Email (Exchange Online)
State of Indiana Exchange Online Migration
IOT is in the process of migrating email to Exchange Online, a cloud-based service hosted in the Microsoft Government cloud. Hosting email in Exchange Online will improve security, reduce infrastructure costs and allow for significantly more storage for end-users.
- What is Exchange Online?
Exchange Online is part of the Office 365 collaboration suite, which includes hosted email, calendar and contacts in the Microsoft Government Cloud.
- Why are we moving to Exchange Online?
Hosting email in Exchange Online will improve security, reduce infrastructure costs and allow for significantly more storage for end-users.
- What are the key differences between my current mailbox and my mailbox in Exchange Online?
There are several key features that will differentiate your mailbox once it is migrated to Exchange Online:
- Exchange Online will give you 50GB of storage in your primary mailbox as well as an additional 100GB of storage in your Online Archive mailbox. The older mailboxes are set to a 3GB quota and utilize Enterprise Vault for 3rd party archiving.
- Content in your primary mailbox will be moved to your Online Archive after two years unlike Enterprise Vault archiving which archived content after 90 days.
- All mail will be hosted in Microsoft’s Government Cloud instead of on-premise servers. Microsoft’s cloud architecture guarantees 99.9% uptime and world-class data security.
- You will use your UPN (email address) as your username to log in to Exchange Online instead of “domain\username”.
- Logging in to Exchange Online outside of the state network will require Multi-Factor Authentication to further enhance security for your account. This security feature greatly reduces the risk of your account being compromised by outside forces.
- Will all of my mail be migrated to Exchange Online?
All mail, calendar, contacts, tasks and notes in your current mailbox will be moved to Exchange Online. Any content that has been removed from your mailbox, such as items saved to a locally stored PST file, will not be migrated to Exchange Online.
- How much storage am I allowed in my mailbox?
Your primary mailbox will allow for up to 50GB of storage. You will also have an archive mailbox that includes an additional 100GB of storage. In contrast, the current Exchange environment limits users to roughly 3GB of storage.
- What is happening to Enterprise Vault archiving?
IOT is transitioning away from Enterprise Vault and will be utilizing Exchange Online's built-in archiving solution. All items that had been previously vaulted will be migrated to the Online Archive as part of the transition to Exchange Online.
- What is an Online Archive?
An Online Archive behaves like a regular mail folder in your Outlook client or webmail. The Online Archive gives each user an additional 100GB of storage capacity beyond that of their Primary Mailbox. Users can manually move mail from the Primary Mailbox to the Online Archive at will, as well as manipulate the mail in the same fashion as in the Primary Mailbox. They will also be able to create custom folders within the Online Archive for sorting mail as they see fit. Mail that is stored in the Primary Mailbox that reaches 2 years of age will automatically be moved to the Online Archive. This includes mailbox items such as Notes.
- When will my mailbox be moved to Exchange Online?
IOT will be migrating users on an agency-by-agency basis.
- Can I still access my mail during the Exchange Online migration?
Yes, you will be able to access your email during the migration. Ninety-five percent of the migration can occur behind the scenes. The last 5 percent will have a brief outage during the cutover, which will occur during non-business hours to minimize disruption.
- How do I log in to Exchange Online once I’ve been migrated?
Once you have been migrated to Exchange Online you must use your UPN (full email address unless otherwise specified) as the username along with your network password. You will no longer be able to login by using “domain\username”. If you are outside of the state network logging in to webmail or Outlook Anywhere, you will also need to utilize Multi-Factor Authentication as an additional layer of security.
- How do I access webmail (OWA)?
Access webmail (OWA) by going to https://outlook.office365.com. You must use your UPN (full email address unless otherwise specified) as the username along with your network password to login. Using domain\username will not allow you to log in to Exchange Online.
Please note: Accessing any cloud resources (webmail, Sharepoint Online, CRM Online, etc.) outside of the State of Indiana network will require users to be enrolled with multi-factor authentication.
- How do I access email on my mobile device?
You will be able to access email on your mobile device by utilizing MobileIron. See instructions to configure MobileIron.
- How do I know if my mailbox is in the Cloud?
In the Outlook client, select File in the top left-hand tab. Find the section titled Account and Social Network settings. You have been migrated to Exchange Online if "Access this account on the web" link begins with "https://outlook.office365.com/owa/."
You can also confirm this by going to https://outlook.office365.com/owa for webmail (OWA) access.
- Is my email secure in the cloud?
According to Microsoft, their data centers that will host your email are covered under the most comprehensive set of certifications of any cloud service provider. More information can be seen at the Microsoft Compliance page by selecting Office 365 U.S. Government in the Compliance by Service field. This link will detail the specific certifications that cover the services Microsoft is providing.
- Is there a limit to how many emails can be sent in a day?
Office 365 has a limitation of being able to send to 10,000 recipients per day. A single email can be addressed to as many as 500 recipients. These limitations are set by Microsoft, thus IOT is unable to adjust these settings. IOT discourages sending bulk messages from a personal account and recommends using either GovDelivery or Listserv. IOT offers a free version of GovDelivery or a paid version, which allows for greater customization and personalization for the agency.
- What are the folder limitations of the Outlook Client?
For Outlook to work optimally, the following limitations should be adhered to: There should be less than 500 folders in a mailbox and fewer than 100,000 items in any given folder. It is possible to exceed these values, but doing so will greatly increase the chance of performance issues with the Outlook client.
- I’ve received numerous emails that indicate I’ve sent messages to people that I did not email. What’s going on?
The cause of this is the migration of archived items from Enterprise Vault to Office 365’s Online Archive. When an old read receipt notification that had been archived is migrated to the Online Archive, it gets processed as a new notification. This is a one-time event which only occurs during the migration of archived emails, and these notifications can simply be deleted.
- What is SSPR (Self-Service Password Reset)?
SSPR is a web-based system that grants users the ability to reset their own passwords in a secure and efficient manner. You may access SSPR online.
- What is MFA (Multi-Factor Authentication)?
This is a security measure also referred to as Phone Factor that will help validate your identity and secure state resources when accessing them off the state network. Logging into a cloud resource will require a valid username and password followed by a secondary verification to complete the login process. The secondary verification can be one of the following:
- System-generated phone call that must be answered by the user with a valid response.
- Text message sent to the user with a code that will need to be entered to complete the login process.
- Installation of an authentication app on a smartphone that will require the user to accept or decline the authentication request.
To access resources such as webmail, Sharepoint Online, CRM Online, etc., from outside of the state network, users will need to enroll in MFA. Log in using your UPN (full email address) along with your network password.
- Is there any information on how to use Outlook 2013?
- How do I send secure email?
To easily send secure email, put $ecure at the beginning of the subject line of your email. To learn more about how to send secure email, read the instructions from IOT.
- How do I login to the secure mail portal and send a message?
- How do I reset my password for the secure mail portal?