The present email system does not possess the level of functionality required to meet the College’s need including integrated calendaring, support for mobile devices and full featured web access.

Initially all faculty, staff and students where part of the migration process. Presently CUNY Computer Information Services (CUNY-CIS) has a competing project to centralized student email called Live@JohnJay which has shifted the focus of this project to faculty and staff only.

The college Technology Advisory Committee (TAC) composed of faculty and staff members came to that decision late in 2006. Overall a number of factors including cost, the ability to integrate with the rest of the College systems and usability all weighed heavily into the decision to go with the Microsoft solution.

Microsoft Outlook is the mail client or software you use for email, appointments, tasks, etc…
Microsoft Exchange is the messaging server in the background that facilitates these services.

To date the migration is over 80% complete and will continue until each member of the campus is migrated. DoIT is continuing to reach out to unmigrated faculty and staff members. If you are not on the new system we request that you contact the DoIT Helpdesk immediately at 212-237-8200 to schedule a migration.

No. In order to insure that the migration of each individual’s mailbox goes smoothly with minimal interruption, this project is being approached one user at a time.  Local and server based messages and Lotus Organizer calendars will all be migrated to the new platform.

If you request your Netscape messages will be migrated. When you are contacted or open a work order to be migrated to the new system a DoIT representative will ask if you prefer to have your Netscape mail migrated.

The migration varies depending on the type of email user. It can take from 30 minutes to four hours to complete. For example, a web only user (http://email.jjay.cuny.edu) who does not use a Blackberry or Lotus Organizer takes very little time while Netscape users require a two step process that can be quite lengthy.

The migration can require one or two steps; a common initial step to move you from the old system to the new system and a potential second step for users that read email with a machine based email reader (i.e. Outlook, Entourage, Netscape, etc...) For email users that fall into this category and want to use Outlook, a second step involving a visit from a member of DoIT is required.

It should be noted that as soon as step one is completed, you can access your email from https://webmail.jjay.cuny.edu/owa

Username : your full email address (i.e. helpdesk@jjay.cuny.edu)

Password : "jj" and the last four digits of your social security number (i.e. jj1234)

Your email password is not required to move your mail.  However, be advised that if you choose not to provide your email password DoIT will reset your password and migrate the mail if you are absent on the day of the migration. By providing the password DoIT staff will be able to migrate your email without interrupting your access to email.

No! However you are required to be provide key information concerning how you use email, updated contact information for your Global Address List entry and to furnish a email password.

The college is going to support Outlook 2007, Entourage, and Outlook Web Access (OWA). Netscape is no longer supported.

Yes! In May of 2008 IMAP and POP access were enabled on the system to provide the campus community with a wider range of options. POP and IMAP servers are accessible by configuring your prefered mail client or mobile device to use imap.jjay.cuny.edu or pop.jjay.cuny.edu.

Start programs, Microsoft Office, Microsoft Outlook 2007:

It is your “username@jjay.cuny.edu” email address and the password you use to login to your desktop machine (a.k.a. your John Jay Net Password). If you have multiple John Jay email addresses this is the name you use to login to your office machine will be used for the username.

Open a web browser to http://webmail.jjay.cuny.edu/owa, login with your email address and password and follow the prompts.

Each faculty and staff member will receive approximately 500 Mb of email space.

Simply select mail on the left hand panel in Outlook and OWA and click “new”.

Select “Mail”:

Click “New”

Due to system limitations this has to be done through a work order. Contact the Helpdesk at 212-237-8200 or helpdesk@jjay.cuny.edu to request your email be forwarded. If you send an email to the helpdesk be sure to include your personal email address for faster service. DoIT is continuing to look into providing a self service forwarding method for faculty and staff members

They will be integrated into your exchange account and accessible from Outlook, OWA, Entourage and your mobile wireless devices.

The Global Address List or “GAL” for short is a College wide shared directory in Exchange that provides all faculty and staff names, titles, email addresses, telephone numbers and room numbers for the Campus.

No! The GAL is managed centrally by DoIT. If you see a mistake in the GAL please contact the DoIT helpdesk at x8200 to request the change. However, you do have a personal address book in addition to the GAL that is yours alone. It is opened by selecting “Contacts” on the left hand pane in Outlook and Outlook Web Access. Once opened you can create and edit contacts. This will automatically synchronize with your wireless handheld device.

To open your contacts click the following:

In Outlook enter the name where it says “search address books” or simply hit “Control-Shift-B” at the same time. In OWA simply fill in the name of the person in “find someone” box on the top of the screen.

Outlook:

Outlook Web Access:     

Exchange has its own calendaring system that is integrated within Outlook, OWA and Entourage. As this calendaring system integrates with mobile devices and can be shared across users, the college is migrating away from Lotus.

If it is a requirement to move all items, the Department of Information Technology will export and move the contents of Lotus to Exchange in a shared Departmental calendar.

Yes! When an item is created (Task, appointment, etc…) you have the ability to mark it as private.

To make something private click the lock:

Select your Calendar on the left hand pane:

Select new in the upper left hand corner:

Fill in the details and select the attendees.

By default all users can see the availability of others. If you require another campus member to schedule a meeting for you or you need to share a common schedule in an office you can request an additional calendar or share your individual one. To request a common calendar contact DoIT. To share an individual’s calendar:

Select Calendar on the left hand pane:

Then select” Share my Calendar…”:

Select File Open, Other User’s Folder or Calendar:

Select Calendar:

Type in or search for the name of the person whose calendar you have access to open. When selected you will notice it opens side by side with your own calendar. At this point if you have permission you can edit and update this shared calendar with your own:

When finished you can minimize viewing of the number of calendars by clicking on and off the calendars in the left hand pane of Outlook under “People’s Calendars”:

Tasks, Notes, Journal, Contacts and Calendars can all be shared within Exchange and are accessed in the same manner. Simply substitute the required shared item in the second step above.

From the tools menu select “Out of Office Assistant….”

Enter the vacation message in the form and click “ok”:

Select tools and then options:

Select the “Mail Format” tab and then “Signatures”:

Fill out the form and click “ok”:

Yes! If you have a College provided Blackberry it will be fully integrated with Exchange through the College Blackberry Enterprise Server (BES). Contacts, Email, Tasks and Scheduled meetings will all synchronize through the wireless network. Additionally, there is support for any phone that uses Active Sync.

Yes! It is updated in real time as appointments are made on your calendar.
On the Blackberry open the Calendar application and select “new”.

Yes! Tasks and contacts are updated in real time as well.

Yes! Simply type in name of person you are looking for in the Blackberry address book, depress the wheel and select “lookup”.

No! All synchronization will take place wirelessly through the BES. Local synchronization will no longer be necessary. The only reason you need to plug in your Blackberry or Active Sync Mobile device is to charge.

Yes! Training provided by Department of Information Technology is available. Additionally, if you would like to self paced training see the web links for free online training resources from Microsoft.

If your question is not answered here and you would like a DoIT representative to contact you please call the DoIT helpdesk at x8200 to enter a service call with your question.