Migrating your email
IMPORTANT! Contact us before you move your e-mail. Do not attempt this on your own.
If your account is set-up for Staffmail, your Exchange account automatically deletes emails for housekeeping. If you wish to migrate your mail to the Exchange service please contact us first.
Contents
- How migrations will affect your email
- Migration steps for users - you must carry out these steps
- Known Issues - these may affect you after the migration
How migrations will affect your email
There are couple of points which are worth reminding people about after they move to the Exseed mail service.
- Note: Please also be aware of the "Known Issues" given below.
- If people have created any rules or filters on their Staffmail mailbox via the web interface these will have to be recreated in their Exseed mailbox via Outlook.
- Your webmail will be accessed through a new address, which is www.exseed.ed.ac.uk
- If you use MyEd, you can access your mail and calendar through the channel "Exchange diary and email"
- If people have set up delegate permissions on their mailbox on Staffmail these will need to be set up again via Outlook. The process for doing this is the same as it is for delegating access to your calendar which is detailed in the section of the FAQs "Sharing or delegating your calendar"
Migration steps
Before the migration, please carry out these steps:
1) Check for delegates and remove them for now - to be added back in after the migration. This is to avoid having a copy of their mailbox in your own mailbox post-migration. See also "Issue with delegate access" at the bottom of this page. To check if you have delegates:
- Login to the Staffmail web interface at www.staffmail.ed.ac.uk
- Click "Options"
- Click "Share Folders"
- Take a note of any delegates listed and remove the permissions
- Important - This page only shows permissions to your INBOX. Permissions are shown on a per-folder basis. Use the drop-down menu on the right hand side (showing "Inbox") to check permissions to your other folders.
2) For any service accounts (functional or generic mailboxes) you use - please find the link to the list of UUNs above (under the heading "Dates and list of users") and check whether the service account is included on the list. If not, please email IS.Helpline@ed.ac.uk with the account name so we can include it. 3) Please tidy up your mailbox as much as possible. This will speed up the migration process and ensure that unwanted email isn't carried over to the new system. We have put together a list of tips on how to tidy up your mailbox
Once the mail migration is complete, please remove Staffmail manually from your Outlook profile - instructions are given below:
- In Outlook, select the "Tools" menu.
- Select "Email Accounts".
- Select "View or Change Existing Email Accounts", then click "Next".
- Highlight "Staffmail" and then click "Remove".
- Click "Finish".
This process should also be carried out on any non-University managed PC's such as laptops and home PCs where Outlook has been configured to access Staffmail.
You will need to do this on any PC that you access Outlook on. Finally, if you have been a delegate to somebody else's mailbox, please note the information below.
Issue with delegate access
If you previously had access to other people's mailboxes as a delegate, and they did not remove this access prior to migrating, you will have a copy of their mailbox in a folder called "other users" within your own mailbox.
This folder is not actually the other user's mailbox, just a copy of it that was copied as part of the migration process. As soon as you are happy that your own mail has been successfully copied, you should delete this "other users" folder by right-clicking on it and selecting delete - this will not affect the other users real mailbox (this is only a copy that you are seeing).
Once the owner of the real mailbox re-adds you as a delegate, their mailbox will appear as a separate mailbox entitled "Mailbox - SURNAME Forename".
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This article was published on Apr 29, 2011