Information Technology will begin moving email accounts to new server in April
In April the City will begin moving some departments’ email accounts from the old version of Outlook Exchange to a newer version. The transfer is needed because the City is upgrading from Microsoft Exchange 2003 to Microsoft Exchange 2010. (This is the system that stores and controls all of the City’s email, calendar, tasks and contact information.) Because employees’ desktop Outlook email communicates with Exchange on the server, it’s necessary to move employees’ email and calendar information to Exchange 2010.
Information Technology (IT) staff have been testing the upgraded system for the past several weeks to ensure that the emails can be sent and received, and meetings and contacts are transferred.
IT staff anticipate moving email accounts in phases. The first phase is tentatively scheduled for April 10 and involves these departments: Assessor, Communications, Human Resources, Intergovernmental Relations, and Neighborhood and Community Relations. To see the tentative migration schedule for other departments, visit IT’s CityTalk web page.
Benefits of the newer Outlook version
The newer version offers several advantages, including:
- A bigger email box (5 gig).
- A new out-of-office feature that allows you to send two different out of office messages — one to external emails and another one to internal emails.
- Employees who view their City email from a location outside their office will notice that their Webmail looks more similar to the view they see on their office computer.
- State-of-the-art software that provides faster and more efficient service.
What do I have to do?
You’ll receive an email notifying you of the coming migration and giving you brief instructions to follow. For a few hours during the nighttime migration, you won’t be able to send or receive emails; however, Word and other computer programs will still be available.
If you synch your email and calendar to an iPad or smartphone, you will need to reset the link between your personal device and the City’s system after your email migration has been completed.
As always, it’s a good idea to periodically clean out your email by:
- Saving emailed attachments to a folder and then deleting the email.
- Deleting old emails from your Mailbox that are no longer needed. (Be sure to take care of emails in your Inbox, Sent Items and Deleted Items mailbox folders.) If deleting isn’t an option, move the email to either an Email folder or Word folder.
- Update your contact list by removing outdated contacts you no longer use.
Published Mar 28, 2012