it.ucsf.edu

Email to the Cloud

Karen O'Neill's picture

 

Welcome to the Email to the Cloud Project Site

We have migrated over 46,600 mailboxes and all public folders. This was a very complex project due to the size and scope, and we want to thank you for your patience. For many users the transition has been seamless, but some users have experienced one or more issues. We understand these migration issues have been frustrating and impactful. We realize that email is one of the most critical tools and are actively working to resolve all tickets submitted. If you need assistance with any email issues, please contact the IT Service Desk at 415-514-4100. The IT Service Desk is available 24 hours a day, 7 days a week.

 

Open items for the project team include:

  • Resolving open tickets.
  • Migrating the remaining (~100) mailboxes; the team is actively working to resolve the issues that have prevented these from migrating successfully to date.
  • Automating the provisioning and deprovisioning process directly in the cloud.
  • Completing the configuration and testing of the Disaster Recovery environment for Active Directory Federation Services (ADFS), which is used for authentication.
  • Decommissioning the legacy on-premise hardware.

We apologize for any disruptions and inconvenience this migration has caused you and appreciate your patience.

 

Click here for FAQs - including known issues - regarding the email migration.

 

Project Overview

 

  • UCSF is migrating from an on premise email environment to a cloud-based email service provided by Microsoft. This includes email, calendars, contacts, and public folders. Migrating our email services to the cloud allows UCSF to maintain and improve upon existing enterprise email services without requiring heavy investments in upgrading our on-site infrastructure to meet our campus’ growing needs. There are many advantages to moving to a cloud based email offering, which are highlighted below.
  • Migrations started full-swing in April and over 46,600 mailboxes plus all Public Folders were migrated before the end of May. 
  • How does this benefit employees?
    • Increased Storage: Cloud mailboxes have 100 GB of storage
    • Mobility: An updated web client user interface that has been optimized for tablets and smart phones, in addition to desktops and laptops.
  • How does this benefit UCSF?
    • Cost Savings: Cloud infrastructure allows us to leverage a robust infrastructure with a lower total cost of ownership. Migrating to the cloud eliminates the costs associated with upgrading, maintaining and supporting our existing on premise infrastructure; and reduces our on-going operational costs.
    • High Availability: The geo-redundant, continuously replicated, cloud email service provides high-availability for email services and provides increased business continuity capabilities for UCSF.
    • Privacy and Confidentiality: Provisions for ensuring confidentiality, privacy, and security of UCSF email are provided. There is no data mining of UCSF data conducted by Microsoft.

Overview

The Email to the Cloud project is comprised of two sub-projects as follows:

  • Voicemail Migration to Cisco Unity - Completed on March 9, 2017!
    • 9000 users were migrated from the Exchange Unified Messaging voice mail system to Cisco Unity. This was a prerequisite needed for the email migration.

  • Migration of On-Premise Email to the Cloud
    • Over 46,600 email boxes including calendars and all Public Folders have been moved to the Cloud were migrated between April and the end of May 2017. Approximately 100 remain and are targeted for migration before the end of June.

Important Information for mobile and web clients:

  • Email Online Web App page for web client information
    • New Username for Email - After you’ve been migrated, use your primary email address as your username (e.g. firstname.lastname@ucsf.edu). Your password remains the same.
    • Web Client - Post migration, the URL to login to Outlook Web App (OWA) is https://email.ucsf.edu. Also available via MyAccess!

Contact Us

Email questions about the email-to-the-cloud project to: email-to-the-cloud@ucsf.edu