Lead initially is Barry. Subsequent lead for this transition is Michael.

Michael Hint will take the lead on this migration once CIT is provisioning the services.

Before and after this, Michael will assist with client issues, and interface as necessary with CIT's email service group.

Goal

CCMR-addressed email continues to work as required after Barry turns off his email provisioning services. Specifically:

• Ensure email intended for Freed folks gets to them, for as long as necessary. Indeed, will the need ever sunset, and if so, when?
• To the degree appropriate, ensure "send as" <*@ccmr.cornell.edu> works correctly. Who all needs/ want this service, actually? Will the need sunset, and if so, when?

Strategy

Migrate service functions to CIT-provisioned services

Status

4/19/13, Fri:

1) Peter Borbat must migrate his email from CCMR.He has 2 seperate email stores:

• Peter's active email is in less than half a dozen directories on CCMR's AFS server, 1.9GB per Barry (4/17/13)
• Peter's email archive (non-overlapping to his active email) is something he is storing locally on an old computer and accessing via Alpine, ~8BG, per Peter (4/18/13). He rarely needs access to this data.

2) We must identify all others who are still using CCMR's email, such as possibly:

• Mingtao
• Jozef Moscicki (jomo), <jkm8>, Krakow.
• Others?!
  • http://www.acert.cornell.edu/index_files/acert_personnel.php

Then, develop a plan!

3) Everyone else who had a CCMR email address must confirm their preferences to Barry, if they have not already done so. Barry must coordinate to have CIT provision these services.

• Who needs to continue having their CCMR email address still work for RECEIVING email? (This mail would get re-directed to their netid@cornell.edu email storage location.)
• Who needs to continue being able to SEND as their CCMR email address? (None, last CRCF staff heard.)

To do's:

RE: Peter Borbat's email migration (as of 4/19/13)

• Peter must settle on an email client, or commit to only using email via the web application, <cornell.outlook.com>. ChemIT recommends MS Outlook 2010.
  • Barriers Peter cites: He uses Office 2003 (on WinXP SP3), and doesn't  want to upgrade to Outlook 2010. I suggested this be a good time to upgrade not only your Office, but also your OS (to Win7). There are emerging an increased number of "pros"  (and "cons" for not upgrading!) so these must be weighed against Peter's reasons not to change (like Office's different interface, etc.).
• Michael Hint: If Peter commits to MS Outlook 2012, Install on Peter's computer ((WinXP SP3). Now time to upgrade to Win 7, in Oliver's opinion.
• Peter to modify email routing in two locations in quick succession.
  • 1) Peter to use WhoIAm to stop routing from NetID@cornell.edu address to CCMR email storage.
  • 2) Peter to log into CCMR account and configure it so any new email arriving there gets forwarded to his NetID@cornell.edu. (This MUST be done only after step (1)!)
• Michael Hint: Get copy of Peter's email from AFS and convert and upload it to Office 365.
  • Peter shared with Oliver that a migration will work best on a Tuesday on almost any week (4/18/13).
  • Likely will use CU Address Magic.
• Peter to then confirm this complete conversion worked as expected.

Oliver's suggestion (4/18/13), post migration and when we no longer have any dependencies on CCMR's email services: Peter arrange with ChemIT to convert his local store of email to a *pst format so can be seen and managed from within Outlook, too. Peter wants to clean out the "private" email from this store before considering moving up to Office 365, but this local store would be a good interim step.

Oliver's meeting notes, 11/28/12's mtg

Barry:

• Must map to Exchange, both receive and send.
• Move existing email into exchange. Otherwise, past email history lost!
• All POP. Idea: Copy to Windows, so caps, characters, etc. transfer/ translate correctly.
• Deadline is Dec. 15, 2012.

Joanne: There are about a dozen emails to deal with, for the Freed group.

Michael: CRCF staff can use Bomgar to share screens, to provide off-campus support to members off-campus who have a decent enough network connection.

My sense from group's discussion: Not a big call for "send as" CCMR. That is, NetID@cornelll.edu was desired by most/ all. BUT, if on a list with a CCMR email address, must unsubscribe/ resubscribe with NetID@cornell.edu address.

Barry: In WhoIAm, set up email alias. Must be hand-done by CIT originally (and must be specified then "now"!), if even desired. To revert to NetID@cornell.edu later, end-user can do this.

Decision at meeting:

Michael will contact all users by email, and bcc: Joanne. Non-responses should be tracked down (phone, in-person, carrier pigeon), if possible.

Past email threads, pre-meeting

Barry, 11/20/12, 2:34 PM

This is in process.

   (a) Receiving exists. Currently, the Exchange email group at CIT has configured their mail routers to handle mail to users @ccmr.cornell.edu. All we need to do is establish a mapping for folks to continue to receive email. E.g. ppb//AT//ccmr.cornell.edu -> pb41//AT//cornell.edu. Sending as the old address still needs some work, but CIT has assured me that the outgoing name of ppb//AT//ccmr.cornell.edu could be established for pb41. I don’t recommend this, but if you want it, you need to let me know.

   (b) It is possible to configure alpine to talk to the exchange server, but I have not done this yet myself. (I use outlook on windows.) A couple years ago I successfully migrated my large pine mail store to outlook using the cu-addressmagic tool provided by CIT.

Peter, 11/20/12, 12:51 PM

As CCMR e-mail server  will be gone, the following issues have to be addressed for some of CCMR users:

   (a) resolving CCMR domain name to Cornell WebMail account at least for a period of one year.

   (b) Installing PC Pine or better Linux VM tools supporting Pine to access (enormous) e-mail archives but also other useful data that will be transferred from CCMR nodes.

Oliver, 11/20/12, 10:23 AM

(4) CCMR-specific email. Send and receive?