News about the shared email and calendar system

Mailbox migration status

Since the beginning of March, mailboxes have continuously been migrated to the new email and calendar system. March and April have served as a test period, which has demonstrated that the migration of employee mailboxes has proved more complicated than expected, and it has therefore been necessary to slow down the pace. In total, some 800 employees have had their mailboxes migrated in March and April, and AU IT expects to increase the pace considerably from May. The process will, however, not be speeded up too much, because it is important to make sure that all employees are offered the necessary assistance in connection with the migration of their mailboxes. To this end, AU IT has allocated extra resources for IT support in the form of a group of project employees.

One of the challenges which the project has been faced with is lack of knowledge of the employees' organisational affiliation. It is crucial to be absolutely sure about each employee's primary affiliation, so that the correct mailbox is migrated to the new system as the primary mailbox. AU IT has a useful dialogue with contacts at all departments, centres and in all deputy director areas to qualify the employee information already available.

Migration – when?

The migration of mail boxes is planned based on the experiences gained and will take place in four-week 'waves'. It is therefore not possible to prepare an overall schedule for the transition to the new shared email and calendar system. The next migration wave will take place in calendar weeks 18 to 21. Who will be migrated to the new system during this period can be seen from the time schedule at www.au.dk/nymail.

All employees will receive an email from the AU IT email and calendar project with important information around a week before being migrated. Migrating a mailbox from one system to another is a complex task, and each employee will also have to make a number of adjustments to be able to access his or her mailbox and calendar in the new system. All details are described in the email which will be sent to you, and support staff will be physically present in connection with the migration.

What about the new email addresses?

As such, the new email and calendar system and the new email addresses are two different things. However, the challenge posed by the lack of knowledge of the organisational affiliation of employees also affect the generation of new email addresses. A clean-up is therefore required, and a procedure for registering unit affiliation must be established before the new email addresses can be generated to avoid wrong and misleading email addresses.

Questions?

• At www.au.dk/nymail, you can find more information about the new system as well as guides for Outlook.
• You can also attend an information meeting about Outlook or register for an Outlook course here.
• Questions about the project may be sent to nymail@au.dk.
• If you need support, please contact the IT support for your main academic area.