1. FAQs or most commonly asked questions
- Will we lose any functionality with the move to Nexus?
You should be gaining functionality as you are moving from a very old system (Microsoft Exchange 2003) to a new system (based on Exchange 2010). But there are some changes. Some of these are captured in the FAQs at:
- I have forgotten what my passwords and username are for Nexus as I hardly use them
There is background to the Oxford SSO at http://www.oucs.ox.ac.uk/webauth/oxfordusername.xml.ID=body.1_div.6 (which doesn't require a login). Information there will help you. If you're still not connected after that, please contact us at firstname.lastname@example.org and we will ask our help desk to get involved.
- Can we access our email from outside the University through Google by typing 'Bodleian webmail'?
- If there are problems after the migration who do we contact?
Your IT support arrangements have not changed, generally. However, for migration-related problems in the days following your migration, you should email us at email@example.com.
- Does the size of one's mailbox have any bearing on migration?
- Is there a maximum size that we should conform to?
The Nexus service does impose as standard a quota for mailboxes of 2GB. For those people who have gone just beyond this, there is a discretionary increase that can be applied up to 3GB. Your mailbox will be migrated with whichever of those sizes is appropriate for its current size. If your mailbox is larger than 3GB you should consider removing or archiving content. Alternatively, there is a chargeable service for mailboxes above this size. The migration project will pay for any such costs that you incur up to July 2014. The cost is currently £1.50 per GB per month and will be payable from August 2014.
- What preparation should I do in advance of the migration?
Because smaller mailboxes are faster to migrate we will be asking Bodleian staff to remove any content they no longer need. This might include, for example, older items from your 'sent items' folder, you may be able to delete un-needed subfolders, and empty your junk email folder. As a final step, emptying the contents of your 'Deleted Items' folder will then clear this content and make your mailbox easier to move. Reducing the amount of data we have to move around makes the migration process faster and reduces support issues. We know that there will be people for whom every last item in their mailbox is essential: for them, nothing is superfluous. We're working on the worst-case basis that everyone will want every last thing migrated. If you are able to remove some old content from your mailbox this will be a great help to us but is by no means essential.
- What if something in my mailbox can't be copied?
In some very rare cases it is occasionally possible that one or more items in a mailbox can't be copied. This is known as a 'corrupt item' and is relatively rare. If this should happen we would expect to notify you of the item's details and attempt to recover that data.
- What will happen to the library's BlackBerry Enterprise Server users?
After the migration you'll need to reconfigure your BlackBerry to use the Nexus BlackBerry server. You will need a short-lived one-time password. The process is very straightforward but you need to contact the Help Desk or the Migration Team for instructions.
As part of the migration process it will be necessary to reset the device. This MAY clear data from your device so please ensure that the device is backed up beforehand (so this may be anything on the device which is NOT within your mailbox).
- What are the default privacy settings for my calendar's appointments and events?
By default the calendar settings that will be applied will only permit other users to see your availability. This is referred to as 'free/busy information' and is the same setting that was used on the Bodleian library's Exchange system. This setting means that other users will not, by default, be able to see the specifics of any appointment or meeting. The intention is that others can see the gaps in your calendar between your meetings and appointments. They are given no further information. Should you wish to share more detail with a particular colleague it is possible to grant specific individuals additional rights to view the full detail of your calendar items. However even when you have chosen to do this it is still possible to mark certain items as 'private' if you wish to restrict them from viewing the detail.
- Will I still be able to access shared mailboxes along with my own personal e-mail, through Outlook, after migration?
When we migrate your current personal mailbox we will also be migrating all of the shared mailboxes that are in current use. You will still be able to access these from within Outlook or Outlook Web App (webmail) after migration. We intend that most shared mailboxes will appear automatically within Outlook after the migration, unless you request otherwise. However, please make sure that the migration team knows which mailboxes you need to access for your needs as some delegation information is not migrated.
- Is there any arrangement to accommodate the needs of people using separate Bodleian and Nexus mailboxes for two different functions?
Yes we are making arrangements for people in your position. We expect that, post migration, you will have two Nexus mailboxes with one for each function. Should you prefer, however, we can combine the two separate mailboxes into a single one on Nexus. However, you must inform the migration team otherwise the two mailboxes will be merged.
- Will we be migrating the mailboxes of people who no longer work here?
There are quite a few accounts of this type that have already been flagged as not to be migrated. There are clues (e.g. where they have already been set so that no external email is ever delivered to them) which have helped us to determine moribund mailboxes. If you, or your team, have a need for continued access to such a mailbox, you must contact the migration team. The team may need permission from your head of department in order to accede to such a request, especially where such access was not previously in place.
- What about retired people who occasionally use Bodleian Exchange: will their data be migrated?
Those who have retired come generally into two categories: 1) People who have gone through the official channels and have retired status on a new University Card. These people usually have an @retired address and we can simply transfer their old email into their (Nexus) @retired mailbox. Some of these people may not want this, however and the migration team should be contacted to find some other solution to keep these emails separate. 2) People who have an ad hoc arrangement with the old system and who still have access to their old mailbox. This is a difficult situation for a migration. People who have left the University will typically have no account with Registration (and thus no Nexus account) or will have an account that is about to be deleted. If anyone you know falls into this category, probably the best way forward is for them to get proper 'retired' status and thus to be able to have an account in Nexus. This can be actioned by departmental administrators.
- What about people who have data in the Bodleian Exchange but now work for another part of the collegiate University: will their old data be migrated?
There are a few cases of this. For example, if someone used to work for a library but now works for a college or department, s/he may have left behind a mailbox on the Bodleian Exchange some time ago, and doesn't expect to need that old data. Some of these cases are easily judged by the migration team and data will not be migrated. Others may need to be contacted at their new address to ask what they want to be done with the contents of their old mailbox.
- After the migration, will all of the data in the Bodleian Exchange be deleted?
This is an important question for those who have been flagged as not to be migrated. The data within the Bodleian Exchange will be kept for several months prior to deletion. Therefore if IT Services is contacted within a reasonable length of time, it is very likely that the data will still exist and it could be either migrated at that time, or copied to a CD or DVD for safe keeping.
- What happens if I fill up my mailbox quota in Nexus?
In Oxford Nexus Exchange you will be allocated a 2GB standard quota. In some cases this may be set to 3GB. You must not exceed this space allocation. If you exceed it your e-mail may cease to function until you have done some housekeeping. If you go considerably beyond your quota emails will fail to be delivered to your mailbox.
See http://www.oucs.ox.ac.uk/email/quota/warnings.xml for the warning levels and some advice as to what to do.
- Does Oxford Nexus enforce any kind of data retention policy e.g. archiving or deleting e-mail after a specified period of time (e.g. 90 days)?
Regarding retention: unfortunately not (this needs to be set up 'locally' either by a mailbox rule or some kind of appliance) as Nexus wasn't designed for this. Some generic mailboxes can be used for this purpose, e.g. people in a small team can have their incoming and outgoing emails copied into an 'archive' mailbox. N.B. This may not be legally compliant in situations that come under specific legislation as - usually - members of that small team are still able to go into that shared mailbox and choose to delete something.
Regarding the automated deletion of email, Oxford Nexus has a 'managed folders' policy for Deleted Items and Junk E-Mail: items are automatically removed from the folder 90 days after they were put there (N.B. how long they've been there, not how old they are).
- What if I have access to a mailbox from an ex-employee?
If you have access to a previously departed person's email, you should let the migration team know. It is not planned to migrate old users' data and if you still need to access it, another solution must be found.
- What do I need to do to my mobile device?
For more information see http://www.oucs.ox.ac.uk/nexus/mobile/
- When I send a mail to an address I used before migration it fails, why?
When you first send an email using Outlook it will remember the address. The next time you begin to type that address Outlook will prompt you to autocomplete this address again. It is possible that after migration this could fail in which case you will need to remove this remembered or cached entry and re-select from the University address list.
- I have more than one personal mailbox for different jobs, how will I access these?
Nexus Outlook Web App https://nexus.ox.ac.uk/owa
Please email firstname.lastname@example.org. Please note that the migration team may be dealing with a large number of requests, and your email will be placed in a queue. It will receive a response, but this may not be immediate.