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Between Friday March 06, 2009, 10 pm and Monday, March 09, 2009, 9am Jacobs University will perform probably the most challenging and promising change in our IT ever.

This FAQ attempts to answer the most common questions regarding that change.

No Email!

EMAIL ACCESS WILL NOT BE POSSIBLE between Friday 10 pm and Monday 9am!

Table of Contents

During the Migration Weekend

How many emails will be lost?

We strive for none. Incoming emails are held during the migration until the new system is up and running, then are delivered into the new system.

Why is there no email access possible during migration?

The time-out is needed to synchronize a consistent state between the various systems.

On that particular weekend, I need information out of my mailbox!

Please download any relevant mailbox content before the migration weekend.

If you are using a client with cached download, chances are, it is already local on your computer. Please check this before the migration weekend.

I need to send an email during the migration weekend!

Please use any other email provider outside the University.

(info) Actually, if you are using an email client delivering emails via SMTP to the host "mx.jacobs-university.de", the email will be sent out. You won't see a response before Monday 9 a.m., though.

What about web-access to email?

"Email access will not be possible" includes access to email by web, i.e. https://mail2web.jacobs-university.de or https://exchange.jacobs-university.de/

Can we use another day?

We are sorry for the inconvenience, but there is no ways around stopping the service for some time.

By using a weekend we are trying to minimize the impact.

Can't we wait for after graduation?

Actually, the migration was planned to happen last year after graduation, so we are already quite behind the original schedule. Waiting another few months is not feasible, for organizational and technical reasons.

After the Migration: Faculty, Staff and Students only

Issues described here can only affect previous users of Jacobs University Email.
Admin members, having used Admin Email, are not affected by these issues.

I can't login to email!

Be sure to use your CampusNet username and password. It is no longer possible to login with the email account.

My client complains about wrong login data!

Be sure to use your CampusNet username and password. It is no longer possible to login with the email account.

What about the old server names, esp. mailhost and mail2web?

Those names will be retained for now to ease the migration.

Though, the servers and services behind this are different. Your email client might report a changed SSL certificate, which is correct.

The old names mailhost and mail2web are deprecated. Please change your configuration and bookmarks to use "exchange.jacobs-university.de" instead. See Jacobs Email for details.

Emails appear missing

If messages received within the last hours before the migration appear missing in the new mailbox, they'll appear in the new mailbox shortly.

At the moment, this period might be up to 48 hours before and after the migration.

Folders appear missing in Thunderbird using IMAP

While using Mozilla Thunderbird and IMAP to connect to exchange.jacobs-university.de, only the Inbox appears, but no folders below. This is a feature of Thunderbird, which displays only folders explicitly selected by the user.

To add folders to the view, right-click on the account, from the context menu select "Subscribe", and check the folder(s) you want to see in Thunderbird.

(thumbs down) Tip: the Jacobs Email server provides several folders for extended functionality, for storing contacts, notes, etc. Thunderbird can not correctly access the content of those folders. It is advised not to subscribe to them. Those folders include: Contacts, Journal, Notes, Tasks.

Server-side rules (SIEVE) are missing

It is not possible to move over SIEVE rules of ex-mail2web to JACOBS Email. The new JACOBS Email system supports server-side rules, too, which have to be defined anew, but, not to the extent of the previous Jacobs University Email system.

This includes any configured forward rules to external mail addresses. After the migration all mails will be delivered to the Jacobs Unviersity Mail server instead of the forward mail box.

(thumbs down) Defining those rules in the web interface requires use of Microsoft Internet Explorer.

My Mailbox is GONE!

That should not be! See, if you find your mailbox on the list of orphaned mailboxes.

Then, contact the migration hotline at tel. ext. #4669 on Mon to Wed, Service Desk for Faculty and Staff after.

After the Migration: Admin Members only

Issues described here affect previous users of Admin Email only.
Faculty, staff, and students having used Jacobs University Email, are not affected by these issues.

Regarding Mailboxes

I can't login to email!

Be sure to use your CampusNet username and password.

I can't login to OWA!

Be sure to use your CampusNet username and password.

OWA no longer uses the IUHB01 password.

Other user's mailboxes have to be removed and added again manually

Please remove all additional mailboxes beyond your own from Outlook: in Mail/Folder View, click "Tools" -> "E-mail Accounts" -> "View or change existing e-mail accounts" -> Next -> Select "Microsoft Exchange Server" -> "Change" -> "More Settings" -> "Advanced", and remove all additional mailboxes listed there.

Then, add the mailbox(es) again: click "File" -> "Open" -> "Other User's Folder".

How about my filter rules? Are they gone?

to make sure that all filter rules can be restored after
the migration please do the following steps until coming friday
the 6th:

export of filter rules:

Open Outlook2003 -> "Tools" -> "Rules and Alerts..." -> "Options"

select "Export Rules..." and choose a destination where the backup
have to be save. Default is the folder "My Documents" and the
backup files will be "Untitled.rwz".

Don't worry if you get a message from Outlook that no rules can be
found. If you get this message it means that you do not use filter rules
and sort your e-mails manually.

import of filter rules:

after the migration the filter rules can be imported by

Open Outlook2003 -> "Tools" -> "Rules and Alerts..." -> "Options"

select "Import Rules..." and choose the backup file you have exported
before.

Regarding Calendars

Meetings with invitees, multi-person meetings

Meetings including several people (and, e.g., rooms), being shown in several calendars, will be broken up to individual meetings in the attendees' calendars (but still showing all attendees).

If such a meeting is updated, the update will be put as a new group meeting in the attendees' calendars. There is no linking back to the previous meetings. Attendees have to remove the obsoleted entries in their calendars by themselves.

"Other Calendars" have to be removed and added manually in Outlook

"Other Calendars" in Outlook's calendar view have to be removed manually: in Calendar view, right-click each calendar, then "Remove from ..."

Then, add them again: click "Open a Shared Calendar..."

Group calendar cleanup

Calendars no longer needed are removed, esp. those managed by CampusNet. In addition, naming of calendars is harmonized to make it easier to find and attribute them.

Please see the full transition list for group calendars (aka resource mailboxes) at Resource Name Changes after Email Migration.

Regarding Contacts

"Other Contacts" have to be removed and added again in Outlook

"Other Contacts" in Outlook's calendar view have to be removed manually: in Contacts view, right-click each contact folder, then "Remove from ..."

Then, add them again: click "Open Shared Contacts..."

Regarding Access

Outlook Web Access (OWA)

This now utilizes the JACOBS account (i.e., CampusNet username and password), too.

Please use your JACOBS account for web access to email.

Searching emails in Outlook Web Access (OWA)

No longer an issue, works now.

Active Sync

If you have used Active Sync connection to the Admin Email server in the past, you'll need to disassociate from the old server and connect and sync to the new server, using your JACOBS domain account.

Granting Access

Only the user him/herself has access to her/his emails, contacts, and calendar. If access rights were granted before the migration, the access has to be granted anew.

Depending on individual preference, choose either "Tools" -> "Options" -> "Delegates" or select the item in your mailbox you want to share, right-click, select "Sharing" and configure accounts and permissions as required.

(info) Calendar free/busy time slot information is publicly available.

Outlook Configuration from off-campus

If you are off campus, hence can't logon while connected to the JACOBS domain, your Outlook can not be modified automatically, you have to do it by hand:

  1. Establish the VPN connection.
  2. Close Outlook if running.
  3. Click "Start Menue" -> "Control Panel" -> "Mail" -> "E-mail Accounts..." -> "View or change existing e-mail accounts" -> "Microsoft Exchange Server" -> "Remove" -> "Yes".
  4. In the same E-mail Accounts dialog, click "Add" -> "Microsoft Exchange Server" -> "Next", for "Microsoft Exchange Server" use "exchange.jacobs-university.de", use "Cached Exchange Mode", for "User Name" enter your CampusNet username and click "Check Name". Information in this Window will update, click "Next" -> "Finish".
  5. Just to be sure, select to view E-mail accounts again, and ensure, that the Exchange mailbox is listed for "Deliver new e-mail to the following location".
  6. Close all Windows.
  7. Start Outlook and wait for the first startup with the new mailbox, which might take some time for updating content.

(lightbulb) Or, you could use Outlook Web Access (OWA) until back on campus.

See Jacobs Email for more details.

Other Questions

What about Alumni Email?

Alumni Email is not impacted. Alumni continue to use the services provided by the Alumni Office.