Email Services/Zimbra to Exchange Migration/Exchange Migration Change Docs

Page Description

There are several options available for changing the configuration of your E-mail client from Zimbra to Exchange. Each method has it's own set of advantages and disadvantages. Before deciding on a configuration change path, users are encouraged to review the "Choosing Your Preferred Change Method" section at the bottom of this page.

Configuration Change Instructions

Generic IMAP and POP server settings

Incoming Server	Authentication	Password	Port	SSL Settings
mail.anl.gov	ANL domain account	Normal or Plain text	993 (IMAP) / 995 (POP)	SSL/TLS
Outgoing Server	Authentication	Password	Port	SSL Settings
smtp.anl.gov	ANL domain account	Normal or Plain text	587	STARTTLS

Email and Calendaring

Web Access

• Connecting to Outlook Web App via Chrome on a Linux machine - Configure Linux Based Google Chrome web browsers to connect to the full version of Outlook Web App.
• Screen Shot Comparison: Zimbra Web Client Versus Outlook Web App

Apple Mail

• Create a second mail connection for Exchange
• Delete existing configuration and create a new connection
• Change server names on existing setup

Outlook 2011 for Mac

• Create a second mail connection for Exchange
• Delete existing configuration and create a new connection
• Change Server settings on existing setup - NOT RECOMMENDED AS IT HAS PROVEN TO BE AN UNSTABLE METHOD OF TRANSITION

Thunderbird

• Create a second mail connection for Exchange
• Delete existing configuration and create a new connection
• Change server names on existing setup

Pine

• Configuring Pine for Microsoft Exchange
• Example .pinerc file

Outlook 2010 for Windows

• Transitioning Outlook 2010 for Windows from Zimbra to Exchange

iCal

1. Configure iCal according to the instructions in this document
2. From the Calendar menu, choose "Preferences" and then "Accounts", and delete the Zimbra Calendar connection

Mobile devices

iPhone

• Full Synchronization (Mail, Calendar, Contacts)
  • Choosing this method of connectivity will require that you accept the Laboratory security policy which requires a screen lock pass code on your mobile device. For more information on this policy click on the "Terms of Service" Tab on this web page http://inside.anl.gov/services/mobile-devices
• E-mail only (Via IMAP)

Android

• Full Synchronization (Mail, Calendar, Contacts)
  • Choosing this method of connectivity will require that you accept the Laboratory security policy which requires a screen lock pass code on your mobile device. Face recognition or swipe code screen security is not supported. For more information on this policy click on the "Terms of Service" Tab on this web page http://inside.anl.gov/services/mobile-devices
• E-mail only (Via IMAP)

Blackberry

• Contact the Helpdesk at 2-9999 option 2 to obtain a new Blackberry Device activation password
• If you have a Blackberry 10 device, please mention this to the Helpdesk when you call, as the activation process is different than with prior versions.

Inbox Rules Import/Export Documents

• Thunderbird Message Filter Import/Export
• Apple Mail Message Rule Import/Export

Choosing Your Preferred Change Method

Change server names on existing setup

• Recommended for:
  • Small to medium sized mailboxes (under 5gb)
  • Users with a large number of inbox rules
  • Users who have made considerable custom settings changes to their Mail application
  • Users who do not leverage calendar sharing
• Not recommended for:
  • Very Large mailboxes (over 10gb)
  • Outlook 2011 for Mac
  • Users who will require Editor access to a shared mailbox or calendar.
• Advantages
  • Very little change from a user experience perspective
  • Existing inbox settings such as rules and signatures do not need to be recreated
• Disadvantages
  • Lack of support for additional features in Exchange such as:
    • Automatic Calendar synchronization (Outlook 2011 for Mac and Apple Mail via iCal only)
      • Manual Calendar synchronization with iCal is still supported
    • Access to Exchange global address list (Outlook 2011 for Mac and Apple Mail via Contacts app only)
      • ldap directory access is still supported
      • ldap directory may not contain all available addresses, such as some groups and conference room or resource mailboxes
    • Management of other users' shared mailboxes and calendars (Outlook 2011 for Mac and iCal only)
  • Access to old mail while data is being migrated will require logging in to the Zimbra Web Client
  • Large mailboxes may see errors and performance issues initially as existing local folder structures are cleared and rebuilt

Delete existing configuration and create a new connection

• Recommended for:
  • Outlook 2011 for mac users
  • Users who will leverage calendar or mailbox sharing
  • Very Large mailboxes (over 10gb)
• Not recommended for:
  • Users who have made considerable custom settings changes to their Mail application
• Advantages
  • Does not require a re-parse of local folder structure
  • Fewer errors on first access after migration
• Calendar connection is automatically configured (Outlook 2011 for Mac and iCal only)
• Access to exchange Global Address list is automatically configured (Outlook 2011 for Mac and Apple Mail via Contacts app only)
• Disadvantages
  • Existing settings and server based inbox rules are not retained
    • locally stored rules may be able to be exported and re-imported (Thunderbird and Apple Mail Only)
  • Access to old mail while data is being migrated will require logging in to the Zimbra Web Client

Create a second mail connection for Exchange

• Recommended for:
  • Users who will need to reference existing settings during the transition
• Not Recommended for
  • users with Very Large mailboxes and who may have limited storage on their local machine
• Advantages
  • Does not require a re-parse of local folder structure
  • Fewer errors on first access after migration
• Calendar connection is automatically configured (Outlook 2011 for Mac and iCal only)
• Access to exchange Global Address list is automatically configured (Outlook 2011 for Mac and Apple Mail via Contacts app only)
• Direct Access to old mail while data is being migrated
• Disadvantages
  • Existing settings and server based inbox rules are not retained
    • locally stored rules may be able to be exported and re-imported (Thunderbird and Apple Mail Only)
  • Additional storage space on local machine is required
  • If Zimbra mail connection is not removed once migration is complete, Errors will occur when Zimbra mailbox is closed.