it.ucsf.edu

Email to the Cloud

Karen O'Neill's picture

Welcome to the Email to the Cloud Project Site

Come back, come often! Updated information on how and when this migration will impact users will be published here throughout the project.

Email to the Cloud

  • UCSF is migrating from an on premise email environment to a cloud-based email service provided by Microsoft. This will include 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.
  • Currently in its pilot phase, the project enters full-swing in January, with the goal to migrate over 40,000 email boxes from our current on premise environment to the cloud by the end of the fiscal year.
  • How does this benefit employees?
    • Increased Storage: your email box will now have 50 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
    • 9000 users are currently on the Exchange Unified Messaging voice mail system and will need to be migrated to Cisco Unity in early January, in order to move their email boxes seamlessly.
    • Please see the new UCSF Voicemail Services page for detailed information.
    • Targeted communications and instructions will be available in mid-December and early January to prepare users for the migration.
  • Migration of On-Premise Email to the Cloud
    • Over 40,000 email boxes including calendars and Public Folders will be moved to the Cloud beginning in January, 2017. The migration will occur in rolling weekly waves throughout the winter and spring of 2017.
    • Users will be notified before the migration of their mailbox; and confirmed after their mailbox has moved to the cloud. No action is anticipated on the desktop once the migration is complete. However mobile devices (phones and tablets) will require a configuration change. In addition, individuals who use the Outlook web client (also known as mail@UCSF, OWA or https://mail.ucsf.edu) to access their email, will need to change the way they login. See below for instructions.
    • As we get closer to the first wave of email box migration details instructions and links to help pages will be available.

Status

Date:   Status:
Feb 3 While our technical teams have been diligently working on all activities to support migration of Email to the Cloud, some technical issues surfaced during the pre-pilot phase, and as a result, the actual pilot start date is delayed to February. We will update the project page once the pilot has begun, and reach out to pilot participants with more specific instructions at that time.
Jan 3 Return from New Year's Holiday
Dec 23 Break for Christmas Holiday
Dec 16 Infrastructure Implementations completed
Dec 2 Design Document provided
Nov 17 Assessment & Recommendations Report provided
Oct 20 Project Kickoff

Additional Information

See our Email Online page for information about the new service...

Go To our:

  • 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