University Exchange Project
Frequently Asked Questions
Background and Basics
Q 1. What does this project entail?
Q 2. Why are we making this change?
Q 3. Who will be affected by this change?
Q 4. Why are we making this change now?
Q 5. What is the time-frame for the change to the new service?
Q 6. Will my E-Mail Address Change?
Reasons for Change - Features and Benefits
Q 7. Who asked for this change to be made?
Q 8. Besides E-Mail, Contact Lists, and Calendaring, what other features or capabilities are available with the new system?
Q 9. I use multiple computers at work and at home. Will the same E-Mail and Calendar appear on all my systems?
Q 10. Will I be able to forward my E-Mail to another mail service (like Hotmail)?
Q 11. Will we be able to do Instant Messaging?
Q 12. Will I be able to set a Vacation or other message to reply automatically to mail when I am out of the office?
Clients and Access
Q 13. What are the account and system requirements for using the Exchange service?
Q 14. What software will I need to run with the new system?
Q 15. Will I have to stop using Eudora or Outlook Express for my E-Mail?
Q 16. I already use Outlook to access my Unix mail - what is Exchange? Am I going to need to change what I do?
Q 17. I would like to use Web Mail; will I be able to access my Exchange E-Mail and Calendar from a Web Browser?
Q 18. I use an Apple Macintosh system; is client software available for Mac users?
Q 19. I use a LINUX system. Can I use this to access my Exchange Account? How can I access my E-Mail and Calendar on the new service?
Q 20. Can I access this system from a PDA?
Q 21. I currently use Pine (via secured shell Telnet) to access my E-Mail. Will I still be able to use this?
Calendaring and Meetings
Q 22. Will I have to stop using MeetingMaker for Scheduling?
Q 23. My department would like the ability to schedule and reserve our meeting rooms and certain pieces of equipment. Will that be possible? Will there be a charge for this?
Cost Considerations  
Q 24. Why are we investing in this during time of budget limitations?
Q 25. What is the expected cost to me or my department?
Q 26. How much does the Outlook software client license cost?
Conversion and Training
Q 27. Will someone help me make the changeover?
Q 28. Will I lose any information in the conversion?
Q 29. Will training be made available?
Impact on Individuals and Workgroups
Q 30. I don't work on the Pullman campus. Can I still use the new system?
Q 31. Will I be able to access this system from my home computer or while traveling?
Q 32. Will I be able to delegate to others on the system the ability to check my mail and appointments while I am gone?
Q 33. My Department (or College) already uses Exchange for E-Mail and Calendaring. Will I have to switch?
Q 34. Will we be able to set up shared group distribution lists for our department's staff and faculty?
Q 35. I work the graveyard shift (and weekends). Will this system be available to me during my work hours? Are there any times the system is expected to be unavailable?
Q 36. I have a split appointment; will I have to have two accounts?
Q 37. Will this service be available to Temporary Employees?
Q 38. Will I be able to continue to use this service after I have left WSU service (or after I graduate)?
Q 39 If I move to a new department will I keep my same E-Mail account and calendar information?
Using the System  
Q 40. Where is the mail information stored - on my hard drive or on the servers?
Q 41. How much disk space will be allocated to me on the Exchange servers?
Q 42. What happens when I exceed my disk quota on the Exchange servers?
Q 43. My computer isn't very fast; will this slow it down?
Q 44. If I accidentally delete a message or other information, will I be able to have it restored.
Project Timetable  
Q 45. What is the time-frame for the change to the new service?
Q 46. What do I need to do to get ready for the changeover?
Q 47. If I take no action, what will happen?
Security and Viruses
Q 48. Will this new system help reduce Spam or Virus attacks?
Q 49. Will the new servers have Anti-Virus software on them?
Impact on Other Services
Q 50. Our department currently uses the central UNIX service for our web pages. Is that service going away?
Q 51. We use ListProc to manage E-Mail subscription lists. Is that service being replaced?
Q 52. Will this affect how I access the AIS systems on the Enterprise Server?  
The Answers  
Q 1. What does this project entail?
We plan to replace the current central Unix Sendmail system (mail.wsu.edu) and MeetingMaker with Microsoft Exchange Server to support Outlook and other clients.		 top
Q 2. Why are we making this change?
The University has established some strategic goals in improving communications and collaboration University-wide. This change to Exchange and Outlook will assist the University community in reaching those goals.		 top
Q 3. Who will be affected by this change?
Virtually all students, faculty and staff at all WSU campuses and outlying locations will be affected in some way.		 top
Q 4. Why are we making this change now?
Some colleges and departments have already moved to Exchange and Outlook. A number of other colleges and areas have been contemplating building their own Exchange service. We are also nearing a point where we are facing upgrade and replacement costs for the existing UNIX system hardware. The University felt it would be best to plan for a University-wide system now, rather than build it piecemeal.		 top
Q 5. What is the time-frame for the change to the new service?
We will be working towards having this service generally available for staff, faculty and graduate students for the start of the Fall 2005 semester. Some people and units may make the migration earlier.		 top
Q 6. Will my E-Mail Address Change?
No. You will continue to use your current E-Mail address.		 top
Q 7. Who asked for this change to be made?
We have had requests from a large number of faculty and staff and departments asking for support of Exchange and Outlook. University Administrators already use Exchange. Various colleges and areas are either using Exchange or looking at moving to it. This project to bring about a centrally-supported service is a joint effort involving ITS and Colleges and Departments. This is a collective and collaborative effort.		 top
Q 8. Besides E-Mail, Contact Lists, and Calendaring, what other features or capabilities are available with the new system?
To Do lists, Notes, Journals, File Sharing in Public Folders, Outlook Web Access and Outlook Mobile Access are some of the basic features that will be made available in the initial phase of the project. Other collaboration services will be added later.		 top
Q 9. I use multiple computers at work and at home. Will the same E-Mail and Calendar appear on all my systems?
Yes. Since your mail folders and calendar information will be stored on the Exchange server, you will be able to access them in a consistent view from anywhere and from any machine. 		top
Q 10. Will I be able to forward my E-Mail to another mail service (like Hotmail)?
Yes, but you may lose some of the calendaring and other features of our Exchange service if you use a different E-Mail service provider. 		top
Q 11. Will we be able to do Instant Messaging?
 Not in the first phase of the project, but we are planning on supporting Instant Messaging when we add Undergraduate Students in Phase 2. This would allow for quick messaging and other services from PDA's, Mobile Phones, Laptops and Desktop systems. 		top
Q 12. Will I be able to set a Vacation or other message to reply automatically to mail when I am out of the office?
Yes, you will be able to define automated actions for when you are out of the office, including automated vacation messages.		 top
Clients and Access  
Q 13. What are the account and system requirements for using the Exchange service?
You will need:
  • Up-to-Date Anti-Virus Software on your Computer
  • An Active Directory Account Enabled for E-Mail
  • Appropriate Software Client
  • Network Connection
 top
Q 14. What software will I need to run with the new system?
The client of choice for most Windows users is Outlook. For Macintosh users, the current client is Entourage. If you already have Microsoft Office 2003, then that includes Outlook 2003. You may also use a Web browser (for Outlook Web Access), or any mail client that supports IMAP. 		top
Q 15. Will I have to stop using Eudora or Outlook Express for my E-Mail?
No - but you would need to change the server type from POP to IMAP. However, keep in mind that Eudora, Outlook Express and similar clients will not provide all the features (such as calendaring) that are available when using the full Outlook client. Also keep in mind that your department or unit may decide to standardize on only particular clients that will to be supported - please check with your departmental systems support staff on their recommendations.		 top
Q 16. I already use Outlook to access my Unix mail - what is Exchange? Am I going to need to change what I do?
Outlook is the client software you run on your PC. Exchange is the name of the Server software. Once the Exchange servers are set up and your Exchange account is ready, you will have to change your Outlook settings to use Exchange instead of Internet Mail. 		top
Q 17. I would like to use Web Mail; will I be able to access my Exchange E-Mail and Calendar from a Web Browser?
Yes. Outlook Web Access will allow you to access your Exchange account through secured sessions using a Web Browser. 		top
Q 18. I use an Apple Macintosh system; is client software available for Mac users?
Yes. There are versions of Office and Outlook for the Mac. The latest client for the Mac from Microsoft is called Entourage		 top
Q 19. I use a LINUX system. Can I use this to access my Exchange Account? How can I access my E-Mail and Calendar on the new service?
Yes, Linux users can access their Exchange account using Ximian Evolution connector for Linux (also available for other versions of Unix), or through other IMAP clients, or through Web Browsers capable of supporting Outlook Web Access.		 top
Q 20. Can I access this system from a PDA?
Yes. The service will support ActiveSync and Outlook Mobile Access for PDA’s (Personal Digital Assistants) and Smart Phone connectivity. As long as your device can connect to the Internet in some way, and you have the appropriate software on your device, you will have access.		 top
Q 21. I currently use Pine (via secured shell Telnet) to access my E-Mail. Will I still be able to use this?
No, Telnet access will be unavailable with this new system. You will however be able to securely access your account via a Web browser with SSL capabilities. 		top
Calendaring and Meetings  
Q 22. Will I have to stop using MeetingMaker for Scheduling?
Yes, eventually MeetingMaker will be retired from service. The new Exchange service will provide calendaring for ALL faculty staff and students at no charge.		 top
Q 23. My department would like the ability to schedule and reserve our meeting rooms and certain pieces of equipment. Will that be possible? Will there be a charge for this?
Departments will be able to request calendar accounts for meeting rooms and other locations or resources for which scheduling may be needed. Unless the demand becomes excessive, we do not anticipate charging for these calendars.		 top
Cost Considerations  
Q 24. Why are we investing in this during time of budget limitations?
This is deemed a core support system for the University, and will be used to support all academic and administrative areas. We are also nearing a point where we are facing upgrade and replacement costs for the existing UNIX mail system and MeetingMaker hardware. These upgrades would involve considerable costs as well. Also, a number of other colleges and areas have been contemplating building their own Exchange service. The University felt it would be best (and less costly overall) to plan for a University-wide system now, rather than build it piecemeal.		 top
Q 25. What is the expected cost to me or my department?
There will be no out-of-pocket costs to departments or individuals. The Client Access License (CAL) for using Exchange and Outlook will be paid for and acquired centrally. We do not anticipate charging University Departments or Students for use of this service. You will have to acquire and install the Outlook client if you don't already have it installed (Outlook is part of the Microsoft Office package) but Outlook can now be freely installed on all machines without cost to you. (In lieu of using a specific client, you can also use a Web Browser and use Outlook Web Access.) However, one area where we may impose a charge in the future is for disk space usage above normal quotas if departments request additional storage.		 top
Q 26. How much does the Outlook software client license cost?
The University will centrally acquire Exchange Client Access Licenses (CAL) for all Faculty, Staff and Students. This CAL license grants users the right to use the Exchange server and also the right to install and use the Outlook 2003 client software, so departments or individuals can deploy the Outlook 2003 client on their workstations without cost. (Normally departments would have had to purchase the Outlook 2003 license (roughly $12.50 for each license) - Outlook is also part of the Office 2003 application package, the license for which is around $50.00 - Departments wishing to deploy the entire Office suite will need to pay for that license, but if the desire is only to install Outlook then that can be done at no cost.) 		top
Conversion and Training  
Q 27. Will someone help me make the changeover?
Your department's system support staff will assist you in making the transition. They will be offered training in helping you make the changeover in moving mailboxes, address books, and calendar entries. For those units without systems support, arrangements will be made to provide assistance. Students will be able to get help from Student Computing Services. 		top
Q 28. Will I lose any information in the conversion?
We expect to be able to train your department's system support staff to make conversions of E-Mail, Address Books and Calendar information without losing any important information or requiring manual re-entry of data. However, in the conversion of MeetingMaker to Outlook Calendaring you may lose the fact that a meeting is a recurring meeting.		 top
Q 29. Will training be made available?
We will be offering training course later in Spring 2005 to end-users (on the use of Outlook features) as well as departmental systems support staff (on converting to the new service). Training will be offered in various formats including live presentations and on-line delivery using videostreaming via the Web. Users of Outlook 2003 will be able to access Microsoft’s on-line training from the client when connected to the network.		 top
Impact on Individuals and Workgroups  
Q 30. I don't work on the Pullman campus. Can I still use the new system?
Yes, although Urban Campuses and other locations may be running their own Exchange or other Mail Service that you might end up using.		 top
Q 31. Will I be able to access this system from my home computer or while traveling?
Yes. As long as you can make a network connection, you will have access.		 top
Q 32. Will I be able to delegate to others on the system the ability to check my mail and appointments while I am gone?
Yes. You can designate to other Exchange users the ability to access your information and act on your behalf.		 top
Q 33. My Department (or College) already uses Exchange for E-Mail and Calendaring. Will I have to switch?
If you are one of the lucky ones already using another Exchange server in your department or college, you will largely be unaffected by the current project. It is possible though that your department may move to the central Exchange service in the future.		 top
Q 34. Will we be able to set up shared group distribution lists for our department's staff and faculty?
Yes. Departments can work with their systems support people to set these up. 		top
Q 35. I work the graveyard shift (and weekends). Will this system be available to me during my work hours?
Are there any times the system is expected to be unavailable? We expect this service to be available 24 hours a day, 7 days a week, 365 days a year. We anticipate structuring the server cluster so that planned maintenance activities can take place without interrupting service. Unanticipated outages could occur anytime, but we are attempting to build this service to minimize the amount of time the service is unavailable.		 top
Q 36. I have a split appointment; will I have to have two accounts?
We think most people in this situation will prefer a single E-Mail account. We may be able to accommodate other arrangements if departments request them.		 top
Q 37. Will this service be available to Temporary Employees?
Yes, as with current practice, we will establish accounts for Temporary Employees if departments request them.		 top
Q 38. Will I be able to continue to use this service after I have left WSU service (or after I graduate)?
We expect to continue our practice that, once you have left WSU service, or have graduated and are not staying on at WSU either as an employee or student, your account will typically remain active for a short time, then will be disabled. After it has been disabled for a period of time the account and its associated information (mail, calendars) will be removed from the system. You will need to set your Network ID (NID) E-Mail forwarding to direct your mail to another mail service provider. 		top
Q 39. If I move to a new department will I keep my same E-Mail account and calendar information?
Generally yes. Even if you currently reside in a department that manages its own Exchange service, were you to move to another department and have to move to the central Exchange server, your account (and mail and calendaring information etc.) will be moved intact to the other server. You will not lose information.		 top
Using the System  
Q 40. Where is the mail information stored - on my hard drive or on the servers?
The Exchange system stores mailbox information, contact information, calendar information and Public Folders in the server storage, not on your local machine. This server storage is backed up daily. Depending on the client you use, cached copies of this information may be transferred to your computer's local hard drive for use when the computer is running off-line.		 top
Q 41. How much disk space will be allocated to me on the Exchange servers?
Most accounts for Faculty, Staff and Students will have a quota of 200 MB. Since your data is maintained in a compressed format this represents a significant amount of storage per person.		 top
Q 42. What happens when I exceed my disk quota on the Exchange servers?
For the typical user with 200 MB quota, when usage reaches 150 MB you will receive warnings to start deleting or downloading messages or other data (such as large attachments) or emptying the Deleted Items folder. At 190 MB usage, your account will be prevented from sending new E-Mail until you reduce storage. At 200 MB you will be prevented from sending or receiving new E-Mails until you reduce your disk storage usage.		 top
Q 43. My computer isn't very fast; will this slow it down?
An interesting question. Current POP clients like Eudora and Outlook Express download all messages and all attachments whenever you check your mail. Outlook clients using Exchange servers will generally start downloading just the headers and selected information, and if you receive an unwanted E-Mail with a large attachment and you decide to delete it from the server unread, that will have a much lighter load on your computer (and network connection) than getting the entire message and all attachments first on Eudora, then deleting them. Overall, we don't think Outlook will have a negative impact on your computer's performance. 		top
Q 44. If I accidentally delete a message or other information, will I be able to have it restored?
Deleted items will not be immediately removed from the system. They will be retained for 7 days in your Deleted Items folder before they are removed from the server storage. During this time you will be able to recover these items yourself from the Deleted Items folder. 7 days is also the retention period for backups. Should you delete an item and realize two weeks later that you need it, we will be unable to restore it from backup. However, keep in mind that those items that we do have in our backup systems will be difficult to restore on an individual basis. (Our backups are kept for disaster recovery purposes, not archiving and retrieval purposes.) So you need to be careful in managing you mail and in deleting items. 		top
Project Timetable  
Q 45. What is the time-frame for the change to the new service?
We will be working towards having this service generally available for staff, faculty and graduate students for the start of the Fall 2005 semester. Some people and units may make the migration earlier. We expect to be able to support undergraduate students sometime afterwards.		 top
Q 46. What do I need to do to get ready for the changeover?
You should discuss this with your systems support staff, but we expect a large number of people to convert over to Outlook for Internet Mail soon (starting now if you'd like, but before Summer of 2005 in any case), so as to be ready to move to the Exchange service when it becomes available. This would make the training and conversion process a little smoother for everyone. When your Exchange Account is available, you will schedule with your systems support people a time to change your Outlook settings to use the Exchange service. 		top
Q 47. If I take no action, what will happen?
If you currently use the central E-Mail or MeetingMaker service, you will need to take some action or you will eventually lose the ability to send or receive mail or schedule meetings. Eventually, the MeetingMaker service will be retired, and the central Unix Sendmail service will be removed. 		top
Security and Viruses  
Q 48. Will this new system help reduce Spam or Virus attacks?
We will all need to remain vigilant in fighting virus attacks, but there are some features of this service which may help reduce viruses from spreading. Anti-Spam measures are also part of our plans, so we do expect that once we have converted everyone over to the new services, Viruses and Spam will become a little less of a problem University wide.		 top
Q 49. Will the new servers have Anti-Virus software on them?
The new Exchange servers will all have up-to-date anti-virus software running on them to detect and quarantine infected files. We also have other anti-virus, anti-spam and other network security devices like firewalls in place to provide defense in depth to a variety of attacks. However, these alone are not enough. Individual computers and workstations need to have current anti-virus software and up-to-date virus definitions to help maintain a secure network.		 top
Impact on Other Services
Q 50. Our department currently uses the central UNIX service for our web pages. Is that service going away?
No, Web pages will remain on the Unix Web servers. 		top
Q 51. We use ListProc to manage E-Mail subscription lists. Is that service being replaced?
We have no firm plans to replace our current ListProc service, but it is something we are contemplating for a future project. 		top
Q 52. Will this affect how I access the AIS systems on the Enterprise Server?
For AIS access you likely are currently using either Entire Connection or QWS3270 (or TN3270). These last two are Telnet variants that allow you to access the AIS systems. The access to the AIS systems is not changing. You will continue to use QWS3270 or TN3270 or Entire Connection for accessing AIS information 		top


Contact us: itwebmaster@wsu.edu 509-335-4357 | Accessibility | Copyright | Policies
Information Technology Services, Washington State University, Pullman, WA, 99164-1222 USA