Email and Skype for Business Migration

new logo banner.jpg

Overview

Step 3 icon.jpg

During Step 3 of our overall email project, VUMC IT will take several months to migrate email components and Skype accounts to VUMC's Microsoft Office 365 cloud environment. Each of these components (listed and described below) affects different departments in different ways.

The most important thing for you to know is that your email content and Skype account is moving from the old @vanderbilt.edu address to @vumc.org, and that there are actions you will need to take both before and after your migration occurs.

How will it happen?

Email content and Skype account migration will occur by department. You will receive your first email about your migration one month in advance, with several emails to follow.

See the Pre-Migration Checklist and the Post-Migration Checklist to get an idea of what you need to do to prepare and what you will need to do after your migration is complete.

Email and Skype Migration FAQ

Migration Schedule by Department

Migration Schedule by Department with Group & Date info  

Distribution and Shared Mailbox Security List

  • The dates in these documents are subject to change by VUMC IT and VUMC Leadership ONLY.   
  • These documents are being provided for informational purposes only. 
  • Edits or changes do not alter the content as approved by VUMC Leadership.

See the first MyVUMC enterprise announcement about the email and Skype migration.

Migration Components

Email content and Skype for Business will be migrated by operational department. The first migration will occur in late August and the process will continue by department until the spring of 2019.

There are actions that you will need to take before and after your migration occurs. 

See the Pre-Migration Checklist for things you need to do to prepare for your migration.

As of September 1, 2018, all Public Folders have been removed from the VUMC environment. 

VUMC IT Customer Relationship Managers began reaching out to all Public Folder owners in September 2017 to make them aware of alternatives. Folder owners were also contacted again in February of 2017. 

All Public Folders that were not remediated by an owner and transitioned to a .pst file have been removed from the current email system. If you are looking for a public folder and can't find it, submit a Pegasus Ticket and indicate that you would like assistance from the Collaboration Team with a Public Folder.

 

A Shared Exchange Mailbox (SEM) allows multiple users to access a shared mailbox, calendaring options and contacts. During Step 3 of VUMC IT's email migration project, SEM's will be moved to the Microsoft Office 365 cloud environment.

Changes to note

  • Vanderbilt University users who are included in SEM's will be removed from mailbox information during this changeover
  • Public Folders can be replaced with SEM's

Contact the Email Transition team at vumcit.transition@vumc.org to understand your options throughout this process.

VUMC IT is currently identifying Medical Center departments that own applications which utilize email addresses to operate. Additionally, VUMC IT is currently transitioning applications that use a vanderbilt.edu address to the @vumc.org address as part of Step 3. 

If you have an application that utilizes email in its operating process, gather the following information and contact us at vumcit.transition@vumc.org to begin the process of migrating to vumc.org.

Do you have an application(s) that uses email?
What applications do you have that use email?
How does your application utilize email?

SMTP
POP
IMAP
MAPI

  • Is your application integrated/have core functionality? (Will it break without email?)
  • Would other applications be affected if your application were to lose functionality?
  • What applications would be affected?
  • Is your application considered critical for business continuity?

Contact the Collaboration team at vumcit.transition@vumc.org to find out more information.

Departments use Secure Relay for Server (SRFS) service for computers, printers, and other devices as a way of 'pointing' them to a server using an IP address. With an IP address, devices and computers can find each other on the network. VUMC servers on the Vanderbilt University SRFS service (SRFS.Vanderbilt.edu) are already being migrated to the Medical Center SRFS service (SRFS.service.vumc.org).  

The Security Operations team has conducted vulnerability scanning for those devices utilizing SRFS.Vanderbilt.edu and many are already approved by VUMC IT security to migrate to the VUMC SRFS service. Follow your departmental change process and begin to make the necessary changes to point to SRFS.service.vumc.org. Other IP addresses failed the vulnerability scan and will require mediation before being switched to the VUMC system. 

If you have questions, please contact the Collaboration Team at vumcit.transition@vumc.org. Communications are already being conducted regarding this part of the project.