Calendar/Email Update – Only One Week to Go

[Oct. 15, 2012] We are now only one week away from the launch of the new calendar/email system. You will receive email later this week with details on how to access the new system.

What to Expect on Launch Day

As previously communicated, we will be migrating staff email to the new Exchange environment starting on the evening of Friday, October 19. Initially, we will be migrating the last 6-months of each user’s email. By Monday October 22, you will access your mail through the new environment. The rest of the email will be transferred to the new system throughout the launch week. We expect that all email will be available in the new environment by Friday, October 26.

Some things to note:

• Any colour codes/message flags you have applied to messages or folders will not carry over to the new system.
  
  What to do to prepare: by end of business day Friday October 19th, jot down the colour codes you have used so you will easily be able to recreate them in OWA or the Outlook client.
  
  
• Any message rules (filters) that you currently use will likely have to be re-created or modified.
  
  What to do to prepare: by end of business day Friday October 19th, make a copy of the current message rules (filters) you use. This can easily be done using the Snipping Tool in Windows, or using the Grab app on an Mac.
  
  
• Personal distribution lists and contacts (address books) will have to recreated.
  
  What to do to prepare: by end of business day Friday October 19th, jot down or copy the personal distribution lists and non-Sheridan personal contacts you have used so you will easily be able to recreate them in OWA or the Outlook client.

As we cannot transfer calendar data to the new environment, any calendar entries you have will have to be re-created in the new environment. To avoid confusion, please only re-create appointments for entries where you were the originator of the meeting. Sheridan will officially switch to Exchange calendar as the default calendar on November 5, 2012.  Oracle calendar will be the authoritative calendar until November 4.

Some users have been wondering why we can’t migrate their Oracle calendars to our new Exchange environment. Further explanation as to why this is problematic is available here.

Use OWA for Quick, Hassle-Free Access to Your Email

If you’re just looking for quick access to your email without setting up a client right away, we strongly recommend that you use the Outlook Web App (OWA). Simply launch a web browser and login with your Sheridan user name and password. OWA will be accessible via AccessSheridan and you will receive instructions via email later this week on how you can access OWA directly.

Support and Training

During the initial launch period we expect users will have many questions. IT staff and other experts will be available in faculty offices and administrative areas during launch week to help address users’ concerns directly.  Configuration guides for recommended software clients and support resources are also available.

Calendar Training for Administrative Assistants

Training sessions have been setup for administrative assistants and other users who manage calendars on behalf of someone else. If you did not receive an email invitation but would like to attend one of the sessions below, R.S.V.P. via email to Alexander Reginato at alexander.reginato@sheridaninstitute.ca. Spaces are limited. Session details are as follows:

• TRAF: Wednesday, October 17 at 10 a.m. in room C147
• HMC: Thursday, October 18 at 10 a.m. in the Colab

Questions or Concerns?

If you have any questions or concerns, send email to emailproject@sheridanc.on.ca.

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