The decommissioning of the CMS mail system Summer/Fall 2015

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Announcement

ITS is discontinuing the CMS mail system in favor of Exchange, see the ITS announcement page for details. There is an automatic migration process that will take place starting sometime after July 1, 2015. Individuals will be notified when their accounts are being affected.

The recommendation from ITS is that users stand by to have their email switched over to Exchange automatically.

While technically possible, switching accounts and moving mail manually can cause problems.

Frequently Asked Questions

Please refer to the ITS CMS Migration FAQ for additional information.

Will this affect my CS email account?

No, your CS email account will be unchanged, and the delivery settings you have configured with ITS that do not use CMS will not be affected. If your CS email account is the registered email address for your '@virginia.edu' mail then delivery will continue to work the same.

I use my Gmail (or another 3rd party email provider) for UVa email: Will this affect the way my UVa email is delivered?

No, the delivery settings you have with ITS that do not use CMS will not be affected. Any non-CMS email account that is the registered email address for your '@virginia.edu' mail will continue to work as it has been. Please note: Using non-UVa email is strongly discouraged and comes with certain requirements!

What do I have to do?

All you have to do is wait until ITS migrates your account to Exchange, then set up Exchange on your email clients and start using it. ITS will notify you when the migration will take place. The current schedule has staff email migrations beginning afte July 7, 2015, and faculty email migrations beginning after September 30th, 2015.

What happens to my old email?

ITS is running a tool to migrate your old email from the CMS to the Exchange Server. All of your mail will be found under a folder called "CMS Migrated Mail". This is not immediately visible under Thunderbird (or many other IMAP clients) and you will need to subscribe to it in order to view it. The CS guide for setting up your mail clients has instructions on subscribing to your migrated folders.

What desktop email clients are supported?

The only officially supported Windows and MAC clients is Outlook. There are no ITS-supported clients for Linux, but Outlook Web Access (email accessed through your web browser) works reliably on all platforms in Firefox and Chrome.

The Exchange server provides an IMAP interface, and should work with all IMAP clients. We have tested Thunderbird and Pine, and Apple Mail. It is possible to set up your Exchange account on other clients, but if there are problems ITS will not assist with them unless they can be replicated in Outlook/Outlook Web Access.

What mobile email clients are supported?

For mobile access the iOS native Mail app and any Android apps that support ActiveSync/CorporateSync will work. ITS has instructions for connecting mobile devices to Exchange and will provide some support if there are problems.

All standard IMAP email clients should work - we have not tested extensively but have verified that Android K-9 mail works as a standard IMAP client.

Setting up IMAP clients

ITS publishes IMAP settings on their site and our directions for configuring your client are here.

Problems and Solutions

UVA Exchange + Outlook users are getting bounces when sending to a recently migrated account

There is nothing to be done by the recipient, this is an issue on the sender's side only. There is a brief window of time after an Exchange account is activated in which the account's email address value stored on the Exchange server contains extraneous information, making it invalid. If a user's Outlook updates its local copy of the Global Address List from the server in that window it will contain the bad address. Secondarily, using that bad address to send mail will populate Outlook's autofill list with it. (See the ITS FAQ for their take on the matter.)

Fixing the local copy of the Global Address List requires manually downloading the complete address book from inside Outlook. This varies somewhat from version to version but entails going to 'Send/Receive' -> 'Send/receive Groups' then selecting 'Download Address Book...'. In the download dialog uncheck the option to 'Download changes since last Send/Receive' then click OK.

Any bad autofill entry has to be manually deleted to avoid reusing it and getting more bounces. There is no direct editing function for the autofill list. To delete the bad entry open a new email and start typing the name of the person related to the bad entry. When the bad autofill entry is displayed either highlight it and press the delete key, or click the 'X' to the right of the name to delete it.