Campus Email Project

""The Campus Email Project is a multi-year effort to move all UO students, faculty, and staff to a single email service, UOmail.

The project also offers lifetime email forwarding to graduating students, starting in June 2018.

Project Status

The project team is currently working on the third and fourth milestones:

Milestones Status
1. Provide lifetime email forward to graduating students Completed in June 2018
2. Provide UOmail to new students and new faculty and staff Completed July 17, 2019
3. Move faculty and staff Webmail accounts to Exchange In Progress (Target: September 2019)
4. Move Exchange accounts to UOmail In Progress (Target: March 2020)
5. Move remaining Webmail accounts to UOmail Future (Target: June 2023)

Help Articles

General

Moving from Exchange to UOmail

Moving from Webmail to Exchange

Are you a faculty or staff member in CAS or another unit who is transitioning from Webmail to Exchange? Here are links to instructions from CASIT and Information Services.

Setting up your email programs to work with Exchange

There is also a browser-based option for Exchange email, Outlook Web App.

Moving your old messages to Exchange

All Webmail users will need to migrate their old messages to Exchange, regardless of whether they currently use Webmail in their browser or use a desktop email program.

Note: Email is subject to the University Records Management Policy. How long an email should be kept depends on the retention period for the records of the activity the message supports. For more information, visit the UO Records Management website.

Benefits

For years, the university has operated multiple email systems with differing features. The goals of this project are to consolidate and enhance email services for the entire campus community and to provide greater continuity for graduating students.

This project is expected to deliver numerous benefits to students, faculty, and staff:

Consistency

  • Provides a consistent user experience for everyone on campus, facilitating collaboration and troubleshooting.

Easier meeting scheduling

  • For the first time ever, provides everyone on campus with access to the calendar feature already available to Exchange email users. That powerful calendar greatly facilitates meeting scheduling by allowing you to check up front for times when invitees and meeting rooms are available.

Feature enhancements

  • For people transitioning from UO's basic email service (a.k.a. Webmail or IMAP), UOmail offers new features, such as task lists, enhanced out-of-office messages, and robust mail rules.
  • Integrates deeply and natively with other Office 365 applications, such as OneDrive, Word, Excel, PowerPoint, and Skype for Business.

Continuity

  • Offers new UO graduates the option to keep their UO email addresses for life through email forwarding.
  • Alleviates the need to change email systems for employees and students whose affiliation with the university changes due to retirement, job changes, or other shifts.

Resiliency and reliability

  • Provides the reliability and resiliency of a Fortune 500 company, and ensures that the availability of UO email service is independent from the campus network and data centers, consistent with the principles of robust service delivery.

Efficiency

  • Reduces the amount of staff time and equipment needed for maintenance and support.

Security

  • Provides enhanced spam filtering and the ability to recall phishing messages from users' mailboxes.

Milestones

Lifetime email forward for graduating students

Description: Graduating students can continue receiving messages at their uoregon.edu email addresses for the rest of their lives by setting up an optional forward at Duck ID Self-Service. For more information, see the Lifetime email forward for graduating students FAQ in the UO Service Portal or the related story in Around the O.

Completion date: June 2018

Who will notice this change? Students graduating in fall 2017 and thereafter may take advantage of this service offering.

UOmail for new students

Description: Starting in summer or fall 2019, incoming students will automatically receive email accounts in UOmail. After four years of new students starting with UOmail, nearly all students will be using it. (Currently, only a small minority of student employees use the other main UO email service, Exchange, when requested by their employing department.)

Completion date: July 17, 2019

Who will notice this change? New students won't notice this as a change, but existing students and staff who support students will notice the difference between Webmail and UOmail.

UOmail for new faculty and staff

Description: New faculty and staff will automatically receive email accounts in UOmail. (Currently, new faculty and staff automatically receive accounts in UO's basic email service. Some of them keep those accounts indefinitely, while others have their accounts moved to the existing on-campus Exchange email service by IT staff in their respective departments.)

Completion date: July 17, 2019

Who will notice this change? New faculty and staff won't notice this as a change, but IT staff who manage employee email accounts will no longer need to manually provision new employees in Exchange, resulting in less work and more automation. IT staff may also notice differences in UOmail, such as additional features or a different appearance, compared to the existing on-campus Exchange service. The new UOmail web portal will replace Outlook Web App for those using UOmail.

Migration of faculty and staff email accounts from basic email (Webmail) to on-campus Exchange service

Description: Existing faculty and staff using UO's basic email service (Webmail) will be migrated to the on-campus Exchange service.

Expected completion date: September 2019

Who will notice this change? Employees who move to Exchange will gain most of the features described in the "Benefits" section above. Depending on how they currently read their email, the changes may be more or less noticeable.

Migration of email accounts from on-campus Exchange service to UOmail

Description: Those using the on-campus Exchange service — primarily faculty and staff, and departmental/role accounts — will be migrated to UOmail.

Expected completion date: March 2020 (estimate)

Who will notice this change? UO employees and the IT staff who support them will notice a few changes, such as additional features or a different appearance. The new UOmail web portal will replace Outlook Web App for those using UOmail.

Migration of remaining basic email (Webmail) accounts to UOmail

Description: Clean-up process to ensure completion.

Expected completion date: June 2023 (preliminary estimate)

Who will notice this change? Students still using UO's basic email service (a.k.a. Webmail or IMAP) will notice many differences when they transition to UOmail, including gaining the features described in the "Benefits" section above.

Frequently Asked Questions

When was the Campus Email Project announced?
 
Jesse Minton, Vice Provost for Information Services and Chief Information Officer, announced this project in an email message to UO faculty and staff on October 24, 2018.

The lifetime email forwarding for UO graduates was announced in May 2018.

Will people have to change how they read their email?

In many cases, no. If you use an email program on your computer or smartphone, you will most likely be able to continue using the same program. If you currently read your email in a browser (through webmail.uoregon.edu or outlook.uoregon.edu), you will need to move to a different online interface for UOmail, or an email program on your computer or smartphone that's compatible with Microsoft Exchange. We will provide more details and instructions in the UO Service Portal as the project progresses.

Will people have to change how they manage their calendars?

In many cases, no. If you use a calendar program on your computer or smartphone, it is likely to be compatible with Microsoft Exchange already. You may need to change some settings when prompted. (Please note that the existing basic email/Webmail service does not include a calendar feature.)

When will the university start automatically provisioning new employees with Exchange email (meaning giving them Exchange email from the beginning)?

We started doing this on July 17, 2019. IT staff who manage employee email accounts no longer need to manually provision new employees in Exchange.

What technology will you use to deliver services?

We will be using Microsoft's cloud-hosted Exchange service, which we are calling "UOmail."

That's a cloud-hosted version of the underlying on-campus email system that most UO employees already use (about 72% of employees, as of May 2019). UO IT staff generally refer to that existing system as "Exchange." (That service name may be unfamiliar to many UO faculty and staff because it refers to a behind-the-scenes system.)

Service Name Also Known As Technology Host Users Availability
Basic Email Webmail, IMAP email IMAP and POP UO UO students and about 28% of employees existing
Exchange Outlook Microsoft Exchange UO Most UO employees existing
UOmail n/a Microsoft Exchange Microsoft  Everyone by 2023 coming soon

Why Microsoft Office 365? 

Office 365, which includes Word, Excel, PowerPoint, OneDrive cloud storage, and Skype for Business, is already used widely across campus.In addition, Microsoft and the University of Oregon have a business associate's agreement that outlines important requirements for securing the university's data. 

Why move email and calendaring services to the cloud? 

Microsoft and several other companies have been offering cloud-based email and calendaring services for some time now. Moving from a UO-hosted email system to a cloud-hosted system lets us take advantage of Microsoft's expertise in collaboration applications and data security while giving UO's IT staff the ability to shift their focus from designing, building, updating, and maintaining our own email services to helping UO students and employees get more out of email and calendaring. Also, while UO IT staff have done an excellent job of securing and operating our Exchange environment, Microsoft—a $75 billion technology company—has more expertise in this field, and we anticipate an increase in security and uptime once the transition has been completed.

What if I forward my UO email to another service? 

The Use of Email for Official and Mass Communications policy, which applies to everyone affiliated with UO, states:

IV. Forwarding of E-mail

Individuals who choose to forward e-mail received on a UO e-mail account to a different e-mail address do so at their own risk. The University is not responsible for e-mail, including attachments, forwarded to any e-mail address.

V. Instructional Use of UO E-Mail Accounts

Faculty should use UO e-mail accounts for e-mail communication with students. The University’s course management system requires that faculty and students use their UO e-mail account to gain access to the system.

There are two key reasons for this policy:

  1. When email is forwarded to another service, UO staff cannot ensure that mail will be delivered after it leaves the UO network. 
  2. Communications between faculty and students may contain sensitive information that is protected by FERPA, and that information should stay on UO email servers.

Where can I learn more?