Migrating to UW DeskMail

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Reference

Things to know before the migration

Be sure to give yourself about 20-40 minutes for this migration. We also recommend using a wired network connection as the IMAP transfer will happen much faster.

Understand that UW Technologies has file/email quotas depending on your status at the UW. This is a unified quota across all of their services (email, web, file service). Here's the breakdown:

  • Faculty 10GB
  • Staff 1GB
  • Students 300MB

If you require more than your alloted disk space, you can pay for it. Please email help@phys.washington.edu and we can help coordinate this.

Also note that using your email at UW for personal or non-UW related business is generally frowned upon. PACS recommends creating a Gmail, Yahoo, or Microsoft Live account for family photos, bank statements, and other personal business.

Having said that, let's get started.

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Migrating your mail

A. Have your UW NetID and password ready!

You will need your UW NetID and password for configuring/using UW Deskmail. If you have forgotton your UW NetID password, visit the following page for instruction on how to reset it. You may be asked for your EID (Employee ID) number, check with the front office if you do not have access to this number. 

http://www.washington.edu/computing/uwnetid/password/forget.html

B. Turn off any forwarding *from* your UW Deskmail account

Before starting to send mail to your UW Deskmail account, you need to tell UW Deskmail to accept the mail and not forward it elsewhere. Go to the following webpage (you'll need your UWNetID and password) 

https://uwnetid.washington.edu/manage/?forward

Make sure your UW Email account is set to: * Forward to UW Deskmail

C. Configure a Thunderbird client to access both your Phys/Astro mail *AND* your UW Deskmail

Thunderbird is our recommended mail reader, and it is the one you will use to transfer email from your Phys/Astro account to your UWDeskmail account. Configure Thunderbird to access both your Phys/Astro and your UWDeskmail email accounts. Refer to the following pages for instructions on each:

D. Make sure Thunderbird is configured to use smtp.washington.edu for outgoing mail

You will have trouble sending mail with Thunderbird unless you do this! Starting at step 25 (windows) or 27 (mac) of the UW Deskmail configuration instructions, you were instructed to set smtp.washington.edu as your outgoing SMTP mailserver. Make sure you've done this, or, if you already had Thunderbird set up to access UW Deskmail, use the instructions to go back and check this setting.

E. Copy messages in your Astro/Physics Inbox to your Deskmail Inbox.

Here is our recommended procedure for this:

  1. Open your Astro/Physics Inbox
  2. Select several pages of email messages
  3. Right mouse click on the selected messages, and follow the menu to "copy to->Deskmail Account->Inbox"
  4. Wait for the copy to finish
  5. Right mouse click again on the selected messages and use the flagging or starring feature in Thunderbird. This way, you know what messages you've already copied
  6. Repeat until you have copied all your Inbox messages to your UW Deskmail Inbox

F. Set your Phys/Astro mail to forward to UW Deskmail

Once you are finished moving your Inbox, it is time to set your Phys/Astro email to be forwarded to UW Deskmail. You do this by placing your UWNetID email address in your '.forward' file (note the leading 'dot') in /astro/mail/<username> or /phys/mail/users/<username>. Note that the email address must be your UWNetID email (@u) address, not your Astronomy or Physics email address and should be the only thing in this file.

For example, the file /phys/mail/users/richardc/.forward would contain simply: 

richardc@u.washington.edu

G. Test your email forwarding

Send a test message to your Astronomy/Physics account and make sure it arrives in your UW Deskmail inbox.

H. Copy any 'last minute' messages

Between the time you finished copying your Phys/Astro Inbox to UW Deskmail, and the time you finished setting your Phys/Astro forwarding, a few 'last minute' messages may have arrived and been placed in your Phys/Astro Inbox. Go back and check for any such messages, and if there are any, copy them as in step E above.

I. Copy your other mail folders to UWDeskmail

You can now move you other saved-mail folders from Phys/Astro to UWDeskmail. This is also a good time to save space and weed out any email you no longer need.

The simplest way to copy folders is to, within the left 'folder list' frame, drag the folder you wish to copy from the Phys/Astro list and drop it onto the main UW Deskmail header.

You can also manually create folders on the UW Deskmail system via a right-click, and then copy by message as in step E above.

J. Tell Us

Once you are comfortable that your physics mail is successfully being delivered to your UWNetID account, send a message to help@phys.washington.edu letting us know you have completed the mail migration. This will allow us to simplify things for your account on the mail server and will let us keep track of who may still need help in moving their mail.

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Web Access of UW Deskmail

If you had been using the squirrelmail web-interface to access your Phys/Astro mail, the equivalent functionality is supplied by UWTech by the following services:

If you wish mail sent from Web Alpine/Pine to have your physics address as the "From" address you can do the following if your UWNetID is the same as your Phys/Astro login:

  • Connect to web alpine via the link above
  • Click 'Settings' (banner bar, upper right)
  • Click 'Personal Preferences' (left frame)
  • Edit the 'User Domain' field to be 'phys.washington.edu' or 'astro.washington.edu'
  • Click 'Save' (right frame banner, upper left)
Retrieved from "http://librarian.phys.washington.edu/pacs/index.php/Migrating_to_UW_DeskMail"
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