Mail migration instructions

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The summary: after your mail account is migrated, the username you use to login is changing to be your MCS (foo@mcs.anl.gov), ALCF (bar@alcf.anl.gov), or CELS (baz@cels.anl.gov) address, and your password is changing to be your MCS password. This page details how to update your clients with this information.

Note: After the move, backups might take a little longer, since your account will be backed up in full. When your account is backing up, you can't login to it. Backups typically happen overnight, but since they'll take longer, there might be a period the next day when you can't get into your mail. This is normal, and will typically rectify itself in about 5 minutes.

Before the migration

When you receive notice you're going to be switched, it is recommended that you do the following before the switch to prepare:

  • If you use iCal: Ensure your iCal data is backed up. You can do this in iCal, under File, Export, iCal Archive.
  • If you use Apple's Address Book: Ensure your Address Book data is backed up. You can do this in Address Book under File, Export, Address Book Archive.
  • Ensure your machine is backed up by running a Time Machine backup.
  • Make sure your MCS password is what you think it is, and the system is up to date. Login at https://accounts.mcs.anl.gov/account.php with your MCS username and MCS password. If you don't know it, you can get it reset at the MCS Help Desk. (See Passwords#MCS_Workstation_Password).
  • At the MCS Accounts page above, please make sure your Preferred e-mail address is what you think it should be -- the address you advertise to the world. For some people, for example, while your actual e-mail address may be foo@mcs.anl.gov, you may advertise it as foo@anl.gov.
  • If you *do* use an @anl.gov address, be sure to visit https://www.anl.gov/alias and make sure your @anl.gov alias is pointing at your actual address.

During the migration

Account migrations will start at the time specified in your e-mail on the scheduled day, but it's a one-by-one process. As such we can't give an exact time when your account migration will start and finish. Each account takes approximately one minute to migrate, barring complications.

To see if you've been migrated, you can visit https://zimbra.anl.gov, and try to login using your MCS, ALCF, or CELS email address (eg, stace@mcs.anl.gov, not just "stace"), and your MCS password. If that works, your migration has been completed.

After the migration

This method seems a little convoluted, but it's thorough to ensure minimal problems. The ALCF migration taught us that it's best to follow all these steps. If you go off-script and experience problems, start here and do each step exactly as it's laid out. If you are using a client other than the one specified, please seek help from the Help Desk if you can't figure it out on your own.

Instructions for iCal and/or Address Book (Mac OS X)

Only of interest if you sync Contacts or Calendar, and use Apple's iCal and Address Book applications. If you don't, you can skip this step entirely.

If you use Zimbra PrefPane (for syncing contacts):

  • Go into the Zimbra Sync Prefpane and remove the old account by selecting it and clicking the minus sign.
  • Open iCal, go into Preferences, ensure no Zimbra accounts are listed. Delete any that remain. Close iCal.
  • Open the Zimbra Sync Prefpane, add your new account as detailed here. Select Calendar and contacts as you desire.

If you only use CalDAV syncing in iCal, and do not sync contacts:

  • Open iCal, go into Preferences, click the Accounts tab, and delete your old Zimbra account.
  • Click the Plus sign to add an account. Choose "CalDAV" as the account type.
  • Enter your address including domain name in the User name field. Enter your MCS Password in the password field, enter zimbra.anl.gov in the Server address field.
  • Click Create.

Instructions for Apple Mail:

  • Open Mail, click File, Preferences. Click the Accounts tab at the top of the preference pane.
  • Click on your mail account. Click on "Account Information".
  • Change "User Name:" to be your e-mail address including the domain (@mcs.anl.gov, @alcf.anl.gov, OR @cels.anl.gov). If you omit the domain, it may not work.
  • Change the "Password:" to be your MCS password (same one you used above in the "Before" steps).
  • Click the dropdown list in Outgoing Mail Server (SMTP) and choose Edit SMTP Server List.
  • Click "zimbra.anl.gov" in the list. Click Advanced.
  • Change "User Name:" to be your e-mail address including the domain (@mcs.anl.gov, @alcf.anl.gov, OR @cels.anl.gov). If you omit the domain, it may not work.
  • Change the "Password:" to be your MCS password (same one you used above in the "Before" steps).
  • Make sure "Use Secure Sockets Layer (SSL)" is checked.
  • Click OK.
  • Click the close box on the preference pane. Save any changes if it asks you.
  • Quit mail.
  • Restart mail.

If the above steps do not work, then do the following steps:

  • Open Mail, open preferences. Click the Accounts tab at the top of the preference pane.
  • Click on your old account, change the description to "Old mail"
  • Click Advanced, uncheck "Enable this account".
  • Close the preference pane. It will ask if you want to save, click yes.
  • Add the new account as detailed here
  • Note: If you had mail rules in place that are not on the server, but are in your client, you'll need to make sure they're pointing at the folders you expect.

Instructions for iOS (iPhone, iPad, iPod)

  • Open Settings, then Mail, Contacts, and Calendars
  • Select the old account from your account list.
  • Touch "Account".
  • Change username to your e-mail address, including the domain. If you omit the domain, it may not work.
  • Change the password to your MCS password, as you used above in the "Before" steps.
  • Click Done.

If the above fails, do the following:

  • Open Settings, then Mail, Contacts, and Calendars
  • Select the old account from your account list.
  • Delete the account.
  • Add the new account as detailed here.