Following on from the previous newsletter special (available athttp://help.wbs.ac.uk/news/wbs_solutions_newsletter ) this is the second in a series leading up to the outsourcing of the WBS staff email system which is due to start on February 20th and to take 4-6 weeks.

OVERVIEW OF HOW THE MIGRATION WILL OCCUR
We will migrate one logical group per day (e.g. all members of the MSM group or similar). We intend to start the process at around 17.00 and to leave that group's email migrating all night. From the 17.00 start point that group's staff will be advised to stop logging into GroupWise and reconfigure any mobile devices set up for email access to point to the new system (documentation for this will be provided). For the large majority of staff the migration process will have completed by the following morning when all the group's members will be advised to log into the new email system using Outlook or similar. Support staff will be available in your group to assist with this. Staff with very large mailboxes may find that their email has not all migrated by the morning but will see their mailboxes filling up with migrated messages throughout the day. To minimise the disruption, all staff are encouraged to spring-clean their mailboxes now ( http://help.wbs.ac.uk/groupwisereplacement/whattodo/springclean/ ).

More detailed information will be sent to each group in advance of their migration day. Our intention is to release a draft timetable of moves next week.


FORMAL INSTRUCTOR-LED TRAINING ON OUTLOOK
The IT Services training team are offering formal training sessions on various aspects of Outlook. For more details and to request a place please complete the form at http://bit.ly/WBSemailtraining 


MASS-MAILING (SENDING BULK MESSAGES EXTERNALLY)
Live@edu has mailing limits that make it unsuitable for mass-mailing (http://help.wbs.ac.uk/groupwisereplacement/whattodo/livemaillimits/ ). Please use the Mach5 mailing application when sending large numbers of messages. A new video on how to install and use the Mach5 mailer has been created, see http://help.wbs.ac.uk/mach5 


QUESTIONS / CONCERNS / COMMENTS- COME AND SEE US AT OUR NEXT COFFEE-SESSION
Our next coffee-time session with be tomorrow Friday Feb 3rd in the Scarman Road lounge. Please come to see the new system in action or to discuss any questions or concerns you may have. Further sessions will be arranged in both buildings.


INTERNAL DISTRIBUTION LISTS
Currently GroupWise has a large number of email distribution lists (e.g. All Academic Staff). Such lists will not be provided in Live@edu as they are problematic to create and maintain and are likely to attract unwanted messages due to their campus-wide visibility to all staff and students.

We shall therefore be replacing these with a messaging system within my.wbs that will retain the ability immediately to email staff groups while also allowing for a wider variety of auto-generated lists (for example we will be able to have lists such as 'All Social Studies Staff' should that prove useful).

As now, staff will still be able to create any personal lists/groups they wish.


DO YOU USE ANOTHER MAIL CLIENT TO ACCESS YOUR WBS EMAIL?
We know some staff use other clients (i.e. not GroupWise) to access their WBS email. Please let us know which client you use so that we can prepare documentation to assist you: http://bit.ly/WBSmailclient 


REMINDER - INSTALL OFFICE 2010 (SERVICE PACK 1) NOW TO ENSURE YOU ARE READY TO USE THE NEW SYSTEM
Assuming you are running Windows 7 you will see Office 2010 in the list of applications available when you click the 'Run Advertised Programs' link on the desktop. Simply double-click the program name to install.
- Still using Windows XP? Please email help@wbs.ac.uk now to arrange an upgrade to Windows 7.
- Using a personal machine for work purposes? Staff can now download Office directly and for free from the IT Services website - see http://www2.warwick.ac.uk/services/its/servicessupport/software/microsoft/
- Got a Mac? Staff can download Office 2011 for free fromhttp://www2.warwick.ac.uk/services/its/servicessupport/software/microsoft/officemacwah 

Please note that we are unable to support the installation of software onto home computers. If you are concerned or need assistance you may wish to sign up for the ITS-managed 'Privately owned systems support' service that is available for GBP29.38 plus VAT per year (seehttp://www2.warwick.ac.uk/services/its/servicessupport/deskside/systemsupport ).

If you have any questions or concerns about the migration please do get in touch (martin.chandler@wbs.ac.uk) .

Regards,
Martin