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Aug
15
How and why was DCU Apps e-mail chosen ?
Posted by [ISS] Justin Doyle on 15 August 2013 08:18 PM

The recent DCU e-zine article covers these questions and more: http://www.dcu.ie/marketing/staffnews/2013/dcuapps.shtml

Email Review Group

An e-mail review group was formed in 2012 and tasked with making a recommendation to Executive on a new e-mail platform for the university. Deans from the various faculties were asked to nominate members to the group which would represent lecturers, researchers and administration staff. The group was chaired by a member of staff from the Faculty of Engineering and Computing. A pilot of alternative platforms was carried out, and 'Google Apps for Education' was recommended to Executive as the most suitable e-mail platform. 

Google Apps for Education Agreement

On foot of one of the group's recommendations, the University's legal advisers were consulted in relation to the proposed contract with Google.  DCU Apps e-mail is based on the Google Apps for Education offering rather than the standard 'consumer Gmail' service. There are some key differences between the terms and conditions for the use of consumer Gmail and for the use of Google Apps for Education. The new DCU Apps e-mail service is provided under the 'Google Apps for Education Agreement' whereas the use of standard 'Gmail' is covered by the standard 'Google Terms of Service'. 

Data Ownership

The primary difference between the two sets of terms and conditions relates to data ownership. Under the University's contract with Google, DCU retain ownership of all data which reside in a defined core set of applications. This core set of applications are listed on the main DCU Apps information page. Importantly, e-mail is included in this core set. All data in this core set of applications are covered by Irish data protection laws and guidelines.

Based on the information above the DCU Apps e-mail platform was approved by Executive on February 26th, 2013.

Encryption of Sensitive Information

The sharing of sensitive information by e-mail is addressed on the main DCU Apps information page. It came to light during the e-mail review group meetings that there is a general assumption that e-mail is a secure mode of communication. This is generally not the case, regardless of the e-mail provider. E-mails travel across the internet in clear text. These e-mails may be intercepted at any stage on their journey and easily read. If you need to send very sensitive information by e-mail, ISS recommend encrypting the documents before sending. Please see this encryption page for details.


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Aug
8
DCU Apps E-mail - Improved Spam and Virus Filtering
Posted by [ISS] Justin Doyle on 08 August 2013 06:33 PM
The old DCU spam system was installed a number of years ago. You will have noticed that it has become less effective in filtering spam from your old e-mail account as time has passed.

 

New Improved Spam System
DCU Apps e-mail uses Google's inbuilt spam filtering which is one of the best systems available today. This excellent service filters your spam messages into a 'Spam' folder/label in your new DCU Apps e-mail account.

 

Further information is available online:

 

Virus Scanning
Cutting edge virus detection is also built into the new e-mail system to protect your computer and your data. Executable attachments are not permitted, for added security. If using the Chrome browser, you will also enjoy added protection against phishing and malware, while browsing websites.

 

Migrate Now
  • Enjoy the benefits of improved spam and virus protection
  • Follow the simple instructions online: http://migrate.dcu.ie

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Aug
7
What DCU Apps E-mail Users Say ..
Posted by [ISS] Justin Doyle on 07 August 2013 10:05 PM
We recently sent out a very short survey to those who had already moved to the new DCU Apps e-mail system. There are now over 500 accounts migrated.

I would like to thank everyone who provided feedback during the survey. This has helped us to improve the process even further for your colleagues who have yet to migrate.


Questions Asked 
  1. Please rate your overall experience of the DCU Apps mail migration process. (Score 1-10)
  2. Why did you give this rating? (Text answer)

Scores (Q1)

22% scored a maximum 10
45% scored a 9 or 10
87% scored 5 or more


Sample Responses (Q2)

"Easy to move, clear instructions, good training materials. New system is a great improvement with intuitive functionality. Thanks very much  ..." (Score 10)

"Simple easy to follow instructions. Everything worked as it was supposed to. Communication throughout process via email was a nice feature." (Score 9)

"The instructions were very clear and the process was very rapid. I guess as I was new, I had not really built anything much up in my email, although as an Outlook user I was surprised how quickly I adapted to using the new Apps Mail." (Score 8)

"The migration process was relatively painless! The step by step guide to the migration was very helpful and easy to follow ..." (Score 8)

Migrate Now

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Jul
10
Welcome to DCU Apps
Posted by [ISS] Ian Spillane on 10 July 2013 04:09 PM

Getting started with DCU Apps

ISS are delighted to welcome you to the exciting world of cloud email and storage for DCU Staff.

DCU Apps are our installation of Google Apps for education, now available to all staff. DCU Apps uses the familiar Gmail interface to replace the tired old webmail system that you have used for the last 12 years. DCUapps is a new kind of webmail, built on the idea that email can be more intuitive, efficient, and useful. It provides robust, business-class features, many of which aren’t available in mail applications like Thunderbird or Microsoft Outlook.

DCU Apps email is designed so you should never have to delete mail and will always be able to find the message you want. DCU Apps includes integrated chat, mobile access, more storage, and better spam protection as well as calendar and document storage integration.

 

DCU apps logo

 

Your Questions Answered!

Why are we switching to a new email System? 

Where is all my email?

How do I start to use DCU Apps email?

Can I use my old email client?

How can I organise DCU Apps to suit my needs?

How can I search my emails to find what I'm looking for?

How do I organise my DCU email now?

Do I have to keep deleting mail to save space as before?

Can I send large files by email?

Can I get my DCU email on the go?

 

Why are we switching to a new email System?

The existing email system is in excess of 12 years old, which is ancient in IT equipment terms. ISS have been struggling to keep this mission critical service fully functional in recent years. There have been a number of very serious outages having significant impact on productivity in all areas. The new system comes with a 99.9% average monthly uptime service level agreement (SLA). In addition the new system provides additional rich functionality not currently available in the old system. The new system will also be updated on a regular basis to provide new functionality and move with the times.

 

Where is all my email?

The migration process has started that will bring your emails across from the old email system to DCU Apps email, however this can take about 2 hours to start and up to 48 hours to complete. Once it has finished you will receive an email to let you know that the migration has been done. You can continue to use your DCU Apps email account during this time.

 

How do I start to use DCU Apps email?

Please go the DCU Apps migration page:

http://www.dcu.ie/iss/dcuapps/migration.shtml

The process documented on the link above is totally self service and very straightforward. In a nutshell just copy your local mail to your DCU account and make note of any webmail settings. Then simply authenticate to begin the migration. If you find it difficult to follow the instructions please let us know.

ISS have provided a great new way for you to learn how to use DCU Apps email quickly and easily through the Chrome browser. Go to the link below and follow the instructions. You can start straight away with calendar and drive/docs tutorials in Chrome. Once you have migrated your email account as on the link above, you can also view live tutorials on your own email system showing you how get comfortable using the new features;

http://www4.dcu.ie/iss/dcuapps/training.shtml

 

Can I use my old email client?

Why would you want to? DCU Apps email now allows you to log in from multiple devices globally and see your email in exactly the same way. The full rich functionality of DCU Apps is only available through the interface accessed through your web browser, Google Chrome is recommended to ensure full compatibility.

The new DCU Apps email means that you no longer need a clunky email application that needs software updates and tied you to one computer. In addition, your local mail can be moved to the new system during migration which provides access to all your email no matter where you are - no client needed.

 

How can I organise DCU Apps to suit my needs?

You will need to add any particular settings you had previously in the old webmail so that there is no disruption to using your mail. You can find a selection of videos on how to do this on the following link; http://www4.dcu.ie/iss/dcuapps/email.shtm

The DCU disclaimer is included by default on all staff email accounts in the new system so you don't have to add it yourself. You only need to add your personal signature details which you can see how to setup in the following video email signature.

You now have 30GB of space in DCU Apps so you shouldn't need to send your DCU mail to another account. We do not recommend forwarding your DCU email to an external account such as yahoo, hotmail or standard gmail as per the DCU Data Protection policy.

You may have had mail rules and filters setup before to automatically redirect email coming into your inbox to a certain folder or send it straight to the bin! You can do all of this again in DCU Apps email, just watch the video Mail filters.

Conversation View is a great way to track an email conversation thread by grouping all messages from various respondants. Opening a conversation shows all its messages in a neat stack, which you can easily collapse or expand. When a new reply arrives, the stack grows and the conversation is marked as unread, indicating there’s something new to look at. Grouping messages this way allows you to quickly retrieve all messages of a thread and reduces inbox clutter. However if you need to revert back to getting your emails all separate you can do this by going to this link, Turn off Conversation View.

 

How can I search my emails to find what I'm looking for?

DCU Apps email features the same powerful search technology used on the web to perform accurate keyword searches of all of your email and attachments. Search by keyword, label, date range, or a host of other options. By archiving messages and using search, you can quickly find any message you've ever sent or received without having to create elaborate folder structures or keep unwanted correspondence in your Inbox.

To find messages, simply type in the search box at the top of your mail window. Or, for more refined searching, click the arrow to Show search options. 

 

How do I organise my DCU email now?

Please don't edit the labels in your DCU Apps email account until you get the final email advising you that your email has been migrated successfully as it could cause duplicates labels to appear.

Instead of organising messages in folders as you did in Thunderbird or Outlook, you can organise your DCU Apps email conversations by applying labels. The conversation can remain in your inbox with the label clearly shown. Whether or not a labelled conversation is archived, you can list all conversations that have a specific label by clicking the label name in the left pane of your Inbox, similar to opening a folder of messages. Unlike with folders, if you've applied more than one label to a message, you can retrieve the message by clicking any of those labels.

An archived message is removed from your inbox but you can still find it later by clicking All Mail in the left pane or using search. You can also add labels or stars to messages before you archive them for even easier retrieval.

With DCU Apps email you no longer risk running out of space for storing email. Instead, you get 30 GB of online storage space for just your own email and attachments, all hosted on Google’s secure servers. With that much space, you no longer need to save messages on your desktop to free up disc space. You can archive messages online instead by checking a message to select it and then click the Archive icon.

http://www4.dcu.ie/iss/dcuapps/email.shtml

 

Do I have to keep deleting mail to save space as before?

No. Your DCU Apps account has 30GB of space combined between email and drive. This is more space than most people would use in a lifetime! This means that you don't have to delete emails any more, you can just archive them. If you do want to delete any messages that you don't want such as marketing communication etc. you can delete them and they will go to the trash.

Please note that the trash is only held for 30 days and it will automatically delete emails that have been in there for over that time. You should only delete emails you are confident you will never need again! ISS recommend that you never delete emails in the new system.

 

Can I send large files by email?

DCU Apps email allows you to send attached files of up to 25MB. If the file is larger than that you can upload it to Drive and send an email with the link. You can also continue to use Filesender to upload large files and send an email to the person that you want to download it.

 

Can I get my DCU email on the go?

DCU Apps are available on mobile devices through the web browser by going to the link http://apps.dcu.ie. Depending on the device you are using you can also setup your email to arrive directly into the email app. As per the DCU Mobile Computing policy however, certain steps must be taken before this can be done in order to ensure the safety and security of DCU data that may be included in the emails.

http://www4.dcu.ie/iss/dcuapps/mobile.shtml


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Jul
8
Library Network Upgrade
Posted by [ISS] Ian Spillane on 08 July 2013 05:02 PM

Library Network Upgrade

ISS are delighted to announce the completion of upgrade work to the library IT network. Green IT

The NetServices team have replaced the ageing equipment in the data-centre that provides the wired network connection to servers, pcs and laptops in the library building.

This means that machines connected with a network cable in the library have a connection to the desktop that is 10 times faster than before allowing for improved network and internet performance.

The new HP switches also use over 30% less power consumption than the equipment it replaces, helping to meet DCU's overall annual energy reduction on campus by 3% per annum.

 





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Nov
26
20,000+ Devices Connect to DCU Eduroam Wireless Service
Posted by [ISS] Justin Doyle on 26 November 2012 03:17 PM

Eduroam Logo

What is Eduroam ?

Eduroam is the new wireless service available on the DCU campus which is part of a global wireless intitiative. The service is authenticated and encrypted to protect you and your data while using the network. Further information on the general eduroam project is available here: http://www.eduroam.org/

 

How to Connect in DCU

Connecting to eduroam in DCU is documented on our website here: http://eduroam.dcu.ie

Please remember to enter 'username@dcu.ie' when prompted for your username. e.g. Staff should use this format: 'bloggsj@dcu.ie', and students should use a similar format: 'bloggsj2@dcu.ie'. Adding '@dcu.ie' to your username enables you to connect to eduroam anywhere in the world with your DCU credentials. The password required for eduroam is your standard DCU network password.

Popularity of Eduroam in DCU

Since the beginning of August 2012 there have been in excess of 20,000 unique mobile devices connected to eduroam in DCU. Quite a lot of people now carry more than one wireless device which accounts for the large number. The majority of these devices are owned by DCU students (> 75%) and the remainder are owned by DCU staff (> 20%) with a small proportion belonging to visiting staff and students from other institutions.

Thank You

ISS realise that the move to this new network has been inconvenient for those familiar with our previous unsecured wireless network. Everyone must now authenticate to the network, and some devices need special configuration before connecting correctly. We thank you for your patience while eduroam has been rolled out across campus. We hope that you will enjoy the benefits of this secure worldwide wireless service.


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