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Email: Pilot expands to include faculty, distributed IT

Catmail loginExchange login

Dec. 10, 2014 - Pilot going well, rollout to begin in January

The upgrade pilot continues to move forward.  At this point we have migrated the majority of OIT staff and their associated shared mailboxes, conference rooms, etc.  We also have moved small volunteer groups of distributed IT and faculty.

So far, migrations have been quite smooth.  Based on pilot participants' experiences thus far, we will begin the university-wide rollout in January.  We will present the tentative upgrade schedule during a series of pre-upgrade, open meetings during the first two weeks of spring classes.

Here are a few things to keep in mind once the rollout begins:

  • New URL - Web users need to get used to using https://catmail.ohio.edu to check their mail/calendar instead of mail.ohio.edu.
  • Outlook 2010 and 2013 for Windows - If you happen to be actively using Outlook in Windows when your migration happens, you'll likely get messages about your connection to Exchange being lost, and at least one prompt to restart Outlook. After restarting there may be several minutes where Outlook is "trying to connect" or is "disconnected."  At some point during this process, Autodiscover should reconfigure Outlook to connect to your mailbox on Office 365, and may prompt you a second time to restart:
    Screen shot: Windows Outlook autodiscover notice
  • Outlook 2011 for Mac - If you use Outlook 2011, there's an odd chance you may have to remove and re-add your account after your migration, but in most cases Outlook will simply ask you for permission to "autodiscover" your settings.  Check "Always use my response for this server" and then click Allow:
    Screen shot: Outlook 2011 autodiscover notice
  • Mac Mail & Calendar - Mac Mail does not adapt well to the cutover. If you're using Mac Mail and watching closely, you may see an indication that the connection was lost, but there is no prompt to restart. It just stops working and doesn't seem to reconfigure itself after a restart. Mac Mail users may need to remove their Exchange account and add it back again. When doing so, be sure to select Exchange as the account type.
  • Mobile Devices - All of your mobile devices that access your mail or calendar - iPhones, iPads, Android, Windows Phone, etc. - will need to be reconfigured after your migration occurs. No known device will reconfigure automatically. You can change the server address in your device's existing Exchange account or remove the account and add it back. We recommend the latter.  If editing your existing account, you will need to change the server from mail.ohio.edu to outlook.office365.com. OhioID@ohio.edu is the recommended username format. Other settings can likely remain the same. If you remove your account and add it back in, make sure to add it as an "Exchange" or "Office 365" account, not "Outlook.com" when selecting account type. Our mobile setup help page includes short videos on how to remove and add an account on common mobile devices.
  • Deleted items purge - Beginning sometime within 24 hours of your migration, the Catmail system will begin automatically purging items that have been in your Deleted Items folder for greater than 30 days. The purge process runs once every 24 hours on every Catmail mailbox. Purged items are recoverable by using OWA or Outlook by right-clicking the Deleted Items folder and selecting "Recover Deleted Items" from the menu. Select the item or items you wish to recover, then click the "Recover" button.

General upgrade information

Free/busy works across both systems for the following groups:

  • Catmail web users
  • Windows Outlook users

Free/busy visibility is partially working for:

  • Mac Outlook users
  • Exchange web users

Mobile device setup

After your account is migrated to Catmail, you will need to update the settings on any mobile devices you use to check your mail or calendar.  The cleanest way to do this is to delete and re-add your Exchange profile. We have short videos that show how to do this for iOS and Android:

Temporary accounts for calendar management

The OIT Service Desk can create temporary Exchange guest accounts for graduate students who need to manage a shared departmental calendar or act as a delegate for a faculty or staff member.  To request this service, call 740-593-1222 or submit a request online.

Learn more

The upgrade will provide 50GB quotas, a better web interface, and easier calendaring for faculty, staff, graduate students, medical students, retirees, and long term guest account holders.  Undergraduates and alumni are not affected. 


Everyone at Ohio University receives an email account.  Your address is your OHIO ID at ohio.edu. Our system distinguishes between employees and students, so it is possible to have two separate OHIO email accounts: one as an employee and another as a student.  Accounts are created automatically based on your status in SIS and HR/Payroll.

Catmail | Exchange | Mailing lists | Large files: Filelocker | Large files: Box | Login help


Catmail

Catmail is a Microsoft-hosted cloud service providing email, calendar, contacts, and task management to undergraduate students and alumni. Accounts are created automatically from information received from the Student Information System. 

Exchange

Exchange is a locally hosted service providing email, calendar, contacts, and task management to faculty, staff, graduate students, medical students, emeriti, retirees, and long term guests. Accounts are created automatically from information received from Human Resources/Payroll and the Student Information System.

Mailman mailing lists

If you need an email-based discussion group for university-related topics, you can request a Mailman mailing list.  Once your list has been created, you can invite people to subscribe to the list.  Membership in a list simply requires any valid email address; however, you must be an OHIO email user and either an employee or member of a registered student organization to be a list owner/administrator.

Filelocker for large attachments

Filelocker offers temporary, secure storage for sharing files and data.  If you need to send an attachment larger than 15-20 MB, use Filelocker instead.  By default you can store/share files up to 1 GB for up to 30 days, with an option to increase that size to 8 GB on request.  You can share with anyone inside or outside of the university, as long as they have an email address.

Box for large attachments & collaboration

Box offers 50 GB of long term, secure file storage, sharing, and collaborative editing.  If you need to share a file with one or more people, especially if the file needs to be edited or kept for longer than 30 days, use Box.  You can share/collaborate with anyone inside or outside of the university, as long as they have an email address.

Login help

Email at OHIO requires an active OHIO ID and valid password:

If your account is active, but you still are unable to log in, make sure you are using the correct email system:

  • Catmail - current undergraduates, alumni, graduate students with accounts created after March 26, 2014
  • Exchange - current employees, graduate students, medical students, retirees, emeriti, and long term guests

If you are having trouble activating your account or have other questions, contact the OIT Service Desk at 740-593-1222.