KI 1412 Discontinuation of Unix e-mail and move/migration to Exchange

Latest update (August 2022)

The IMAP servers for Unix email will be turned off after working hours the 25th of August. If you have previously set up a connection to imap.uib.no in a mail program (eg. Thunderbird, on a mobile phone or in Outlook) you will get an error when the program tries to connect. If so, remove the account from the mail program.

How to read e-mail now that Unix e-mail is discontinued54

Now e-mail is on Exchange, new e-mails will no longer be delivered on Unix e-mail.

Instead of reading emails on webmail, you hereafter have to use the web version of Outlook (https://start.uib.no/mail)

In a mail client, you have to configure the new account. The mail client has to support multifactor authentication (modern authentication). We recommend Outlook on all devices.

To set up Outlook, see KI 0873
To set up Thunderbird, see KI 1311
To set up Apple Mail, see KI 1411
To set up Evolution, see KI 0872
For more guides, see KI 1221

Exchange supports IMAP which can be configured in Thunderbird.
To avoid clutter between the old and new account, you should remove the old Unix e-mail account from the mail client.

Automatic replies

If you want to set up automatic replies and do not use the Outlook mail client, you can configure this in options menu in the web version of Outlook under Autosvar/Automatic replies.

E-mail rules and filtering

If you earlier had set up rules and/or filtering of e-mails (for instance to specific folders) and want this to continue, the rules must be recreated in Exchange. This can best be done in the options menu in the web version of Outlook under Regler/Rules.

Spam filters

E-mails from external senders go through two spam filters. One when the e-mail arrives at the main mail delivery system which still is on Unix AND one when it is forwarded to the mailbox on Exchange Online. If you suspect that an e-mail has been blocked, you therefore should check both minspam and the Junk e-mail / Søppelpost folder on Exchange. You can whitelist domains and specific senders both places.
Read more at KI 0122

About the migration process (new Exchange users - carried out August 2022)

The move itself is done in the evening, but you will be notified earlier the same day.

You receive an e-mail in the morning of the day of the migration.
When the migrations starts, normally between 9 and 11PM, you get a new e-mail, because the Exchange account will then be activated within 30 minutes
When the Exchange account is activated, new e-mails to you are delivered there
- You can check if the Exchange account is activated, by going to https://start.uib.no/mail
- Until the Exchange account is activated, you will receive an error message on this page
The transfer of old e-mails and folder structure starts when the Exchange account is activated
When the transfer is completed, you receive a new e-mail

Do you want to be migrated and use Exchange/Outlook earlier?

You can request transfer/e-mail in Outlook her (requires login on UiBhjelp).

Have you already switched to Exchange/Outlook (carried out May/June 2022)?

This is information for users who started using Exchange/Outlook before 26th January 2022.
Many users who have previously switched from imap.uib.no to Exchange/Outlook have kept their old e-mail at imap.uib.no. As part of the discontinuation of imap.uib.no, the IT division offers to move the old e-mail to Exchange for you. Submit the form at https://forms.office.com/r/FXRKsamTqQ [closed June 22] to order such a move.

About the copy process

Information and the form is sent to exchange users who did not have their e-mails moved at the time of taking in use Exchange [ca. April 2022]
E-mails on imap.uib.no er moved to the subfolder "imapmail" to be copied to Exchange [ca. May/June 2022]
E-mail with folder structure is copied to the folder "imapmail" in the Exchange account [ca. May/June 2022]

When the copy is finished, an e-mail is sent about this [ca. May/June 2022]
Access to imap.uib.no and webmail.uib.no is closed [25th of August 2022]

Background for discontinuation and move

The University of Bergen has since 2005 standardized on Exchange from Microsoft as its e-mail service, with Outlook as e-mail reader. In parallel, the IT department has maintained an e-mail service without calendar through webmail.uib.no (and imap.uib.no) where most users use Thunderbird as their e-mail reader (hereafter referred to as "Unix e-mail"). Since October 2021, VPN has been required to use this from outside UiB, and by 1 April 2022 it will be shut down.

Users with Unix e-mail as their only e-mail service will be moved to Exchange from the turn of the month January/February. All e-mails (with folder structure) will be automatically moved for these. Each user will be notified with the exact time when the move will take place. If you already use Exchange/Outlook, you can opt-in to have your old emails from Unix e-mail transferred.