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Last Updated 7/30/09

Overview: Information Technology Services is migrating the LU e-mail server to Microsoft Exchange Server 2007. The new program for both e-mail and calendaring functions is Outlook 2007 (or Entourage for Macintosh users). Webmail will be replaced with a web-based e-mail client called Outlook Web Access (OWA), which functions much like the Outlook program. This change will affect students, staff, and faculty in different ways.

• Students: After the migration is complete, students will need to use the new webmail system to access e-mail. Click here to access webmail. ITS strongly recommends that students use webmail. If you prefer to redirect your Lawrence e-mail to another e-mail account (such as G-Mail) you can do so with these instructions. **Important note: Redirection will NOT allow you to see or reply to recipients of a received e-mail message other than yourself. This is one reason why ITS specifically recommends webmail.

• Staff: After the migration is complete, staff will be using Outlook 2007 (on Windows) and Entourage (on Macs). These programs will replace Thunderbird, Mac Mail and Meeting Maker. To start Outlook 2007 on a Windows computer, please go to the Start Menu, Programs and look for the Outlook 2007 icon. You will also want to check out Getting Started with Windows Outlook.

• Faculty: For many of you, the e-mail change will occur in two phases:
  1. After the server migration is complete:
     • Windows Users - If you have a Windows computer check and see if your computer has Outlook 2007 installed by going to the Start Menu, Programs and look for the Outlook 2007 icon. Click on the Outlook 2007 icon to start the program. If your computer DOES have Outlook 2007 installed, you will also want to check out Getting Started with Windows Outlook.
     • If you have a Mac, or your Windows computer does NOT have Outlook 2007 installed, you will need to use Webmail, Thunderbird or Mac Mail to access e-mail. ITS recommends that you use webmail. If you wish to continue using Thunderbird or Mac Mail for the time being, you will need to make some changes to your e-mail program settings before you will be able to access e-mail.  ITS has prepared step by step conversion instructions to help you make these changes: Conversion Steps for Mac Mail Users or Conversion Steps for Thunderbird Users. 
     • If you use an e-mail client from home, you will need to make configuration changes to your e-mail program before you will be able to access your e-mail on the new system.  Please click here for instructions.  ITS strongly encourages you to use webmail instead of another e-mail application at home (it is easier and more secure!).
     • If you would prefer to redirect your Lawrence e-mail to another e-mail account (such as G-Mail) you can do so with these instructions. Important note: This option will NOT allow you to see or reply to recipients of a received e-mail message other than yourself. This is another reason why ITS specifically recommends webmail.
  2. If your computer has not yet been upgraded with Outlook 2007 or Entourage then ITS will be contacting you later this summer to schedule your office computer for the upgrade to the new client software. At that time, we will forward a new checklist to you.

Getting Started: Please see the appropriate Getting Started with Windows Outlook or Getting Started with Mac Entourage sections below for useful information on importing contacts and calendar items, setting up a vacation message, and creating a signature file.

Training: ITS will provide group training sessions in the new programs once the campus upgrade is complete. Look below for scheduled ITS training dates. In addition, you can access online Microsoft training links here (clicking this link will redirect you to another web page).

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FAQ: E-mail in Outlook and Entourage

1. When the migration takes place, will my e-mail messages and my saved message folders be transferred?
   Yes, your e-mail messages and your network folders (those folders located under mailhub.lawrence.edu) will be transferred automatically. Please note that any local folders you may have created will not be transferred. (Although ITS does not recommend the use of local folders because they are not backed up by the network, we understand that some users have created local mail folders.) Users will need to move local folders into the group of network folders prior to the migration, if they would like these messages to be transferred to Outlook or Entourage.   

2. Will my e-mail address change?
   No, your LU e-mail address will remain the same.

3. Will my Address Book/Contacts be copied into Outlook or Entourage?
   No, the contents of your Address Book/Contacts will not be transferred automatically. Users will need to manually export contacts and import those into Outlook or Entourage.
   
   
4. Will my personal e-mail lists be copied into Outlook or Entourage?
   No, personal e-mail lists will not be transferred automatically. Users will need to note who is in a personal list and manually recreate that list in Outlook or Entourage after importing contacts. (See the Outlook or Entourage instructions below.)

5. Will the Rules I created be transferred?
   If you have created any rules within Thunderbird or Mac Mail, these are local settings which will not be transferred to Outlook or Entourage. Please make note of your rules and recreate them in Outlook or Entourage.

6. Do I have to switch e-mail clients – can I continue to use Thunderbird or Mac Mail?
   Eventually, all faculty and staff will either be using Outlook or Entourage. Thunderbird will be supported temporarily for Windows users who have not yet been upgraded to Office 2007. Mac Mail will be supported temporarily for Mac users who are currently not using the Meeting Maker calendaring program.

7. Can I continue to use Webmail to access my e-mail via the internet?
   The Webmail you are currently familiar with will no longer be available, but it will be replaced with another web-based e-mail client that comes with the Exchange Server. The new client is called Outlook Web Access, or OWA, and it offers numerous additional features over the old webmail system. OWA functions much like the Outlook program. Access the program from any computer with internet access and a web browser at http://webmail.lawrence.edu.

FAQ: Calendaring in Outlook and Entourage

1. When the migration takes place, will my meetings in Meeting Maker transfer to Outlook or Entourage?
   No, Meeting Maker meetings and activities will not be transferred automatically. Users will need to manually export calendar data and import that data into Outlook or Entourage. (See instructions below.)

2. When will Meeting Maker expire?
   Meeting Maker is set to expire for Lawrence University on July 31, 2009. This will provide users with ample time to manually transfer calendar data.

3. Will I need to notify outside contacts of the change to Exchange?
   For the most part, the migration will be transparent to your contacts. However, if you previously sent Meeting Maker notices to contacts outside of Lawrence, you will need to contact them via another means to schedule appointments in the future. Outlook 2007 will not allow users to create meetings with individuals outside of our organization.

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Getting Started with Windows Outlook

Revise shortcuts | Signature File | Vacation Message | Exporting/Importing your Address Book | Exporting/Importing your calendar

Revise shortcuts:

Remove Thunderbird shortcuts from the desktop and in the taskbar: (to do after July 6)

1. Right-click on the shortcut.
2. Select Delete.

Create Outlook shortcut on the desktop: (to do after July 6)

1. Go to Start-Programs-Microsoft Outlook 2007.
2. Right-click on Microsoft Outlook 2007.
3. Select Create Shortcut.
4. Drag shortcut icon for Outlook to the desktop.

Create Outlook shortcut in the taskbar: (to do after July 6)

1. From the desktop, drag the icon to the taskbar and release where desired.

Create a Signature File: (to do after July 6)

1. On the Tools menu, click Options.
2. Click the Mail Format tab.
3. Click the Signature button. The Signatures and Stationary window will open.
4. Click New, and type a name for this Signature (such as “primary signature”).
5. Under the heading, Edit Signature, type and format your preferred signature text.
6. Click ok.

Create a Vacation Message: (to do after July 6)

1. On the Tools menu, click Out of Office Assistant.
2. Click Send Out of Office auto-replies.
3. Select the Only send during this time range check box to schedule when your out of office reply is active. (If you do not specify a start and end time, auto-replies will be sent until you click Do not send Out of Office auto-replies.)
4. On the Inside My Organization tab, type the response that you want to send while you are out of the office. To send auto-replies to people outside of Lawrence, continue with steps 5 and 6.
5. On the Outside My Organization tab, select the Auto-reply to people outside my organization check box, and then type the response that you want to send while you are out of the office.
6. On the Outside My Organization tab, click My Contacts only or Anyone outside my organization to specify the people to whom auto-replies are to be sent.

Address Book - Contacts (Export from Thunderbird, Import to Outlook):

Step 1: (this can be done before or after the e-mail conversion)

1. Open Thunderbird.
2. Open the Address Book.
3. Select Tools and then Export.
4. Type a name for the file (such as MyContacts).
5. Change the Save as Tile Type to Comma Separated.
6. Choose a save location (such as the Desktop).
7. Click Save.

Step 2: (to do after July 6)

1. Open Outlook.
2. Go to File, then Import and Export.
3. Select Import from another program or file.
4. Click Next.
5. Select Comma Separated Values (Windows)
6. Click Next.
7. Select the destination folder, Contacts.
8. Click Next.
9. Map Fields if necessary.
10. Click Finish.

Calendar (Export from Meeting Maker, Import to Outlook):

Step 1: (this can be done before or after the e-mail conversion)

1. Open Meeting Maker.
2. Go to File and Export as ICalendar by Date…
3. Select your preferred date range and Export single file.
4. Click OK.
5. Save the file to the Desktop.
6. Close Meeting Maker.

Step 2: (to do after July 6)

1. Open Outlook.
2. Go to File, then Import and Export.
3. Select Import an iCalendar (.ics) or vCalendar file (.vcs).
4. Click Next.
5. Locate the MMCalendar.ics file on your desktop.
6. Click OK.

• Important Note: Meeting Maker Banners will NOT be exported. If you currently use the Banner feature in Meeting Maker, you will need to recreate those Banners as All Day Events in Outlook.

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Getting Started with Mac Entourage

Signature File | Vacation Message | Exporting/Importing your Contacts | Exporting/Importing your calendar

Create a Signature File: (to do after July 6)

1. On the Tools menu, click Signatures...
2. Click the green circle with plus sign to create a new Signature.
3. Type a name for this Signature (such as “primary signature”).
4. Type and format your preferred signature text.
5. Click the red circle in the upper left corner of the signature window to close.
6. Click Save.
7. Repeat to create a secondary signature or close the signature window.

Create a Vacation Message: (to do after July 6)

1. On the Tools menu, click Out of Office...
2. Click Send Out of Office messages.
3. Select the I am out of the office between check box to schedule when your out of office message is active. (If you do not specify a start and end time, messages will be sent until you click Do not send Out of Office messages.)
4. Type the message that you want to send while you are out of the office. To send messages to people outside of Lawrence, continue with steps 5 and 6.
5. Select the Send replies to people outside my company to: check box.
6. Click Address Book Contacts only or Anyone outside my company to specify the people to whom auto-replies are to be sent.
7. Type the response that you want to send while you are out of the office.
8. Click ok.

Contacts (Export from Mac Address Book, Import to Entourage):

Step 1: (this can be done before or after the e-mail conversion)

1. Open Address Book.
2. Click on All (in the left column).
3. Go to File, then Export, then Group vCard.
4. Save the vCard to the Desktop.

Step 2: (to do after July 6)

1. Open Entourage.
2. Click the Address Book icon in the upper left corner.
3. Drag the vCard file from your desktop to the Contacts window.

Calendar (Export from Meeting Maker, Import to Entourage):

Step 1: (this can be done before or after the e-mail conversion)

1. Open Meeting Maker.
2. Go to File and Export as ICalendar by Date…
3. Select your preferred date range and Export single file.
4. Click OK.
5. Save the file to the Desktop.
6. Close Meeting Maker.

Step 2: (to do after July 6)

1. Double-click the MMCalendar.ics file on your desktop.

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Conversion Steps for Thunderbird Users (to do on/after July 6)

1. Open Thunderbird
2. Cancel Password Prompt(s) or any prompts that appear.
3. Go to Tools-Account Settings.
4. On the left side select Server Settings.
5. Change the Server Name to "mail.lawrence.edu"

1. Select "TLS" under Security Settings.
2. Check "Use Secure Authentication."
3. From the left side, select "Outgoing Server (SMTP)" (way at the bottom).
4. Click Edit from the right side.
5. Change Server name to mail.lawrence.edu.
6. Change the port to "587."
7. Check the box under Security and Authentication and enter in your network Username in the User Name field.
8. Select "TLS" under Use secure connection.
9. Click OK. Also click OK to any warning messages.
10. Click the Get Mail icon and log in at password prompt.
11. Go to File-Subscribe.

12. Place a checkmark on all folders, including subfolders.

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Conversion Steps for Mac Mail Users (to do on/after July 6)

1. Open MacMail.
2. In the Toolbar, go to Mail, then Preferences.
3. Click Accounts in the top toolbar.
4. Under the Account Information tab, change the Incoming Mail Server from mailhub.lawrence.edu to mail.lawrence.edu.
   
   
   (OS 10.5 users)
5. Next to Outgoing Mail Server (SMTP), select the drop-down menu listing Lawrence Server (or it may read Lawrence Mail).
6. Select Edit Server List. Change the Server Name from mailhub.lawrence.edu to mail.lawrence.edu.
7. Click on the Advanced Tab. Check the box next to Use default ports.
   
   (OS 10.4 users)
5. Next to Outgoing Mail Server (SMTP), click on Server Settings.
6. Change the Outgoing Mail Server from mailhub.lawrence.edu to mail.lawrence.edu.
7. Set Server Port to 587.
   
   

8. Check the box next to Use Secure Sockets Layer (SSL).
9. Next to Authentication, select password.
10. Enter your network username and password (if necessary).
11. Click Ok. This window will close.
12. Click on the Advanced tab
13. Click the “Use SSL” checkbox.  This should change the port number to 993.
14. Close the Accounts window and save.
15. Right-click (Ctrl + click) on Inbox, and a menu will appear.
16. In that menu, click Synchronize (the actual text may be Synchronize Lawrence Email, or Synchronize Folders).

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Training Information

Outlook Demos: A sneak peak of Outlook and some of the features you will soon be able to use.  

Monday, June 29 at 9:00 a.m.
Thursday, July 2 at 10:00 a.m.

The Basics of Outlook: This session is ideal for individuals who have not used Outlook before and would like hands-on instruction pertaining to...

• creating and responding to e-mail messages
• organizing, searching  for, and categorizing mail
• creating appointments and all-day events
• creating and responding to meeting notices
• creating contacts and editing contact information
• creating tasks and follow-up reminders

Wednesday, July 8 at 8:30a.m.
Wednesday, July 8 at 1:30p.m.
Thursday, July 9 at 8:30a.m.
Thursday, July 9 at 1:30p.m.
Friday, July 10 at 8:30a.m.
Tuesday, August 4, from 1 - 2p.m.
Thursday, August 6, from 9 - 10a.m.
Tuesday, August 11, from 9 - 10a.m.
Thursday, August 13, from 9 - 10a.m.
Monday, August 17, from 1 - 2p.m.
Thursday, August 20, from 9 - 10a.m.

The Basics of Entourage:

Session dates and times coming soon. Please check back.

Training will be held in the ITC (Library, Room 214). These will be open sessions, so reservations are not necessary.

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