What is happening?

The Division of Student Affairs (DSA) is transitioning its email service from servers hosted by the Department of IT (DoIT) to servers hosted by TAMU IT.

Why?

In 2014, The University centrally funded email services and required all University entities to transition to a TAMU IT hosted solution.

When?

Email will be migrated by department groups according to a predetermined schedule, starting as early as October 2016 with a targeted completion of December 2016. Check the Schedule tab below for the latest updates.

What should I know?

  • The transition should be low impact to standard Outlook users. More advanced Outlook users will likely have some pre and post-migration steps (see DSA User Steps – A Quick Start Guide below).
  • You will now log into Outlook using your NetID credentials.
  • Settings on personal devices such as cell phones will need to be updated to point to the new email system.
  • Your email addresses will not change.
  • Default email quota will increase from 2 GB to 10 GB.
  • The new Outlook Web Access/App (OWA) is much more functional and works better in modern browsers.
  • You will have access to the campus address book.
  • It is possible to share calendars and see other campus users’ free/busy information.
  • You can still use Skype for Business (Lync) for chat.
  • You will still contact DoIT Service Desk for help and support.

What if I need help?

  • DoIT will send out multiple emails to each department discussing the migration as October approaches.
  • DoIT will post updated information to the http://doit.tamu.edu/email-migration website.
  • Your IT liaison can explain the email migration process.
  • After the migration, you will still contact DoIT Service Desk for help and support.

All DSA users should read this PDF document ahead of their department’s email migration date.

Email Migration - User Steps - A Quick Start Guide

It covers what all users will have to do on migration day.
It also covers what advanced users may have to do before and after migration day.

Your existing email messages will all be copied over to your new mailbox automatically.  The majority of the data will be copied and available for normal use immediately when your department is migrated but some may take a few days to finish syncing. If you don’t see all your messages, please be patient, and give the copy process some time to finish. If messages are missing after your department’s migration week, contact the DoIT Service Desk.

Outlook auto complete email addresses, the recently used email addresses that automatically pop-up when typing into the “To”, “CC” and “BCC” fields, will not be migrated over to the TAMU IT Exchange system. Make sure you document any needed email addresses that are not already in the Global Address Book before the migration. These are likely non-TAMU addresses.

The Office of the Vice President for Student Affairs (OVPSA) has released the new DSA Email Signature that is in alignment with the latest University Brand Guide. OVPSA has provided an overview of the signature with branding guidelines as well as some example implementations at http://studentaffairs.tamu.edu/communication/.

To facilitate the new signature implementation, the Department of Information Technology (DoIT) has deployed three DSA Email Signature template options to Outlook on all DSA workstations.

[Instructions] To setup your new DSA email signature in Outlook…

  1. Select File, then Options.
  2. From the left menu, select Mail, then select Signatures.
  3. For “Select signature to edit”, select the new “DSA Signature (Opt#) v20161026” you or your department prefers.  Note: If you do not see the new signature files, log off and then log back on to your DSA workstation.
  4. Edit the signature with your personal details; press Save.
  5. For “Choose default signature”, choose the “DSA Signature (Opt#) v20161026” you just edited from the dropdown for “New messages” (required) and “Replies/forwards” (optional); press OK.

 Notes:

  • When editing the signature, follow the DSA signature guidelines in the attached “Division of Student Affairs Email Signatures” document, also found at http://studentaffairs.tamu.edu/communication/ under the “Email” section.
  • Per brandguide.tamu.edu: 
    • Email from a “tamu.edu” address is considered official university correspondence.
    • Personal quotes, logos or icons are not permitted in email signatures.
    • Confidentiality statements are superfluous, as any correspondence from a tamu.edu address is subject to open record requests.
    • Limit use of university or college taglines to one and hyperlink TAMU website addresses.
  • If you Delete or Rename one or more of the “DSA Signature (Opt#) v20161026” files, the original blank templates will automatically be recreated the next time you log on to your DSA workstation.

For DSA Email Signature details go the Student Affairs – Communication web page and see the “Email” section.

Unfortunately, local email rules setup in Outlook by users cannot be migrated automatically. Each user will be responsible for recreating rules using the export/import steps below:

Create a backup copy of your rules

  1. Click the File tab.
  2. Click Manage Rules & Alerts.
  3. If you have more than one email account, in the Apply changes to this folder list, select the Inbox (DSAusername@dept.tamu.edu) that you want to export rules for.
  4. Click Options.
  5. Click Export Rules.
  6. In the File name box, type the path and file name for the set of rules that you want to export.
  7. Click Save.

NOTE: Exported rules are saved in file that uses an .rwz extension.

Import a backup copy of your rules

  1. Click the File tab.
  2. Click Manage Rules & Alerts .
  3. Click Options.
  4. Click Import Rules.
  5. Select the .rwz rules file previously created that you want to import.
  6. Click Open.
  7. Click OK.

NOTE: Rules should now be populated in the rule list.

Applies To: Outlook 2016 , Outlook 2013

Email can be accessed online through a web browser (like Internet Explorer, Chrome, Firefox) by going to Outlook Web Access/App (OWA).

Before the migration, go to DSA OWA – http://dsamail.tamu.edu; login using your DSA credentials.

After the migration, go to TAMU OWA – http://exchange.tamu.edu; login using your NetID credentials.

TAMU Exchange email can be accessed from Android and Apple iOS devices.

TAMU Exchange Email for Android

TAMU Exchange Email for iOS

Your NetID credentials are managed by TAMU IT which is supported by Help Desk Central.  There are several options if you forget your NetID password.

Resetting a Forgotten NetID Password

You may continue using your NetID@tamu.edu as your primary email address but AFTER the migration you must update your campus email settings and then notify DoIT.

  1. Login to http://gateway.tamu.edu with your TAMU NetID and password
  2. Select the Email Settings tab
  3. Under the section “Forwarding Settings for Your Published Email Address (NetID@tamu.edu)”, select the bullet for “Sent to and stored in my Texas A&M Exchange mailbox”
  4. Press the Save button
  5. Notify the DoIT Service Desk by emailing help@doit.tamu.edu or by calling 979-862-7990. Specify that you have been migrated to the campus Exchange, want to continue using your NetID@tamu.edu as your primary address, and have updated Gateway.tamu.edu.

Your NetID@tamu.edu is a forwarding address. When email is sent to this address, you can choose to forward it to another email address such as your departmental email address, DSAaccount@dept.tamu.edu, or your Texas A&M Exchange mailbox.

Setting Up your NetID@tamu.edu Forwarding Address

The migration is scheduled for October 2016. Below is the confirmed departmental migration schedule.

Migration Test Group – Weeks of September 26th and October 3rd – Complete

  • Information Technology (DoIT)

Migration Group 1 – Week of October 24th – Complete

  • Becky Gates Children’s Center
  • Disability Services
  • Office of the Commandant, Corps of Cadets
    • ROTCs
  • Student Life Studies

Migration Group 2 – Week of October 31st – Complete

  • Student Activities
  • Multicultural Services
  • University Center and Special Events

Migration Group 3 – Week of November 7th – Complete

  • Recreational Sports
  • Residence Life
  • Student Life
  • University Art Galleries

Migration Group 4 – Week of November 14th – Complete

  • Memorial Student Center
  • Music Activities
  • Office of the Vice President for Student Affairs
    • Business Office
    • Development Office
    • Marketing and Communications
  • Student Health Services
  • Veteran Resource and Support Center