Home » IT Services News » IT Services News No. 179 (Feb 2016) » New Archive Service for Staff Email System (HKUCC1)

New Archive Service for Staff Email System (HKUCC1)

The upgrade of the central email system supporting staff email service (HKUCC1) from Microsoft Exchange 2007 to 2013 is in progress. 

The first phase of this upgrade project is to migrate the email accounts of those colleagues who are using the central email and calendar service on HKUCC1 with email archive service enabled. 

Before the server upgrade, Symantec Enterprise Vault (EV) is the solution supporting the email archive function on the Exchange 2007 platform.  Under the new Microsoft Exchange 2013 server, we are using another solution called Microsoft In-Place archive.  After a few months’ coordinated effort, around 800 mailboxes have been successfully migrated to run on the new server and EV has retired from services in February 2016 when all mailboxes with archive service have been migrated. 

Colleagues using the central email and calendar service on HKUCC1 will receive notifications from us when their disk usage exceeds 80% of the 5GB allocation (i.e. 4GB).  To ensure the use of the email service will not be interrupted, they can either delete some emails or consider registering to use the email archive service (see http://www.its.hku.hk/documentation/guide/email/archive-2013 for details).

Here are few points to highlight in regard to the new email archive service-

  1. The mailboxes of those users running on Microsoft Exchange 2007 will have their mailboxes migrated to run on the 2013 server after they register for the email archive service.  After mailbox migration, colleagues using MyEmail of HKU Portal or webmail.hku.hk will see a new user interface but this change is transparent to those who are using Microsoft Outlook as the email client.
  2. After the archive service is enabled, the system will move emails older than 2 years to the archive mailbox by default.  Colleagues can personalize and adjust the archive age of each archived email folder themselves according to their needs. 
  3. For those who are sharing their calendar with other colleagues, they are requested to inform us by sending an email to emailsupport@hku.hk so that we can arrange to upgrade their account together with their delegates’ at the same time for enabling the shared calendar function to continue working after account migration. 

Colleagues with mailboxes running on Exchange 2007 will be notified in batches later when we are ready to migrate their accounts to the new Exchange 2013 platform.

In case you have any questions on the above, please feel free to contact Mr. Stephen Chu at 3917 5184 (email: scwchu@hku.hk).


K C Chang
Systems Team
Tel: 3917 7972
Email: kcchang@hku.hk