- Revision 31 March 2008 –
- IMAP migration: per last weekend, all remaining IMAP mailboxes
have been migrated from your Fysica to your Solis email account for you.
So all you have to do is add your Solis account to your email client
(step 2 below),
and verify that indeed everything is there.
After that, you can remove the Fysica account from your client (email
programme).
The forward for incoming mail, from your Fysica to your Solis account,
has also been set for you.
- Pine users:
instructions for Pine users are available
about how to configure their Solis email account.
Revision 13 March 2008 –
- Solis and Fysica mailbox quota are 1 GB storage and 10 MB attachments,
contrary to earlier reports of mailbox quota being 2 GB.
- When migrating your email messages and folders from your Fysica to
your Solis account (step 3 below) use the copy action
(generally a right button mouse option) to copy your messages and
folders. Your original messages then remain on your Fysica account,
so they can be retrieved when something goes wrong.
(A `move' action may remove the messages from your Fysica account,
potentially resulting in loss of messages when something goes wrong.)
- Before copying your email messages and folders, consider deleting
or purging the contents of your `Deteled Items' and `Junk mail'
folders.
- Maximum attachment sizes will be raised to 20 MB with the
next upgrade of the Solis email servers, due at: –unknown date–.
Introduction
7 March 2008 – Email services of Utrecht University are in the process
of being centralized.
For members of the Sterrekundig Instituut Utrecht this means that
their email address will change from Y.O.U.R.Name@astro.uu.nl to
Y.O.U.R.Name@uu.nl.
Effectively, we migrate from the email servers of the Department of
Physics and Astronomy to those of the University, a.k.a. (also known as)
Solis mail.
Below are instructions for setting up your email client to work
with the UU Solis mail servers.
They are for people using IMAP clients only.
So if you are using MS Exchange, or POP(3) mail, this doesn't apply to you.
If you haven't got a clue as to what this is all about,
contact Ed van der Zalm or Sake Hogeveen to assist you in migrating your
email account.
DIY instructions for IMAP clients
These Do-It-Yourself instructions are for people who have
originally configured
their email programme (a.k.a.: email client) themselves, to send and
receive email through the servers of the Department of Physics and
Astronomy, henceforth called your `Fysica email account'.
The crux of the migration process is to set up your new Solis
email account alongside your existing Fysica email account.
Do not remove your original account until after you've gone through
the whole process.
Here are the migration steps:
- Have your Solis email account activated.
- Set up your Solis email account.
- Copy your IMAP folders from your Fysica account to your Solis account.
- Set a forward on your Fysica account.
- Remove your Fysica account.
While you are in the migration process, until step 4, email will be
coming in through your Fysica email account.
Step 1: have your Solis email account activated
Your registration at Utrecht University, as a staff member or as a student,
comes with a Solis-ID by default.
To access your Solis email account, you will need the username and
password associated to your Solis-ID.
When you have a Solis-ID, a Solis email account has also been set up
for you. It just hasn't been activated, meaning that you
cannot use it yet.
When you are ready for the email migration process, have your Solis
email account activated, by sending an email to Sake Hogeveen,
S.J.Hogeveen at uu.nl.
When you have received the confirmation that your email account has been
activated, you can proceed with step 2.
Step 2: set up your Solis email account
The procedure explained here assumes you are using an IMAP email client
that can handle multiple email accounts.
Setting up the Solis email account simply means adding a new account.
Here are the details:
- Incoming email: IMAP, server name: solis-mail.uu.nl.
(You can select Secure IMAP, using port 993, rather than port 143.)
- Outgoing email: SMTP, server name: solis-mail.uu.nl (needs password).
(Solis mail offers no Secure SMTP for outgoing mail, for reasons unknown
to mankind.)
(You can also select mail.phys.uu.nl, which will remain operational.)
You will have to enter the username and password associated with your
Solis-ID while configuring the Solis email account, or when your email
client connects to the Solis email servers.
Step 3: copy IMAP folders from your Fysica to your Solis account
IMAP email clients allow you to organize your email into folders.
These folders reside on the mail server, which is why you can access them
from anywhere in the world, not only from your own laptop, but also
via web browsers on public computers in internet cafés, or in
university libraries.
IMAP email clients also allow for local folders (sometimes
called "Personal" folders). These reside on your computer, and are
generally used for archiving older email, when your IMAP folders on
the server reach their quota (maximum size for Fysica and Solis
mail accounts: 1 GB).
This step is about moving the IMAP folders, that you have created
on the server of your Fysica account, to the Solis IMAP server.
As such, this is the actual `migration' step.
Before copying your email messages and folders, delete
or purge the contents of your `Deteled Items' and `Junk mail'
folders.
Copy your folders from your Fysica to your Solis account:
- Both IMAP accounts, Fysica and Solis, should show up in the mail
folder list of your email client.
- Copy the folders you have created in your Fysica account
to your Solis account (mouse action copy is generally a right button option).
Please make sure all your folders, and the email messages in them, are copied properly.
See the FAQ below for Solis email quota exceeded.
If you have any mail in your Fysica Inbox, that you haven't organized into
folders:
- Copy email messages from your Fysica Inbox to your
Solis Inbox.
If your email client only has or shows one Inbox folder:
- create a temporary folder in your Solis account,
- copy email messages from your (Fysica) Inbox to this temporary folder,
- after completion of step 4 below, copy the contents of your temporary
folder to the Solis Inbox.
Step 4: set a forward on your Fysica email account
After configuration of your Solis account (step 2), and the migration of
your IMAP folders (step 3), email is still coming in through
your Fysica account.
You can set a forward on your Fysica email account, so mail coming in
at your old email address (***@astro.uu.nl or ***@phys.uu.nl), is forwarded
to your new Solis email address: ***@uu.nl.
You can set the forward via the form accessible through the web page:
fowarding FYSICA email.
Step 5: remove your Fysica email account
When you are satisfied the migration process went properly, you can
remove your Fysica email account from your email client.
Your Fysica IMAP account will be maintained for some time, so
you can revert to it, should you have overlooked a folder or an
email message in the migration process.
This completes the mail migration process
Below is a list of Frequently Asked Questions.
FAQ
- Lost Solis-ID or password
- When you have lost your Solis-ID or password contact
Sake Hogeveen,
s.j.hogeveen at uu.nl, to help you recover or reset it.
- Change Solis password
- You can change the password associated to your Solis-ID at the
Solis U-gids:
- click "Eigen gegevens" (in the top row)
- login with your current Solis-ID credentials
- at the bottom of the new page click "Wachtwoord wijzigen"
- type your new password: "Nieuwe wachtwoord"
- enter it again: "Herhaal wachtwoord"
- click "Verander"
It may take 20 minutes before your new password has trickled through
the system.
- Solis password doesn't change
- New solis passwords should meet the requirements outlined in the
"Wachtwoord wijzigen" page.
If your password doesn't change, try a different one. The rules governing
permissable passwords seem to be more strict than outlined.
- Solis mail quota
- Solis mail boxes are 1 GB in size. Attachments can be 10 MB.
For the exchange of larger datasets, e.g. with collaborators, please
check: Intercon.
- Fysica and Solis email forwards
- You can set a forward for incoming email on your Fysica account
via the fowarding FYSICA email page:
- to your Solis address, but also to any other email address you own: your hotmail, gmail, or any other email address;
- Fysica forwards last five years;
- Fysica forwards cannot be changed after your account has been deactivated
(a few months after the mail migration).
Incoming email on your Solis account can also be forwarded to any other
email address you own, via the "Eigen gegevens" link (in the top row)
in the Solis U-gids.
- Solis mail is available until 3 months after your registration
as UU staff or student ends;
- Solis forwards last until one year after your registration
as UU staff or student ends.
- Solis account quota exceeded
- While migrating your email, from your Fysica to your Solis account,
you may get error reports like "unknown network errors", etc.
This is likely due to your email quota being exceeded at your Solis
account.
Exceeded quota limits are properly reported when logged into the
Solis mail web client:
solis-mail.uu.nl.
The Fysica and Solis account email quota are both 1 GigaByte, so there
should be ample room for your email migration.
However, if you are moving or copying email messages which are stored
locally on your computer or laptop, without you being aware of this, then
you may exceed your quota unexpectedly.
The remedy is to carefully check your email folders: in most
email clients there is a clear distinction between folders stored
locally and folders stored on the server.
- Solis mail Filter rules
- IMAP mail servers allow filter rules to be set on and applied to
email and folders on the mail server.
Filter rules can be set through your email client, or through the
Solis mail web client
solis-mail.uu.nl.
Note 1: Server side filter rules on your Fysica account are
NOT copied to your Solis account. You will have to recreate them
in your Solis account.
Note 2: the option for setting email filter rules only shows up
in the Solis mail web client when using MS Internet Explorer as your
web browser.
- Archiving email
- There comes a time when your 1 GB email box fills up to its limits.
It is good practise to archive older email messages and folders
from time to time.
For most email clients, this is done by creating local email folders,
which reside on your laptop or workstation.
Email may be archived by moving it from folders on the server, to
local folders.
Several email clients have semi-automated archiving procedures,
which move email from folders on the server, to exact local copies of
those folders, when the messages in them are older than a number
of months, to be set by you.
For archiving options of your email client, check its Help documents.
Be sure to make archived email folders part of the backup
routine of your laptop or workstation.