Revision 37 as of 2021-06-16 16:29:47

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Migrating your mailbox from ISG to Exchange

Introduction

Some professorships and institutes at D-ITET have decided to use the exchange mail server instead of the D-ITET mail server. This guide is intended to show you the steps to be able to move your mail account to the exchange server. If certain steps in these instructions are unclear, please contact your technical contact first or create a ticket by sending an email to <support@ee.ethz.ch>.

Pre-migration steps

There are some limitations on the Exchange Server which mean that not all emails can be transferred. You must have completed the following steps before you start the actual migration itself:

You can carry out the steps mentioned above at any time. /!\ But please do only carry out the following steps one day before or on the day of the migration at the earliest. /!\ Before the account can be migrated, you may have to delete existing forwards on the exchange server and set up new forwards on the ISG mail server. These forwards are necessary in order to receive the mails on the exchange server until the final changeover of the domain to the exchange server.

Remove any IAM forward

By default we set a forward on the exchange server so that you would not miss any mail sent to your IAM account directly. This forward needs ro be removed. To do so execute the following steps:

  1. visit https://password.ethz.ch/

  2. Login with your username and password
    IAM-login.png

  3. Click Self Service and Manage forward to adjust your forward settings.
    IAM-mngfw.png

  4. Remove any content in the Recipient Field and make sure Save and forward mails is not set. Then click Save.
    IAM-removefw.png

Set a forward on the ISG mailserver

After removing the IAM forward you need to set a forward to the exchange server. The simplest way to do so is by using roundcube:

  1. Visit https://email.ee.ethz.ch/

  2. Login with your username and password
    WEBMAIL-login.png

  3. Select Settings and then Filters
    WEBMAIL-selectfilter.png

  4. By default you would see the isgdefault Filter set. This set contains the two rules Deduplicate and Vacation. Click the Create Button in the upper right frame and create a sieve rule like in the picture. Replace username in the action field with your username. Afterwards click Save.
    WEBMAIL-filtercreate.png

Important

From this moment on, every incoming email will be redirected to the exchange server. To be able to read any new email you either need to login with your credentials at the exchange webinterface https://mail.ethz.ch/owa or you need to configure a mail client to access the exchange server. If you used thunderbird on our server you should switch to Microsoft Outlook to access the exchange mailserver. Please refer to the Instructions / FAQ / How To / Tips Section on the ETH Mailbox Service Website to find instructions on how to configure a mail client to use the exchange mailserver.

Prepare an SSH-Client

Prepare an SSH-Client like openssh (linux/mac) or PuTTy (windows) to be able to carry out the synchronization with the assigned credentials (visible on the migration day in the Migration webinterface).

configuring PuTTy on Windows

  1. On our managed machines you should find PuTTy in the list of applications or by clicking the Windows Button in the left bottom frame and typing putty. If you are using a self managed machine install PuTTy from https://www.chiark.greenend.org.uk/~sgtatham/putty/latest.html .

  2. PuTTy opens a pop-up window. In the Basic Settings make sure to add login.ee.ethz.ch into the Hostname line, the port is set to 22 and the Connection Type is SSH.
    PuTTy-Basicsettings.png

  3. Select the Window Category on the left side and make sure to use 150 for Columns and 50 for Rows.
    PuTTy-Windowsettings.png

  4. Select Window/Translation Category on the left side and make sure to use ISO-8859-1:1998 (Latin-1, West Europe) for the Remote character set.
    PuTTy-Translationsettings.png

  5. Click Open on the bottom of the pop-up window to establish a connection. /!\ Do not login with your personal credentials! Use the migration credentials from the webinterface instead! /!\
    PuTTy-Connect.png

Using openssh on linux / mac

Open a terminal and use the following command. Replace migruser by the migration user assigned to you (as seen in the webinterface). The password can also be found in the webinterface, but only on the day of migration.

ssh migruser@login.ee.ethz.ch

Migration webinterface

Together with the technical contact of an institute, the ISG creates a list of the users to be migrated and sets a migration date for each account. As soon as the migration begins, all users can log in with their credentials at https://mmigr.ee.ethz.ch . In this interface you can see:

WEBINTERFACE-Overview.png

  1. The accounts you need to migrate (most people will only see their own username here)
  2. The day on which your migration is planned
  3. Your migration credentials (username/password) to access the synctool. These credentials can only be seen the day your migration is planned.
  4. Link to this instruction website

Syncing

Important

Before you start the synchronisation process, make sure you have followed all Pre-migration steps!

  1. Login to the https://mmigr.ee.ethz.ch and make sure to write down the username and the password for the migration account.

  2. Open an SSH connection (Windows/Unix) and login with the credentials from the webinterface. /!\ If you have multiple accounts to migrate, you need to do these steps for every account! /!\

  3. Enter the accountname which needs to be migrated (testuser in the example). Mostly this will be your own username only.
    SYNCTOOL-step01-username.png

  4. Select 1 if you use the same password on both server (Applies to most users!) or 2 if you have different passwords.
    SYNCTOOL-step02-password_amount.png

    1. If you selected 1 you can enter the password.
      SYNCTOOL-step03-Enter_password-one4two.png

    2. If you selected 2 you need to enter separate passwords for each mailserver
      SYNCTOOL-step03-Enter_password-ISG.png SYNCTOOL-step03-Enter_password-ID.png

  5. The credentials you entered will be checked against both servers. If everything was correct, you will be presented one of the two menus. The left one will be seen if you never migrated this account before, the right one, when you already snychronized the account and need to resync.
    SYNCTOOL-mainmenu_simple.png SYNCTOOL-mainmenu_full.png

  6. Start now to synchronize your account by choosing sync or resync. While the mail account gets synchronized, you will see the progress of the tool.
    SYNCTOOL-sync_in_progress.png

  7. When the synchronisation has finished you will see some overview
    SYNCTOOL-sync_finished.png

    1. Do not worry, when there are Mails on the host2 (exchange server) which can not be found on our ISG server (host1). This only means that your configured forwards work and that there are some mails on exchange which have never been saved on the ISG mailserver.
    2. If there were no problems while the account was synced, you will see Detected 0 errors.

When the sync has errors

When you have finished your synchronisation you will see this menu
SYNCTOOL-mainmenu_full.png You can select analyze to let the tool check for the most common (mostly harmless) errors:


CategoryMAIL