Anton Lawrence and Christine Storey
IT Services
Recent changes
to the staff email
service followed by
Migrating staff to
Exchange
22 March 2016
© University of Reading 2007
www.reading.ac.uk
Anton Lawrence and Christine Storey
IT Services
Service Changes:
AutoSpam
Mailopts
Deleted Items
Quotas
Or
What we have done on our summer holidays
22 March 2016
© University of Reading 2007
www.reading.ac.uk
Service Changes AutoSpam
• New AutoSpam service
• It is the old service – but takes into account problems
with the proxy.
• Access method 1: Web
https://www.reading.ac.uk/autospam
• Access method 2: Imap from email client
•What about Junk Mail?
•Daily Spam email notification
Access Method 1: Web
Access Method 1: Web
Access Method 2 - IMAP
• Create a new IMAP account.
• IMAP Server – autospam.reading.ac.uk
• USE SSL!
Spam service - cont
The following messages were delivered to AutoSpam:2007-10-01 13:39:46 sender "Avery@bell.blackberry.net"
2007-10-01 17:06:34 sender "Salretentionfancy@battle.fi"
You can view these messages and/or have them delivered by visiting
https://www.autospam.reading.ac.uk/
Note that this list displays Delivery Date and Sender rather than the
Message Date and From address, which may differ, especially for
Spam.
7
Mailopts
What not to use it for
• As part of the migration process we will resend mail
• Exim Rules = Exchange rules
• Vacation message = Out of Office
What to use it for
• Whitelists
• Blacklists
• Spam sensitivity
• Enable daily notification of new messages in AutoSpam
Other Changes
Deleted Items
• Deleted items are now kept for 7 days
• They are then deleted
• They are then kept in your “Recover deleted items” area
for another 7 days.
• They are then REALLY deleted.
• If you hold shift down and delete, they are permanently
deleted.
Other Changes
• Quotas
– Warning @ 1.5Gb
– Prohibit @ 2Gb
• WHAT ABOUT THE VAULT?
Out-of-Office
• You have an account on the University's Microsoft
Exchange service. You may gain functionality by using the
Out of Office facility within the Exchange system,
available through Outlook Web Access. In particular,
email from other University Microsoft Exchange users
may not be affected by Out of Office messages specified
here.
11
New staff
• From 1st September 2007 email accounts for new staff
will be created on the Exchange email service. Staff can
access their email on Exchange via the web using the
Outlook web access service at
• https://www.owamail.rdg.ac.uk/
• For details of other ways to access email on Exchange see
• http://www.reading.ac.uk/ITS/documents/email/exchang
e/config.htm
12
New methods of working
• Personal calendars – arranging meetings with colleagues
– Showing free/busy
– Giving full access
– ‘private appointments’
• Sharing static information – public folders
• Larger more dynamic data sharing – ‘Windows only’
volume on NetApp as mounted drive
13
New methods of working (cont)
• Turn off autocomplete if concerned about sending
confidential email – use own contacts list as default
– In Outlook 2007
• On the Tools menu, click Options.
• On the Preferences tab, click E-mail Options, and then click
Advanced E-mail Options.
• Clear the Suggest names while completing To, Cc, and Bcc
fields check box.
• Can delete entries from the Autocomplete list
• Select the unwanted name by using the UP ARROW or
DOWN ARROW key.
• Press DELETE.
14
Migration
• ‘Migration will be in phases
• Ultimately aiming to have all staff using
Exchange message store. (Staff being those with
third letter in account name of ‘s’ or ‘q’)
• Can choose to access the message store via IMAP
or POP but will get best use of the enhanced
features using Outlook (ie using MAPI interface).
• Outlook web access provides enhanced features
15
Phase 1
Targeting the accounts easiest to move from UNIX
message store
• Personal accounts, not group accounts
• Have trivial .resends eg just username@exchange
• Less than 1.5GB message store on UNIX
• Not using POP
• Not using Outlook over IMAP
We liaise with IT Supporter on each step
16
Phase 1 - cont
What happens when
• before the move, an email sent to staff asking them to
check/change their email client server settings
• A date will be set for the message store move for
targeted accounts
• Staff can opt for a different date if necessary – prefer to
migrate in largish groups though so don’t want too many
individuals
• a second email sent a shortly before the move to explain
the changes staff may see the following morning.
17
Change email client settings
http://www.reading.ac.uk/web/FILES/its/ConfiguringYouremailClient.pdf
• The root folder path must be blank. Remove references
to ~/mail/
• Incoming email server address: imap.reading.ac.uk,
Security setting: SSL (note “reading” NOT “rdg”)
• Outgoing email server address: smtp.reading.ac.uk,
Security setting: TLS (in Outlook Express set this to SSL
too).
• Incoming email server address: pop.reading.ac.uk,
Security setting: SSL
18
Phase 1 - cont
How to target the accounts to migrate in Phase 1
• ITS prepare
– a snapshot per School/Department of the individual personal
account details
– Extract from this list those suitable for phase 1 migration
– Prepare an email list from this spreadsheet
• We then brief School/Department IT Supporter
19
In NIS
Exchange
Mailbox
Exchange
delivery
vims1
delivery
AutoSpam Non-trivial
delivery
.resend Usage (KB)
abs04nnn -
-
-
-
-
abs04nnn -
-
abs04nnn abs04nnn -
abs04nnn -
-
abs04nnn abs04nnn -
abs04nnn -
-
abs04nnn -
abs04nnn -
351755 -
IMAP
Logins
Folder
Prefix
POP Logins
-
-
Outlook
SMTP
AutoSpam
Folder
-
abs04nnn
19390 abs04nnn abs04nnn abs04nnn -
abs04nnn
508267 abs04nnn -
-
-
-
47320 abs04nnn -
-
abs04nnn -
-
abs04nnn abs04nnn -
469416 abs04nnn -
abs04nnn -
abs04nnn
abs04nnn -
-
abs04nnn -
-
31009 abs04nnn -
abs04nnn -
-
abs04nnn -
-
abs04nnn abs04nnn -
348595 abs04nnn -
abs04nnn -
abs04nnn
abs04nnn -
-
abs04nnn -
-
1514 abs04nnn -
-
-
-
abs04nnn -
-
abs04nnn abs04nnn -
53297 abs04nnn -
-
-
abs04nnn
abs04nnn -
-
abs04nnn abs04nnn -
4627 abs04nnn -
-
-
abs04nnn
abs04nnn -
-
abs04nnn abs04nnn -
3890 abs04nnn -
-
-
abs04nnn
abs04nnn abs04nnn abs04nnn -
-
-
16561 abs04nnn -
abs04nnn -
abs04nnn
-
20
The spreadsheet
"snapshot" at time report was generated:-
• Exchange Mailbox - the account has an Exchange account (i.e. an AD entry
for the mailbox)
• Non-trivial .resend - has a .resend with something other than
username@exchange in it
• Usage - disk usage "via UNIX du" of folders plus inboxes
• AutoSpam Folder - the user has an AutoSpam folder
"log analysis" for typically the previous month
• Exchange/vims1/AutoSpam delivery, there was at least one mail delivery to
Exchange/Unix INBOX/Unix AutoSpam
• IMAP(POP) Logins - there was at least one IMAP(POP) login to the UNIX mail
service
21
The spreadsheet - cont
"log analysis" for typically the previous month
• Folder Prefix - there was at least one IMAP request for a folder containing
"mail/" (i.e. 99% sure they have a prefix defined, but it might hit if they had a
folder subdirectory ending in "mail")
• Outlook SMTP - a message was sent from the user using SMTP via
mailhost/smtp.reading.ac.uk (i.e. rather than the native Microsoft MAPI
protocol) using a client that identified itself as Microsoft Outlook (and not
Outlook Express) - these are clients that probably should be switched to
MAPI in the future.
22
After the migration
• can continue to use same email client over IMAP or POP
if preferred. However, to make use of the additional
features on Exchange straight use Outlook Web Access.
• If you need advance email facilities such as email filtering
and forwarding then you need to use IE as your web
browser.
23
After the migration – cont
Current settings preserved
• Active Out-of-Office message settings will be honoured.
New Out-of-Office messages must be set up using
Outlook Web Access.
• Active resend or forward settings will be honoured. New
resend or forward settings must be set up using Outlook
Web Access over Internet Explorer.
• http://www.reading.ac.uk/internal/its/help/its-help-email/outlookrules.asp
24
After the migration - cont
May see some differences
• Cannot see email folders? Change email settings as
initially requested, removing ~/mail/ from the folder
path setting.
• Up to four new folders may be visible, (Calendar, Junk,
Public Folders and Sent items). These are related to the
features available if you use Outlook or OWAmail.
• Folder names may have extra symbols at the end eg [-/]
25
After the migration - cont
SPAM
• Some staff have previously chosen not to use the
Autospam service for filtering email. When the message
store is migrated to Exchange, email filtering of spam
into an Autospam folder will automatically be turned on.
• Use the mail options tool at
https://www.mailopts.reading.ac.uk/ to stop automatic
filtering.
• http://www.reading.ac.uk/internal/its/help/its-help-email/its-exchange/itsexchange-dealingwithspam.asp
26
Outlook on Exchange
• If you want change desktop client on staff PCs to Outlook
on Exchange either do this after migration or handle as
small groups and bypass the migration.
• We will move message store on an individual basis if
requested.
27
IMAP Proxy – How it works
IMAP
IMAP
UNIX
MAILSTORE
Exchange
MAILSTORE
MAPI
28
IMAP Proxy – How it works
IMAP
IMAP
MAPI
PROXY FILES
UNIX
MAILSTORE
Exchange
MAILSTORE
29
Links
• Configuring Outlook
– http://www.reading.ac.uk/internal/its/help/its-help-email/itsexchange/its-exchange-configure.asp
• Remote Access
– http://www.reading.ac.uk/internal/its/help/its-helpemail/exchange-remoteaccess.asp
• AutoSpam
– http://www.reading.ac.uk/internal/its/help/its-help-email/itsexchange/its-exchange-dealingwithspam.asp