Medschl Migration to UIS Exchange Online FAQ

Introduction

A project has been initiated to migrate all Medschl mailboxes from the CSCS hosted email services to Microsoft’s cloud-hosted email platform called Exchange Online which is provided by UIS. The migration is scheduled for completion in 2023 when Microsoft will no longer offer support for the current mail services provided by CSCS.

The University has been running its own email system for numerous years which was previously called Hermes but this was retired at the end of 2021 and replaced by Exchange Online, the new University standard which all departments are required to adopt. The University is paying for Microsoft licences for all staff and students so it no longer makes economic sense to pay for a duplicate system and licensing at the Clinical School.

Frequently Asked Questions and Answers

You may note that there may not be answers for all of the items below. We are still working on some aspects of the migration and will update the FAQ as decisions are made and the information is available.

If you need to log an incident with the CSCS Service Desk with questions about the migration please go to our Self Service Portal and log a ticket using this link: https://itsupport.medschl.cam.ac.uk/HEAT/?Scope=SelfService&CommandId=NewServiceRequestByOfferingId&Tab=ServiceCatalog&Template=5CDE0D700E764551A7D858CC98543FE3

 

Migrations started in Q1 2023 with an estimated completion by autumn 2023. Each person will be notified at least 3 days before their mailbox is scheduled to be migrated. Large departments schedule can be found here: https://cscs-itsupport.atlassian.net/wiki/spaces/FAQ/pages/274858085

Migrated means that your mailbox has been moved to Exchange Online. When this happens you will be sent an email like the one below. From that point on you will go to https://outlook.office.com to send and recieve email. All of your old messages and calendar items may not have been moved at this point so if you are missing any old messages, go back to https://webmail.medschl.cam.ac.uk to find them. You should not try to send anything from medschl however.

 

Some people with especially large mailboxes will have older email copied from medschl into Exchange Online before they are actually migrated. Do not delete or organise these messages. Your medschl email address will NOT be moved until you are advised that it has been so any email sent before that from Exchange Online will be from your @cam email address.

During the migration:

After the migration: You will continue to contact the Clinical School Computing Service for support. UIS does not provide end user support.

No, we will transfer the @medschl.cam.ac.uk domain over as part of the migration so that you can use either @medschl.cam.ac.uk or @cam.ac.uk email addresses to receive email into the same mailbox.

Your mailbox and all of its sub folders, calendar, contacts, and notes will all be moved to Exchange Online.

The following addresses will also be migrated:

If your address is not shown here, please log a ticket with the CSCS Service Desk to find out if it too will be migrated

Exchange Online does not have a Public Folder function. Calendars using Public Folders have been moved to a shared mailbox.

No, you should continue to use NHS mail for any confidential patient information.

If you have accessed your email via the web address https://webmail.medschl.cam.ac.uk/ then after you have been migrated, you will instead need to connect via https://outlook.office.com/, login and select Outlook.

You will only be able to access https://outlook.office.com/once your email has been migrated. Migration information for each medschl mailbox will be provided at a later date.

  • More enhanced collaboration features

  • Easy task creation from Email to a ToDo item

  • Integration with MS Teams and MS Office which will enable new features, including being able to schedule MS Teams meetings much easier from within Exchange Online.

  • Increased amount of storage (see next question)

  • The use of Focused Inbox

There is a 100GB limit on Exchange Online mailboxes and you can have 1 million email items. Specific details from Microsoft can be found here - https://learn.microsoft.com/en-us/office365/servicedescriptions/exchange-online-service-description/exchange-online-limits#mailbox-folder-limits - we mostly have E3/E5 licenses.

Sending limits are:

  • 2,000 external recipients per hour

  • 4,000 internal recipients per hour

  • 6,000 total recipients per 24 hours

 

No. There is not a self service option.

You need to be using Outlook 2019, 2021 or Microsoft / Office365. If your computer is supported by CSCS and is not on the latest version we will be in touch with details on how to upgrade it.

We have a guide on how to check the version & how you can manually update it if you want to do it yourself:

If your computer is not new enough to be compatible with these versions of Outlook you will need to use webmail until you have a new computer capable of running the minimum version.

For other email clients, see https://help.uis.cam.ac.uk/service/collaboration/365/exchange-online/how-access-your-mailbox/set-thunderbird-exchange-online

For unsupported devices, please see the UIS instructions on installing Microsoft / Office365 here: https://help.uis.cam.ac.uk/service/collaboration/365/office

Meeting rooms have been moved to Booker which is the University’s resource booking system. See https://cscs-itsupport.atlassian.net/wiki/x/AQA1Aw for more details.

You will log in to Exchange Online using your Raven username and password. As with other University services using Raven, you will be prompted for your Multi Factor Authentication (MFA). See https://cscs-itsupport.atlassian.net/wiki/x/5QJGAQ for information on setting up MFA.

No

If you frequently use the drop down list of email addresses in your email application, these are not backed up and will be lost following migration (similarly, if you changed computer they would be lost).

This drop-down list is called the AutoComplete list, but is also known as the nickname cache, and is generated automatically when you send email messages from Outlook. Please note, the AutoComplete list for Outlook is specific to Outlook and is not shared with Outlook on the web.

If you do have an Autocomplete List in frequent use and do not want to loose those email addresses, we advise reviewing your list and saving them to your Outlook Contacts. You can follow this guide https://cscs-itsupport.atlassian.net/wiki/spaces/FAQ/pages/96993572 for information on how to find and save them.

There are several places that email addresses are saved in Outlook and Exchange.

Outlook contacts: are part of your mailbox and will be moved. See this page to find your contacts:https://support.microsoft.com/en-us/topic/open-and-use-all-contacts-1030e404-8433-42ad-81b3-1ba496278c8e

Global Address book: these are all the email addresses included within your email system. You can find them by clicking on Address Book in the Outlook ribbon. One you have moved to Exchange Online the list that you see will be very different as it will include all of the University of Cambridge email addresses in the Exchange Online system.

Autocomplete records: is a list that gets saved whenever you type in an email address and they will NOT be migrated automatically. See our page for advice on what to do if you need to keep some of these addresses: https://cscs-itsupport.atlassian.net/wiki/spaces/FAQ/pages/96993572

Distribution lists: will need to be recreated with a new name that fits within UIS naming conventions. We will provide further guidance once further analysis has been done to identify which need to be moved and how to name them.

Rules will need to be manually recreated. Here is the guide on how to do that - https://cscs-itsupport.atlassian.net/wiki/spaces/FAQ/pages/133693453 .

The Exchange Online calendars integrate really well with MS Teams so you can see your personal calendar, and book meetings (see https://support.microsoft.com/en-us/office/schedule-a-meeting-in-teams-943507a9-8583-4c58-b5d2-8ec8265e04e5).

You can publish a calendar so others can view your free/busy time from outside the University, removing the need for Doodle polls (see https://cscs-itsupport.atlassian.net/wiki/spaces/FAQ/pages/76120319) .

No, as your email address does not change, any email being forwarded to that email address should not be affected.

Mail forwarding to @cam will be removed as part of the migration. It is not clear at this time if all forwarding (e.g. to Gmail) might also be removed but this will be tested during our pilot phase in February.

It is not clear at this time if this will be possible and investigation is on-going but this will be tested during our pilot phase in February.

Permissions need to be transferred manually and mailboxes will be migrated in small groups, so it is possible that you lose access during the migration process. Requests can be made to the Service Desk to add any missing permissions.

Exchange Online mailbox permissions are done at a very high level - you grant other users full access to your mailbox and calendar. If more nuanced permissions are required you will need to set it up on your mailbox by following this Microsoft guide - https://support.microsoft.com/en-gb/office/allow-someone-else-to-manage-your-mail-and-calendar-41c40c04-3bd1-4d22-963a-28eafec25926#__toc305134741

You will need to recreate your blocked senders in Exchange Online by following this guide - https://cscs-itsupport.atlassian.net/wiki/spaces/FAQ/pages/134119485

Yes, it should reduce the number of nuisance email you receive. Spam, phishing and malware such as viruses are a perennial danger where anyone is using email. Exchange Online includes multi-layered filtering against spam and phishing emails, which multiple anti-malware engines identifies and blocks virus attacks. All of these defences are constantly updated which means they provide an effective guard against the latest threats before they even reach your inbox.

If you do have any concerns regarding spam, phishing or malware then you should continue to report then to the CSCS Service Desk.

The limits are now increased to a maximum of 6000 emails sent per 24 hours. (With a limitation of 2000 external and 4000 internal emails sent per hour)

There is a restriction set on the Outlook client where it can only send to a maximum of 500 recipients at a time per individual email sent, you can get round this by using distribution lists (counts as one recipient and is the recommended method), dividing the sending into batches, or using a client like mail merge

If you receive an email from “quarantine@messaging.microsoft.com” with the subject “Microsoft 365 security: You have messages in quarantine” this is part of the Exchange Online Protection. There is more information on the UIS Help Page here: https://help.uis.cam.ac.uk/service/collaboration/365/exchange-online/security-and-policies/quarantined-messages
An example message:

Example Quarantine Message

If you do not recognise the sender, please exercise caution if you decide to release the message.

If significant volumes of mail are duplicated, please contact CSCS using the chat or telephone number on our support page: https://exchangemigration.cscs.medschl.cam.ac.uk/

Exchange Online does NOT support Mac Mail so you will need to use Outlook or webmail.

Sending email – make sure that you use the person’s medschl address.  If you look for them in the Global Address List you will probably find a match, but it may be using their cam mailbox and not medschl. If so, if you do not know if they are forwarding email or checking cam regularly better to address it to the medschl address by typing the whole email address in the to field.

Calendars – You can simply send a meeting invitation to a colleague using their medschl email address. You will not be able to see their calendar availability, however. To do that you will need to log into the CSCS webmail system to check their calendar – https://webmail.medschl.cam.ac.uk  

Shared mailboxes – to access a shared mailbox you will need to log into the CSCS webmail system – https://webmail.medschl.cam.ac.uk  

Sending email – no change needed. If you email a migrated person at either medschl or cam email address, it will arrive to the same mailbox

Calendars - You can simply send a meeting invitation to a colleague using either a medschl or a cam email address. You will not be able to see their calendar availability, however. To do that you will need to log into the Exchange Online webmail system to check their calendar – https://outlook.office.com

Shared mailboxes - to access a shared mailbox you will need to log into the Exchange Online webmail system https://outlook.office.com