ISS is upgrading staff and postgraduate email to Exchange 2010. When the process is complete in October we will be able to provide a more usable web interface and larger mailboxes for staff, increasing the standard quota from 150 Megabytes to 2 Gigabytes.
This page provides details of planned work, current issues and support. If you are experiencing any problems with your email, or have any concerns, please contact the ISS Service Desk on ext. 10987.
Mailbox upgrades – What’s already happened?
If you use Outlook Web App to access your emails via a web browser – you may have already noticed a change of logon/logoff screen. When accessing OWA you now need to enter your username in the format lancs\username.
The Security Option when logging in to OWA
Some people are finding that Outlook Web App (OWA) times out after fifteen minutes. This is a feature of OWA when the 'Public' option is selected (rather than 'Private'):
- Public Option - the 'Public' option is default and should be used on shared computers e.g. Internet Cafes. This option will log you off OWA after a period of 15 minutes non use.
- Private Option - the 'Private' option should be selected on your personal computer. It does not time out after 15minutes of non use.
Mailbox Upgrades – What should I expect next?
From early September, ISS will be moving batches of staff and postgraduate mailboxes as part of the upgrade. Staff members will be notified via email the week before their mailbox upgrade is due to take place. The ISS Service Desk, and faculty and departmental IT support staff will also know who’s mailboxes are due to move in that week. ISS are not able to guarantee a specific day or time for when your mailbox will be moved.
When the upgrade occurs, you may notice a small break in your email service - the time this takes will depend on the size of your mailbox. We anticipate that it will take on average 5 - 15 minutes. You will not lose any of your emails, but during this time you are unlikely to be able to send and receive mail. If you experience any problems please wait 20 minutes then restart Outlook (or however you access your email). If using a Smartphone or mobile device you may need to restart the device itself and reconnect your mailbox.
If you continue to experience problems please contact the ISS Service Desk on ext. 10987.
Please also see the additional device specific information below if you are accessing your email via:
What will I see after the upgrade?
If you use a web browser to access your email, then once your mailbox is upgraded, you will see a new look and feel to Outlook Web App. This new interface should look familiar as it is very similar to Outlook 2007 and Outlook 2010. The main features of the new Outlook Web App are given in the downloadable tri-fold leaflet. If you would like additional support, ISS training are offering desk side tutoring and demo sessions.
Postgraduates currently on the Unix mail service will be upgraded from October.
PLEASE NOTE: This upgrade will be performed centrally by ISS, and you will not be required to do anything. You will not be asked to provide your username and password to allow the change to be done. Any mail message that asks you for your personal details is a “phishing scam” designed to gain access to your account. You should ignore such messages - do not reply and do not follow the instructions.
If you have a mobile device (a smartphone or tablet, for example) that uses Active Sync to connect to your Exchange mailbox, Exchange 2010 can now protect you from losing sensitive data if your device is lost or stolen. Should you lose your device it can now be “remote wiped” if you so wish, erasing all data and returning it to its factory state, thereby protecting your personal data from others.
You may give ISS the ability to perform this “remote wiping”. If you do, it will be restricted to a very small number of staff, who will follow strict guidelines. Apart from in very exceptional circumstances we would only carry this out if requested to do so by you.
Some mobile devices will show you a security warning after your mailbox migrates. If you accept the new connection, you will have set up remote wiping and be able to use this service if and when needed. If you decline the new connection, you will need to find an alternative way to access your email. Most devices will offer alternative ways to access your mail that do not include remote management. For further advice and guidance please contact the ISS Service Desk
Users of Outlook 2003 may find that some parts of Outlook may not work after the upgrade and are strongly advised to upgrade to a newer version of Outlook (ideally to Outlook 2010). Users of Outlook versions prior to Outlook 2003 must upgrade their Outlook (ideally to Outlook 2010). For assistance in performing this upgrade, please contact the ISS Service Desk.
- Microsoft Outlook 2011 will provide full access to your mailbox and calendar in Exchange mode, however, it does not support either Read or Delivery receipts.
- If using OS X Snow Leopard and OS X Lion, Apple Mail will work in Exchange mode.
For users of Mozilla Thunderbird on Macintosh, Windows and Linux
You will be able to use your Exchange calendar with Thunderbird 5 or 6 and some calendar extensions (not all features are currently available due to bugs in this software).
Last Updated: 30 August 2011