December 4, 2018

Reminder: Action required on your Shared UW NetID Deskmail account before December 31, 2018

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 December 31, 2018. Read below for details about the steps you need to take.

COUNTDOWN TO DESKMAIL RETIREMENT: 19 Business Days to the Deadline

As announced in December 2017, the UW’s legacy email systems — UW Deskmail (also known as Alpine, Web Alpine, Pine) and Email Delivery Manager (EDM) — will fully retire on December 31, 2018. As of that date, your Shared UW NetID Deskmail account will be automatically deactivated and shortly after email stored on it will be permanently deleted.

Shared UW NetID owners/administrators are responsible for migrating email and files to UW Exchange Online (UW Microsoft Office 365) or to UW Gmail (UW Google G Suite) before December 31, 2018.

IMPORTANT:

  • Only the UW Deskmail account associated with your Shared UW NetID will be deactivated. Your Shared UW NetID and Shared UW email address are NOT being deleted or deactivated
  • If you want access to UW Gmail (UW G Suite) or UW Exchange Online (UW Office 365) for your Shared UW NetID, you must first use the Shared UW NetID Provisioning Request Tool (PRT) before migrating content

Steps you need to take for each of your Shared UW NetIDs

Please reference the instructions and links below to migrate the UW Deskmail account(s) for your Shared UW NetID(s). The steps below are also listed on IT Connect.

  1. Check with your department/unit IT support to see:
  2. Find the Shared UW NetID(s) for which you are the owner or administrator
  3. Check your Shared UW NetID Deskmail account and determine if any content needs to be migrated
  4. Provision UW G Suite and/or UW Office 365 accounts for your Shared UW NetID(s)
  5. 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. Note that your incoming email will continue to be forwarded after the account has been deleted. For more information on the account deactivation timeline, please see Deskmail timeline.
    • Select one of the following:
      • Forward to UW Office 365 to forward your Shared UW NetID email to UW Exchange Online
      • Forward to UW G Suite to forward your Shared UW NetID email to UW Gmail
      • Forward to and enter an alternate email address
      • Stop UW Email (not recommended, not available for employees)
  6. If you need to migrate any email, decide whether you want to:

7. Manage content that cannot be migrated

Preserving public records

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.

Additional information

Support

If you need help, please contact:

      • Your department/unit 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