Memo

From: K12 Administrator [mailto:k12admin@access.k12.wv.us]
Sent: Wednesday, April 25, 2007 4:18 PM
To: all-users@access.k12.wv.us
Subject: IMPORTANT - Upcoming e-mail server change May 1

Hello access.k12.wv.us user,

On May 1, 2007, we will be migrating to a new e-mail server. E-mail may be unavailable from 5 p.m. on Monday, April 30 until 5 a.m. on Tuesday, May 1. DO NOT MAKE ANY CHANGES TO YOUR CURRENT E-MAIL SETUP UNTIL MAY 1 !! The new server will provide several improvements and increased reliability.

Mailbox space will be increased to 100 mb for administrators, faculty, and staff; 50 mb for students.

A more reliable and robust web interface will be part of the new server. The new interface is very similar to common webmail services such as hotmail and yahoo mail. (Initially using it to read mail, compose and send mail should be very easy. You can explore the new features at your own pace.) The URL for the web interface will remain the same: http://access.k12.wv.us:1081

As of May 1, the webmail server login will require your COMPLETE E-MAIL ADDRESS AND YOUR NEW PASSWORD which you have received or will receive in a separate message. An example of a complete e-mail address is "userid@access.k12.wv.us".

YOU CAN CONTINUE TO USE POP3 CLIENTS such as Outlook, Pegasus, Thunderbird, etc., once you reconfigure your client with your full e-mail address and new password.

Once you successfully login on May 1 or later, you will be able to change your password to one of your own choosing, if you desire, through the web interface at http://access.k12.wv.us:1081/.

IMAP protocol will be available. IT IS NOT NECESSARY to use IMAP.

Effective May 1, all new incoming messages will be delivered to the "new" server (which will have the same name of "access.k12.wv.us")

You will be able to read mail which was received prior to May 1 on the old server, which will be renamed "oldaccess.k12.wv.us." You should transfer mail from "oldaccess.k12.wv.us" to the new system as soon as possible, definitely do it before the end of school in June!

Easy instructions are available to transfer your mail from the old server to the new server (the process needs only be done once and it can be done before reconfiguring POP3 mail clients). Instructions are located at http://wvde.state.wv.us/email/index.htm (you may wish to preview those instructions before May 1).

Also on the bottom of that page of instructions you will find links to web pages that will provide assistance in reconfiguring popular e-mail clients in order to change the login information to meet the requirements of the new mail system. Pegasus, Outlook, and Mozilla, Outlook Express and Thunderbird instructions will be posted before May 1.

If your computer has some software that prevents system changes, such as Deep Freeze, you may need to have it disabled when making changes to the settings in an e-mail program so that the settings are not lost when the computer is turned off.

We hope that you find the new server will be an improvement in your email services. Technical questions may be directed to the WVNET helpdesk at 1-800-253-1558.

Thank you

Here are online instructions for migrating mail
to the new server and reconfiguring
common POP3 clients.

New Password
Q1. I did not read my mail last week or on April 30. It is now May 2007. What can I do now to get my new e-mail password that is still sitting on the old server?
A1. The new e-mail passwords were sent to all individuals and also lists of those passwords to the school e-mail contacts and county technology contacts. Please check with your school or county e-mail contact to see if that person has your new password.

The individual user can also log in at http://oldaccess.k12.wv.us: 1081 (note the OLD in the address) using the username and password that was in effect prior to May 1 and read mail on the old server.)

Password Link
Q2. How can I get my "old" password which I need to transfer e-mail from the old system to the new system? (I have my new password and I can login to the new web mail, but I need to transfer my old mail to the new system.)
A2. Look for a message that will be sent to you in the next few days that will provide a link for you to get a valid password for your "oldaccess.k12.wv.us" account. (The date this message will be sent has not been determined yet.)

Options
Q3. What happened to the http://access.k12.wv.us:81 site that I used in the past to change my e-mail password or to set a "vacation message"?
A3. Those functions are now available in the new web mail service at http://access.k12.wv.us:1081 under the Options tab.

Thanks
Q4. This new web mail is great! To whom can I send a message in order to express my gratitude?
A4. The people who deserve the credit already get enough e-mail. No thanks are necessary!

Attachment Size
Q5. Can I send larger attachments now? I see the size of my mailbox has increased in the new mail system.
A5. The combined total size of a message and its attachments can now be up to 5 megabytes.

Laptop Settings
Q6. I changed the settings in my mail program on my laptop and double checked them. Why am I unable to download my mail from the new system?
A6. It has been noted that some laptops require a complete reboot before the changed mail client settings actually take effect.

Forward E-mail
Q7. What do I need to do in order to forward my k12.wv.us mail to another e-mail address?
A7. Login at http://access.k12.wv.us:1081, then click Options and Settings. Forwarding is configured by the individual user and he or she is responsible for doing that correctly and updating the forwarding address if the external e-mail address changes in the future.

Address Book
Q8. I see the new web mail has an address book. How to get contacts into the address book with out manually typing each one?
A8. When you receive a message from a person that you want to add to the address book, open the message then click "Add Addresses".

Help
Q9. Is there any documentation about how to use the new web mail features?
A9. After you login, click Help in the upper right corner.

Compose New Message
Q10. Why am I having a problem when I click "Compose" to create a new message?
A10. You may need to configure a popup blocker to allow popups from the web mail server URL.