Home » IT Services News » IT Services News No. 180 (Apr 2016) » Central Email and Calendar Service for Staff (HKUCC1) on Microsoft Exchange 2013 and Training Sessions

Central Email and Calendar Service for Staff (HKUCC1) on Microsoft Exchange 2013 and Training Sessions

Upgrade of staff accounts (HKUCC1) from Microsoft Exchange 2007 to 2013

ITS has kicked off a consolidation exercise for the email accounts of staff and students since 2015 (see http://www.its.hku.hk/news/news172/email-services-consolidation for more details).  This consolidation exercise aims at supporting one single platform for staff and another platform for students.

The consolidation exercise for student accounts has been completed in July 2015.  All HKU student email accounts are now hosted on the HKU Connect platform.

For staff accounts, an extra step to upgrade the platform supporting the central email and calendar service for staff (HKUCC1) from Microsoft Exchange 2007 to 2013 has to be taken before the consolidation of staff accounts can take place due to technology obsolescence of the Exchange 2007 platform.  Thus, an exercise to migrate all HKUCC1 accounts from Exchange 2007 to 2013 commenced in the second half of 2015 with over 7,000 accounts already migrated to run on the Exchange 2013 platform.   The migration is still underway and is expected to complete in the second half of 2016 as more than 14,000 accounts are involved in this exercise.   

After all HKUCC1 accounts have been upgraded to run on the Exchange 2013 platform, we will kick off the consolidation exercise for staff accounts by migrating all HKUCC accounts to run on the Exchange 2013 platform (HKUCC1).   

Training Sessions

To facilitate staff members to get a better understanding on the use of the upgraded email service on HKUCC1, two training sessions (identical in contents) will be arranged in May with details as follows-

 

Date

Time

Venue

Registration

Session 1

16 May 2016

9:30 am – 11:00 am

KB-110

Click to register

Session 2

20 May 2016

2:00 pm – 3:30 pm

KB-110

Click to register

What are new to staff with accounts upgraded to Microsoft Exchange 2013?

The upgrade of HKUCC1 account from Microsoft Exchange 2007 to 2013 is seamless without any configuration change required by users for most cases.   There will be no service interruption and staff can continue accessing their email accounts during the upgrade.   For colleagues using Microsoft Exchange as the email client, the upgrade is almost transparent if they are not using the email archive service.  

If staff members are using MyEmail of HKU Portal or webmail.hku.hk, they will see a new user interface after the upgrade.  Besides, a new archive service called “In-place Archive” is offered under the Exchange 2013 platform and all staff accounts using email archive before have already been upgraded to run on Exchange 2013 and enjoying the use of the “In-place Archive”.   More details about this upgrade exercise can be referred to http://www.its.hku.hk/news/news176/hkucc1-upgrade.

HKUCC1 running on Exchange 2007 platform (before upgrade):

OWA 2007 interface

HKUCC1 running on Exchange 2013 platform (after upgrade): New webmail (OWA) user interface (accessible from https://webmail.hku.hk) or MyEmail tab of HKU Portal on Exchange 2013

OWA 2013 interface

 

The steps on using the common features of staff accounts running on Exchange 2013 platform is tabulated below for quick reference:

How to …

Webmail Interface (OWA)

Outlook 2013/2016

Setup automatic replies (out of office assistant)

1.    Go to Settingssettings.

2.    Choose Set automatic replies.

3.    Setup automatic replies for your email account

4.    Click Save to finish.

1.      Click File.

2.      Select Automatic Replies (Out of Office).

3.      Setup automatic replies for your email account

4.      Click OK to complete.

Check mailbox usage

1.    Go to Settingssettings.

2.    Choose Options.

3.    The Mailbox Usage is shown under account.

1.      Right-click your email address portalUID@hku.hk in the left pane, and then select Data Files Properties...

2.      In the Outlook Today dialog box, click the Folder Size... button.

3.      In the Folder Size dialog box, select Server Data tab.

4.      Your total usage is listed beside "Total Size (including subfolders)". A detailed breakdown of each folder's size is listed below the total.

Delete multiple emails at once

 

1.    Click to highlight the first email you want to delete.

2.    Press and hold the Shift button on keyboard.

3.    Select other emails you want to delete.

4.    Press Delete button on keyboard to delete the highlighted emails.

Turn off conversation threading

1.    Choose the folder you want to turn off threading.

2.    Click ITEMS BY… button.

3.    Under CONVERSATIONS section, choose Off to turn off threading display.

1.    Click View tab.

2.    Uncheck the box Show as Conversations.

3.    Choose All mailboxes or This folder to apply the change.

Reveal the Bcc field

1.     Go to Settingssettings.

2.     Choose Options.

3.     Click Settings.

4.     Under message format section, check Always show Bcc and click Save.

1.    Open a new e-mail message.

2.    Click Options tab.

3.    Click Bcc button to show the field.

Sort emails by message size/date

1.    Choose the folder you want to sort emails.

2.    Click ITEMS BY… button.

3.    Choose your preferred sorting order by either date, size or subject, etc.

1.    Choose the folder you want to sort emails.

2.    Click By… button.

3.    Choose your preferred sorting order by either date, size or subject, etc.

Find archived emails

1.    Go to In-Place Archive folder.

2.    Type keyword in the search box.

3.    Choose In-Place-Archive option.

1.    Go to Online Archive folder.

2.    Type keyword in the search box.

3.    Choose Current mailbox option.

User guide: http://www.its.hku.hk/documentation/guide/email/webmail/exchange2013/staff/hkucc1

FAQs:  http://www.its.hku.hk/faq/email/webmail/exchange2013/staff/hkucc1

If you have any questions in using the HKUCC1 email service on Exchange 2013, please feel free to contact our service desk at 39170123 or ithelp@hku.hk.

 

Veronica Yick
User Services Team
Tel: 3917 6285
Email: vyick@hku.hk