Faculty and Staff Email System (FAQs)

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Project overview

One of Department of Information Technology's most important goals this year was to migrate from our current email system iPlanet to a new one. In November 2006, DoIT conducted a review of the two most popular platforms out there – IBM Domino and Microsoft Exchange. We invited representatives from both companies for presentations to the Technology Advisory Committee (TAC). TAC was engaged in what features are important from their perspective. These presentations were well received by the committee. More


Exchange Frequently Asked Questions (FAQs)

Table of Contents

1. General FAQ
2. Accessing Email on Exchange
3. Contacts and Addresses
4. Calendaring
5. Vacation messages and signatures
6. Mobile Devices


General FAQ
Why is the college Migrating email systems?
Who is being migrated?
How was it decided to migrate to Microsoft Exchange?
What is the difference between Microsoft Exchange and Microsoft Outlook?
When will I be migrated to Exchange?
Will I lose emails? How about my contacts and other settings?
Will my Netscape emails be moved?
How long does the migration take?
What should I expect the day of the migration?
Why do I need to provide my email password?
Do I have to sit through the entire migration?

Why is the college Migrating email systems?
The present email system does not possess the level of functionality required to meet the College’s need including integrated calendaring, support for mobile devices and full featured web access.

Who is being migrated?
Initially all faculty, staff and students where part of the migration process. Presently CUNY Computer Information Services (CUNY-CIS) has a competing project to centralized student email called Live@JohnJay which has shifted the focus of this project to faculty and staff only.

How was it decided to migrate to Microsoft Exchange?
The college Technology Advisory Committee (TAC) composed of faculty and staff members came to that decision late in 2006. Overall a number of factors including cost, the ability to integrate with the rest of the College systems and usability all weighed heavily into the decision to go with the Microsoft solution.

What is the difference between Microsoft Exchange and Microsoft Outlook?
Microsoft Outlook is the mail client or software you use for email, appointments, tasks, etc…
Microsoft Exchange is the messaging server in the background that facilitates these services.

When will I be migrated to Exchange?
To date the migration is over 80% complete and will continue until each member of the campus is migrated. DoIT is continuing to reach out to unmigrated faculty and staff members. If you are not on the new system we request that you contact the DoIT Helpdesk immediately at 212-237-8200 to schedule a migration.

Will I lose emails? How about my contacts and other settings?
No. In order to insure that the migration of each individual’s mailbox goes smoothly with minimal interruption, this project is being approached one user at a time.  Local and server based messages and Lotus Organizer calendars will all be migrated to the new platform.

Will my Netscape emails be moved?
If you request your Netscape messages will be migrated. When you are contacted or open a work order to be migrated to the new system a DoIT representative will ask if you prefer to have your Netscape mail migrated.

How long does the migration take?
The migration varies depending on the type of email user. It can take from 30 minutes to four hours to complete. For example, a web only user (http://email.jjay.cuny.edu/) who does not use a Blackberry or Lotus Organizer takes very little time while Netscape users require a two step process that can be quite lengthy.

What should I expect the day of the migration?
The migration can require one or two steps; a common initial step to move you from the old system to the new system and a potential second step for users that read email with a machine based email reader (i.e. Outlook, Entourage, Netscape, etc...) For email users that fall into this category and want to use Outlook, a second step involving a visit from a member of DoIT is required.
It should be noted that as soon as step one is completed, you can access your email from https://webmail.jjay.cuny.edu/owa
Username : your full email address (i.e. helpdesk@jjay.cuny.edu)
Password : "jj" and the last four digits of your social security number (i.e. jj1234)

Why do I need to provide my email password?
Your email password is not required to move your mail.  However, be advised that if you choose not to provide your email password DoIT will reset your password and migrate the mail if you are absent on the day of the migration. By providing the password DoIT staff will be able to migrate your email without interrupting your access to email.

Do I have to sit through the entire migration?
No! However you are required to be provide key information concerning how you use email, updated contact information for your Global Address List entry and to furnish a email password.
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Accessing Email on Exchange

What mail clients are supported? Can I continue to use Netscape?
Will there be IMAP and POP3 access?
How do I access Outlook?
What is my username and password?
How do I access email from the web once I am migrated?
How much space will be provided to Faculty and Staff?
How do I send an email from Microsoft Outlook?
How do I forward email to my personal account?

What mail clients are supported? Can I continue to use Netscape?
The college is going to support Outlook 2007, Entourage, and Outlook Web Access (OWA). Netscape is no longer supported.

Will there be IMAP and POP3 access?
Yes! In May of 2008 IMAP and POP access were enabled on the system to provide the campus community with a wider range of options. POP and IMAP servers are accessible by configuring your prefered mail client or mobile device to use imap.jjay.cuny.edu or pop.jjay.cuny.edu.

How do I access Outlook?
Start programs, Microsoft Office, Microsoft Outlook 2007:


What is my username and password?
It is your “username@jjay.cuny.edu” email address and the password you use to login to your desktop machine (a.k.a. your John Jay Net Password). If you have multiple John Jay email addresses this is the name you use to login to your office machine will be used for the username.

How do I access email from the web once I am migrated?
Open a web browser to http://webmail.jjay.cuny.edu/owa, login with your email address and password and follow the prompts.


Note: Selecting "This is a public or shared computer" will result in you being logged out if you do not send an email every 30 minutes.
Additionally the Outlook Web interface does not support commas between multiple email addresses, but instead makes use of semi-colons. For example:
"To: helpdesk@jjay.cuny.edu , onestop@jjay.cuny.edu" fails
"To: doitrocks@jjay.cuny.edu ; library@jjay.cuny.edu" succeeds

How much space will be provided to Faculty and Staff?
Each faculty and staff member will receive approximately 500 Mb of email space.

How do I send an email from Microsoft Outlook?
Simply select mail on the left hand panel in Outlook and OWA and click “new”.
Select “Mail”:


Click “New”


How do I forward email to my personal account?
Due to system limitations this has to be done through a work order. Contact the Helpdesk at 212-237-8200 or helpdesk@jjay.cuny.edu to request your email be forwarded. If you send an email to the helpdesk be sure to include your personal email address for faster service. DoIT is continuing to look into providing a self service forwarding method for faculty and staff members
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Contact and Addresses

What is going to happen to my Netscape and Lotus Organizer contacts?
What is the GAL?
Can I update the GAL?
How can I search the GAL?

What is going to happen to my Netscape and Lotus Organizer contacts?
They will be integrated into your exchange account and accessible from Outlook, OWA, Entourage and your mobile wireless devices.

WHAT is the GAL?
The Global Address List or “GAL” for short is a College wide shared directory in Exchange that provides all faculty and staff names, titles, email addresses, telephone numbers and room numbers for the Campus.



Can I update the GAL?
No! The GAL is managed centrally by DoIT. If you see a mistake in the GAL please contact the DoIT helpdesk at x8200 to request the change. However, you do have a personal address book in addition to the GAL that is yours alone. It is opened by selecting “Contacts” on the left hand pane in Outlook and Outlook Web Access. Once opened you can create and edit contacts. This will automatically synchronize with your wireless handheld device. To open your contacts click the following:


How can I search the GAL?
In Outlook enter the name where it says “search address books” or simply hit “Control-Shift-B” at the same time. In OWA simply fill in the name of the person in “find someone” box on the top of the screen. Outlook:



Outlook Web Access:     

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Calendaring

Our office uses Lotus Organizer. How does Exchange work with Lotus?
What about old entries in our Lotus Calendar?
Is it possible to hide private items in Exchange?
How do I schedule a meeting?
Can someone else view my Calendar? Is it possible to use one calendar for the entire office?
How do I open a Shared Calendar?
What else can be shared from within Exchange?

Our office uses Lotus Organizer. How does Exchange work with Lotus?
Exchange has its own calendaring system that is integrated within Outlook, OWA and Entourage. As this calendaring system integrates with mobile devices and can be shared across users, the college is migrating away from Lotus.

What about old entries in our Lotus Calendar?
If it is a requirement to move all items, the Department of Information Technology will export and move the contents of Lotus to Exchange in a shared Departmental calendar.

Is it possible to hide private items in Exchange?
Yes! When an item is created (Task, appointment, etc…) you have the ability to mark it as private. To make something private click the lock:


How do I schedule a meeting?
Select your Calendar on the left hand pane:



Select new in the upper left hand corner:



Fill in the details and select the attendees.


Can someone else view my Calendar? Is it possible to use one calendar for the entire office?
By default all users can see the availability of others. If you require another campus member to schedule a meeting for you or you need to share a common schedule in an office you can request an additional calendar or share your individual one. To request a common calendar contact DoIT. To share an individual’s calendar: Select Calendar on the left hand pane:



Then select” Share my Calendar…”:


How do I open a Shared Calendar?
Select File Open, Other User’s Folder or Calendar:



Select Calendar:



Type in or search for the name of the person whose calendar you have access to open. When selected you will notice it opens side by side with your own calendar. At this point if you have permission you can edit and update this shared calendar with your own:



When finished you can minimize viewing of the number of calendars by clicking on and off the calendars in the left hand pane of Outlook under “People’s Calendars”:


What else can be shared from within Exchange?
Tasks, Notes, Journal, Contacts and Calendars can all be shared within Exchange and are accessed in the same manner. Simply substitute the required shared item in the second step above.
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Vacation Messages and Signatures

How do I configure a vacation message?
How do I create and email signature?

How do I configure a vacation message?
From the tools menu select “Out of Office Assistant….”



Enter the vacation message in the form and click “ok”:


How do I create and email signature?
Select tools and then options:



Select the “Mail Format” tab and then “Signatures”:



Fill out the form and click “ok”:

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Mobile Devices

Will my Blackberry be supported?
Can I schedule a meeting and view my calendar from my Blackberry?
What about my tasks and contacts?
Can I search the college directory (GAL) from my Blackberry?
Will I still sync to my desktop computer if I have a Blackberry?
Is there training available to me?
I have additional questions concerning the upgrade? Who should I contact?

Will my Blackberry be supported?
Yes! If you have a College provided Blackberry it will be fully integrated with Exchange through the College Blackberry Enterprise Server (BES). Contacts, Email, Tasks and Scheduled meetings will all synchronize through the wireless network. Additionally, there is support for any phone that uses Active Sync.

Can I schedule a meeting and view my calendar from my Blackberry?
Yes! It is updated in real time as appointments are made on your calendar.
On the Blackberry open the Calendar application and select “new”.

What about my tasks and contacts?
Yes! Tasks and contacts are updated in real time as well.

Can I search the college directory (GAL) from my Blackberry?
Yes! Simply type in name of person you are looking for in the Blackberry address book, depress the wheel and select “lookup”.

Will I still sync to my desktop computer if I have a Blackberry?
No! All synchronization will take place wirelessly through the BES. Local synchronization will no longer be necessary. The only reason you need to plug in your Blackberry or Active Sync Mobile device is to charge.

Is there training available to me?
Yes! Training provided by Department of Information Technology is available. Additionally, if you would like to self paced training see the web links for free online training resources from Microsoft.

I have additional questions concerning the upgrade? Who should I contact?
If your question is not answered here and you would like a DoIT representative to contact you please call the DoIT helpdesk at x8200 to enter a service call with your question.
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