UCF Outlook Frequently Asked Questions
Exchange Migration FAQ
  1. What versions of Outlook are supported?
  2. Will POP and IMAP access be supported after the Exchange Migration?
  3. What will my Outlook UserName and Password be?
  4. What will my new Exchange e-mail Address be?
  5. Will GroupWise Departmental Accounts be migrated?
  6. What are the Exchange retention policies?
  7. What is the storage quota for user mailboxes in Exchange?
  8. How do I migrate my archives?
  9. How will I access my GroupWise Archives?
  10. What are the attachment policies for Exchange?
  11. Will my proxy rights and shared folder permissions transfer to Exchange?
  12. Will my GroupWise Rules transfer to my Exchange account?
  13. Can I install the Outlook Client on my home pc?
  14. Can I use Outlook Web App (OWA) on external PC’s and Laptops?
  15. How do you log into Outlook Client if you are not on NET domain?
  16. What is the difference between Exchange and Outlook?
  17. Where can I find instructions for setting up my off campus VPN access?
  18. What will happen to my appointments in GroupWise once they migrate to Outlook/Exchange?
  19. How will Outlook/Exchange work with eCommunity and/or Webcourses?
  20. Will my Personal Address Books Migrate to Exchange/Outlook?



  1. What versions of Outlook will be supported?
  2. For Windows PC: Outlook 2007 and Outlook 2010
    For Macintosh: Outlook 2011

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  3. Will POP and IMAP access be supported after the Exchange Migration?
  4. POP and IMAP will not be an option for mobile access to Exchange e-mail accounts. The CIO, CTO, and Senior Management have decided these protocols allow for security risks and poor enterprise management of devices. This only effects Exchange access for now. IMAP and POP will be decommissioned with GroupWise in June.

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  5. What will my Outlook UserName and Password be?
  6. Your Outlook Username is actually your uCF Network ID (NID). You NID will be the same as your old GroupWise ID but it does not have the same password.

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  7. What will my new Exchange e-mail Address be?
  8. The default email address for Exchange will be FirstName.LastName@ucf.edu as determined by your office name in the UCF HR system.

    You will also receive e-mail sent to your old GroupWise (@mail.ucf.edu) e-mail address in addition to your ExchangeID@ucf.edu (your Exchange ID is your NID. Go to go to https://my.ucf.edu/static_support/pidnidwrapper.html to look up your NID.

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  9. Will GroupWise Departmental Accounts be migrated?
  10. Yes, GroupWise departmental accounts will be migrated to Exchange. The Enterprise Messaging Team has been working with Computer Techs throughout campus to compile lists of Departmental accounts and account owners. Please contact your computer tech if you have questions about your departmental account migration.

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  11. What are the Exchange retention policies?
  12. Retention Policies for Exchange will be the same as GroupWise. Email older than 180 days will be deleted from your online Exchange account. Users are responsible to archive their own e-mail to comply with Sunshine State Standards. For more information on UCF's retention requirements for electronic mail, go to http://policies.ucf.edu/documents/4-001RetentionRequirementsforElectronicMailFINAL2007.pdf

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  13. What is the storage quota for user mailboxes in Exchange?
  14. The default mailbox size limit for Exchange will be 1GB.

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  15. How do I migrate my archives?
  16. The Enterprise Messaging Team has been training computer techs throughout campus to migrate GroupWise archives to Outlook PST files. If you have questions about migrating your GroupWise archives, please contact the Computer Tech in your department. If you do not have a computer tech, tools will be available for individuals to migrate their own GroupWise Archives.

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  17. How will I access my GroupWise Archives?
  18. GroupWise archives will need to be converted to an Outlook PST file (see the previous question). Once converted, the file can be opened using the Outlook 2010 or 2007 e-mail client. For more Outlook training information, please click the Outlook Training Link on this site.

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  19. What are the attachment policies for Exchange?
  20. The cumulative e-mail size, including attachments, can not exceed 40MB. Messages sent are received that are larger then 40MB will be blocked. In addition, if a message contains a potentially harmful attachment, the attachment will be stripped from the message. The recipient will be alerted that the attachment was removed from the message. Click here for more information on attachment extensions that are blocked in Exchange.

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  21. Will my proxy rights and shared folder permissions transfer to Exchange?
  22. No. You will need to re-assign all mailbox permissions after migrating to Exchange. Click Here for additional information.

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  23. Will my GroupWise Rules transfer to my Exchange account?

  24. No. All rules will need to be recreated after the Exchange migration. For more information on creating rule in Outlook, please see the Outlook Training section of this website

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  25. Can I install the Outlook Client on my home pc?
  26. The Outlook Client will only be supported on UCF issued PC’s and laptops. Remote users on UCF issued PC’s must VPN to connect with the Outlook Client. Employees working remotely can access their email using Outlook Web App from any internet enabled PC or laptop by going to http://webmail.ucf.edu.

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  27. Can I use Outlook Web App (OWA) on external PC’s and Laptops?
  28. Yes, OWA can be accessed by going to http://webmail.ucf.edu from any PC or laptop as long as you have an updated web browser with an internet connection. VPN is NOT required for Outlook Web App.

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  29. How do you log into Outlook Client if you are not on NET domain?
  30. Click here for Outlook setup instructions on Non-NET Domain computers.

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  31. What is the difference between Exchange and Outlook?
  32. Outlook is the software (sometimes referred to as the "client") that you can use to connect to the Exchange messaging system. The terms Outlook and Exchange are used sometimes used interchangeably to refer to the UCF messaging system.

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  33. Where can I find instructions for setting up my off campus VPN access?
  34. VPN instructions are located on the Computer Services & Telecommunications website. Click here for more information and links to the UCF VPN Guide.

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  35. What will happen to my appointments in GroupWise once they migrate to Outlook/Exchange?
  36. When your GroupWise e-mail account is migrated, your messages, contacts, and calendar appointments will be moved to your new Exchange account. Please note that while meetings or appointments scheduled through GroupWise will be moved over to your new Outlook/Exchange calendar during the migration, they will be copied over as single-instance appointments. Individual meetings and appointments in GroupWise will convert as individual meetings and appointments in Outlook/Exchange. However, calendar events created in GroupWise as single appointment with multiple occurrences using the auto-date feature (e.g., a monthly staff meeting with twelve dates) will appear in the Outlook/Exchange calendar as a series of individual appointments. The Outlook/Exchange calendar will not recognize recurring appointments and group meetings migrated from GroupWise as linked together. This will be the case for all appointments scheduled through GroupWise as multiple-occurrence events, whether for one individual or a group.

    Therefore, following the conversion, any multi-occurrence calendar events created in GroupWise will require special consideration. If there are no changes in dates, times, or locations, you need do nothing. If changes are required, you may select one of the following approaches:

    a) Send any changes (e.g., revised times or locations) to the original recipients’ new Exchange addresses, and include a request that they delete the old appointment that came from GroupWise

    b) Schedule multiple-occurrence meetings up to February 21 in GroupWise, and after February 21 in Outlook/Exchange

    Once in Outlook/Exchange, you will be able to easily schedule meetings, including multiple-occurrence meetings using Outlook’s “Recurrence” feature.

    For questions and further assistance, please contact your departmental IT manager. You may also contact the Service Desk at (407) 823-5117 or servicedesk@ucf.edu.

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  37. How will Outlook/Exchange work with eCommunity and/or Webcourses?
  38. Please contact the Instructor Technical Support Help Desk at: (407) 823-0407 or http://teach.ucf.edu/support/get-help/ for more information about course-related applications.

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  39. Will my Personal Address Books Migrate to Exchange/Outlook?
  40. All GroupWise Personal Address Books will migrate to Exchange/Outlook except for the Frequent Contacts Address Book. If you need contacts from your frequent contacts address book, please copy them to another GroupWise Personal Address Book prior to the migration.

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