The current e-mail system, Zimbra, has become unreliable and with no backup solution capable of meeting federal eDiscovery requirements.  It was determined that a new system that could adequately meet our current and future needs should be implemented.

What's the new e-mail system called?

Microsoft Exchange.

Will I have the same email address?

Your email address will remain the same.  In fact, you will have two e-mail addresses.  You may use either username@rcps.info or username@roanoke.k12.va.us .  If a message is sent to either address, it will show up in your inbox.

What can I do to prepare for the new e-mail system?

Please go through your e-mail prior to July 14^th and clean out mail you do not need to keep.  That include message in the Trash and Junk folders and large e-mails.  The smaller your e-mail folder size, the quicker the migration will take place.  Larger e-mail messages will delay the migration.

Walk me through the migration process.

On July 11th, look through your e-mail one last time and delete messages you no longer need.  The last thing you should do before you go home is purge the Trash and junk folders.  On the 14^th, Admin Tech staff will be around Central Admin to assist in reconfiguring e-mail programs, favorites, and shortcuts allowing you to access Exchange.  For those outside of Central Admin, you will login to the new webmail at https://webmail.rcps.info/owa and reference old messages in either Zimbra or your current e-mail program.  You will be notified when your school is being affected by the mail migration.

What password will I use to access Exchange?

You will use your Active Directory domain account username and password.  If you don't know what it is, call 853-1641 for assistance.

Will I need to change my password?

You won't change your Zimbra password but you will change your Active Directory password.  Prior to logging into the new email system the first time, go to https://webmail.rcps.info/iisadmpwd/aexp2b.asp   to reset your password.  Once you set your password to something only you know, you can login to Exchange.

I don't like changing passwords.  Why can't you keep it the same way it's been?

We would prefer not to reset or change your password.  The problem is, in order to move mail messages from Zimbra to Exchange; we have to reset your Active Directory password.

When will I get to use Exchange?

Beginning July 14^th, 2008, you will receive new mail in Exchange.

Will my messages transfer to the new Microsoft Exchange Server?

Yes. Email messages will be transferred to the new email system. All new messages sent on and after July 14 will be sent to the new Exchange Server.

Can I still access my old email in Zimbra?

Yes. Past messages will be available under the Zimbra account until the account has been migrated to the new system.

Will my Address Book transfer?

Addresses in Zimbra will not transfer to the new system. Addresses in the client based software Outlook will transfer.

Can I use this email system on a Mac or PC?

Yes.  You would use Microsoft Outlook on a PC and Microsoft Entourage on a Mac.

For Macs, will we have to use inherent 'Mac Mail'?

No.  If your Mac has Microsoft Office, you will use Entourage.  If not, we encourage you to use Outlook Web Access (OWA).

Which web browsers will allow me to view my mail? 

Internet Explorer 6.0 and 7.0 will allow for full functionality of the new email system. Firefox, Safari, and Netscape will allow users to use a majority of the features.

I use Eudora to check email.  Will I continue to be able to use Eudora to check email in Exchange?
Administrative Technology will concentrate on supporting Microsoft Outlook, Microsoft Entourage, and Outlook Web Access.  To better support RCPS, we are limiting the number of e-mail applications we support; therefore, we cannot support third party e-mail applications like Eudora, Outlook Express, Thunderbird, etc.

I am currently using Firefox as my Internet browser.  Will I need to use IE7 when I use MS Exchange (e.g., like Aptafund) or can I continue to use Firefox?
Outlook Web Access (OWA) will work on Firefox, Safari, and Netscape.

I currently keep my email organized in file folders in Zimbra.  Will these folders and related email contained therein be moved over to Exchange?  If not, how can I move these over to MS Exchange?
Mail and Mail folders in Zimbra will be migrated to Exchange.  Exceptions include the Trash and Junk folders as well as mail messages that are larger than 4MB.  Large e-mail message will stay in Zimbra, you will have to save or print out those messages manually contact Administrative Technology for assistance.

Will I be required to backup my email when using MS Exchange or will this be done for me?  If it will be done automatically, how often will it be backed up?
Your Exchange mail will be backed up by Administrative Technology.

Will there be any way to for me to search and find prior emails (older than 90-days) that I have received or sent?
Yes, you can search for messages older than 90 days.

Can I add attachments in MS Exchange?  If so, will the size of attachments being sent or received be increased?
You can send attachments in MS Exchange.  The size of the attachments is limited to 10MB.  If you need to send a file larger than 10MB, contact Administrative Technology for assistance.

Will my email mailbox quota increase with MS Exchange?  If so, how large will it be?
Your mailbox quota will be increased from the default 25MB to 100MB.

Will there be any training for staff?  If so, when and where?
Initially, training will be hands-on by Administrative Technology during the migration for 12 month employees.  Formal training is being coordinated between Administrative Technology and the ITRT staff for August and September. 

Will I be able to leave away (out-of-office) replies in MS Exchange like the feature in Zimbra provides?
Yes, you can configure an out-of-office message in Exchange.

Will the domain ronaoke.k12.va.us and rcps.info both continue to work if I have given these out as my e-mail addresses or will I have to notify folks of my address change?
All RCPS staff can use both the rcps.info and Roanoke.k12.va.us domains as their e-mail address.