mail. After you migrate to
Outlook, you should store most of your e-mail on your computer hard
drive (which is what happens now in Eudora). The area in Outlook where
you store your e-mail is called “Personal Folders.” You
will be able to store about as much e-mail there as you want, provided
you have a big enough disk drive.
However, in Outlook, all new, incoming e-mail is initially stored
on the server and can be accessed via the Web from locations other
than UCOP. This very desirable feature is called Outlook Web Access
(OWA).
We have set a server storage limit of 150 MB per person. (This represents
significantly more server storage than the UC campuses provide employees.)
You will receive a warning whenever you get close to reaching the
storage limit. To ensure adequate server storage for incoming e-mail,
you will need to regularly move e-mail from your individual Mailbox
on the server and into Outlook’s Personal Folders. This is easy
to do.
2. Will Training Be Offered?
IR&C will offer two-hour classes on using Outlook. We will schedule
the classes close to the time a department makes the switch to Outlook.
A schedule and registration form will be provided.
Everyone will receive a color, laminated Quick Reference Guide to
Outlook. In addition, we are posting instructional materials on the
Go Outlook! Web site.
The departmental PC coordinators have a critical role in Go Outlook!
They have received training, have already migrated to Outlook, and
will be able to assist you in importing Eudora files to Outlook and
learning to use the new program, and to answer many of your questions.
Please take advantage of the training opportunities and reference
materials provided you. These should help ease your transition to
using a new e-mail program and enable you to take advantage of Outlook’s
features.
3. What Do I Have to Do?
Your role is to begin thinking about which e-mail files you can delete
now, which ones you want to keep archived in Eudora on your computer,
and which ones are active files that you need to access within Outlook.
4. What If I Use a Mac?
People with Mac computers are encouraged to use a program called Entourage
as a replacement for Eudora and Corporate Time. Information is available
on the Go Outlook! Web site.
Further details about obtaining licenses will be available as departments
migrate to Outlook. Mac users also may access their individual Mailbox
on the server, as well as the calendar, using Outlook Web Access.
