Outlook Email FAQs

Outlook Email FAQs

What is HSPH’s new email solution?
Beginning in December 2011, HSPH will migrate all faculty, researchers and staff to Microsoft Outlook/Exchange 2010 for email and calendaring.  The system is called IceMail (Integrated Communications with Exchange).

Where will it be hosted?
Email will be hosted centrally by Harvard University Information Technology (HUIT). HUIT has recently migrated central administration and Harvard Graduate School of Education to the new system. HSPH will be their third client. Other schools may be added in the future. This is a significant shift as email has historically been hosted by HSPH and at HSPH.

Will my email address change?
No. Your email address will remain the same (e.g. username@hsph.harvard.edu)

Will my email login change?
Yes. The move to HUIT will necessitate a change in email logins. You will receive new credentials to log into email at the time of migration.  These credential are 3 letters followed by three random digits.

Who will provide email support?
Phone, email, and desktop support for email will continue to be offered locally by HSPH User Services Group. Your level of support will remain excellent and local.

Tier two support for more complex issues will be managed by UIS server administrators working collaboratively with HSPH server administrators.

What will my quota be?
For HSPH faculty, staff, and researchers, Outlook offers a standard mailbox size of 5 GB. This is a significant increase over previous quotas of 500 MB for staff and researchers and consistent with the current primary faculty quota of 5 GB.

Exceptions can be requested up to 25 GB. This is the maximum amount supported by the Outlook system.

Is there redundancy?  Disaster recovery?
HUIT’s systems are fully redundant similar to HSPH’s Groupwise servers were.  Unlike HSPH, the HUIT system does not have disaster recovery services available currently.  HUIT is building this capacity and will deploy early in 2012.

Will we have a central address book?
Yes. An address book similar to the Groupwise central address book will be available in Outlook.  The Outlook address book is a University address book called the “Global Access List” (GAL) and covers more than just HSPH addresses.

Will we have all user mailing lists, all student lists, etc?
Yes. We will be maintaining our Mailman listserv to allow for email blasts. During the period in which some users will be on the old system and some will be on the new system, IT will create a workaround to ensure that mail is delivered to everyone.

Can we still retrieve deleted mail from the server?
All mail that you delete goes into DELETED ITEMS/TRASH.  This is the same behavior as Groupwise. However, once removed from DELETED ITEMS/TRASH, email will only remain on the server for 14 days.  After 14 days, email will not be recoverable.  This is a significant change from our current policy of being able to retrieve deleted emails for 6 months.

Are HSPH students being migrated to Outlook?
No.   After the migration project is complete, students will be migrated to Google’s GMAIL. GMAIL offers some desired features such as email for life and Google docs integration for collaboration.  GMAIL has been adopted by other schools of Harvard with great success.

Is there “good” Mac software for Outlook?
Yes. Outlook 2011 for the MAC is a full-featured software that is comparable to PC versions. It has received excellent initial reviews from a variety of trade publications.

What does Outlook cost?
Outlook 2010/11 is available for free to end users for installation on Harvard-owned machines as part of the University Microsoft Enterprise agreement. HSPH participates in the agreement.

Home users may purchase Office 2013/11 for $9.95 for use on a non-Harvard owned machines through the Microsoft@Home agreement. Office 2013/11 includes Outlook.

Outlook Web Access (OWA) requires a web browser only like GroupWise WebAccess and does not require a software installation nor incur any cost.

How do I get Outlook on my Harvard-owned home computer or Harvard-owned computer in my off-site location?
Laptops may be brought to HSPH to have Office 2010 installed and Outlook configured on your computer.  We are working through a few remote options that meet licensing requirements of the Microsoft Enterprise Agreement for instances where bringing your machine to HSPH is not feasible.

Will I still be able to use MacMail, Thunderbird or another client?
HSPH IT will fully support and highly recommends using Microsoft Outlook client for PC or MAC as well as Outlook Web Access (OWA). Usage of other clients such as MacMail or Thunderbird will be evaluated on a case-by-case basis.  Support will be limited.

Will I be able to use an iPhone, Blackberry, Android, or other smart phone with Outlook?
Consistent with our current policy, we will provide syncing to iPhones, Androids, or Blackberry devices. iPhones and Android devices will use ActiveSync and Blackberry devices will use a Blackberry Enterprise Server (BES) located in Cambridge.  There are minimum operating system requirements on devices.  Blackberry is version 5.01 or higher.  Ipad/Iphone is version 2.2 or higher.

Will we still have spam filtering?
Yes. However, Outlook handles spam filtering differently than our current solution. You will not have separate email quarantine. Instead, all spam will be delivered and put in a “Junk email”/spam folder.  The old system, Barracuda, will be retired once the migration has concluded.

What are major differences between Groupwise and Outlook?
The HSPH Helpdesk has compiled a quick comparison chart to summarize the differences.  Please visit Resources page to view a document that User Services has created on differences.

Does this affect Accellion secure file transfer?
HSPH will continue to offer its Accellion service.  We will move to the University Accellion service that integrates with Outlook in the future.

Will I have access to SharePoint?
Sharepoint, Microsoft’s collaboration platform, is a future option. This will not be part of the initial rollout.

Does this email change affect my Novell login, shared drives or printing?
No. Logging into Novell, shared drives, and printing are beyond the scope of this project. These items will be addressed moving forward. It is expected that over time we will move toward a consolidated Microsoft platform.

Will all the user credentials merge into a single sign-on at some point?
Yes, however, it will take some time. After the Harvard PIN 3.0 project has been completed, Harvard will turn to addressing single sign-on solution for directories. PIN 3.0 is scheduled for completion in June 2013.

Additionally, HSPH will retire Novell at some point for file and print sharing. We do not have a schedule as of yet for that initiative.