May 16, 2018

Action needed on your Shared UW NetID account

The following email was sent to owners and administrators of Shared UW NetID (e.g., department, course, etc.) with a UW Deskmail email account (also known a UW Email, Alpine, Web Alpine, Pine).

You are receiving this message because you are an owner or administrator of a Shared UW NetID (e.g. department, course, etc.) with a UW Deskmail email account (also known as UW Email, Alpine, Web Alpine, Pine) and need to take action before the retirement of your UW Deskmail account.

As announced in December 2017, the UW is modernizing its email services in order to provide current students, faculty and staff with the latest email, collaboration and productivity tools, to facilitate compliance, and to protect sensitive data.

UW Deskmail, the UW’s legacy email system, will be fully retired on December 31, 2018. As of that date, your Shared UW NetID Deskmail account will be automatically deactivated and email stored on it will be permanently deleted. Shared UW NetID owners/administrators are responsible for migrating email and files to UW Exchange Online (Microsoft Office 365) or to UW Gmail (Google G Suite) before December 31, 2018.

Please see below for the steps you need to take. For additional information, please see Email Modernization – Timeline & Resources, UW Deskmail Email Retirement, or our Frequently Asked Questions.

IMPORTANT:

Steps you need to take

  • Many departments are planning coordinated migrations from Deskmail. Check with your department IT support to see if your UW Shared NetID Deskmail account is scheduled to be migrated to UW Exchange Online (Microsoft Office 365) and/or UW Gmail (Google G Suite)
  • Confirm whether your department has a preferred UW email system: UW Exchange Online or UW Gmail

If your departmental IT support indicates that you are NOT scheduled to be migrated, follow the steps below for each of your Shared UW NetIDs, or review them on IT Connect.

  1. Find the Shared UW NetID(s) for which you are the owner or administrator.
  2. Optional. Enable Exchange Online for Shared UW NetID(s).
  3. Change UW email forwarding on your Shared UW NetID account:
    IMPORTANT: After you change the forwarding on your Shared UW NetID Deskmail account you will not be able to set it back, and your Shared UW NetID Deskmail account will be permanently deleted in two weeks. For more information on the account deactivation timeline, please see Deskmail milestones.

    • Select Forward to UW Office 365 to forward your Shared UW NetID email to UW Exchange Online (Office 365)
    • Select Forward to UW G Suite to forward your Shared UW NetID email to UW Gmail
    • Select Forward to and enter an alternate email address
    • Stop UW Email (not recommended, not available for employees)
  4. Check your Shared UW NetID account for content you want to save and determine if any content needs to be migrated.
  5. If you need to migrate any email, decide whether you want to:
  6. Manage content that cannot be migrated

When migrating email, take care to preserve UW records according to records management guidance and the General Records Retention Schedule or the UW Medicine Records Retention Schedule.

Support

If you need help, please contact:

  • Your department IT support, or
  • UW Information Technology Service Center (available 24×7)

Thank you for your assistance with this important initiative.

UW-IT Email Modernization Program Team