Students will use a new e-mail system when they return to Norman for the fall 2007 semester.

OU Information Technology Program Coordinator Nicholas Key said Tuesday that OU e-mail will be accessible on Microsoft Exchange starting Aug. 1.  

OU’s e-mail is currently accessed using POP3 protocol, which uses multiple Web browser windows to manage a user’s e-mail. Many students have complained the current service is unreliable.

E-mail access was unavailable for some users as recently as Tuesday morning, when the OU campus was locked down owing to a security concern.

“It’s pretty flaky the way things are now,” said meteorology senior Sean Luchs. “Today was a prime example of why a new system is probably better.”

Key said OU IT is aware of concerns about the current system’s quality.

“I’m sure that all of you have either fielded complaints about e-mail or had complaints about e-mail yourselves this semester,” Key said at a Student Congress meeting Tuesday. Key made a presentation at the meeting to demonstrate the features of Microsoft Exchange.

The biggest issue users will face with the new system is the transfer of current e-mail messages to the new exchange server, Key said. Students opt to transfer their inboxes may not be able to use Exchange by Aug. 1.

Key said there are approximately 60,000 OU e-mail accounts, and the current e-mail stored on those accounts takes up more than three terabytes of storage. He said IT expects to have all mail transfers completed by Oct. 1.

Users are encouraged, however, to simply start using Exchange with a fresh account in order to allow them to start using Exchange earlier in the year and improve the reliability of the system.

“It’s going to take some time to transfer old mail to a new system,” Key said. “If you choose to transfer your e-mail, this is where the timeline will change quite a bit.”

Key said Exchange will feature an improved layout. Students will also be able to organize their e-mail by folders using a simple drag-and-drop system, as well as search for any user on the OU e-mail server. Exchange will also feature a built-in calendar, where students can create appointments, meetings or reminders and sort them by category.

The Microsoft Exchange system is similar in appearance to the Microsoft Outlook program.

Key said users can learn more about the system at exchangeit.ou.edu, where they also can register for the new service. The registration process will allow users to designate their preferences about transferring old mail. Users will keep their current e-mail addresses.

Key said if students have not made a choice by Aug. 1, they will automatically be moved to Exchange with a fresh inbox, although their old mail will still be accessible with the current POP3 service.

Key said OU IT can help students transfer their e-mail to their own hard drives to make the early switch without losing their old mail.

The new Exchange e-mail will also improve security, Key said. Features will include automatic filtering of mail by keyword or sender. The new system will also bring new hardware to ensure less downtime.

“What really made the changes necessary was the ice storm last November,” Key said. “It damaged the hardware to the point that we didn’t think it was viable any more.”

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