Information for LionMail Migration

  1. LionMail Migration Overview
  2. Things to Do before Migration
    1. Step 1
    2. Step 2
  3. Move Your Archive/Local Folders to LionMail
  4. Backup CubMail
    1. Thunderbird
    2. Outlook
    3. Apple Mail
  5. Accessing LionMail
    1. Using Your Web Browser
    2. Using IMAP
  6. LionMail Quota
  7. Top Gmail Features For Your Webmail
    1. Add Account
    2. Preview Pane
    3. Undo Sent
    4. Canned Response Mail
    5. Add Picture Using Drag and Drop
  8. Getting Help
  9. LionMail Migration FAQ
    1. What will be moved to my LionMail account?
    2. Can I use LionMail after I graduate?
    3. How do I setup a mail forwarding?

LionMail Migration Overview

CUIT is migrating from CubMail to LionMail, the new email system powered by Google. However, CUIT will continue to manage the Columbia mail gateway. All Columbia emails will still be delivered to the Columbia mail gateway before going to Google's or being forwarded to another mail system.

Lion Email migration schedule for Computer Science Department:

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Things to Do before Migration

If you complete the two steps below, then you are prepared for your mail migration.

Step 1: Archive Folders

Do you have mail archive folders? -> If yes, how big? -> send this information to your IT personel.

See Move Your Archive/Local Folders To LionMail

Step 2: Backup your CubMail

See Backup CubMail

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Move Your Archive/Local Folders to LionMail

Some Faculty and staff had to archive or move their mail to Local Folders to avoid going over the mail quota allotted by CUIT. With a larger quota for Lion Mail accounts, you may want to move all of your email, including email in the Archived or Local Folders, to LionMail. CUIT has agreed to give CS temperary extra quota space in Cubmail to accommodate these folders, as long as the total does not exceed 25GB.

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Backup Cubmail

You must create a backup of your email before the migration on Feb 25, 14. Since any emails that are larger than 25MB or any attachments that are labeled malicious by Google will be dropped silently during the migration, it is very important for you to have a copy of your mailbox for future reference.

If you are using Pine, please install Thunderbird for your mail and follow the backup instruction for Thunderbird. Instruction to install and configure Thunderbird can be found at:

cuit.columbia.edu -> Email Services -> CubMail -> Thunderbird

1. Thunderbird

  1. Right click on the top level and select Settings....


  2. Select Synchronization & Storage.


  3. Make sure the following options are chosen.
    • Keep messages for this account on this computer
    • Synchronize all messages locally regardless of age
    • Don't delete any messages


  4. Click on Advanced. If you do not see any folders, then click on the arrow next to the folder to expand it. Make sure all folders are checked (only checked folders will be downloaded to local hard drive) -> OK -> OK.


  5. Click on the blue terminal icon at the far left bottom corner to chagne from online to offline.


  6. Click Download Now to make a copy of your entire mailbox to local hard drive. When it is done, there will be a red X mark on the blue terminal icon (offline mode).

    You can continue reading your email, minimize Thunderbird or switch between windows while your folder is being backup. However, please do not close your Thunderbird or log off from your computer. If you have a laptop, please do not close it or moving it away from wireless. That is, you need to keep the process alive until done.

    The downloading time will depend on how much mail you have. It can vary from a few minutes to hours. When done, it will go into the “offline mode” with a red X on the blue terminal icon. Please follow the procedure below to turn it back to the online mode.


  7. When the download is done, it is very important to turn your mail from offline mode (red X on the blue terminal icon) to online mode (no red X), so that you can receive new emails.

    Click on the blue terminal icon at the bottom left to turn it back to online mode.


  8. To avoid accidentally deleting the only backup copy, save your mail into your home directory. Since it will be on a NetApp, you will have many backup copies for your mail.

    Back to setting (step 1) -> Server Setting -> The path on Local Directory at the bottom of the page is the place where your local mail box is saved. Copy this path and paste it on a File Explorer. This is your mailbox that was download to the local hard drive (mail.columbia.edu).


  9. Go up 1 level from here (to the ImapMail folder) by clicking on ImapMail (right before Mail.columbia.edu).


  10. You will see the folder mail.columbia.edu. This is your entire mailbox. Please copy it to your home directory on Z drive (drag and drop the mail.columbia.edu folder to a folder in your Z drive). Now you have a local copy on your hard drive and also a backup copy in your home directory on the NetApp.


  11. Please zip (compress) the mail file to save space. Mail file is mostly text, therefore its space will reduce by half after compression -> drag and drop the zip file to save it on your desktop.


  12. Please do this backup procedure again right after the migration to get the final copy of your mailbox.

2. Outlook

http://office.microsoft.com/en-us/outlook-help/back-up-outlook-e-mail-messages-HA001103081.aspx

Follow the instruction "Back up messages to a .pst file".

Youtube also has a very good visual instruction how to export (backup) and import (restore) your Outlook mail. Please follow the instruction for export only at this time. It is quite simple to do:

https://www.youtube.com/watch?v=TOuR9OBv0N0

3. Apple Mail

http://support.apple.com/kb/PH4811

Follow the instruction for Export Mail (backup) only. Please note that Apple mail, does not have one big mailbox that contains all of your mail. Apple considers each folder is a mailbox, therefore it is important for you not to miss any folders in your mailbox for export.

Youtube also has an instruction on how to backup Apple Mailbox to an external drive. Follow the instruction. You can substitute the external drive with a folder in your computer:

https://www.youtube.com/watch?v=-jIv-36Wmo0

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Accessing LionMail

CUIT has a very comprehensive webpage for LionMail. Please follow the instruction on the CUIT website to access LionMail on the web browser:

LionMail: Logging in to LionMail

1. Using Your Web Browser

lionmail.columbia.edu

Type in your Columbia email address and your UNI password for authentication.

you can download Gmail app for your mobile device. If you have a personal Gmail account, then you cna use the "add account" feature of Gmail to switch back and forth between the two accounts (see Top Features of LionMail)

You should consider using Device Password for your mobile devices

If you use Device Password then you do not need to change it each time you change your UNI password. It's indepedence from your UNI password. It's also more secure because you do not store your UNI password in your mobile devices. If you lose your laptop or phone, you can simple generate a new Device Password to stop anyone from accessing your email using the old Device Password.

Please follow the instruction on the CUIT website to setup email clients/mobile devices:

LionMail: Software/Mobile Device Setup

2. Using IMAP

VERY IMPORTANT -> Please DO NOT configure multiple IMAP devices at the same time!!!

  • Your phone
  • Your tablet
  • Your desktop
  • Your laptop

Phones and tablets are limitted to 50 messages download at a time, therefore it should be quick, please do this first.

It's a different story when comes to your desktop and laptop. Your IMAP mail reader, such as Thunderbird, Outlook and Apple, download your new mail from LionMail to the local hard drive. However, these mail readers thinks all of your email in LionMail are new and therefore trying to download your entire mailbox. To make it worst, Google imposes a cap on download bandwidth. If you have a large amount of mail in your mailbox, it can take a few days or weeks to complete.

Please follow the instruction on the CUIT website to setup IMAP email:

LionMail: Software/Mobile Device Setup

Below is Google's recommended IMAP setting for Gmail:

https://support.google.com/mail/answer/78892?hl=en

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LionMail Quota

LionMail offers 30 GB of total storage space by default.

We will update information on how to purchase more space individually shortly.

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Top Gmail Features For Your Webmail

1. Add Account

Click on the account name at the top right -> Add Account.

You can add your personal Gmail account so that you can toggle back and forth.

2. Preview Pane

Click on the wheel icon -> Settings -> Labs -> search for Preview Pane -> Enable -> Save Changes.

After you enable Preview Pane, you will see Toggle split pane mode next to the wheel. Choose either Vertical or Horizontal split. You should also select Companct Display density option.

Click on the wheel icon -> Compact.

3. Undo Sent

Undo Send option allows you to cancel sent emails within the cancellation period.

Wheel -> Settings -> Labs -> search for Undo Send -> Enable -> Save Changes.

Wheel -> Settings -> General -> Undo Send -> choose cancellation period.

4. Canned Response

Save and then send your common messages using a button next to the compose form.

Wheel -> Settings -> Labs -> search for Canned Response -> Enable -> Save Changes.

4. Add pictures using Drag and Drop

You can drag and drop a picture into your email. This is a built-in function.

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Getting Help

CS faculty, staff, and students should contact CRF for immediate assistance.

For general information and support for LionMail, please contact CUIT.

Email: askcuit@columbia.edu
CUIT Service Desk: 212-854-1919
CUIT Service Desk Support Center
202 Philosophy Hall
Hours: M-F, 10 a.m. - 6 p.m.

For more information, please visit CUIT website.

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LionMail Migration FAQ

What will be moved to my LionMail account?

Email messages, Email in trash folder, Folders, Message read and unread state, Message importance and unanswered flags will be copied from your CubMail account into your LionMail account.

Email messages with attachments larger than 25 MB or Filters will not be copied over.

For a complete list, please visit CUIT website.

Can I use LionMail after I graduate?

If you migrate to Lionmail before graduate, then current CUIT policy is to keep Lionmail active for alumni. Your Lionmail account and 25/30GB mail will remain active indefinitely (or until the policy changes) after you graduate.

Please note that this policy only applies to alumni. For Faculty, Postdoc, Research Staff, Admin Staff, Tech Staff', your mail will be terminated shortly after leaving Columbia.

How do I setup a mail forwarding?

If you forward your email now, your mail will continue to be forwarded after the migration.

To set up a new forwarding, please visit UNI Mail Forwarding.

For more information, please visit LionMail FAQ on CUIT website.

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