Sunken Garden Fountain

Technology Task Force

Email/ Calendar Conversion Project - Outlook


District Web Site for Email and Calendar Implementation Project -

May 18, 2012

The project to replace our existing email and MeetingMaker calendar system is moving forward. Project information and resources, including an FAQ and test accounts, can be found at <>. The website offers users the chance to "test drive" the new system using test accounts, and offers resources such as video overviews of Microsoft Exchange, the calendar, and Outlook web access. The project team expects to begin migrating the first batch of users to the new system in early June, with a complete go live launch date in early July.


May 9, 2012

Hello everyone:

We are making good progress with the email calendar replacement project and I wanted to let you know of some new resources you can access. We have updated the email calendar replacement project Website ( to include the following new information:

1. New video clips that you can view to learn the basic features and functionality of Microsoft Exchange email and calendar suite and the Outlook Web Access (OWA) client.

2. A consumer preview of Exchange, which you can access on the Web to try out the new features of Exchange and OWA. This preview system is isolated from our live production system (which we are currently building) and any information that you enter in it will be removed through a nightly refresh process. We have attached user instructions with this email to help get you started on using the consumer preview system. Please feel free to experiment and try out the features of the new system.

The project team is currently assembling system components and preparing the system for the go-live launch date in July. We anticipate that system configuration and testing will be completed by the end of this month and we will start migrating the first batch of users from our old SendMail / Meeting Maker systems to the new Microsoft Exchange system starting in early June.

For detailed information, please visit our project web site:

Thank you for your support of this important project! 

April 27, 2012

Hello everyone,

Here is a quick update on our Email - Calendar Conversion Project. 


We are planning to convert everyone over to the Web version of Exchange (with both email and calendar functionality) on or before July 10th. To accomplish this, we will migrate users in groups starting in early June. Once your group is converted, Exchange email (OWA) will immediately be available and should be used for all future email correspondence. All of your old email that resides on the server will be moved over and accessible on Exchange. Email that you have stored locally on your computer will continue to be accessible through your existing email client (Thunderbird, Eudora, etc.). Please note that your existing email client will not be able to access Exchange email.


Your Exchange calendar will also be functional as soon as your group is converted. However, since everyone will not have access to their new Exchange calendars at the same time, you should not use your Exchange calendar to schedule or view June – early July appointments until all groups have been converted, but continue to use Meeting Maker instead. Regardless, users who have access to their new Exchange calendars during the conversion period may populate their new calendars with ongoing appointments, ToDo lists, contacts, etc. in preparation for the switch to Exchange calendar usage. (Meeting Maker appointments will not be automatically moved into the Exchange Calendar and must be manually added to Exchange.) We will also provide you with information on how to access your past history of Meeting Maker appointments.

We have set up a Website at, which will contain current information to keep you up-to-date with the progress of this project. Check back often to view our project schedule, Frequently Asked Questions document, planning minutes, etc. and let us know if you have any questions.



Mar 19, 2012

Hello everyone,

I am pleased to announce the implementation of two new technology projects.

The first project will replace our current email and calendaring functions with a new unified communication system. After much research and testing, we have made a decision to convert to Microsoft's Exchange (also known as Outlook by some). This decision was arrived at through a thorough analysis of available email-calendaring systems incorporating user and technical testing in our research. Our go-live date is scheduled for July 1st for Phase 1 functionality. Phase 1 functionality will provide user accessibility to the web client of Exchange for both calendar and email functions. The implementation of Phase 2 functionality will begin on July 1st and continue through the 2012-2013 academic year. In Phase 2, Exchange calendar and email functions will be enabled on workstation clients (replacing Thunderbird, Eudora, etc.) I invite you to read the two-page project summary (attached) for more details and we will provide more information as plans are developed. This new system will bring modern email-calendar functionality and accessibility to staff and faculty enhancing our communication services. Let us know if you have any questions about the project.

Project leader: Chien Shih
Supported by: Sharon Luciw's team

Also, last night the Board of Trustees approved our procurement of systems and services allowing us to start our network replacement project. This is a large Measure C project that will design and deploy a modern network across our campuses and centers providing enhanced speeds, reduced response times, better security, and improved communications reliability for many of our information technology systems and workstations that depend on network access. Preparation for this project was actually initated two years ago with the development of network specifications and standards and the implementation of a procurement strategy (for systems and services). This project will unfold over the next one to two years as the network is designed and components are replaced. It is great to be able to bring this project to its final implementation phase.

Project leader: Sharon Luciw

Both projects are being brought to you by the professionals in Educational Technology Services (ETS) with the assistance of many departments across the district and colleges.





Technology Task Force
Building: ADM 153
Contact: Vanessa Smith
Phone: 408.864.8948

Last Updated: 5/22/12