Questions and Answers

As questions regarding the UF Exchange system are raised we will document them here and provide preliminary answers.  Questions and answers will be discussed at the advisory committee meetings.

Services

    1.  Who can have an account on UF Exchange?
      Faculty, staff and student employees – RAs, TAs and undergraduate employees can all have accounts on UF Exchange.  In addition, departments on UF Exchange can have an unlimited number of service accounts.  All accounts are attributable to persons.
    2. How will quotas be assigned and controlled?
      Users are not restricted in their storage of email in UF Exchange.  Users will be classified as either Light, Medium or Heavy email users for system management.  The initial determination will be made during conversion.  Users will be reclassified based on their usage.
    3.  How will Public Folders be supported?
      UF Exchange will fully support public folders.  For units coming from Federated Exchange, there will be little change – units can create public folders and assign rights to them.  For units currently operating independently, their “top level” folders will be put into a single unit-level top folder.  Earlier in the development of Exchange 2007, Microsoft had indicated that public folders would not be supported in Exchange 2007.  Microsoft has changed their position on public folders.  Public folders are fully supported by Microsoft in Exchange 2007.  UF Exchange will use public folders much as they are used in Federated Exchange today.
    4. When will UF Exchange service be unavailable for maintenance?
      UF Exchange is designed to be operational 24 hours a day, 7 days a week, 365 days a year.  There will be no scheduled maintenance downtime.  All maintenance activities will be performed on the running system.  Complex system maintenance will be performed Sunday mornings from 6 AM to 10 AM, but these activities are not expected to disrupt service.  Service disruption can be caused by some types of rare hardware and network failures.  UF Exchange has been designed to minimize these service disruptions.  As your mail box is moved to UF Exchange, you may experience several hours without mail service.  Occasionally mail boxes may be moved or repaired and these activities may also result in short periods where individuals will not have service.
    5. Does UF Exchange support encryption of email?
      Yes.  For sending and receiving email to individuals outside the UF Exchange system, S/MIME is supported.  Users can have and exchange public keys.  Public keys are stored in your Contacts in UF Exchange.  For mail sent from one UF Exchange user to another, self-signed certificates are used and public keys are not needed.
    6. How is the Address Book maintained in UF Exchange?
      The global address list is maintained through the UF Directory.  When you update your contact information in UF Directory, the information is automatically supplied to Active Directory and UF Exchange.  These systems are always synchronized.  In addition, each user has “Contacts” which they can maintain personally.
    7.  Who can use the calendar?
      UF Exchange will provide calendaring services to everyone who has a mailbox.  In addition, resource accounts can have calendars to provide additional information regarding availability of resources.  Scheduling Assistant in Exchange 2007 provides real-time free/busy information.  UF Exchange is integrated with users in Federated Exchange providing a large community of people accessible for calendar and scheduling.
    8. What protocols are supported by UF Exchange?
      UF Exchange supports imaps version 4, Outlook Anywhere (for secure  remote access without the use of a VPN), and https via a browser for access to Outlook Web Access.  Clients supporting these protocols should work well with UF Exchange.  POP (Post Office Protocol) clients are not supported.  Experience with POP indicates that many users have difficulty managing mail using POP.  As an early Internet protocol, POP does not have the features most users have come to expect in a mail service.  Use of other protocols is encouraged.
    9.  How will spam be controlled?
      Three levels of spam control will be provided – 1) the university provides Proofpoint service to all email messages coming onto the UF network and destroys email determined to be spam; 2) UF Exchange mail users could leverage individual ProofPoint filtering profiles to manage how spam-scored mails are being delivered to the Inbox, Junk mail folder, or block mails all together. Quarantined mails could be check at the web address spam.mail.ufl.edu. 3) Outlook junk mail filters will be used b y those users using Outlook.  UF Exchange strongly encourages the use of a 4th level of defense for spam – user defined rules to sort and filter email.  Such rules can be set up by the user to meet the user’s needs.
    10. When an individual leaves UF, how will they get their email from UF Exchange?
      Users are responsible for removing any email they wish to retain.  Methods will be provided for users to extract their email from UF Exchange.  Departments may choose to facilitate this process via local  PST files can be used for this purpose.
    11. Can I take all my email with me when I leave UF?
      University policy may prevent the independent possession of some emails as individuals leave the university.  It is the user’s responsibility to conform to UF policy in this regard.
    12.  What is the maximum mailbox size in UF Exchange?
      UF Exchange runs Exchange 2007.  The maximum mailbox quota in Exchange 2007 is 2 GIG.  An unlimited quota is also available.  Both will be supported in UF Exchange.
    13.  Will users be able to forward email from UF Exchange to other systems?
      Current UF Email Policy will apply.  Unless otherwise restricted by policy, users will be able to forward their UF Exchange email to other systems.  HSC users are prohibited from forwarding email to systems outside the ufl.edu domain.
    14. Will “Vacation Rules” be permitted?
      Yes.  Users will be able to set vacation rules.  Users should not set vacation rules that respond to lists.  User training and support will be required.
    15. What are the retention periods used in UF Exchange?
Exchange Server Operating System 28 days
Mailbox store 28 days
Log message tracking 7 days
Deleted Mailbox 7 days
Deleted Item retention 30 days
Deleted Item Folders items 30 days
Junk E-Mail Folder items 14 days
Inbox and Sent Item Folders 365 days
User created folder under Mailbox user set

Retention of the operating systems and mailbox stores are done on off-line tape and are used solely for the purpose of restoring system services.  UF Exchange does not provide restoration of individual mailbox contents from tape.

      1. What mobile devices are supported?
        UF Exchange will support synchronization with devices that use Active Synch, Good Link and/or Blackberry synchronization.  UF Exchange will operate Blackberry Enterprise Servers for UF Exchange users.  Each Blackberry user must provide a Blackberry access license purchased separately – UF Exchange will not provide Blackberry access licenses.
      2. What Active Synch policies will be in place for security and protection.
        We will determine Active Synch policies as part of the advisory process.  The UF ITAC security Committee and others will provide recommendations regarding appropriate policies.
      3. We have many mailboxes for various purposes not assigned to  How will this be supported in UF Exchange?
        These “service account” mailboxes will be supported in UF Exchange.  Units can have as many service accounts as they need.  In all cases, all mailboxes in UF Exchange are provided and used for UF purposes only.
      4. How will UF Exchange support lists?  Will LISTSERV be replaced?
        There are no plans to replace LISTSERV.  UF Exchange supports three kinds of lists: 1) Mail enabled security groups; 2) Mail Enabled Distribution Lists, 3) Query-based distribution lists.  All will be supported.
      5. What attachments are allowed?  What attachments are not allowed?
        The list of disallowed attachments is available in the Service Level Agreement.  Attachments are disallowed in general if clicking on them will cause content to execute on the recipient’s computer.  Such email attachments are generally considered to be a high security risk.  Zip archives are permitted as attachments.  Sending executable content to another user can be achieved by making a zip archive.  The recipient must then unzip the content and execute.
      6. What is the maximum message size?
        The maximum message size – mail message plus all attachments – is 20 Megabytes.  Remote sites may have smaller limits.  Mail sent to such sites will only be deliverable if the receiving site can accept a message of the size sent by UF Exchange.
      7. What happens to the mail service in the case of a disaster affecting the data center?
        UF Exchange would be rebuilt in the event of a natural disaster affecting the data center.  Data is backed up to the UF off site facility in Atlanta, but no email capability is available there.  Restoration of service is expected to take several weeks in the event of a disaster.  Standby Cluster Replication for immediate offsite resumption of service is planned for UF
      8. Can I digitally sign an email without encrypting it?
        Yes.  This can be done with your public key.
      9. Will UF Exchange support mail aliases?
        Existing mail aliases will be supported.  In addition, unit can create unlimited mail aliases, known as secondary proxy addresses, for their third level domain names (typically department name).  So for example, the English department could create info@english.ufl.edu, help@english.ufl.edu and many more.  Units cannot create name@ufl.edu type aliases as these conflict the GatorLink name space.  Such addresses can be requested and will be provided if not already in use and not in conflict with potential future uses.
      10. Will Outlook Mobile Access (OMA) be supported?
        Outlook Mobile Access was a feature of Exchange 2003 that provided a text-only web interface that could be used on older mobile phones.  Outlook Mobile Access is not supported in Exchange 2007 and is not provided by UF Exchange.  It is recommended that phones be upgraded to support one of the current supported interface technologies — ActiveSynch, BlackBerry or Good Link.

Policy

      1. Under what circumstances will email contents be disclosed to third parties?
        General Counsel and Human Resource Services may request disclosure of email contents stored in UF Exchange.  All requests coming from
      2. How does UF Exchange support UF record retention policy?
        UF record retention policy requires that original senders of email retain various emails as public records for various time periods.  Users are responsible for retaining their email in accordance with university policy.  The method of retention is determined by the user.  Email may be retained on paper, in computer files outside of UF Exchange or in UF Exchange mailboxes.  Mail retention policy on UF Exchange mailboxes may not be sufficient for all users to retain all email as public records within UF Exchange.
      3. What policy governs the use of email in UF Exchange?
        The University Acceptable Use Policy governs the use of email in UF Exchange.  In addition, the UF Email Forwarding Policy and the UF Email as a Public Record Policy also apply.
      4. When I move to UF Exchange, will all my mail be imported?
        All your mail in your unit’s university email system will be imported.  Mail you may have in any previous email system will not be imported.  Mail you may have in other email systems will not be imported.  Mail that is in your Deleted Folder will be imported to your Deleted Folder in UF Exchange.  Mail in Deleted Item Retention, a system folder that allows system administrators to recover lost mail that has moved out of your deleted mail folder – will not be converted.
      5. Does my department need to identify local support people in order to adopt UF Exchange?
        Yes.  It is critically important to you and the members of your department that you have good local IT support.  Many features of UF Exchange are best experienced on a well-supported work station.  You will need to know the names of the people in your department who provide this support.  Training
      6. Can I use the calendar only and continue to use my existing email service?
        Email and calendar are an integrated service offering.  UF Exchange will not provide calendar-only service.  All UF Exchange calendar users will have UF Exchange mailboxes.  Users may have personal email services outside of UF.
      7. When my department migrates to UF Exchange, must I give up my GatorLink WebMail Inbox?
        Yes.  All UF Exchange users will be required by policy to forward mail received at gatorlink@ufl.edu to UF Exchange.
      8. When my department moves to UF Exchange will I be able to keep my old email address?
        In general, yes. UF Exchange will support email addresses of two types – GatorLink@ufl.edu and GatorLink@deptname.ufl.edu.  When your department moves to UF Exchange, its third level domain name (deptname) will move with it and the addresses will move as well.  There will be no interruption in service and your email address will remain the same.  Your unit may provide support for additional email addresses for you. Management of these “aliases” is a local responsibility.
      9. Can a unit join UF Exchange without joining UF Active Directory?
        This approach is not recommended.  UF Active Directory provides the foundation for identity and access management for UF Exchange.  Departments considering such an approach will find adoption of UF Exchange more difficult and their users will likely also find their service more difficult to use.
      10. Can I get on UF Exchange before my unit?  Can I delay getting on UF Exchange until sometime after my unit moves to UF Exchange?
        All users in a unit will move to UF Exchange together.  This is important to insure that all mail services and their support function properly.
      11. When will my unit move to UF Exchange?
        Your unit will make its own decision when it will move to UF Exchange.  Four units have already made that decision – IFAS, Academic Affairs, College of Fine Arts and the Harn Art Museum.  These units will begin to move to UF Exchange on January 19th, 2008.  Units will move by department and the exact order of the departments is to be determined.  It is expected that departments of these units will be on UF Exchange by April 30, 2008.  During the spring, additional units may decide to move to UF Exchange and they will come on beginning as early as May.  The proposed scheduled for Phase 1 migration is available at http://www.mail.ufl.edu/documents/ProposedMigrationScheduleforUFExchange.pdf

Deployment and Adoption

  1. My department currently uses Federated Exchange and I access my mail via webmail.ad.ufl.edu.  Will this address go away?  If so, when?
    UF Exchange is providing an all new “front end” service that will support Federated Exchange users.  webmail.ad.ufl.edu is now a synonym for mail.ufl.edu.  You should have your browser point to mail.ufl.edu.  Sometime this summer, the address webmail.ad.ufl.edu will be retired.  We expect this process to take about six months and the dates for each step will be announced well in advance.

Support

      1.  If I have a problem with my mail in UF Exchange, who do I call?
        You always have two choices.  You can call your local IT support person.  Your local IT support person will be trained to provide support for UF Exchange.  In addition, you can call the UF Computing Help Desk at 392-HELP.  The UF Computing Help Desk provides phone and email support for UF Exchange as well as routing of calls to local people who can help you.
      2. What clients are supported for use by UF Exchange?
        You may use a variety of email clients to access UF Exchange.  Most people will use Outlook 2007 and this is the preferred client, offering the widest variety of features.  But other clients will work based on supported protocols.  Additional information and support will be available for the most commonly used browsers and desktop clients at UF.
      3. Who supports my mobile device?
        Your local workstation support person supports your mobile device and its synchronization with UF Exchange.
      4. What training and other user education will be available for UF Exchange?
        A variety of materials will be available on line for UF Exchange users.  All  resources will be linked from www.mail.ufl.edu as a single one-stop shop for information regarding UF Exchange.  Users are encouraged to use Internet resources to learn more about Exchange services in general and their clients and devices in particular.  Many good books are available on Exchange 2007 and Outlook 2007.  UF produced materials will focus on UF specifics –policies and service levels.  Generic instruction in email tools is widely available from other sources.
      5. How will attachments be handled so that the storage they use does not swamp the mail servers?
        UF Exchange stores one copy of an attachment for each mailbox store.  Many users will be in each mailbox store.  The number of mailbox stores will be closer to dozens than larger numbers.  This means that when someone sends an email attachment to 2,000 people, UF Exchange only stores one copy in each mailbox store in which there is at least one recipient.  Suppose 18 of 20 mailbox stores contain at least one of the 2,000 recipients.  Exchange would store 18 copies of the attachment.
      6. How will archiving work?  Will UF Exchange support PST files?
        UF Exchange stores email in mailboxes that are accessible on-line.  In addition, users may chose to store mail in personal folders and or archive folders that are located outside the UF Exchange system.  Use of Personal Folders and Archive Folders is the responsibility of the user.  The use of Personal Folders and Archive Folders is recommended for users who require very long retention and for those who have a great deal of email.  Departments will assist their users in developing appropriate archiving methods for their users.  PST files can be used.  Retention and management of PST files is a personal responsibility supported by the units.  We strongly recommend that PST files be kept on managed departmental file servers.  Storage of PST files on personal computers and laptops is strongly discouraged.  UF Exchange is not responsible for the loss of email resulting from the use of PST files.

Technical

Departments may choose to eliminate the use of PST files by their users.  This is a settable group policy within UF Exchange at the department level.

      1. How can email users outside UF Exchange participate in UF Exchange lists?
        Contacts can be created in UF Exchange which contain “foreign” (outside UF Exchange) email addresses.  These contacts can then be added to any distribution list.  Rights can be assigned to the contacts so that they can send and receive email from such lists.  Persons without GatorLink usernames and passwords cannot manage UF Exchange lists.
      2. Can I use UF Exchange for large email lists such as for sending to all staff or faculty?
        LISTSERV remains the recommended tool for sending to large groups of users.
      3. What URLs are associated with UF Exchange?web.mail.ufl.edu           Browser-based access to mail

        imap.mail.ufl.edu          imap services

        smtp.ufl.edu               smtp services

        www.mail.ufl.edu           Information about UF Exchange

        autodiscover.ufl.edu       Exchange discovery services

        spam.mail.ufl.edu          Access spam filter controls

      4. Is POP a supported protocol provided by UF Exchange?
        No. UF Exchange does not provide POP protocol service.
      5. What versions of Outlook are supported for use with UF Exchange?
        Outlook 2003 SP2 and up.

Future Services

    1. How will provisioning and deprovisioning of mail boxes work?
      UF Exchange will eventually provide automatic provisioning and deprovisioning of mail boxes based on UF Directory affiliations.  UF Exchange is fully integrated with UF Active Directory and the UF Directory.  These systems maintain real-time information regarding the affiliation of individuals with the university.  As affiliations change, mail boxes will be created (provisioned) and inactivated (deprovisioned).  All such changes will be governed by university policy.  Departments can create and maintain affiliations which insure continuous mail box service as needed.  Automatic provisioning and deprovisioning of mail boxes is a future feature of UF Exchange.
    2. Will all students be able to use UF Exchange?
      UF Exchange is being designed for use by all university faculty, staff and students.  At the present time, only faculty, staff and student employees of departments which adopt UF Exchange will have mailboxes on UF Exchange.  A decision to have the entire university community on the same email system will be made in the future.