September 28, 2005
Outlook-Exchange Rollout Schedule: Week of Oct. 17-21

---Monday, October 17, 2005---
Staff attending 10-19-05 training--set up Outlook
Noon | Cancellation deadline for SE Area Training on 10-20-05
Midnight | Accounts set up for SE Area Training on 10-20-05


---Tuesday, October 18, 2005---
Staff attending 10-20-05 training--set up Outlook
Enrollment closes for SW Area Training on 10-25-05
Noon | Cancellation deadline for Central Area Training on 10-21-05
Midnight | Accounts set up for Central Area Training on 10-21-05

---Wednesday, October 19, 2005---
Staff attending 10-21-05 training--set up Outlook
Enrollment closes for SW Area Training on 10-26-05
9:00-noon | Outlook/Exchange Training in SE Area
1:30-4:30 PM | Outlook/Exchange Training in SE Area

---Thursday, October 20, 2005---
9:00-noon | Outlook/Exchange Training in SE Area
10:00-10:30AM | Outlook Informational Meeting via Breeze (http://breeze.extension.iastate.edu/outlookexchange)
1:30-4:30PM | Outlook/Exchange Training in SE Area
Noon | Cancellation deadline for SW Area Training on 10-25-05
Midnight | Accounts set up for SW Area Training on 10-25-05

---Friday, October 21, 2005---
Staff attending 10-25-05 training--set up Outlook
9:00-Noon | Outlook/Exchange Training in Central Area
Noon | Cancellation deadline for SW Area Training on 10-26-05
Midnight | Accounts set up for SW Area Training on 10-26-05

Posted by dcoates at 12:15 PM
Outlook-Exchange Rollout Schedule: Week of Oct. 10-14

---Monday, October 10, 2005---
Noon | Cancellation deadline for NE Area training on 10-13-05
Midnight | Accounts set up for NE Area Training on 10-13-05

---Tuesday, October 11, 2005---
Staff attending 10-13-05 training--set up Outlook
Noon | Cancellation deadline for NE Area training on 10-14-05
Midnight | Accounts set up for NE Area Training on 10-14-05

---Wednesday, October 12, 2005---
Staff attending 10-14-05 training--set up Outlook
Enrollment closes for SE Area Training on 10-19-05
1:30-4:30PM | Outlook/Exchange Training in Central Area

---Thursday, October 13, 2005---
Enrollment closes for SE Area Training on 10-20-05
9:00-Noon | Outlook/Exchange Training in NE Area
1:30-4:30PM | Outlook/Exchange Training in NE Area

---Friday, October 14, 2005---
Enrollment closes for Central Area Training on 10-21-05
9:00-Noon | Outlook/Exchange Training in NE Area
1:30-4:30PM | Outlook/Exchange Training in NE Area
Noon | Cancellation deadline for SE Area Trainings on 10-19-05
Midnight | Accounts set up for SE Area Trainings on 10-19-05

Posted by dcoates at 12:03 PM
And so it begins...

This week, the first batch of Exchange email accounts will be set up in anticipation of Outlook-Exchange classes starting in the field next week. For more details on when accounts are setup, when you will want to configure your Outlook to receive mail and when classes are scheduled, check the Week of Sept. 26th-30th post for this week's schedule and the Week of Oct 3-7 post for next week's schedule.

Other items you might want to check:

Instructions for configuring Outlook once your account has been converted are now available (note: you won't be able to do this successful until your Exchange account has been set up).

Posted by dcoates at 11:15 AM
September 22, 2005
Outlook-Exchange Rollout Schedule: Week of Oct. 3-7

---Monday, October 3, 2005---
Staff attending 10-5-05 trainings--set up Outlook

---Tuesday, October 4, 2005---
9:00AM-Noon | Outlook/Exchange Training in SW Area
1:30-4:30PM | Outlook/Exchange Training in SW Area
Noon | Cancellation Deadline for Central Area Training on 10-7-05
Midnight | Accounts set up for Central Area Training on 10-7-05

---Wednesday, October 5, 2005---
Staff attending 10-7-05 training--set up Outlook
Enrollment closes for Central Area Training on 10-12-05
9:00AM-Noon | Outlook/Exchange Training in SW Area
1:30-4:30PM | Outlook/Exchange Training in SW Area

---Thursday, October 6, 2005---
Enrollment closes for NE Area Training on 10-13-05
10:00-10:30 AM | Outlook Informational Meeting via Breeze (http://breeze.extension.iastate.edu/outlookexchange)

---Friday, October 7, 2005---
Enrollment closes for NE Area Training on 10-14-05
9:00AM-Noon | Outlook/Exchange Training in Central Area
Noon | Cancellation deadline for Central Area Training on 10-12-05
Midnight | Accounts set up for Central Area Training on 10-12-05

Posted by dcoates at 04:46 PM
Outlook-Exchange Rollout Schedule

The rollout of Outlook-Exchange for ISU Extension includes training dates, closing dates for training, deadlines for cancellation, deadlines for account setup, dates for informational meetings via Breeze, dates for you to set up Outlook to receive mail, and other key dates and times.

To help you keep track of the dates and times that matter to you, I will be posting week by week schedules on Tech News. You can access these schedules from the main Tech News page or by going directly to the Outlook-Exchange Rollout Schedule.

Note: So as not to overwhelm everyone's email (I know you're getting plenty of Tech News mail already), I won't be sending these week by week schedules out to everyone via the Tech News mailing list, but I will post a periodic reminder about where to find them.

Posted by dcoates at 04:29 PM
Outlook-Exchange Rollout Schedule: Week of Sept. 26th-30th

---Monday, September 26, 2005---
Extension Annual Conference

---Tuesday, September 27, 2005---
Extension Annual Conference (con't.)
Enrollment closes for SW Area trainings on 10-4-05

---Wednesday, September 28, 2005---
Enrollment closes for SW Area trainings on 10-5-05
1:30-4:30 PM | Outlook/Exchange Train the Trainer

---Thursday, September 29, 2005---
Noon | Cancellation deadline for SW Area trainings on 10-4-05
Midnight | Accounts set up for SW Area trainings on 10-4-05

---Friday, September 30, 2005---
Staff attending 10-4-05 training--set up Outlook
Noon | Cancellation deadline for SW Area trainings on 10-5-05
Midnight | Accounts set up for SW Area trainings on 10-5-05

Posted by dcoates at 04:21 PM
FAQ: I have lots and lots of old email in Eudora. Should I convert all that to Outlook?

You have several options for what to do with your old Eudora email.

1. You can leave it in Eudora and use Eudora as your email archive. When you want to refer to that email, you can open Eudora and search for the email in question. The primary issue with this method is that eventually you will switch computers and, although you can copy all your Eudora mailboxes to the new computer, you would also have to install and maintain Eudora on your new computer just to read those old emails.

2. Clean out your Eudora email of all old messages you definitely no longer need. Or, choose a few key mailboxes to convert. Then go through a step-by-step conversion process to bring your old email into Outlook. Tips for cleaning up your old email and step by step instructions for converting will be posted on the Tech News site soon.

3. Convert everything from Eudora to Outlook. If you do this--convert all your old email from Eudora to Outlook--you may find, especially if your mailboxes are very large, that the conversion process takes a long time. However, it is possible to do if you carefully follow the step by step conversion instructions which will be posted on Tech News.

Important: whatever you decide to do with your old Eudora email, it is important to note that you do not need to convert your old Eudora mail to Outlook at the same time you set up your Outlook-Exchange account. Because the old messages will go into archive folders, this process can be done at any time. If you feel, once you've reviewed the conversion procedure, that you need to do the conversion, but anticipate that you'll be calling hotline support while you're converting, I'd urge you to wait to convert your old email until after we've completed initial training throughout the state (during which time, getting new users up and running on Outlook will be a hotline priority). Initial training will run through October and November, 2005.

Posted by dcoates at 04:17 PM
FAQ: I don't want to switch. If I ignore you will you go away?

At some point (we have not set this date yet), we will drop support for Eudora. If you have problems with Eudora after that date, our advice will be to switch to Outlook/Exchange. In addition, Outlook/Exchange offers you features Eudora doesn't have--scheduling meetings, tracking your schedule, sharing calendars--that you may find useful and worthwhile.

Posted by dcoates at 04:10 PM
September 21, 2005
FAQ: Is all my mail stored on the central server?

There are several ways to setup Outlook/Exchange. However, generally you will want to keep your current mail on the Exchange server and archive your older mail (for example, you might archive all mail older than six months).

Because server storage is not unlimited, each user is allowed up to 100 MB of email storage on the server. You will need to clean up and archive your mail so that you do not exceed this limit. Outlook will automatically archive (autoarchive) mail older than a specific date (the default setting is to autoarchive incoming mail that is more than 6 months old). You can still access this information in Outlook (archived information also includes your calendar dates, tasks, etc.) but it will be stored on your main computer rather than on the server and will not be available when you access your email via Outlook Web Access or from another computer. For more information on managing space in Outlook, archiving, and personal folders, see Managing Mailbox Space and Personal Folders.

Posted by dcoates at 03:19 PM
September 20, 2005
FAQ: What if I don't sign up for training, but show up anyway?

You must have an Outlook/Exchange account to participate in training. While we are planning to accomodate as many staff as possible in each training session and will be including those staff who can bring their own laptops to training, we will have limits on total numbers based on space and infrastructure. In addition, an important part of the signup process is creating your new account and forwarding your old account. If you have not signed up for training, this process--creating your Outlook/Exchange account--will not be completed.

Posted by dcoates at 11:03 AM
FAQ: What if I sign up for training and can't go?

If you sign up for training, you will be able to cancel until noon three working days before the scheduled class. For example, if your class is scheduled for October 19th, you can cancel out of the class up until noon on Friday, October 14th.

If you sign up for training and don't cancel more than three working days before the class (see Individual Timeline), your new email account will be automatically setup at midnight and your 'iastate.edu' email will be forwarded. There is no going back at that point. The EIT computer hotline can help you configure Outlook and make sure you are capable of sending and receiving mail. Additional documentation, including class training materials will be available online. However, we will not conduct the equivalent of training over the phone or provide one on one training for Outlook-Exchange.

Posted by dcoates at 10:35 AM
September 19, 2005
FAQ: Doesn't Outlook have security issues?

Security concerns, specifically about the Outlook preview pane, go back several years to when Outlook was first introduced. Since then security layers have been integrated into Outlook to allow both viewing messages in the preview pane and opening the actual message to be as secure (and often more so) as other email clients. Whether using Auto Preview, the Reading Pane or opening the message full screen, steps are taken within the Outlook program itself to ensure a high level of security. See How Outlook helps protect your computer from viruses for details.

As with any email client, it is still important in Outlook to avoid opening attachments from people you don't trust or are not expecting an attachment from. Fortunately, Outlook 2003 filters many attachments that might be deemed harmful and limits the html/scripting within messages (Note: All HTML-based messages are treated as if they are in a restricted zone). It is also important to run anti-virus software on your desktop computer and to patch your software/OS regardless of your e-mail client (or OS).

Posted by dcoates at 09:36 AM
September 15, 2005
Outlook Informational Meetings on Breeze

Last Friday we held our first informational meeting for the Outlook-Exchange rollout via Breeze Meeting. We had a very good turnout for this intial meeting--around 50 attendees/sites (some sites had more than one person attending). We discussed how Outlook-Exchange will work, the process and the timeline for getting accounts, switching over and attending training.

You can view a recording of the September 9th informational meeting at:

http://breeze.extension.iastate.edu/p67696654/

Our next Outlook informational meeting via Breeze will be next Thursday (September 20th) at 10:00 AM. You can attend by going to http://breeze.extension.iastate.edu/outlookexchange shortly before the meeting is scheduled to begin.

NOTE: you do not need a login or password to attend this Breeze meeting. When you get to the webpage, click on the 'Click to Enter' button, enter your name and click 'Enter'. This meeting will cover the same material as the first meeting. We will be holding these informational meetings approximately every other week throughout the Outlook-Exchange rollout.

Posted by dcoates at 03:35 PM
September 14, 2005
FAQ: Why do you keep talking about Outlook/Exchange? What is Exchange?

Outlook, as you know, is a desktop email applicaiton. On its own it allows you to send and receive email, to maintain your calendar, to create a task list, and to keep an address book. Exchange is a central server. When used in conjunction with Outlook, it allows you to store your current email on a central server, to check attendees' schedules when planning a meeting, to share calendars, and to coordinate schedules. Outlook coupled with an Exchange server (usually referred to here as Outlook/Exchange) can back up your email, and give you access to calendars and email when you're on the road.

Posted by dcoates at 03:32 PM
September 13, 2005
FAQ: You say I have to apply for an Exchange account. Does this mean I will now have two email addresses

Yes and no. You will continue to receive all mail sent to your familiar email address ('net-id@iastate.edu'). When you send mail to others it will have 'net-id@iastate.edu' as the return address. To the world at large it will appear that your email address is 'net-id@iastate.edu'. However, you will also now have an account on the Exchange server. This account will be in the form 'net-id@extension.iastate.edu'. Two accounts are necessary so that you can take advantage of the full functionality of the Exchange server while continuing to benefit from an easy-to-remember email address and from the features provided through the central campus mail server.

Posted by dcoates at 02:02 PM
FAQ: I don't have a Windows 2000/Windows XP computer. WIll I be able to make the switch?

If you are using a computer that's using an operating system even older than Windows 2000, you will not be able to switch to Outlook 2003. Your only option will be to use the Outlook Web Access to send and receive email. Outlook Web Access is an excellent web-based interface to the Exchange server. It does not, however, offer all the features available through Outlook 2003 combined with the Exchange server.

Remember, we do not support Windows 98 and Windows 95 computers. At some time in the future--once staff have had ample time to switch, we will no longer support Eudora.

Posted by dcoates at 01:50 PM
September 12, 2005
FAQ: I have a program on my computer called Outlook Express. Is this the application we're using?

No. Outlook Express and Outlook 2003 are two different applications. Outlook Express does not have the ability to link to the Exchange server and does not offer the new features (meeting scheduling, shared calendars, etc.) that Outlook 2003 and the Exchange server offer.

Posted by dcoates at 09:57 AM
FAQ: I have an older version of Outlook. How can I get Outlook 2003?

Your office should have a CD labeled Microsoft Office 2003. You can use this CD to install the current version of Microsoft Office, including Outlook 2003. To install or update Office, you'll need to be logged into your computer as Administrator. Insert the Office 2003 CD and follow the instructions that come up on the screen.

To complete the install, you will need a license key. Contact the EIT Hotline (515-294-1725) or Barb Crandell (crandelb@iastate.edu or 515-294-8658) to get the license key. If you do not have a Microsoft Office 2003 CD in your office, you can contact Extension Distribution (515-294-5247) to purchase a replacement CD.

Posted by dcoates at 09:50 AM
FAQ: How can I tell what version of Outlook I have on my computer

Go to Start--Programs--MS Office-- If you can't tell just by looking at the programs list (Outlook 2003 will generally be listed as 'Microsoft Office Outlook 2003'), then open Outlook, Click on the Help menu and select About Microsoft Outlook.

Posted by dcoates at 09:41 AM
September 09, 2005
FAQ: What do I do if my name isn't in the drop-down list for training?

When you go to the Outlook-Exchange training signup, you will click on the session group you want, then click on 'Sign up for work session or class'. You'll see a drop-down menu that says: '<--Select Name-->'. If your name appears in the drop-down list, you can select it and continue with your registration.

If your name does not appear in the drop-down list, click on '<--Add New Name-->', which is at the top of the drop-down list. You can then add yourself to the list and register for the training session you want.

Posted by dcoates at 11:01 AM
FAQ: What are the hardware/software requirements for switching to Outlook/Exchange

Your computer must meet the current hardware support standards: at least Pentium III; 256 M of RAM; Windows 2000 with at least service pack 3 or (preferably) Windows XP.

In addition, you will need to have Outlook 2003 (part of MS Office 2003). Most machines that were purchased in the last two and a half years will already have Outlook 2003 installed. All ISUE field offices received an MS Office 2003 CD containing Outlook 2003 at one time. If you can't locate this CD and need a replacement, you can order one through Extension Distribution.

Posted by dcoates at 09:17 AM
FAQ: I'm already using Outlook, does this mean I don't have to do anything?

If you're already using Outlook with the Exchange server then you won't have to do anything differently than you do now.

However, if you're using Outlook as a stand-alone application (like Eudora), then you will need to apply for an Exchange account and forward your email from 'iastate.edu' (this will happen automatically when you apply for an Exchange account). You will also need to disable your current account setup (this won't affect any stored mail). In addition, Outlook/Exchange stores current mail on the Exchange server.

What this means is that you'll want to visit the Outlook-Exchange signup link in the right-hand column at Tech News and signup for a class (which will also activate your account setup). Although you will already be familiar with basic Outlook operations, the training will also cover things that will be brand-new with the Exchange server--central server storage for current mail, archives and backups, managing personal folders, and scheduling meetings.

Posted by dcoates at 09:10 AM
September 08, 2005
Reminder: Outlook Informational Meetings on Breeze

We will be holding our first of many Outlook informational meetings via Breeze tomorrow morning (September 9) at 10:00 AM. We will be holding additional similar meetings every other week throughout the Outlook-Exchange rollout, so if you can't attend tomorrow's meeting, there will be many other opportunities.

The URL to access the Breeze meeting is:

http://breeze.extension.iastate.edu/outlookexchange

If you do not currently have a Breeze account (are not organizing or hosting meetings in Breeze) you will enter the meeting room by clicking the 'Click to Enter' button under 'Enter as Guest'. Fill in your name (example, 'John Doe') and click 'Enter'. This is a 'live' meeting so there will not be anything in the meeting room until just before the 10:00 AM meeting time.

Thanks and we'll look forward to seeing you at this or an upcoming meeting.

Posted by dcoates at 02:32 PM
FAQ: How will the switch to Outlook take place?

We are going to be training staff on Outlook/Exchange during October and November, 2005. Signing up for training will trigger a process to create a new account, forward your 'iastate.edu' account to the new account, and set up Outlook for sending and receiving mail. Training will be offered throughout the state and we will be working with area directors to choose locations and times that will work for as many people as possible.

Update: Training has been scheduled and you can signup now.

Posted by dcoates at 11:39 AM
Signup for Outlook-Exchange Conversion

The registration system is ready for you to signup for Outlook training in October and November.

Remember, during this rollout period, signing up for training will also trigger your Exchange account setup. For an overview of how this process will work, you can check out the organizational and individual timelines.

Signups for a specific class will close 5 working days before that scheduled class. You can signup, cancel out and change your registration any time before the class closes.

A link to the Outlook class signups will be available in the right-hand column of Tech News throughout the rollout period.

Posted by dcoates at 11:19 AM
September 07, 2005
FAQ: When will we be switching from Eudora to Outlook/Exchange?

We will kickoff the transition to Outlook/Exchange at Annual Conference where a session will be offered demonstrating some of the capabilities of Outlook/Exchange. During the months of October/November we will be scheduling 8 half day classes in each area (2 separate 2 day sessions each offering 4 class sections).

Do not switch to Outlook ahead of this schedule. It will make the transition from Eudora to Outlook/Exchange more difficult for you and it will not save you time later.

Posted by dcoates at 03:25 PM
Outlook Informational Meetings on Breeze

As part of the rollout of Outlook-Exchange, we're planning bi-weekly Breeze meetings to explain the rollout process. These meetings will be approximately a half-hour in length and all staff are encouraged to attend at least one session.

The very first Outlook-Exchange informational meeting via Breeze will be this coming Friday, September 9th @ 10:00 AM.

To attend, go to http://breeze.extension.iastate.edu/outlookexchange

If you can't attend this first meeting, we will be holding additional meetings every other week through out the changeover process.

The next informational meeting is scheduled for Thursday, September 22nd @ 10:00 AM. It will be in the same Breeze meeting room: http://breeze.extension.iastate.edu/outlookexchange.

For ongoing updates on the ISUE Outlook-Exchange rollout, stay tuned to Tech News

Posted by dcoates at 11:46 AM
September 06, 2005
FAQ: Why are we switching to Outlook

I've developed a set of Frequently Asked Questions for the Outlook-Exchange conversion, which we'll be adding to as we proceed. A link to the entire FAQ will be posted in the right-hand column in the next few days. However, I'm also going to be posting individual questions here and saved together in the category: Outlook-Exchange/FAQ.

So, on to the first question--Why are we switching to Outlook?

Outlook 2003 combined with an Exchange server provides additional capabilities that Eudora doesn't have. Eudora is an excellent program for sending and receiving email. However, Outlook 2003 combined with the Exchange server allows you to send and receive mail, schedule meetings, share calendar and scheduling information, and access your account and your current email from different computers and different locations.
Posted by dcoates at 01:49 PM
At last...

Some time ago, we posted information in Tech News about switching from Eudora to Outlook Exchange. This included the intital announcement, some reasons why we're switching (integrated e-mail, scheduling, etc.; shared calendars; and more flexible access to your e-mail

Over the last few months, we've setup the Exchange server and converted an initial set of users. Now, we're getting ready to extend the conversion to everyone in Extension. We have a training schedule and a process for setting up accounts. We've developed support resources, including a set of frequently asked questions. Starting this week, we'll be posting these and other important links in the right-hand column of this web page. Outlook-Exchange announcements, news, schedule changes, and resource links will be posted here first.

The official rollout for Extension's Outlook/Exchange conversion will be the week of Annual Conference, but before that date we'll have a couple of informational Breeze meetings (details to follow)Registration for accounts and classes will be opening soon.

If you want to stay up-to-date and you haven't already done so, signup to get Tech News in e-mail form via the subscribe box in the left-hand column (if you're not actually at the Tech News page, go to http://www.extension.iastate.edu/technews).

Update: This project does not simply involve a switch from Eudora to Outlook. It also includes a new Exchange server account (this is what makes shared calendaring and integrated services possible). To make the transition as smooth and straightforward for you as possible, and to make the best use of our support resources, do not switch to Outlook now; you will still have to convert to Outlook-Exchange later.

Posted by dcoates at 01:19 PM