Organizing meetings across the University will get a bit easier at the end of October when McMaster completes its move to a new calendaring system as part of MacMail.

Calendaring is similar to the telephone network: the more people connected to it, the more useful it is. By moving to a single system rather than two, and by making that system available to all MacMail users, the utility of the system will be more useful for all users. In addition the new system works better with smartphones.

To prepare for the switch, all staff should either already have converted to MacMail or be scheduled to convert from UnivMail to MacMail. Many users and departments have already switched from Oracle Calendar to MacMail. (Please note: MacMail is be based on the Exchange system that the Faculty of Health Sciences already uses. FHS users already on Exchange will not need to switch.)

Steps users should take to prepare

• All staff with Oracle Calendar should have either migrated to MacMail or be scheduled to migrate by October 16, 2015. Note for Oracle Calendar Users ONLY: If you have not received a migration notice yet, please contact exchangeproject@mcmaster.ca to arrange your migration.
• At a minimum, book events after October 30 in your MacMail (Outlook/Exchange) calendar. Consider switching to MacMail calendar sooner.
• If you use Oracle Calendar to book resources like a room or projector you will need to arrange to have that resource added to the MacMail calendar by submitting the request form.
• Refer to the MacMail help site for additional information, including instructions for transferring events from Oracle Calendar to MacMail.
• Always use standard McMaster email form (macid@mcmaster.ca). Using addresses with @univmail.mcmaster.ca will lead to problems.

Background

MacMail uses Microsoft Exchange Server, a calendaring, e-mail and contact management server. It will be compatible with many common email clients, but will offer additional functionality to those who access it through Microsoft Outlook or via a web-based interface. MacMail is replacing UnivMail and Oracle Calendar.

During migration, a user’s existing email on UnivMail will be copied over to their new Exchange account. Following migration, users have immediate access to their email via Outlook Web App . Email clients need to be reconfigured to find the new server. Typically, users experience only a minor interruption in email service during their switch.

Information on migration preparation, along with a wealth of learning resources and other information about MacMail, is located on the project’s web page.

Questions and requests for additional information should be directed to: exchangeproject@mcmaster.ca

Stop the Bounce

During this transition period, some users are experiencing “undeliverable” emails because their email program has caches a “Univmail” specific email. Instructions for resolving these bounced messages are available on the project website.

WARNING

McMaster employees often receive malicious “phishing” email messages purporting to be from “IT” and suggesting that, due to an email upgrade, the recipient needs to follow a link and submit their personal information. These are fake messages. All message related to this project will only direct users to “mcmaster.ca” web addresses.