What is happening?

Changing the way we handle collaborative fileshares.

How will this affect me?

This will not affect the way you work day-to-day, as we will ensure any drive letters you currently have mapped are updated for you automatically.

Once the automatic change has taken place, the path for your collab drive will look slightly different;

Before: \\collab.rdg.a.uk\dept-code\share-name

After: \\dfs.reading.ac.uk\shares\dept-share-name.

Note. Any drive letters you currently have mapped will be updated for you. This means you will still be able to open any documents as you did before the change.

When will the changes happen?

  • We will begin working through the list from the beginning of April.
  • It will take approximately 1 month to complete the work.

We will contact users of each share prior to the change and agree a suitable time. We will also highlight any changes we may need to make to the fileshare names as part of this migration work.

How will I be informed about the changes?

Any users who are affect by this change will receive an e-mail with full details – including proposed dates/times.

What will I need to do?

Immediately after the change has been completed, you will need to reboot your PC in order for the change to take effect.

Why is this change happening?

The current hardware is end of life, and needs to be retired. The new system we are moving to will provide the following additional features;

  1. Improved upload/download speed – x10 faster
  2. Larger storage – Each share will have a minimum quota of 100Gb
  3. Easier access – View all your collab fileshare in one place (for the technical, using dfs). You’ll be able to see all fileshares you have access to by going to dfs.rdg.ac.uk in your filebrowser.

IT have successfully completed the migration of the vast majority of staff email onto Office 365.

Over 8,000 staff mailboxes were moved to Microsoft Office 365 servers over the weekend (24-25 March 2018).

Key benefits of the move include automatically providing each user with a larger mailbox (50GB), improvements to spam email filtering, a 24×7 Microsoft managed service with 99.9% uptime and integration with other Office 365 products and services like OneDrive for Business.

Troubleshooting

IT report that most migrations were completed smoothly and that staff were able to connect to their Office 365 mailbox.  Any issues that have been raised are being responded to promptly.

Following the migration, colleagues using Outlook on Windows and macOS will be prompted to restart Outlook to finalise the move. If requested to re-login, use your University email address (e.g. a.n.other@reading.ac.uk) and password.

If you use a mobile phone or tablet to access your email, we recommend downloading the Outlook app. Other mail clients, e.g. those that can only use IMAP, will also work with Office 365. Alternatively, mobile and tablet users can access Outlook via the browser-based Outlook on the Web  – simply visit the Outlook Web App page and log in with your University email address (e.g. a.n.other@reading.ac.uk) and password.

If you find you are still having problems accessing email on your computer, laptop, mobile or tablet, please look at IT’s Staff Email and Calendaring web page or contact the IT Service Desk.

Beware of scam emails

We recently reported that scam emails pretending to be associated with the migration had been received by some colleagues.

Common themes in these emails include verifying a user account, providing username and password details, or clicking on a link. These requests are not legitimate – IT will never make these kinds of requests, so please do not click on any links or supply any information to these requests.

If you have any queries or concerns, please contact the IT Service Desk.

Today some staff will receive an email in their inbox outlining a short list of possible actions they may have to take when they migrate on the 23rd of March.

We have included an image of the email below so you can verify it is the official email from Information Technology. It will be sent from the address: staffemailmigration@reading.ac.uk. 

 

Click the image to view full-size

Don’t forget that staff emails will begin migrating over to Office 365 over the weekend of 23, 24 and 25 March (Friday evening to Sunday).

Beware spoof emails

If you receive an email asking you to take action before the migration begins (i.e. verifying an account, clicking on a link, or providing username and password details) please check these emails carefully.

Some colleagues may have received spam emails pretending to be sent from a member of University staff, which include links to ‘upgrade’ your account (a screenshot of the full email is available for reference). These requests are not legitimate – IT will not ask you to take any action before the migration, so please do not click on any links or supply any information to these requests.  

IT will be controlling the migration and will not ask you to do anything in advance. They will never ask for your password, so be cautious of any email asking you to do so.

Other factors that could indicate a spam message:

  • Look for typos in emails that are sent
  • Always check the link by holding your mouse pointer over it, please do not click on this (see image below or click to enlarge). Check that the link is an official University of Reading link.
  • If you receive an email you are unsure about, please contact IT.

For the duration of this project, IT will publish legitimate emails on the IT blog, which can also be accessed through the IT homepage.

The migration

Following the migration, all emails will be stored in Office 365 (on Microsoft servers), instead of University managed servers.

If you use Outlook on Windows and macOS, you will be prompted to restart the application once your email has migrated.

If you use a mobile phone or tablet to access your email, we recommend downloading the Outlook app. Other mail clients, e.g. those using IMAP, will also work with Office 365.

The storage on each user account will be increased to 50GB and there will be improvements to spam filtering.

Office 365 allows for integration between your email and other Office 365 products and services like OneDrive for Business.

Further information about the migration is available on the IT Staff Email page. If you have any queries about the migration, please contact IT for assistance.

The TEL&AV team have created a modern and sleek interactive guide for setting up meetings via Outlook.

The guide can teach you how to:

  • Schedule a Skype for Business Meeting
  • Join a Skype for Business Meeting
  • Join Skype for Business Meeting via the Web App

The guide walks you step by step through each of the processes and guides you using images, videos and interactive segments where you recreate the process within the tool.

What is Skype for Business?

Skype for Business (part of Microsoft’s suite of collaboration tools) is now available to all University staff.

Skype for Business allows staff to easily communicate with colleagues within the University and with external contacts using Instant Messaging (IM), video conferencing and screen or application sharing.

For full information, including how to download and set up, please see the Universities Skype for Business webpage.

IT

UPDATE:

The Eduroam Wi-Fi service is running normally again.

There is an increased risk of failure of the service while we implement a permanent fix.

We will closely monitor the service during this time.


We are currently experiencing an interruption to the Eduroam Wi-Fi service. Devices in halls of Residence, the London Road campus and buildings on the Earley Gate side of Whiteknights campus may be unable to connect.

We have identified the problem and are in the process of implementing a fix.

The Eduroam service should continue as normal by 11:00.

Wired machines can still be used to connect to the internet.

IT

 

Microsoft have resolved the error that prevented us from moving your mailbox last weekend, 9th March. Migrations will now begin on the evening of Friday 23rd March. Further detail and guidance will be provided closer to the time.

Benefits will include a 50GB quota, 24×7 support from Microsoft and 99.9% availability.

IT

The IT team has postponed the migration of University email accounts to Office 365, which was scheduled for this weekend (9 March).

This follows a notification from Microsoft about a technical problem which would have prevented the migration of our email accounts.

Some colleagues may have a reminder in their Outlook Calendar related to the migration. This is no longer relevant and should be deleted.

Please look out for an email from IT on the postponement.

Further information will follow when a new date has been arranged.

IT

UPDATE:

This morning, we increased the capacity of the VPN service in response to the number of staff working from home.  Unfortunately, due to the exceptional high demand, we have now hit a further limit on the number of simultaneous connections.

Resolving this will require significant work and so cannot be completed quickly.

In the meantime, note that the following services do not require a VPN connection:

  • Skype for Business
  • Office 365
  • OneDrive for Business
  • P2P (connect using Duo authentication)
  • Staff email (both OWA and access via Outlook)
  • Employee Self-Service
  • Blackboard
  • All web services

If you need to access another service that does require a VPN connection then we ask that you only connect to the VPN when you need to use that service and that you disconnect from the VPN when you have completed that session.  This will enable other staff to connect to the VPN service.

 In the longer term, we will work with Business Continuity to review and update the services we offer.

IT

This morning there was a high level of demand on the University VPN, owing to the large number of staff working from home.

Some staff were unable to connect this morning when the existing service reached capacity. We have upgraded the service, and now staff should be able to connect.

IT

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