Home » IT Services News » IT Services News No. 209 (Feb 2021) » Upgrade of the Central Staff Email and Calendar System from Exchange 2013 to Exchange 2019

Upgrade of the Central Staff Email and Calendar System from Exchange 2013 to Exchange 2019

The central email and calendar system for HKU staff (HKUCC1) has been based on Microsoft Exchange 2013 which will reach its “end of support” in April 2023. ITS is now in the process of setting up an upgraded system based on Microsoft Exchange 2019 and scheduling to migrate the mailboxes of staff accounts from the Exchange 2013 system to the upgraded Exchange 2019 system. The migration exercise will start in Q2 of 2021 and take about 6 months to complete.  Staff members will find the migration process quite transparent and will receive an email notification from us when their accounts will be migrated. 

During the mailbox migration process, users can continue the use of their email accounts without noticeable service interruption. After an account is migrated to Exchange 2019, staff who is using Microsoft Outlook will be prompted to restart Outlook a few times to enable some automatic configuration updates. For staff members who are using MS Outlook 2010 or an earlier version, they are required to upgrade their MS Office to version 2016 or 2019 before their mailbox account can be migrated. 

In addition to improvement in system performance, the upgraded Exchange 2019 system supports the following feature enhancements:

  1. Staff using webmail service via https://webmail.hku.hk or MyEmail tab of HKU Portal can have a choice of the preferred theme, and the functional compatibility with non-Microsoft browsers has been improved e.g. staff can use Chrome and Firefox to set automatic replies which is not possible when using Exchange 2013.


  2. For staff members who are using Microsoft Teams (MS Teams), they can schedule meetings under the Calendar icon of MS Teams. This function is enabled through synchronization between MS Teams calendar and Outlook calendar.


Andrew Yam
System Teams
Tel: 3917 6207
Email: awhyam@hku.hk