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Exchange 2010 Migration

Contents


Exchange 2010 Migration News

  • 8/10/2010 - User and Resource Mailbox Moves Complete: All user and resource mailboxes have been moved from Exchange 2007 to Exchange 2010.
  • 5/27/2010 - ActiveSync (mobile devices) Problem Resolved - 8:20 a.m.: The ActiveSync problem that was preventing mobile devices including Windows Mobile, Android, and iPhones from syncing has been resolved.
  • 5/26/2010: The scheduled maintenance for Central Exchange was completed at approximately 10:20 p.m. on Wednesday, May 26. Exchange 2010 front end servers were introduced to the Central Exchange architecture during the maintenance window.
  • 5/20/2010: We have identified a solution to address the problem we were anticipating iPhone users would experience when the initial switchover to Exchange 2010 servers was implemented on May 26. As a result, no action should be required for iPhone users before or after the switchover to Exchange 2010 on the 26th. The maintenance window (10-10:30pm on 5/26) does apply but once complete, iPhones should reconnect to the configured mailbox without issue. The corresponding bullet item in the Known Issues section has been removed.

Exchange 2010 Migration Projected Timeline

  • Week of May 10: Complete migration of Test Forest to Exchange 2010
  • Week of May 17: Complete provisioning code audit/testing, prepare Exchange 2010 hardware
  • Wednesday, May 26 - 10:00PM: Introduce Exchange 2010 servers into the production forest. Note that Exchange 2010 consists of multiple "roles" and this initial introduction of Exchange 2010 servers will consist of front-end servers only; mailboxes will not be moved as part of this first step. While we expect this initial step to be mostly transparent to end users, some e-mail clients and mobile devices may need to be updated or modified to account for the transition to Exchange 2010. "Known Issues" in that regard are documented below.
  • June 7, 2010: Install Exchange 2010 Unified Messaging Servers and update Forefront for Exchange configuration
  • Summer 2010: Migration of all mailbox data from Exchange 2007 servers to Exchange 2010 servers. User mailboxes will be moved over the course of several days between the hours of 8:00 p.m. and 6:00 a.m. While a mailbox move is in process, a user will lose connectivity to it for approximately 15 minutes. So that a user is aware of the pending move, the migration process will send an e-mail to a user on the day of when the person's mailbox is scheduled to be moved and also send a second, confirmation e-mail the following morning to let the user know the mailbox was successfully moved. For the most part, e-mail clients (including Outlook and Entourage) should not need to be reconfigured in order to access mailboxes homed on Exchange 2010 servers.

Key Benefits of the Upgrade to Exchange 2010

  • Exchange 2010 brings a drastically improved web-based e-mail experience, including full support for Firefox, Safari and Chrome, in additional to Internet Explorer. Users who prefer not to use Internet Explorer will no longer be limited to a less-than-functional web-based e-mail experience.
  • CSU's migration to Exchange 2010 will provide users with increased mailbox quotas, reducing the amount of time that faculty and stuff must spend managing their messages.
  • Though it may never be visible to our end users, our migration to Exchange 2010 provides us with vastly improved disaster recovery and high availability features, which enable us to securely host all faculty and staff mailboxes in two separate locations. If for some reason one location is unavailable, all users will retain access to their e-mail via the second location. Aside from scheduled maintenance, this should allow us to provide nearly 100% uptime for this mission critical service.

Exchange 2010 Migration "Known Issues"

  1. Entourage Clients must be upgraded to Entourage 2008, Web Services Edition prior to the switchover to Exchange 2010 on May 26.
  2. Some Imap Clients (ex: Thunderbird if configured with "Use secure authentication" checked) may generate an error stating "You cannot log in to mail.colostate.edu because you have enabled secure authentication and this server does not support it" after the switchover to Exchange 2010 planned for May 26.
  3. Entourage Clients may require a restart after the switchover to Exchange 2010 on May 26.
  4. Mac Mail requires a manual update in the account settings to connect to Exchange after the switchover to Exchange 2010 front-end servers on May 26.
  5. Outlook 2003 users must update Outlook's configuration to encrypt data between Outlook and Exchange prior to a person's mailbox being moved to Exchange 2010.
  6. Exchange Resource Coordinators who manage distribution list membership must update their Outlook clients to point to limon.colostate.edu for directory services.
  7. Update Outlook settings to use Outlook Anywere if you are experiencing Outlook Performance Issues.
  8. The nickname cache in Outlook Web Access (Exchange 2007) does not transfer to Outlook Web App (Exchange 2010) when a mailbox is moved to Exchange 2010.
  9. Mac Mail displays duplicate e-mail messages and/or existing messages cannot be deleted or moved to another folder.
  10. RESOLVED: Entourage displays message "Entourage cannot open the folder" message when attempting to open a shared resource calendar.
  11. RESOLVED: Outlook clients configured in cached mode are not able to download a recent copy of the Offline Address Book.
  12. RESOLVED WITH 4.1 RELEASE: iPhones/iPads that were upgraded to iOS 4 or iOS 4.0.1 encounter problems when syncing with Central Exchange.
  13. RESOLVED: UM-enabled Shared Mailboxes are unable to access their voicemail and update voicemail settings by calling the Exchange voicemail number at 1-5500.
  14. Limit access options as set by Resource Coordinators for room and equipment resources can only be applied against people with Exchange mailboxes or for distribution lists.

Entourage Clients must be upgraded to Entourage 2008, Web Services Edition prior to the move to May 26.

Exchange 2010 no longer supports the use of Entourage 2004 to connect to Exchange via MAPI protocols. Secure IMAP will still work, however. Entourage 2008 is a supported e-mail client for Exchange 2010 but Entourage 2008 must be updated to Entourage 2008, Web Services Edition prior to the migration to Exchange 2010. Without the Web Services Edition update, Entourage 2008 clients will lose connectivity to Exchange when the switchover to Exchange 2010 occurs on May 26. Please note that the Web Services Edition update can be installed at any time prior to the Exchange 2010 migration because Entourage 2008, Web Services Edition is supported for Exchange 2007 as well. More details regarding the use of Entourage and the Web Services Edition update are posted at http://help.mail.colostate.edu/entourage.aspx Also note that Entourage users may need to restart Entourage after the switchover to Exchange 2010 on May 26.

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Some Imap Clients (ex: Thunderbird if configured with "Use secure authentication" checked) may generate an error stating "You cannot log in to mail.colostate.edu because you have enabled secure authentication and this server does not support it" after the switchover to Exchange 2010 on May 26.

When testing connectivity to Exchange before and after Exchange 2010 was introduced in a test environment, we noticed that some Thunderbird e-mail clients were unable to connect after a switchover to Exchange 2010 front-end servers. The problem was caused by the "Use secure authentication" checkbox being checked. Unchecking the option resolved the issue and more importantly does not bypass the requirement to connect to Exchange using Secure IMAP over SSL. The instructions posted at help.mail for Configuring an IMAP E-mail Client do not instruct users to check the "Use secure authentication" checkbox but it is likely that some IMAP clients are configured with the option inadvertantly checked - and it is something users are likely not aware of as the setting (whether it's checked or not) does not adversely affect connecting to Exchange 2007. The image shown below shows the "Use secure authentication" checkbox unchecked as it appears under "Server Settings" in Thunderbird.

Thunderbird Setup

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Entourage Clients may require a restart after the switchover to Exchange 2010 on May 26.

After the configuration changes are made to accommodate Exchange 2010 during the maintenance window on May 26, users may need to restart their Entourage clients in order to re-establish a connection to their Central Exchange mailboxes.

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Mac Mail requires a manual update in the account settings to connect to Exchange after the switchover to Exchange 2010 front-end servers on May 26.

While Mac Mail is not officially supported for connecting to Central Exchange, a number of people are using it to connect to their mailboxes. In order to re-establish connectivity after the switchover on May 26, Mac Mail users need to replace references to mail.colostate.edu with mail7.colostate.edu in the account settings. Note that this workaround has the caveat that when a person's mailbox is eventually moved to Exchange 2010, they will need to reset their Mac Mail client following the guidelines listed under the known issue "Mac Mail displays duplicate e-mail messages and/or existing messages cannot be deleted or moved to another folder".

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Outlook 2003 users must update Outlook's configuration to encrypt data between Outlook and Exchange prior to a person's mailbox being moved to Exchange 2010.

In order to connect to a mailbox hosted on Central Exchange, Outlook 2003 clients must be configured to encrypt data between Outlook and Exchange prior to a person's mailbox being moved to Exchange 2010. The setting can be updated anytime using the process below:
  1. From Outlook 2003, go to "Tools" > E-mail Accounts
  2. Select "View or change existing e-mail accounts"
  3. Choose the account "Microsoft Exchange Server" from the resulting list and click the "Change..." button.
  4. Click the "More Settings" button.
  5. Click the "Security" tab.
  6. Check the checkbox labeled "Encrypt data between Microsoft Office Outlook and Microsoft Exchange Server" and click OK. Refer to example below:

    Outlook 2003 Setup

  7. Click "Next>" on the E-mail Accounts screen.
  8. Click "Finish".

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Exchange Resource Coordinators who manage distribution list membership must update their Outlook clients to point to limon.colostate.edu for directory services.

People acting as departmental Exchange Resource Coordinators must point their Outlook clients to limon.colostate.edu in order to manage distribution list membership after their mailbox is moved to Exchange 2010. This can be accomplished using either of the methods below - and can be done anytime prior to a person's mailbox being moved. To reitereate, this should only be done for people acting as Exchange Resource Coordinators and is NOT REQUIRED for the typical Central Exchange user. Exchange Resource Coordinators who do not make the change will encounter the following error when attempting to update distribution list memberships after their mailbox has been moved to Exchange 2010: "Changes to the distribution list membership cannot be saved. You do not have sufficient permission to perform this operation on this object."

Note that both of the methods below require that the user account you use to log on to your computer must be a member of the local Administrators group.

Method 1 - Download and Import ExchangeProvider_Limon.reg file

  1. Download the following zip file to your local hard drive: ExchangeProvider_Limon.zip
  2. Extract the contents of ExchangeProvider_Limon.zip to a known location on your computer.
  3. Using Windows Explorer, browse to the folder containing the extracted file, ExchangeProvider_Limon.reg, and double-click the file to import it into your registry.
  4. [Windows Vista/Windows 7] Click "Run" if prompted to verify you want to run the software.
  5. Click "Yes" to confirm that you want to continue when warned about updating the registry.
  6. Click "OK" on the confirmaiton message that the registry was updated.
  7. Open Outlook and update/verify your account settings to NOT use cached mode. Restart Outlook if necessary.

Method 2 - Manually update the registry on your PC

  1. Click Start, and then click Run.
  2. In the Open box, type regedit.exe, and then click OK.
  3. Locate and then click the following key in the registry – note that you may have to create the registry path.
    • HKEY_CURRENT_USER\Software\Microsoft\Exchange\Exchange Provider
  4. On the Edit menu, click Add Value, and then add the following registry value:
    • Value name: DS Server
    • Data type: REG_SZ (string)
    • Value data: limon.colostate.edu
  5. Quit Registry Editor.
  6. Open Outlook and update/verify your account settings to NOT use cached mode. Restart Outlook if necessary.

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Update Outlook settings to use Outlook Anywere if you are experiencing Outlook Performance Issues

We have heard reports regarding sluggish Outlook performance after a mailbox is moved to 2010. In such cases, please update Outlook's configuration to use "Outlook Anywhere" settings (i.e RPC over HTTPs) using the applicable link below. On a related note, it also appears that at least in some instances when a mailbox is moved to Exchange 2010, Outlook is automatically reconfigured to use Outlook Anywhere settings, except that the resulting configuration does not have the "On fast networks, connect using HTTP first, then connect using TCP/IP" and "On slow networks, connect using HTTP first, then connect using TCP/IP" options checked when specifying Microsoft Exchange Proxy Settings. If you find that to be the case, please update the configuration of the Outlook client in question so that both options are checked.

Outlook 2007 - Re-configuring Outlook 2007 to use Outlook Anywhere

Outlook 2007 - New Outlook 2007 setup using Outlook Anywhere

Outlook 2010 - Re-configuring Outlook 2010 to use Outlook Anywhere

Outlook 2010 - New Outlook 2010 setup using Outlook Anywhere

For System Administrators Only:
Configuring Outlook Anywhere Settings using a Group Policy (GPO)

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The nickname cache in Outlook Web Access does not transfer to Outlook Web App when a mailbox is moved to Exchange 2010

When a mailbox is moved from Exchange 2007 to Exchange 2010, the nickname cache that resulted in e-mail address "suggestions" as a person typed an address in the To, CC, or BCC fields is not transferred to Exchange 2010 along with the contents of the mailbox. Exchange 2010 will start to rebuild a new version of the cache from scratch as users utilize Outlook Web App on Exchange 2010.

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Mac Mail displays duplicate e-mail messages and/or existing messages cannot be deleted or moved to another folder.

If a person previously updated their Mac Mail client to point to mail7.colostate.edu, their Mac Mail client may display duplicate e-mail messages or problems may be encountered when attempting to delete e-mail. Therefore, after receiving the message that their mailbox has successfully moved to Exchange 2010, Mac Mail users should remove and re-add their account settings for Exchange by accessing the Mac Mail Preferences, going to the 'Accounts' tab, removing the Exchange entry, and re-adding it. If following those steps does not fix the problem, please contact help@colostate.edu for further troubleshooting assistance.

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(RESOLVED) Entourage displays message "Entourage cannot open the folder" message when attempting to open a shared resource calendar.

If a person attempts to open a shared resource calendar from Entourage after their user mailbox has been moved to Exchange 2010, Entourage responds with a message stating "Entourage cannot open the folder. You do not have permissions to open this folder. Contact RESOURCE_NAME for permission." This problem is resultiing from Exchange resources hosted on Exchange 2007 while the users mailboxes are hosted on Exchange 2010 server. Likewise, it will be fixed when Exchange Resource accounts are moved to Exchange 2010, which is scheduled to happen the night of Monday, August 9.
Update (8/11/2010): Exchange resources were moved to Exchange 2010, which fixed the problem previously reported.

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(RESOLVED) Outlook clients configured in cached mode were not able to download a recent copy of the Offline Address Book.

Outlook clients configured in cached mode were unable to download the most recent copy of the Offline Address Book during the last week of July/first week of August. This issue has been resolved. If Outlook clients are still experiencing problems downloading the Offline Address Book, please let us know by e-mailing the Exchange Help Desk.

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(RESOLVED) iPhones/iPads that were upgraded to iOS 4, 4.0.1, 4.0.2 encounter problems when syncing with Central Exchange.

iPhones that were upgraded to iOS 4 or iOS 4.0.1 encounter problems syncing with Exchange. The most common reported behavior is messages getting stuck in the Outbox. After a reboot of the device, people are typically able to send one or two messages before subsequent messages remain in the Outbox. Assuming there are no e-mails in the Outbox, people are usually able to receive new e-mail. Also, it has been reported that iPhones that shipped (i.e. left the factory) with iOS 4.0.1 do not exhibit the problem. We are working on the problem and have a case open with Apple regarding it. At this time, we recommend that people who are currently able to sync their iPhone with Central Exchange do not upgrade to iOS 4, 4.0.1, or 4.0.2.
Update (8/23/2010): We have identified a temporary workaround to allow people who have upgraded their Apple device to iOS 4.0.x to sync with Central Exchange.
Update (9/10/2010): Apple released iOS 4.1 which fixes the problem encountered when syncing with Exchange.

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(RESOLVED) UM-enabled Shared Mailboxes are unable to access their voicemail and update voicemail settings by calling the Exchange voicemail number at 1-5500.

Shared mailboxes created by Exchange Resource Coordinators that have been configured to use Unified Messaging (voicemail) services are not accessible when calling the Exchange UM Auto-attendant at extension 1-5500. If you attempt to call Exchange to access a shared mailbox's voicemail mailbox and enter the mailbox's extension when prompted, the server will respond that the entered extension is not a valid extension. We are working with Microsoft to resolve this issue and will follow up with an e-mail to affected shared mailboxes and update this posting when the issue is resolved. Note that voicemail functionality for user mailboxes is working as expected - i.e. voicemail access for user mailboxes is not affected by this problem.
Update (8/19/2010): Microsoft has indicated that this is a problem with the initial release of Exchange 2010 that will be fixed with Exchange 2010 Service Pack 1, which is expected to be released in late August or early September.
Update (9/13/2010): Exchange 2010 Service Pack 1 did NOT fix the problem but an alternative workaround was found so that Shared Mailboxes are now accessible by dialing in.

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Limit access options as set by Resource Coordinators for room and equipment resources can only be applied against people with Exchange mailboxes or for distribution lists.

With Exchange 2010, limit access options as set by Resource Coordinators for room and equipment resources can only be applied against people with Exchange mailboxes or for distribution lists. If Resource Coordinators have included people who do not currently have an Exchange mailbox under the "Users Who Can Schedule the Resource" section of the Limit Access Options page in the Resource Coordinator Tools, those entries must first be removed before making changes to the limit access options. If non-Exchange users are not removed from the list, changes made using the Limit Access Options tool will NOT be applied in Active Directory. We anticipate updating the logic in the Resource Coordinator Tools used to assign limit access options but for now the process to remove non-Exchange users from Limit Access lists is a manual operation. If you need assistance identifying users who are currently included in limit access lists but who do not have an Exchange mailbox, please e-mail the Exchange Help Desk at help@colostate.edu.

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