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.
The project team is currently working on the third and fourth milestones:
|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)|
- All About Email at UO is an all-purpose starting point for email-related information.
Moving from Exchange to UOmail
- Visit Moving from Exchange to UOmail for answers to frequently asked questions and instructions for resolving common issues.
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
- CASIT help articles about Exchange setup (with screenshots)
- Information Services help articles about setting up your email
There is also a browser-based option for Exchange email, Outlook Web App.
Moving your old messages to Exchange
- Information Services help article: Migrating Email from Webmail 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.
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:
- 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.
- 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.
- 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.
- Reduces the amount of staff time and equipment needed for maintenance and support.
- Provides enhanced spam filtering and the ability to recall phishing messages from users' mailboxes.
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:
- When email is forwarded to another service, UO staff cannot ensure that mail will be delivered after it leaves the UO network.
- 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?
- Around the O stories about this project:
- "UOmail email coming to most faculty and staff by spring" (9/13/19)
- "UOmail, a new campus email service, launches in mid-July" (7/8/19)
- "Information Services works to consolidate email services" (3/28/19)
- "Campus email, calendar services to move to UOmail" (10/26/18)
- "Lifetime email forwarding launches for 2018 graduates" (5/11/18)
- If you have questions about the Campus Email Project, please contact the project team at email@example.com.
- If you would like help with your email service or with this transition, please contact the IT staff in your school or college, if applicable, or contact the Information Services Technology Service Desk by phone at 541-346-4357 (Monday-Friday, 8am-7pm), in person in PLC 068 (Monday-Friday, 8am-5pm), or through the UO Service Portal.