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Question Answer
Changing your password

Your new password:


Must have at least 8 total characters in length

Must contain three out of these four: lowercase, uppercase letters, a number, or special character

Must not contain part of your first name, last name, or username
1. How will this impact those who have no "workstation" on campus (eg. part-time faculty) and who don't use MS software at home? The College will be using OWA (Outlook Web Application) it does not require "workstation" software. It works equally well on Apple and MS platforms. It will replace the current Webmail interface. It also has a seamless interface to mobile devices.
2. What are the privacy and intellectual property implications of all this?   No change, the policies on privacy and intellectual property is untouched.
3. Will this new "Exchange" interface with Moodle? Your email address will not change. No changes are required in Moodle setup or configuration. You will be required to use a new password and change it once you are in the system.
4. Will the IMAP/SMTP sever connection still be available? No
5. Will the Outlook Web Application (OWA) allow searching the inbox, rules, vacation messages, etc.? Yes, Outlook Web Application has a full email feature set.
6. The calendaring features will improve scheduling of resources, conference rooms, and meetings, right? The calendaring feature allows for resources to be added, such as, conference room size and resident equipment. The calendaring functions are integrated with email.
7. Will all e-mails currently in our folders be migrated to Exchange? All email and folders resident on the Sendmail server will be migrated to Exchange. Email and folders resident on the workstation will not be migrated to Exchange; however access to the email will be maintained. Instructions on how to move workstation email to Exchange will be provided.
8. I am guessing that newest OWA can search the Inbox, but can they do a global search on individual folders or globally on all folders? Outlook Web Application allows for searching individual folders as well as global search of all folders.
9. Can we have some computers (at least in the adjunct office) with Microsoft Outlook access with the proper permissions so that we create .PST archives of our previous years of e-mails in an organized fashion and download them to flash drives instead of simply deleting them or forwarding them so we have to organize them again? See # 7
10. What will be our mailbox size limitations? 2 Gigabits (2GB). In cases where additional storage is needed it can be granted on an individual bases.
11. Will the rules in OWA allow us to forward our e-mails to another e-mail address? Outlook Web Application allows forwarding all or some email to another address using rules. If forwarding is being done in Sendmail it will need to be reset in OWA.
12. Will Exchange be hosted on a campus server or outsourced to a contractor hosted by Microsoft? the MS Exchange environment is being configured locally at GCC. The servers and storage have been installed. ITS has started testing of the Exchange system.
13. How will this affect retirees? All email addresses will be migrated to Exchange including retirees.
14. Will I still be able to get my email at home? Yes, the email and calendaring functions will be Web based and accessible from home. It also has a seamless interface to mobile devices.
15. Do I have to use Outlook? The system will require use of Outlook Web Application, Outlook client (workstation software) or a mobile device, such as, a tablet or smart phone with email capabilities.
16. Why do you need access to my desktop? As part of this project and a previous project, the college is moving to an Active Directory environment. This will allow for single-on, global search directories, resource directories among other features. Registering the workstation computers is part of this process.
17. How did this project get approved? What was the cost?

The Exchange project has been talked about for over three years. During the 2011/12 the 4Cs supported moving to Exchange. In the fall of 2012/13 there was discussion on the method to implement it. After review, it was decided to host the Exchange environment locally in the ITS server room. It was decided to move forward with the project based on:

  • Aging servers being used for Sendmail are becoming unreliable.
  • The college is paying for an Exchange service with only 35 users currently costing $771.60 per month, the cost raises each time a new user is added or storage use goes up. If no additional users or storage is needed the cost is $27,777 for next 3 years.
  • The MS Exchange licenses are part of the yearly Microsoft license agreement provided through the California Community College Foundation.
  • ITS has the needed servers only additional storage was needed at a cost of $27,029.86 including three years maintenance.
  • Professional Services cost for Exchange set-up, configuration and email migration is $47,105.
  • Funding for the project will be provided by the ITS Tuition Capital Outlay/Tech Fee.
18. Where can I get training?

As the project progress training materials will be placed on the Exchange Project Web site: A weekly status report will be sent via email announcing project progress and new training material that are available. Training material will begin to be available May 13th.

The college also subscripts to ‘’ a training site with materials relating to Exchange and Outlook Web Application and many other applications used by GCC. Faculty and staff can register for at You must be on campus to create your profile after creating your profile you can access the training materials off campus.

19. Is there a way we can find out the cost of implementing - and maintaining - such tool, long run, in comparison with our current communications system and webmail? I guess many of us have questioned the timing, and need, for this upgrade, during times where we are laying people off for lack of funds. See # 17
20. At some colleges that use Exchange, adjuncts are forced into using just the Outlook Web Access (OWA). Using OWA, only Internet Explorer is fully functional. For example, Mac users and those who use Chrome or Firefox on Windows computers will be unable to do even the most basic e-mail searches. They will also not be able to post vacation messages for when they are going to be away. They will not be able to automatically setup filters to channel e-mails with certain words into particular e-mail boxes (they cannot filter messages with the current system either). Earlier versions of Outlook Web Application did not work well in other browsers and did not work on Macs. Since MS Exchange 2007 was released these issues have been resolved. GCC is implementing MS Exchange version 2010.The same OWA platform is used across all devices and browsers. OWA has a complete feature set of options for filtering messages by type, address or particular words.

21. Unless Outlook MAPI, IMAP or POP3 access is granted, other e-mail clients will not be able to access e-mail at all. But that is also true of the current system as well. I hope that we will be granted at least MAPI or IMAP access so that we can more easily archive our old e-mail into Outlook .PST files rather than forwarding them other e-mail accounts one-by-one.

This would also allow those Outlook and Mac Entourage to have filters and vacation messages.

MS Exchange will allow MAPI access. POP and IMAP will be discontinued. The use of Mac Entourage will no longer be needed as Outlook Web Application and Outlook Client works equally well with all browsers and devices.

Last updated: 7/8/2013 10:40:53 AM