7. Things that could cause the migration to fail

7.1. Double quotes and other invalid characters in folder names

With or without knowing it, you may have double quotes (i.e. ") in your folder names. Similarly, you may have corrupted or extremely odd characters in some of your folder names (almost all international characters will migrate fine, however).

If this is the case, and these have been there for some time, you should have received an email informing you of these characters. We would like you to find them and amend them. If you do this successfully, the migration should proceed as planned: otherwise it will fail.

If you think that you are affected by this problem, please use Herald Webmail at https://webmail.ox.ac.uk/ to find such folders, and then re-name the folders to remove the double quotes.

If you have difficulties doing this, please see your local IT support for assistance. If you do not have access to such support, please contact the OUCS Help Centre.

7.2. Migration problems associated with case sensitivity in folder names

Again, with or without your knowing it you may have folders where the only difference between them is in upper and lower case characters. Herald is Unix-based and treats these folders as unique, different folders. However, the Oxford Nexus system cannot tolerate the coexistence of such folders. For example, you may have folders such as:

  • a and A
  • Coursework, coursework and COURSEwork
  • Junk and junk

The migration procedures will eventually merge the contents of these sets of folders but will fail on the first attempt. So, if you wish to keep them separate, it is important that you rename them (e.g. as Coursework1, Coursework2 etc.). If you fail to re-name them, the migration may fail the first time, but when attempted again, the contents of the folders will be merged into one folder. You will receive warning emails before this occurs, so please heed these warnings and re-name the folders.

Please re-name them (and/or delete one) so that your migration will not fail and you are inconvenienced. Many thanks.

Use Herald Webmail at https://webmail.ox.ac.uk/ to find such folders and re-name the folders or move the emails into one folder and delete the associated empty folder. (We suggest you use Herald Webmail as other email client programs may hide the folders from you).

If you have difficulties doing this, please see your local IT support for assistance. If you do not have access to such support, please contact the OUCS Help Centre.

7.3. Messages which you have deleted but which are still flagged to be deleted

With Herald, there is a two-stage deletion process. (You may or may not be aware of this as your email program may keep this hidden from you). When you delete an email, depending which email program you are using, any or all of the following could occur:

  • the message is marked to be deleted
  • it is hidden from your view
  • it may be greyed-out or appear with a line through it
  • as well as any or all of the above, a copy of it may be created in your Deleted Items folder

The migration process is designed so that you will lose no data. Therefore, your deleted items are preserved as well. Even the items marked to be deleted. Therefore, it would assist greatly if you could run a purge (or a compact, whatever your email program calls it) to remove these multiple copies. If you are confident that you do not need them, please also delete all of your 'Deleted Items' and purge these away as well. This will assist the migration to run smoothly.

7.4. Folder ending in slash (\ or /) characters

Herald email may tolerate the deliberate or accidental use of folder names ending in \ or in / (the stroke, slash or virgule characters). However, the Oxford Nexus email service is less tolerant.

Unfortunately, folders with slashes at the end of their names can cause emails to be filed in the wrong folder during the migration process.

If you think that you are affected by this problem, please use Herald Webmail at https://webmail.ox.ac.uk/ to find such folders, and then re-name the folders to remove the slash characters.

If you have difficulties doing this, please see your local IT support for assistance. If you do not have access to such support, please contact the OUCS Help Centre.

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