ES Mail Retirement

You can configure your devices based on your mailbox’s cloud provider by following the instructions in these links: 

• UCI Gmail: Knowledge – How to setup UCI Gmail on your computers and mobile devices (service-now.com) 
• Microsoft 365/Outlook: Knowledge – How to setup Microsoft 365 on your computers and mobile devices (service-now.com)

Our app, “What’s My Email?” can help you determine where your email is currently going (Microsoft 365, Gmail, ES Mail) 

Both M365 and Gmail require email clients that support modern, secure email protocols.  Check that your desktop and mobile email client versions are compatible with your new email service.

We recommend using one of the following clients that have been tested:

• Apple Mail running on macOS 10.15 (Catalina) and above.
• iOS Mail running on iOS 11.3.1 and above.
• Microsoft Outlook 365, Outlook 2021, and Outlook 2019, any version on macOS and Windows. (Outlook 2016 may not work due to known limitations.)
• Mozilla Thunderbird version 78 and above (macOS and Windows)
• Android Gmail app – Android 8.1 and above

If your email client is not listed above, please upgrade or install one of those email clients for continued access to email from your desktop or mobile device.

The migration will begin in late July with select departments and will continue until Summer 2023 on a rolling basis.  Detailed target dates and groupings will be determined and announced via email. Updates will also be posted here on the project website. 

The migration process has three steps:

1. Initial Migration
   • The migration team will begin by copying all of your existing mail from ES Mail to the target email system.  No data will be deleted from ES Mail.
   • This process will occur in the background.  You should not experience any disruption in service. 
2. Cutover Day
   • Your Mail Delivery Point (MDP) will be set to the target email service.
   • Your access to ES Mail will be disabled to preserve the integrity of your ES Mail data post-migration.
3. Post-Cutover
   • You will be notified that the cutover is complete.
   • Please check to ensure your email and folders are available in the new email service.

• If you have been using M365 or Gmail for your calendar, it will not be impacted during any step of the migration process. 
• If you are using the calendar in your local email client, you will need to set those up in the target email system. 

• Academic Schools – The email system will be decided at the School level and selections will be announced via email.
• Non-Academic Staff – You will be migrated to M365.
• Retirees will be moved to M365.
• Exceptions
  • Faculty and staff who are already using either M365 or Gmail will continue to use their current email service, and all prior ES Mail data will be moved to this service.

Yes, all of your ES Mail data will be moved to the new email service and available for you after the migration is complete. 

• ES Mail supported folder name lengths and attachment sizes that modern email systems do not.
• Folders with names that exceed the length permitted by M365 or Gmail will be truncated.  If truncation would result in duplicate folder names, subsequent folders will be appended with a number.
  Example:
  • This_folder_name_is_too_long
  • This folder_name_is_too_long1
• Attachments that are larger than the target system will support will be moved into a folder in OneDrive or Google Drive, respectively, and a link will be inserted into the email pointing to the external file.

• Please rest assured that no data from ES Mail is deleted or altered, so if your own validation finds something unusual none of your data is lost.
• If you do see anomalies with your folders or attachments, please contact the OIT Help Desk at (949) 824-2222

• Yes! We have written instructions to help you export your Webmail contacts and import them to either Gmail or Microsoft 365.

You can access either M365 or Gmail via a web browser.  We recommend that you upgrade to the latest web browser versions if you haven’t already.

• Google Chrome
• Mozilla Firefox 
• Microsoft Edge
• Safari

Microsoft 365

If your Group UCInetID email is migrating to Microsoft 365, you can access your group account email via Outlook on the Web (OWA) using “Open another mailbox”. See “Microsoft 365: How to access your mail via Outlook on the Web“.

If you cannot access the shared mailbox, you may need to be added to the Security Group (SG). See the article above to learn more and request access from the OIT Help Desk.

If you use Outlook 2013 or Outlook 2016, see “Open and use a shared mailbox in Outlook“.

Gmail

If your Group UCInetID email is migrating to Gmail, you can simply log in to Gmail directly or configure your Gmail account using the Group UCInetID and password.

No, your email address is not changing. It will still be ucinetid@uci.edu.

• ucinetid@ad.uci.edu will be your username if you are logging into Microsoft 365 (or Outlook.com/uci.edu). It is only used for sign-in/authentication purposes.
• Please note that your Microsoft365 (ucinetid@ad.uci.edu) password is different from your UCInetID password.

• Microsoft 365 (M365)/Outlook – https://outlook.com/uci.edu
• Gmail/Google Workspace for Education (GWE) – https://mail.google.com/a/uci.edu

You can change or reset your Microsoft 365 password using the Password Change tool. You will need to authenticate with your UCInetID and password.

Your ESMail folder is on the left-hand side of your screen, where your folders (Outlook) or labels (Gmail) are seen.

• Open the ESMail folder by clicking the down arrow (encircled in red). You may need to scroll down to see the rest of the folders you’ve created.
• Your ESMail Inbox contents will be found in the folder/label called “IMAP Inbox”.

Outlook Folders

Gmail Folders

We are scheduling you as part of your department’s or school’s migration and we are asking you to wait until then.