Apple Mail to Exchange

From Provider Notes

For more information about ISC's Exchange Service, visit the Provider Web at [1].

Contents 1 Introduction 2 Migrating from Apple Mail to Entourage 2004 2.1 Caveats 2.2 Assumptions 2.3 Organize Apple Mail Email & Consider Increasing Quotas 2.4 Preparing & Backing Up Apple Mail 2.5 Instructions 3 Configuring Apple Mail To Access ISC Exchange 3.1 Using The Exchange Protocol

Introduction

There are two parts to this article. The first deals with migrating email from the Apple Mail client to Entourage 2004. The second part deals with configuring Apple Mail to access email on the Exchange server without migrating to a different email client.

Migrating from Apple Mail to Entourage 2004

These instructions work whether your email is configured for IMAP or POP. If you have an IMAP configuration, and store the majority of your messages on the server, then the actual import of information into Entourage will take significantly less time than POP users.

Caveats

• In ISC testing, Entourage 2004 successfully imported client-side filters from a Mail IMAP account and created Mail (POP) rules from them, which function as client-side rules. Server-side rules will need to be created manually and will have to be created with a Windows client running either Outlook 2003 or Outlook 2007.
• Contacts are typically stored in the Address Book application. Migration of contacts to the Exchange server is typically handled by turning on Sync Services within Entourage 2004. Instructions for this process are in Sync Services in Entourage.
• If choosing to use Apple Mail for email with Exchange, users are encouraged to use the Outlook Web Access (OWA) web client for calendaring. Unfortunately using Apple Mail for email and Entourage 2004 for calendaring is strongly discouraged, because Entourage 2004 will have issues separating and parsing the Exchange data stream effectively, especially over the long term.

Assumptions

There are two assumptions that are made in this article:

1. These instructions make the assumption that the user wishes to mirror their existing mail structure, by continuing to store local folders locally and by migrating those currently stored on the POBOX server to the Exchange server.
2. These instructions assume that Entourage 2004 has already been installed, updated and configured.
   • Instructions for configuring Entourage 2004 to access the ISC Exchange server are available here

Organize Apple Mail Email & Consider Increasing Quotas

1. Organize the email in Apple Mail and delete old email that will never be needed.
2. Consider having the email administrator temporarily bump up the POBOX Classic and ISC Exchange quotas, until all the mail is in its new position (in general, depending on email and attachment sizes, 4,000 emails use approximately 100 MB, so 40,000 emails would be approximately 1.0 GB) in accordance with the amount of email you intend to transfer.

Preparing & Backing Up Apple Mail

1. Make sure that the client's email is fully synced with the POBOX Classic server and that the current folders are up to date.
2. Make a full backup of the mail

Instructions

1. Launch Entourage 2004
2. Go to File-->Import
3. Select Import information from a program, and click the right arrow.
4. Select the Apple Mail radio button and click the right arrow.
5. Select the information you would like to migrate in the next screen and click the right arrow.
   • NOTE: If you select Accounts, all email accounts configured in Apple Mail will be re-created in Entourage 2004.
6. When your data has been imported, click on Finish

Configuring Apple Mail To Access ISC Exchange

There are two ways to have Apple Mail access the ISC Exchange server, using the Exchange protocol and using the IMAP protocol. Using the Exchange protocol is strongly preferred and may allow for significantly more functionality in the future.

Using The Exchange Protocol

1. Click on File-->Add Account
2. From the drop down box, select Exchange
   1. In the Account Description: field, enter ISC Exchange.
   2. In the Full Name: field, enter your full name.
   3. In the Email Address: field, enter username@exchange.upenn.edu
3. Click the Continue button. The Incoming Mail Server screen will appear.
4. In the Incoming Mail Server: field, enter outlook.exchange.upenn.edu
5. In the User Name: field, enter your username.
6. In the Password: field, enter your password.
7. In the Outlook Web Access Server: field, enter outlook.exchange.upenn.edu/owa
8. Click the Continue button.
   • Apple Mail will check your settings against the server. If what you entered does not match, you will be asked to correct any mistakes. If you entered everything correctly, then the Outgoing Mail Server screen will appear.
9. In the Outgoing Mail Server: field, enter smtp.exchange.upenn.edu
10. Ensure that the Use Authentication checkbox is selected.
11. In the User Name: field, enter your username.
12. In the Password: field, enter your password.
    • If you don't enter your password, the setup screen will fail as a check against the server is made.
13. Click the Continue button.
    • Apple Mail will check your settings against the server. If what you entered does not match, you will be asked to correct any mistakes. If you entered everything correctly, then the Account Summary screen will appear.
14. Click the Continue button.
15. Click the Done button. Apple Mail will begin to populate your ISC Exchange email.

Once successfully configured, you can drag any local messages to the Exchange server mailboxes.