E-mail / Accounts > Faculty and Staff E-mail
Switching to Exchange
Faculty & Staff E-mail System
How do I switch?
What is the Exchange system?
What happens when I switch?
Will my e-mail and calendar be moved to the new system?
How do I access e-mail after I switch?
Will my e-mail address change?
Will I still be able to forward my e-mail?
Why are we switching e-mail systems?
Do I have to switch to the new system?
What are the changes to POP support?
Where do I go for help?
How do I switch?
1. Login to http://www.sfsu.edu/email to schedule your e-mail switch.
Select the "Move [your-account] to Exchange" link. You can register to be switched one hour or more before the scheduled switch time.
2. [Optional] Windows Lotus Notes users: Synchronize address book.
If you wish to have your Notes local address book migrated to Exchange, synchronize your address book before your mail switch. To do this, from the Actions menu (not in the Contacts window), select Synchronize Address Book.
3. Purge Trash.
Delete any unneeded e-mail messages, then empty your trash or purge items marked for deletion.
4. Install and update a supported e-mail program.
When you switch to Exchange you will need to update your e-mail program. Outlook and Entourage users should use the latest versions of these programs and download the latest program updates and patches. Instructions for downloading and updating software are included in the configuration insturctions below.
5. Once your switch begins, update and configure your e-mail program or use Web access at http://email.sfsu.edu.
What is the Exchange system?
SF State launched a Microsoft Exchange e-mail and calendar system for faculty and staff to provide a stable and responsive e-mail environment for the campus.
The Exchange system features a global address book of SF State e-mail accounts and integrates e-mail with calendaring and tasks lists for collaboration with other campus users. Mobile (e.g., iPhone) and Web access are supported.
When used with the Exchange system, the recommended Outlook 2007 e-mail program provides many features, such as drag-and-drop calendar entries, message recall, advanced search, integrated thesaurus and dictionary, custom rules and color categorization, plus many other tools for organizing and managing e-mail and schedules.
Response to the new system has been very positive and all faculty and staff are encouraged to switch the new system, as older system will be decomissioned.
What happens when I switch?
When your switch begins, a final message will be sent to your existing e-mail account letting you know that the switch is in progress, and that all new incoming messages will be delivered to your account on the new Exchange server. You can continue to access your old mail from your existing account.
Thirty minutes after your switch begins (e.g., by 9:30 AM, if your switch began at 9:00 AM) you should be able to log into your new account at http://email.sfsu.edu using your full e-mail address (e.g., jdoe@sfsu.edu) and SF State Password. All incoming mail sent after the switch began will be sent to this new server.
If you elected to move data to the new server, a copy of your existing e-mail messages, and server-based calendar and contacts will be migrated. (Note that contacts stored locally in e-mail programs can not be migrated automatically.) Depending on the volume of data in your account, this data migration process could take up to several hours. When the data migration is finished, a message will be sent to your new Exchange account indicating that the switch is complete.
Contact your local IT support or the DoIT Help Desk for any issues you encounter during or following the switch.
Will my e-mail, calendar and contacts be moved to the new system?
When you confirm your switch date, the option to move e-mail and calendar data stored on the server will be available. If you wish to have your Notes local address book migrated to Exchange, synchronize your address book before your mail switch. To do this, from the Actions menu (not in the Contacts window), select Synchronize Address Book. (Note that contacts stored locally in e-mail programs can not be migrated automatically.)
How do I access e-mail after I switch?
- Log in using your full e-mail address and SF State Password
- Internet Explorer 6.0 provides fullest features
Instructions for installed e-mail programs and mobile devices
Will my e-mail address change?
Your e-mail address will not change.
(Read the troubleshooting topic on e-mail address issues.)
Will I still be able to forward my e-mail?
E-mail forwarding to external e-mail providers is possible but not recommended.
Why are we switching e-mail systems?
In November 2008, following a multi-month evaluation process which involved broad campus input and participation, Microsoft Exchange was selected as the SF State Faculty and Staff E-mail system based on a comparison of features, supportability and Section 508 accessibility requirements. The Exchange system provides a stable and robust e-mail environment for the campus.
Do I have to switch to the new system?
All faculty and staff e-mail accounts will be moved off the current e-mail systems and those systems will be decommissioned.
What are the changes to POP support?
IMAP and native Exchange protocols are supported by the SF State Exchange system, the POP protocol is not supported. Individuals accustomed to using POP are encouraged to contact their local IT Support or the DoIT Help Desk to discuss the best way to meet their needs.
Where do I go for help?
For assistance preparing to switch or troubleshooting issues after you switch, contact your local IT support, or the DoIT Help Desk.
