Exchange Migration Project

Watch this site for information about the upgrade from Exchange 2007 to Exchange 2010.

NOTE - Schedule of Mailbox Moves has already been adjusted/delayed. I was a bit too eager in my planning.

Date	Mailboxes 2007	Mailboxes 2010
1/27/2012	1633	0
2/9/2012	1609	24
2/10/2012	1564	70
2/13/2012	1532	102
2/14/2012	1507	127
2/15/2012	1434	202
2/16/2012	1211	426
2/20/2012	572	1066
2/21/2012	54	1584
2/22/2012	13	1622
2/23/2012	0	1634

The University of Southern Indiana Information Technology department is working to upgrade the Exchange email service from Exchange 2007 to Exchange 2010. As part of the upgrade some Exchange users may need to make changes to their client configuration in order for their email to work properly. Some users may need to upgrade their software. This page is intended to keep everyone in our campus community aware of our progress. It will also serve as a source of information that might be beneficial.

NOTES that might Help
In Outlook profiles you can/should replace exchhub.usi.edu or exchmail.usi.edu with outlook.usi.edu
This would also apply to iphone, droid, IMAP, POP3 settings.

We have found that some droid users need to UNCHECK Use secure connection, and Verify Certificate

Other versions of the Droid software the wording is: Accept all SSL Certificates. Check this box.

Settings for Mac Mail - use OWA.USI.EDU for both servers (if your mailbox is still on the OLD server).
If your mailbox is on new server, use OUTLOOK.USI.EDU.
External Server is still blank

Changes you can make to Outlook Web Access/Ap (OWA)
By default OWA now sorts in what is called Conversation view. This is not familiar to many Outlook users. If you want to turn this off click on VIEW and then uncheck CONVERSATION. Basically conversation view sorts/groups messages with like subject line.
Some of the early adopters of Exchange 2010 OWA have noticed that their nickname/shortcut/most recently used addresses that show up when they start typing a name in the TO field, are gone. You will have to re-create this list by mailing to your contacts. As of right now, I don't have a way to recover these items.

Settings for Entourage
Click Entourage
Click Account Settings
Either click New, Exchange, or click the account you have already set up (to modify it)

Account Name – USI Exchange 2010 (or whatever you want to call it)
Name – Your spelled out name
e-mail address – your email address
Authentication
Account ID: first part of your email address (ie cschmitt)
Domain: usi.edu
Password: xxxxx

Choose to save password in keychain – if you so desire

Click the Advanced tab
Maximum number of results to return – 1000
Search base: (leave blank)
Exchange Server: https://outlook.usi.edu/EWS/exchange.asmx
Check – this server requires a secure connection (SSL)
UNCHECK - override

LDAP server: YAWIN2K2.usi.edu
CHECK This server requires me to log on
Uncheck – this LDAP server requires a secure connection (SSL)
CHECK override default LDAP Port - 389

** Clients that can autoconfigure - try to set up a new account, and give it email address and password - let it find the right servers to use. This should work for iphones and other newer clients. **

New link for Outlook WEB Access - which has been renamed to Outlook Web App - for those that care
https://OUTLOOK.USI.EDU

New OWA Link

Our Progress

2/9/2012 - Special thanks to our test group: Sylvia Dillworth, Koryn Parsons and the rest of the Admissions office, along with Career Counseling. Their mailboxes were moved to the Exchange 2010 server on 2/9/2012.

2/10/2012 - Certificate issues for OWA users off campus in the a.m. We are working to correct this with Globalsign. Everyone in the Admissions office was working fine this a.m. We had an exhausting day of figuring out certificates and DNS. Most of the issues we heard about were from off campus. OWA users. About 6% of the mailboxes moved at the end of the day today.

2/14/2012 - Most of the days issues were again with droid phones and off campus users. We worked on getting the backup job on the new server working correctly. About 7% of the mailboxes moved at the end of the day today.

2/16/2012 - Still finding people with smart phone problems. Worked on backup job today and Entourage settings. We moved a large group of mailboxes tonight. 26% of the mailboxes are on the 2010 servers. Work on the Cisco Unified messaging has picked up. Most of this is working except the headset light. More work on that tomorrow.

2/20/2012 - Lots of not-so-fun experiences with mail not flowing from inside out (even to @Mail.usi.edu), then not flowing between mailboxes on 2007 and 2010. Still working on getting all the settings correct for devices/systems that want to relay off the email servers. We decided to speed up the process to get rid of the 2007 servers. I adjusted the MOVE schedule for tonight to include a lot larger group. Tomorrow night we will get the cisco unity people - and then see who we have left to move.

2/21/2012 - We experienced a few issues today with Edge2. First there was no secondary DNS server listed. The second issue was that mail from the edge2 server was being blocked/hindered by the firewall. These issues were corrected. We also needed a way for some systems that relay mail off the exchange servers to by-pass the Barracuda load balancer. Examples are: www, banner reports, cognos reports to email, copiers that scan to email, library systems, IRwebsurveys... We set up a process - round robin in DNS - for this purpose. This method, along with IP restrictions in the receive connectors (on ex1 and ex2) should work for us. Tim did whatever he needed to do to coordinate the new Cisco Unified Messaging.

2/22/2012 - spent most of the day trying to get the KACE (Help desk software) working correctly with email. Also, discussing if we should allow all 10 dot addresses to relay email. We decided that only systems could relay mail - and others will have to authenticate. Also issues with cell phones, distribution list updates, blocked email. I added the names/domains to the allowed senders list on the new servers.

2/23/2012 - Still issues with some windows mobile phones, Kace problem remains. I have discovered the reason why the distribution list owners cannot update their groups, and I know how to fix it manually - but want to find a way to fix all of them with powershell. At noon, we had down time when the log files filled up. This is due to multiple reasons, one circular logging was not enabled (is now), and also the backup jobs that are supposed to purge the played logs are not fine tuned.

2/27/2012 - Found we needed an intermediate certificate on the load balancer - this allows the windows mobile devices to work. Also will allow driod users to NOT have to say <">ignore or accecpt all certificates<">. Still issues with owners of distribution lists not being able to update. Working on adding inside IP numbers to the receive connectors so that systems can relay mail. Looking through logs to find out who/what is still hitting the exchhub/exchmail. Deleted some of the mailbox databases from exchmail (old) and removed the Storage groups I left a few - but will get soon. Backup job is still having issues reaching the edge servers. For now, I will skip this part of the backup.

Upgrade approach
We will build the new Exchange 2010 servers and bring them online the week of January 30, 2012. The existing Exchange 2007 servers will continue to send/receive email. We will move some mailboxes to the new 2010 servers and test mail flow.

After we are confident that both old and new email systems are working together, we will start moving groups of mailboxes. We anticipate doing this by department (see tentative schedule below). All mailboxes will be migrated outside of normal business hours to minimize disruption as much as possible. Since the IT department is also in the progress of upgrading the Unity voice mail system (black Cisco phones), we intend to migrate the email accounts of Rolm phone/voicemail first.

How can you help?
Clean out your mailbox (inbox,sent, deleted...) - the less items we have to move, the quicker it will go.
Look at the schedule, and make sure that you have exited the Outlook program when you leave work the day your department or building is expected to migrate.

Contact the Infofmation Technology Help Desk at x1080 or IT@usi.edu if you have any questions or concerns. This will create a work ticket and document your issue.

Advantages of Exchange 2010

• We have increased the amount of hard drive space for the email servers. This will allow us to have larger mailboxes. Currently the system warns you when your mailbox reaches 200 MB. The new WARN limit will be 2GB (?).
• Improved support for mobile phones, for example Windows mobile devices and the Apple iPhone.
• The new version is faster, which you will notice particularly when you use Outlook: the message ‘Outlook is trying to connect to Exchange Server’ will occur much less often.
• We will have a highly available system (no downtime). Basically there will be a backup email server. If IT needs to apply patches to the mail server – they can do this, and reboot. The copy/backup server will stay up and serve mail during the reboot. When the backup/copy server is back operating the patches can be applied to the other servers.
• Outlook 2010 and webmail can provide mailtips when you compose an e-mail, warning you if the recipient is out of the office, that your distribution list is exceptionally large or that an e-mail address is invalid.
• The webmail page, Outlook Web Access, has more functionality than the previous version.
• The webmail page now also offers full functionality in other browsers than Internet Explorer, such as Mozilla Firefox, Google Chrome and Apple Safari. For other browsers there is a light version with less functionality.
• Exchange 2010 mailboxes will also be able to store up to 100,000 items per folder, up from 20,000 in Exchange 2007 and 5,000 in 2003.
• Exchange 2010 makes it easier to share your calendar with someone outside our organization

  How will you know if your mailbox has been moved?
  Sign on to Outlook Web Access (renamed Outlook WebApp). In the top left corner if it says Microsoft Web APP, you are on the new server. If it says Microsoft Web ACCESS, then your mailbox is on the 2007 (old) server.

  If you had a bookmark to the former Outlook web access, you should remove it and replace it with the new URL http://outlook.usi.edu

  Planned order of mailbox moves:

  Date	Department
  2/3/2012	Sample Generic and test accounts
  2/9/2012 evening	Career Counseling Admission Office
  2/10/2012 weekend	Business Office
  2/13/2012 evening	Career Services Registrar's Office
  2/14/2012 evening	Financial Aid Counseling
  2/15/2012 evening	Alumni & Volunteer Services Bookstore SODEXO
  2/16/2012 evening	Liberal Arts
  2/17/2012 Weekend	News & Info Publishing Children's Center Security Parking
  2/20/2012 evening	Physical Plant Fitness Center Athletics Physical Education
  2/21/2012 evening	Distribution Services Purchasing Business Affairs
  2/22/2012 evening	OPRA Graduate Studies President's Office Provost Office Govt. Relations
  2/23/2012 evening	Art Music & Theatre Residence Life Foundation ALL Health Professions Retirees Innov Point New Harmony Generic Accounts Board Members and Guest Accounts
  2/24/2012 weekend	College of Business IT Department Library
  2/27/2012 evening	College of Science/Math ED Building: Human Resources Travel Web Services Dean of Students ROTC SOCW Acad Skills Univ Div Educ & Human Services Honors
  2/28/2012 evening	Outreach and Engagement International programs Multicultural Center Student Development Any accounts not moved already

  Many handheld devices which access email may need to have changes made. Those will be documented here

  Many older version of Apple Mail and Entourage client will need to be upgraded/tweaked.

  Some Android clients MAY need to manually re-synch their account and/or delete and recreate their Exchange ActiveSync account

  Some versions of Android firmware may experience certificate errors. Should that occur Android device user may also need to "accept all SSL certificate" or disable "verify certificates" if prompted.

  Thank you for your patience as we work to complete the Exchange 2010 upgrade.