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Email and Calendar Implementation Project


Project Goals and Objectives

  • Integrate email and calendaring functions
  • Provide single sign-on for email and calendaring functions
  • Facilitate mobility using common mobile devices such as iPhones, iPads, Androids, etc.

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User Overview - Training Materials

Project FAQs

  • Check back often for updates to FAQs.




.5 Please note, before you set up a mobile device, BACKUP your contacts. Depending on settings and where you sync your device, there is a slight chance your contacts could be overwritten. Especially if you have multiple mobile devices.

1. Log in with your Banner/MyPortal login name and password. There is a requirement prior to using Exchange (OWA) the very first time, you must have logged into myportal.fhda.edu one time within the 2 weeks prior to being migrated to Exchange in order for your myportal login name and password to be migrated over to the Exchange system.

2. If you believe you are having issues using Firefox, ETS suggests switching to IE on a PC/Windows computer and Safari on an Apple(Mac) computer.

3. Before setting up the Exchange account on your mobile device, you may need to delete the old FHDA account, especially if both accounts are using "lastnamefirstname@fhda.edu" for the account name.

4. Unfortunately there is an unintended consequence of having a phased migration for the user community. ETS calls it the email address caching issue. In everyone else's language - Why am I getting bounced/undeliverable email messages for my District colleagues? Fortunately this is only temporary during the migration of all email accounts from the old Sendmail system to Exchange.

To learn more about this caching issue and to prevent email from bouncing that is sent to your District colleagues, click on this link to download the document: Email Caching Temporary Problem

5. When will my Department email account be migrated?

Existing Sendmail email Department Accounts are being migrating on the July 6th weekend migration. On Monday, the primary owner of the account contacts the Call Center to obtain the new password for the Exchange account. The log in name is the same as what was used for the Sendmail account.

6. I have a Department Meeting Maker account, what happens to it?

A new Exchange account will be created. The primary user or owner of the department email account will be notified by email of the migration date for the account. Once created, the owner will be emailed with the login name to the account and instructed to contact the Call Center for the password. Timing for creating these new accounts is the week of July 9th.

7. Where did all my emails go? How come I only see one email or none?

Answer: More than likely you have "Conversations ON". This is the same as what is called "Threading" in other email applications. The default setting for Conversations is ON. So the first time you use OWA, Go to the View menu and select your preference for Grouping by Conversation (remove the check mark to turn off).

And one more item to NOTE: Every new folder you create, the Default again is for Conversations to be ON. If you are missing a lot of emails, it could possibly be you thought you were deleting only ONE email and unfortunately because Conversations was ON, you deleted the entire conversation of emails. Go to your Deleted Items folder, you may just find them there. Remember to turn off Conversations for your Deleted Items folder too.

8. Question: I thought I was supposed to be able to get to email through myportal?

Answer: ETS is still testing this capability and has not yet rolled it out to the general user population.

9. Question: When should I start using the Exchange system for calendar appointments?

Answer: On July 15th the Meeting Maker server will be turned off. You will receive emails prior to this time on how to sync your local database prior to and suggestions for setting up appointments in Exchange. It is okay to begin setting up appointments in Exchange prior to MM being shutdown. Although if someone has not yet migrated to Exchange, you will not be able to invite them to the meeting.

10. Quick tip - Problem: Attachments downloaded using Safari the name has %20 embedded where spaces should be. WHY? It is a flaw with Microsoft and right now we do not have a work around, but we haven't given up. Creating file names without spaces or special characters will help. Firefox does not have this problem.

11. If you have email addresses containing the name of the actual physical Sendmail server: example webreg@mercury.fhda.edu, emails to this email address will most likely BOUNCE when the old sendmail server is shut down. It is unnecessary and unwise to include the word "mercury" in an email address.

12. Some users may want to use the Apple email client. This is not a supported client. ETS has reports of instances when the Apple client iCal attempts to synchronize with the Exchange server, errors messages are received. If the sync is turned off the errors disappear.

13.What to find a past Meeting Invite in OWA? This is equivalent to the Proposals in Meeting Maker: http://fhdafiles.fhda.edu/downloads/etsfhda/FindPastMeetingInvitesinOWA.pdf



June 1, 2012: ETS Department: COMPLETE

June 8, 2012: Super User Group: COMPLETE

June 15, 2012: Central Services: COMPLETE

June 22, 2012: De Anza College Management & Classified Staff: COMPLETE

June 29, 2012: Foothill College Management & Classified staff, Retirees and Others: COMPLETE

July 6, 2012:

Board of Trustees: COMPLETE

Summer Teaching Faculty (Full time & Part time): COMPLETE

Department Accounts: COMPLETE

Non-teaching Faculty (Full time & Part time): COMPLETE



Project Team Organization

Key Milestones

  • Project Progress Implementation Milestones.

Conversion Schedule

  • Project Conversion Schedule.

Two-Week Look Ahead Task Schedule

  • What project team is working on.

Project Meeting Information

Meeting Dates Agenda Minutes Action Items Announcements
March 21, 2012 Agenda Minutes Implementation Action Items List
Project Team - Questions and Answers
April 4, 2012 Agenda Minutes Implementation Action Items List-Updated April 4, 2012
April 18, 2012 Agenda Minutes Minutes-April 26 Implementation Action Items List - Updated April 19, 2012 April 19, 2012
May 2, 2012 Agenda Minutes Minutes-May 8 Implementation Action Items List-Updated May 3, 2012 May 9, 2012
May 11, 2012
May 16, 2012 Agenda Minutes Implementation Action Items List-Updated May 17, 2012
May 30, 2012 Agenda See Action Items for Minutes Action Items and Issues as of May 31, 2012
June 6, 2012 Agenda See Action Items for Minutes Action Items and Issues as of June 11, 2012 Super Users Announcement
June 13, 2012 Agenda See Action Items for Minutes Action Items and Issues as of June 13, 2012 Faculty Announcement Central Services Announcement Administrators, Managers & Classified Staff Announcement
June 15, 2012 Agenda Minutes
June 18, 2012 Agenda Minutes Action Items and Issues as of June 18, 2012
June 19, 2012 Agenda Minutes
June 20, 2012 Agenda See Action Items for Minutes Action Items and Issues as of June 24, 2012
June 22, 2012 Agenda Minutes De Anza Classified Staff Conversion Foothill Classified Staff Conversion District Retirees Conversion
June 26, 2012 Agenda Minutes Action Items and Issues as of June 25, 2012
June 27, 2012 Agenda Minutes Action Items and Issues as of June 27, 2012 Foothill Classified Staff Pre-Launch District Retirees Pre-Launch
June 29, 2012 Agenda Minutes
July 2, 2012 Agenda Minutes
July 3, 2012 Agenda Minutes
July 6, 2012 Agenda Minutes
July 9, 2012 Agenda Minutes Action Items and Issues as of July 9, 2012
July 10, 2012 Agenda Minutes
July 11, 2012 Agenda Mintues Action Items and Issues as of July 11, 2012
July 13, 2012 Agenda
July 16, 2012
July 17, 2012 Agenda Minutes
July 18, 2012 Agenda See Action Items for Minutes Action Items and Issues as of July 18, 2012
July 25, 2012 Agenda See Action Items for Minutes Final Action Items and Issues-July 25, 2012

Project Maintenance Contact:
Kari Elliott

Project content will be updated every Thursday at 5:00pm



Last Updated: Monday, February 3, 2014 at 10:48:18 AM
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