UIC Email Migrating to Exchange Online by 12/15

Category: News
Last updated: Tuesday, October 17, 2017 - 9:13am
Posted Oct 17, 2017 9:13 AM

Dear Colleagues,

You are receiving this message because we are migrating UIC email to Exchange Online by December 15, 2017. Most college/unit IT teams have already begun the process of migrating, and it is the responsibility of these IT teams to meet the deadline for their college or unit. The cost of Exchange Online is included in the basic bundle of IT services for the campus, as part of the new ACCC rate and funding model implemented in FY17. This is an informational message and no further action from you is required at this time. More information about this transition is included below.

Why is this migration occurring?

We have multiple email systems on campus, some of which are very old and need to be retired (Tigger and Mailserv, for example). Other systems duplicate efforts, create inefficiencies, and pose security risks.

What are the benefits of Microsoft Exchange Online and Office 365?

Exchange Online forms the foundation for ACCC’s upcoming unified communications plan, which includes updates to voice services (with email integration), web-conferencing, instant messaging, and other collaboration tools and services.

Exchange Online can be accessed through clients such as Outlook and native email apps on Mac and mobile devices. A full featured web interface allows users to open Word, Excel, and other MS Office files by using the online versions of those products without having to install software. Additionally, users will have access to a much larger 100GB inbox.

How will the migration process happen?

Legacy email servers in ACCC, such as Mailserv and Tigger, as well as departmental email systems in colleges and units, will be decommissioned and consolidated into Exchange Online. At the outset of this project, ACCC met with IT staff from each college and unit on campus to explain the transition process and answer questions. Most college/unit IT teams have already begun the process of migrating to Exchange.

ACCC expects each team to execute its college/unit’s migration to minimize disruption to operations while meeting the December 15, 2017 deadline. As of June 2017, over 3,500 customers had already migrated. As part of this process, and in accordance with UIC’s IT Security Program, automatic routing of all email sent to your netid@uic.edu email account to non-UIC accounts (such as Gmail.com and Yahoo.com), will no longer be permitted.

What is the process to obtain an Exchange Online account for a new staff or faculty member?

As of October 2016, a new process for onboarding new staff, including faculty members, was introduced by UIC Human Resources. The UI New Hire streamlined process includes the creation of an Exchange Online account.

Do individuals in my unit have to wait for my IT department staff to contact them to migrate to Exchange Online?

While it is possible for individuals to initiate their own migration to Exchange Online, we recommend migrating at the same time as the rest of the department. This is necessary when there are shared resource calendars, to prevent information from being out of sync.

Upcoming functionality upgrades to unified communications will not be available in UIC’s Gmail.

Will there be a charge for Exchange Online?

The cost of Exchange Online is included in the basic bundle of IT services for the campus, as part of the new ACCC rate and funding model implemented in FY17.

How will this affect students?

UIC Gmail remains the standard email platform for students. Departments may request access to Exchange Online for students when necessary.

Faculty and staff looking to use the Google Apps suite to collaborate with students can request access to UIC Google apps.

If a faculty member is currently using UIC’s Gmail account, do they need to migrate to Exchange Online?

Faculty members may continue to use UIC’s Gmail, unless they are under the UofI HIPAA Covered entity, in which case they must migrate. However, new hires will have Exchange Online email accounts only and the creation of new Gmail accounts will only be available to students. Google Apps (the rest of the Google Application suite outside of Gmail) will remain available to those who need it.

How will this affect UofI Hospital?

UofI Hospital is already on its own Exchange system, and therefore, UofI Hospital staff is not affected by this transition.

Where can I find more information?

For a status of your college/unit’s migration to Exchange Online, please contact your college or unit IT support staff.

I appreciate your support in completing this transition by the December 15, 2017 deadline. Please do not hesitate to contact us with any questions or concerns.

Sincerely,

Cynthia Herrera Lindstrom

UIC Vice Provost for IT & CIO