6. Things that may need some attention

6.1. Message flags (or marks/tags/labels) are not migrated

If you have used the 'flag' or 'mark' (or tag or label) messages functions of your email client (or of Webmail), these flags/tags will be lost on migration, unfortunately. Therefore, before you are migrated you may wish to create some new folders in order to file important messages separately, and move flagged/tagged/marked/labelled messages into those folders. Most email programs that are able to see them, will also 'sort' emails using these flags or tags and you will then be able to move all of the flagged, marked or tagged emails into a (sub) folder of their own. It is highly unlikely that you will be able to re-create these flags or tags after migration.

6.2. Webmail contacts

If you have used Herald Webmail to store contact information, this will be migrated. However, the postal address may need some attention after migration. The address in Herald is in only one field and so this is migrated to the "Street" field in Oxford Nexus. All data should be there, and you can tidy these up manually if that is important to you.

More details...
The address field in Herald Webmail is a single free-text field. In Oxford Nexus it is divided into a series of parts: Street, City, State/Province, Postal code and Country/Region. Due to the difficulty of automatically evaluating which of the parts map to which, all of the information is migrated into the Street field.

6.3. Webmail contact groups

Webmail contact groups are distribution lists that have been created in Herald Webmail. Unfortunately, they cannot be migrated. Before the migration, you will be sent an email containing the information in your Herald Webmail contact groups. You may be able to import this into another application or create distribution lists by hand within Oxford Nexus.

6.4. Spam filtering, whitelisting and blacklisting senders

In Herald Webmail you were able to set your own spam filtering levels (e.g. "save to junk-mail folder messages with a score over 10", "discard messages with a score over 20" etc.). After migration, you should now find that this is set to one of four categories: Off, Low, Medium or High. No messages will be discarded without saving: they should go to your Junk E-mail folder. If you wish to change the settings, please go to OUCS Self-Registration).

Occasionally SPAM filtering has not been enabled upon migration as expected. To check the filter is on, please login to Nexus Web Access and double check that "Options" (top right) - "Junk E-mail" (left sidebar) -> "Automatically filter junk e-mail" is switched on.

In Oxford Nexus, whitelists and blacklists are to be found under the 'Junk email' option, in your 'Safe Senders' lists. These will be migrated from your current settings in Herald Webmail.

6.5. Your preferred sender and your primary email address

Once migrated, you will only be able to send email from (one of) your University email address(es) through the Oxford Nexus email web interface. You can still use an email client (via smtp.ox.ac.uk) to send as other email addresses, if this is something you need to do. The preferred sender address you currently have set in Herald Webmail will be migrated where applicable.

6.6. Some special folder names

Oxford Nexus has some reserved folder names for folders which play special roles. These include Inbox, Drafts, Sent Items, Deleted Items, Calendar and Contacts.

(If you have them) the following folders will be migrated straight to the same Oxford Nexus folders:

  • Deleted Items
  • Drafts
  • Inbox
  • Junk E-mail
  • Sent Items

However, if you have them, the following folders will be migrated to folders with new names:

Herald folderOxford Nexus folder

If you have (or had) any folders of these names in your original Herald account, you may find you need to tell your email client to refresh or 'subscribe' in order to see the new folders.

6.7. Viruses

No matter how careful you have been, it is very likely that you have some emails that contain viruses. Even though email entering Herald was scanned for viruses, some of the emails may have been sent before the virus definitions appeared and an adequate defence was created. You may even have email that you have never opened in your Deleted Items or Junk or Spam folders which have viruses or malware. When these emails are migrated into Oxford Nexus, the system will perform a scan and then remove attachments that contain viruses and notify you . If you find an important email where the attachment has been removed, please contact the OUCS Help Centre in order to investigate cleaning the attachment and returning it to you. However, please note that quarantined items of these types will be deleted after 30 days.

6.8. Corrupted emails

Herald/Webmail was excellent at storing anything given to it, even if it was corrupt. The Oxford Nexus system is not as tolerant. If, during migration, corrupted emails are detected, these will be 'bundled up' into an email attachment and delivered to you. As they are corrupt, you may or may not be able to open the attachment. Testing has shown that a high proportion of corrupt email has been junk or spam, so you may not need these emails.

On some occasions, especially if the number of corrupted messages is high, or large emails are found in the mailbox, the corrupted messages cannot be forwarded on. When this is the case, the migration will fail and the account will revert to Herald. A message containing the subject lines of the corrupt messages will be sent.

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