IT Professionals,
UITS administrators have begun a migration from Cisco IronPorts to the Microsoft Exchange Online Protection. As part of this migration, there will be several changes to email forwarding in May, most notably:
1. Removal of “Forward email” option from access.iu.edu
On Wednesday, May 16, the Identity Management Team will remove the “Forward email” to external addresses option from the Manage Your Email – Access (iu.edu) portal. If a client requires mail forwarding after this date, please direct them to set up mail forwarding from their Exchange account following the KB instructions in Forward your IU email to another address.
Clients who have pre-existing external mail forwarding rules will be contacted directly on April 27 (refer to the text at the bottom of this message). They will be informed that their existing mail forwarding rules (to third-party addresses) will be removed in Fall 2023. If they need to set up future mail forwarding they will need to do this from their Exchange account (which will be created for them if they don’t already have one).
Note that alumni email forwarding is not affected, as it is handled by the alumni office.
2. Removal of mail forward loops
Some clients have their IU email forward in a loop (e.g. name@indiana.edu FWD to name@iupui.edu FWD to name@iu.edu FWD to Exchange Online). As of May 18, all mail will point directly to Exchange Online. No client impact is expected, and the client’s preferred domain will still work as expected.
Refer to the KB article on the Microsoft Exchange Online Protection Migration for the full list of changes to expect, which will be updated as the timeline unfolds throughout the year. For additional questions, contact Tier 2 Support at sct2@iu.edu.
–IT Community Partnerships on behalf of Enterprise Microsoft Administration
~~~~~ Text of direct mailing ~~~~~
Subject: Changes to your mail forwarding will begin May 16
Hello <insert name>,
You are receiving this email because your IU personal or group accounts have email forward rules set in Manage Your Email which will be impacted by upcoming changes to the security architecture of email at IU. These changes include but are not limited to, removing third-party email address forwards that were set in Access Admin (https://access.iu.edu). These changes are necessary to prepare for improvements to the encryption and mail handling processes at IU.
Your impacted account(s) include:
<insert personal/group accounts>
The first impactful changes will occur on May 16, when administrators remove the ability to set mail forwarding to third-party email addresses. In fall 2023, administrators will begin removing all mail forwarding rules for personal and group accounts that point to third-party addresses in Manage Your Email. On that date, the mail forwarding will be reverted to an Exchange account, or if no Exchange account exists, the administrators will create one on your behalf.
For more information about the timeline and what steps to take to ensure you continue to receive email, please refer to the KB article About the Cisco Ironport to Exchange Online Protection migration.
Although it is not a recommended practice in most cases, there are some use cases where it is important to still be able to set mail forwarding to third-party addresses. For information about how to handle mail forwarding to third-party addresses in the future, please refer to the KB article on forwarding your IU email to another address using Microsoft Outlook or Outlook on the web. Note that this process will require you to have an Exchange account for the personal or group account you wish to set forwarding. Instructions for creating more accounts are available at Get additional IU computing accounts.
If you have immediate questions or concerns, contact your IT Pro or the UITS Support Center.
Thank you,
The Identity Management and UITS Support Center teams