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Frequently Asked Questions

What's the Email and Calendaring @ SCU Project?

The Email and Calendaring project will provide a new, improved email service for all students and staff and will also provide a major step towards standardising the staff desktop computing environment at SCU. The combination of a Windows 7 desktop with cloud based email and collaboration services (ie email, calendaring, and in the future Instant Messaging (IM), document sharing and more)is a major step forward for SCU in desktop and cloud based productivity services.

All current Windows XP machines that are capable of being upgraded will be upgraded to Windows 7, staff machines that are too old to be upgraded will need to be replaced by the relevant work area prior to an upgrade. Staff who use Apple Mac computers will not be upgraded to Windows 7.

The new email platform that SCU will be moving to is MS Office 365 cloud based services. This provides an email service free from the current limitations of mailbox storage as well as allowing accessibility from anywhere in the world, at any time, on any Internet enabled device. This will deliver significantly improved capacity for communication and collaboration for all staff and students.

What are Cloud Services?

Cloud services, or cloud computing, is a name for services (whether it is software, applications or hardware) that are provided through the Internet by an external provider. It is the delivery of computing through an external provider over the Internet instead of providing the service inhouse. Cloud services are popular due to their cost-effective delivery and improved services and functions.

What happens when I am moved to the new email system?

There are a few steps involved in moving staff across to the new email service:

  1. Staff work areas will be scheduled to move across to the new system area by area (i.e. Library, Law, Student Services) based on a University-wide migration schedule.
  2. The Head of each work area will be contacted regarding the transition, to ensure that their staff are aware of the move and to schedule staff individually for the cutover.
  3. Once a work areas is scheduled, TS will send you an email requesting certain information required for the upgrade (such as your specific location and contact details, computer type, the email client you use etc.).
  4. Once we receive this information, TS will confirm a date and time with you to visit your computer and access to your computer will be required for up to several hours. If you are on Windows XP you will be upgraded to Windows 7. All computers will be upgraded to MS Outlook 2010 (2011 for Macs).
  5. Your new email will initially be moved to a temporary, local email system called On Premise Exchange (OPX) for around one day. During that time you will only be able to access new email and temporarily won't have access to your old email. After approximately one business day all of your email will be transported from OPX to the 'cloud' (MS Office 365 email service) and you will have full access.
  6. Your email, contacts, tasks and personal calendar will be restored onto the new email system. Your signatures and any filtering you have setup will need to be re-created.
  7. You will be provided an information sheet at the time of your email migration which will cover all relevant information regarding the migration such as your new email login details, how to access email from the Internet etc. The login name to your work computer will also change and you will be advised of this.
  8. Important: Any non-standard software (such as accounting software, research programs etc.) which are not part of the normal IT image placed on your computer will have to be restored by you.
  9. Once you are moved across to the new email system, you will be able to access your email from your computer using the Outlook email client or via the Internet using any Internet enabled device.
  10. If you experience any support requirements you will be able to contact your local Service Desk.

How Secure are MS Cloud Services?

Firstly, in deciding to allow an external company (MS) to provide a service for email and associated data, SCU has given serious consideration to the approach taken by MS for security, data privacy and protection, and also of data ownership.

Microsoft have a comprehensive approach to security and apply a wide range of technical and process related security controls to their cloud environment. Technical controls include web based security, SSL encryption, strong authentication, threat scanning, firewalls, access control lists etc. as well as general infrastructure security. From a process perspective, MS apply the Security Development Life Cycle (SDLC) approach and are subject to official annual external auditing and compliance monitoring.

The MS Office 365 legal contract and privacy statements have been reviewed by SCU legal department and are accepted by a large number of other Universities and institutions globally.

Research into cloud services highlights that security is generally perceived as being a risk when initially moving to cloud services but that this perceived risk diminishes once in the cloud as the facts do not support the concerns; most often security actually improves and there is more onus on the provider to demonstrate security compliance.

What are the benefits for me?

Southern Cross University (SCU) is improving its messaging and collaboration services for students and staff as these are recognised as integral to both study and work productivity for all students and staff. As part of this, uprading staff desktop computers to Windows 7 (for existing Windows based machines) will assist in modernising and standardising the SCU desktop fleet. Staff who currently use a Mac will not receive a Windows 7 upgrade.

The project will deliver the following benefits and improved features:

  • An upgrade and standardisation of staff computer desktops to Windows 7 (for those staff who use a Windows based computer and are currently on a Windows XP computer capable of an upgrade)
  • The ability to access email anywhere, anytime from any Internet enabled device
  • A much larger mailbox with 25GB of mailbox storage
  • Sophisticated shared calendaring system with free/busy appointment scheduling to view other calendars
  • Anywhere, anytime access from Internet enabled devices
  • Security enhancements
  • Highly available and reliable
  • Updates and enhancements automatically applied
  • Full compatibility with the latest email clients and devices
  • Provides capability for enhanced collaboration as new services are rolled out.

When will the new service be available?

The services will be progressively made available during 2012.

  • Students are able to access the new service now.
  • Migration of staff email to Office 365 will occur during 2012. There will be regular communication to both students and staff as the project progresses, so keep posted for updates on this website and by email from the Project Team.

How do I login to my email?

If you are a student you can use an Internet browser to connect to your email at: http://email.scu.edu.au

If you are a staff member Technology Services will configure an Outlook email client on your desktop computer. You are also able to use an Internet browser to connect to your email. This can be accessed through the site at: http://email.scu.edu.au

What will my login details be?

Students

To access email, you simply navigate to email.scu.edu.au and you will use a new email login and password (see below).

Login format:

Your new email login will change, the 'first part' of your current email address will stay the same, however, the 'second part' of your email address after the @ symbol will change. The new standard is: initial.surname.number@student.scu.edu.au

For example, if you are a student and your current email address is j.citizen.10@scu.edu.au your new email address will be j.citizen.10@student.scu.edu.au

Password:

Your password will be your Active Directory (AD) Password. This is the same password you use to login to SCU Computer Labs and for SCU wireless access. If you are a student and are not sure of your AD password you can use the "Forgotten Password" function that will be available on the login page, or alternatively contact the Service Desk. A forgotten password feature for staff will be made available later in 2012.

Staff

Login format:

Staff email accounts will stay the same (e.g. john.citizen@scu.edu.au). However, the login you use to access your work computer will change. Your new login will be your full email address. For example, john.citizen@scu.edu.au will replace jcitizen as your desktop login. (You will only need to type this once.)

Password:

Your password for email will be your Active Directory (AD) Password. This is the same password you use to login to your work computer and the same password you use for SCU wireless access. A forgotten password feature for staff will be made available later in 2012.

How do I change my email and calendaring password?

Students and staff can change their email and calendaring password on the Login page at: http://email.scu.edu.au

A Change Password link is located in the bottom right-hand corner (just left of the Sign In button).

How will the migration be rolled out?

We will be transitioning student and staff email service from an internal system, reliant on SCU infrastructure, to an externally hosted service provided by Microsoft. The Project Team will transition the service in two phases:

  • Students - will be able to access the new service from 31st March. Any emails students receive prior to 31st March will not be migrated to the new system. However, students will be able to forward any emails from the existing SCU webmail system to the new email system for a short period of time.
  • Staff - staff email data including mailboxes and emails, personal calendars, contacts, and attachments will be migrated across to the new system in accordance with the project migration schedule.


The migration will be seamless with any new email settings required automatically configured. However, some configuration changes will be required for staff or students using mobile devices to access email. Configuration details are provided on this website.

The migration will be managed via a planned rollout strategy. Staff should be aware that while the University's email system is being migrated, there will be two email systems (you will either be on one or the other), however the two systems are separate.

What email client will be used for the new service?

Regardless of which email client staff currently use (i.e. Outlook, Eudora, Mac Mail, etc), all staff will use an Outlook email client on the new system. Staff who use Microsoft Windows will migrate to Outlook 2010 and Mac users will migrate to Outlook 2011. Staff will also have access to a web browser which has an embedded Outlook client in the browser for access anywhere, anytime.

Students will use Outlook via a web browser only.

What happens to my old email? Will I still have access to it?

Staff - email data including mailboxes, contacts, personal calendars and tasks will be migrated for you as part of the project. Any filters or signatures will have to be re-created - support and advice on setting up signatures and creating filters will be provided.

Students - Email will not be migrated for students. After the launch of the new email system on 31st March, students will still be able to login to the old webmail system to forward old emails to their new email address for a short period of time.

I forward my SCU email to a personal email account (Google, Live, etc), will this still work?

No, any forwards of SCU email to personal email accounts will be cancelled as part of the migration process. You will have to re-establish any forwarding you might need on the new system by going to "Options", "See all options" and then "Forward your e-mail" in the right hand side menu.

What do I need to know about sending large email attachments?

Office 365's email service includes the following email attachment capabilities:

Maximum email size (including message body and attachments: 25 megabytes (10 megabytes via Office 365 Webmail).Maximum email size for large distribution groups (all-staff etc): 2 megabytes File attachment limit: 125 attachments

If you need to send an attachment larger than 25MB you can use 'CloudStor' Service. SCU is an Australian Access Federation (AAF) member, so this means you can logon using your MySCU account details, upload up to a 100GB file and send an email with a web link to the uploaded document with an expiry period to whoever you want to view the file. Non AAF members can also share the file via 'vouchers'. All of the information you need to do this is on the below weblink including how to login and how to upload and share files.

Important: What happens when I delete an email in Office 365?

Any email that is put into the Deleted Items folder (previously known as 'Trash' in Eudora and the old Webmail system) is now automatically deleted by the email system after 30 days. The email is still recoverable for another 30 days but, after that, it is then permanently irretrievable. This means any email deleted is available for a maximum of 60 days.

You can view and retrieve expired and permanently deleted emails in Outlook 2010 by clicking on the Deleted Items folder and going to the Folder menu then clicking on 'Recover Deleted Items'. Here you can view and recover the items that are able to be retrieved. You can also do this in the Outlook Web App (visit email.scu.edu.au) by right clicking on the Deleted Items folder and choosing 'Recover Deleted Items'. Here you can view and recover the items that are able to be retrieved.

Please Note: This is significantly different to our previous system where deleted email items stayed permanently retrievable. This automatic deletion function does not apply to any other folder (other than "Junk E-mail").

Remember: You can create as many folders as you like for your email including your own 'Trash' folder to keep deleted emails in, and you now also have a significantly increased email quota of 25GB.

What calendaring and address book services will be provided?

Office 365 will provide rich calendar features. All staff and students will receive their own personal calendar. Staff will also be able to access shared calendars. Existing shared work area corporate calendars will be migrated at the end of the email migration phase. Users who access these types of calendars and who have migrated to the new email system, will still need to use the old SCU webmail system for shared Corporate Calendars.

Two address books will be available - one for staff and one for students. Staff will be able to look up other staff contact details. A future Microsoft release will also allow staff to have the ability to look up student contact details. For privacy purposes students will not be able to look up other student contact information.

Will there be training?

Yes, both students and staff are able access a number of online courses for the new email system which is based on Outlook 2010. These are available through the Microsoft website and through Microsoft IT Academy offerings. There will also be scheduled workshops for staff training.

Will I be able to access my e-mail, calendar, and contacts with my mobile device?

Yes. Information is available in the Help Guides.

Can I access using Windows PC or a Mac?

Both Windows and Apple Macs will use an Outlook email client (Outlook 2010 for Windows PCs and Outlook 2011 for Macs). Both versions operate very similarly with some slight difference in the look and navigation in the email client. Both Window PCs and Apple Macs can also use the web browser based email client to access email, which looks almost identical to the desktop based Outlook client.

I am both a student and staff member. How do I access my accounts?

You will be given two accounts, both a student account and a staff account (example: j.citizen.10@student.scu.edu.au and a staff account john.citizen@scu.edu.au)

Can I edit the way my name is displayed in Office 365?

No, students and staff will not be able to change the way their name is displayed in Office 365 as names are configured as they are listed in SCU's records system. If a student or staff changes their name, this will be reflected in SCU records and Office 365 will be automatically updated with the change. The full names were configured as they are listed in SCU's records system.

Where can I get more information?

For assistance please contact the TS Service Desk [ servicedesk@scu.edu.au or call +612 6620 3698 ]

Updated: 17 December 2012