IT Professionals,
As part of the migration from IronPorts to Microsoft Exchange Online Protection, Exchange mailboxes are being created for all accounts that do not currently have them. Batch 1 occurred on June 15. The next couple of batches are:
- Batch 1.5 on Thursday, July 6: primary accounts that do not have forwards set in MAS
- Batch 2 on Thursday, July 13: group and primary accounts that have forwards set in MAS
Emails sent to the batch 1.5 primary accounts are currently undeliverable (as they do not have a mail forward or an Exchange account already), so when the Exchange mailboxes are created for these accounts, the accounts owners will be able to receive emails and find out if people are trying to reach them. Account owners should set up mail forwards using the KB instructions if they want to use a different email service.
No direct communication will be sent to the batch 1.5 account owners ahead of time, since these accounts are unreachable using the email records available to us. For account owners who might access the mailbox in the future, we will be sending a communication to the new mailbox after it has been created (refer to the text below) with instructions for using Exchange or setting a forward.
For batch 2, after the Exchange mailboxes are created, EMA will then programmatically recreate any forwarding rules set in MAS in the new Exchange mailbox. There may be a gap of 1-3 hours between the creation of the mailbox and the creation of the forwarding rules. During this time, emails sent to the recipient from other IU Exchange accounts will be delivered to the new mailbox. Therefore, we are recommending affected account owners check the Exchange mailbox for any messages that were delivered during this interim period. The impact list is forthcoming, and a direct communication will be sent to affected account owners on July 6 (also forthcoming).
For additional questions, contact Tier 2 Support at sct2@iu.edu.
–IT Community Partnerships on behalf of Identity Management Services and Enterprise Microsoft Administration
~~~~~ Text of direct mailing: Batch 1.5 post-mailbox creation ~~~~~
Subject: Your new Exchange mailbox
An Exchange mailbox was created for your account on July 6
Hello <name>,
As part of an ongoing project to improve the security and mail handling processes at IU, administrators created this Exchange Online mailbox for you on Thursday, July 6. This article contains instructions on how to use the account, and the many features and benefits it provides.
If you do not wish to use this account to read email, we strongly encourage you to create a forwarding rule to send emails delivered here to the email address of your choice.
If you have immediate questions or concerns, contact your IT Pro or your campus UITS Support Center.
Thank you,
The Identity Management and UITS Support Center teams