Microsoft Exchange 2010 Upgrade (April/May 2012)

During April/May 2012, Information Technology Services will be upgrading the Exchange email system from Microsoft Exchange 2007 to Microsoft Exchange 2010. This upgrade will add new features for our users while keeping the Exchange system current and secure. We have put together this site to let you know about the changes and steps you can take to prepare for the Spring upgrade.

On the day your mailbox is moved to the 2010 servers, you will receive a popup message or alert (depending on the version of your mail program). Here is the list of potential messages you will see (these will be updated as the upgrade progresses):

Application/Client	You will Experience
Outlook 2010 or 2007 (for PC)	When the move request has a status of Completion in Progress, the mailbox will be locked for a short time. When the move is complete, Outlook displays a message notifying the user to close and restart Outlook.
Outlook 2011 (for Mac)	Once your mailbox is moved, you will receive the following message in Outlook 2011: Once you receive this message, close and reopen Outlook 2011 and mail should start flowing again. Please check your Drafts folder for any unsent mail!
Outlook Web Access (Exchange.sandiego.edu)	When the move request has a status of Completion in Progress, the mailbox is locked for a short time. If users are logged on to Outlook Web Access when the mailbox is locked, they are automatically logged off and need to log on again to view their mailbox.
ActiveSync Mobile devices (iPhone, Android, etc)	When the move request has a status of Completion in Progress, the mailbox is locked for a short time. Once complete, you might not receive a message that a move has been completed. If mail is not flowing to/from your device, please try restarting it. Note: if you had to manually change your device to legacy.sandiego.edu after April 26th, you likely need to change it back to exchange.sandiego.edu after your mailbox is moved to Exchange 2010.
Mac Mail / iCal	Once your mailbox is moved, your Mac Mail program will lose its connection to the Exchange 2007 server (you will see a small triangle icon next to the account name in the left hand side). When this happens, you need to change the server settings to point to "exchange.sandiego.edu" (the 2010 server) instead of "legacy.sandiego.edu" (the 2007 server). Once that setting is changed, you can restart the client and mail should start flowing again.
3rd Party Applications	When the move request has a status of Completion in Progress, the mailbox is locked for a short time. If users are using a third-party client application (such as Mac Mail), check with the manufacturer to determine whether users need to log off and then log on again after the move request is complete.

(Content adapted from Microsoft Technet pages)

If you are experiencing problems after the server changes on April 26th, be aware of these requirements:

Please check your version of Office Suite – Office 2003 (for Windows) and 2004/2008 (for Mac) will not be supported! To keep using Exchange with Microsoft Office, you should upgrade to the latest version of Office. (Users of Office 2007 will be able to use Exchange 2010, but might want to upgrade to use some of the new Exchange 2010 features.)

• USD owned computers can be upgraded for free by contacting the ITS Help Desk (help@sandiego.edu or 619-260-7900).
• Personal computers that have an old copy of Office can be upgraded to the latest version for $10 through our Home Use Program – visit the ITS Software site to learn more.
  

Android Phones with older operating system versions might lose connection to the Exchange system on April 26th. If you have connected to the Exchange system with an Android phone, you should have been emailed separately about the problem. Please make sure that you:

• Upgrade your phone! Your phone manufacturer or carrier might have released a new version of the Android OS for your phone. On most phones, you can check for updates by going to the Settings app, then select “About Phone” and tap on “System Update”. These updates can take up to a half hour to complete and should be done when the phone is plugged into an AC adapter.
• Learn about the problem. If your phone is affected, it will stop synchronizing with the Exchange server after the switch on the morning of April 26th. If your phone experiences problems, first try restarting your phone by removing and reinserting the battery. If the problem continues, please visit the ITS Help Desk in UC 117 between 8am and 7pm on Thursday, April 26th. We will have technicians available to help fix your phone’s connection to Exchange. (We’re sorry – due to the variety of Android phones available with different menus, we are unable to provide specific instructions for fixing your phone yourself.)

Entourage Users with older versions of the software might lose connection to the Exchange system on April 26th. If you currently use Microsoft Entourage 2004/2008 to check your Exchange account, please make sure that you:

• Check your version! Users with Entourage 2008 Web Services Edition (v13.x) will be able to connect to Exchange without any changes, but users of Entourage 2008 (v12.x) and Entourage 2004 will need to upgrade. You can check your version by following instructions on Middlebury University's website.
• Upgrade. If you have an old version, we recommend you contact the ITS Help Desk about upgrading to the latest version. If you prefer to upgrade yourself, you can follow the instructions found on Middlebury University's website.

Exchange 2010 will offer the following benefits:

• New Outlook Web Application
  With Exchange 2010 comes a new version of our exchange.sandiego.edu website (called Outlook Web App or OWA). This new, easier to use interface now works the same in Firefox and Safari as it does in Internet Explorer. Email messages are grouped into conversations, making it even easier to find relevant email messages. You can view shared calendars and share your calendar all through the OWA site. A collection of themes allows you to change the look of OWA to suit your preferences.

• Out of Office
  Have you ever sent a time sensitive message to a colleague, only to receive an out of office message right back? With Exchange 2010, users on Outlook will be able to see their colleagues’ out of office message before they hit send! Plus, if you know you will be out in the future, you can now schedule your out of office notice to start and stop automatically.

• Improved Mobile Support
  If your cell phone is set up to sync to Exchange, you will have access to some extra tools at exchange.sandiego.edu. You can view when your phone last synched and even remotely wipe a lost phone (if your phone supports it).

• No Changes On Your Part
  If you are using a current copy of Microsoft Outlook 2010/2011, a compatible mobile device or exchange.sandiego.edu to check your email, Exchange 2010 will "just work". When your mailbox is moved to the new system, your mail client will ask you to restart - once you do, you will be using the new Microsoft Exchange 2010 servers.
• Continued Stability and Security
  By running the latest software from Microsoft, we continue to receive updates and security patches to maintain a secure, stable mail system.

The Microsoft Exchange server will be upgraded over April/May 2012 with the following steps:

• April 26: Exchange 2010 servers are brought online and made primary
• April 27 to May 30: Mailboxes will be moved to the new Exchange 2010 system

You can learn more about the features of Exchange 2010 and OWA with the following tutorials:

• Outlook Web App (OWA) Help Videos
• Informational: In Outlook Web App (OWA), what are the "Premium" and "Light" interfaces?
• Tutorial: In OWA, how do I disable or enable conversation view?
• Tutorial: In Microsoft Outlook Web App, how do I use the Out of Office Assistant (vacation mail)?

Looking for extra training? You can request training on demand by clicking here.
If you have any questions, please contact the ITS Help Desk at help@SanDiego.edu.