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How to self-migrate your Hermes mailbox

Phase 1 – first pass: slow migration of the bulk of your mailbox data

  1. Launch a browser and naviagte to the Hermes Migration web page at: http://migrate.hermes.cam.ac.uk
     
  2. Log in with your CRSid and Hermes password (this will now be the same as your Raven password because you have synced them):

    01
     

  3. Ensure the cam.ac.uk (for ongoing staff and students) option is selected in the drop-down menu and click the Authenticate to Exchange Online button:

    02

  4. You will now see the University of Cambridge Microsoft login screen. Log in with your CRSid@cam.ac.uk email address and Raven password:

    03

     

  5. Fill in your Hermes Username (CRSid) and your Raven password (i.e. this is now your Hermes password), and click the Queue migration button:

    04

    Target Folder on Exchange Online
    You can choose to leave this blank so that all the contents get copied to directly into the root/top level of the Exchange Online Mailbox folder to be at the same level as the Inbox, Sent Items, Drafts, etc. folders Instead of into a sub-folder called Hermes within the Mailbox. There are some important consequences to be aware of before you do this – see Setting a target destination folder.

    Optional: you can choose to exclude some of your top level mail folders by listing them, one per line, in the text field. If you want all your mail migrated, leave this field blank.

    NOTE: Duplicate folder names error
    Unlike Hermes, Exchange Online is case insensitive, so it will try to treat Hermes folders called 'SPAM' and 'spam' as the same folder and get confused. You may see an error message like the one below, listing any folder names that will cause a problem during migration. In this case you must go into Hermes and change the name(s) of the folders listed in order to to remove any duplication, e.g. in the example below, you could change either one of these folder names to 'moreSpam' to resolve the naming conflict:

    duplicate folder names error
     

  6. You will now see a confirmation that your mailbox is in the slow queue for migration.
    You can Log out now.

    05
     

    Progress updates
    If you wish to check on progress and get an estimate of completion time, you can return to this page and click the Refresh button.
    The progress states are:

    NONE: Starting state. Waiting for your Hermes username and password in order to proceed to the initial upload phase.
    SLOW_QUEUE: Queued for initial synchronisation.
    SLOW_ACTIVE: Initial upload in progress. This may take several days to complete if you have a lot of email.
    SLOW_DONE: Initial upload complete.

    For example:

    08

  7. You will receive an email when the first pass is complete.
    On the Hermes Migration website, the Current state now displays as SLOW_DONE, and there is a summary of the activity:

    09

Errors during the first pass
In the unlikely event that you receive an email reporting that the first stage has failed, please email with details of the error and the UIS Hermes migration team will investigate and come back to you.

 

Phase 2 – second pass: fast migration of what's left in your Hermes mailbox and switching over to your Exchange Online mailbox

    1. After you have received an email to confirm the first pass is complete, return to the Hermes Migration web page and log in as above: http://migrate.hermes.cam.ac.uk
       
    2. Enter your Hermes Username (CRSid) and your Hermes Password (i.e. this is now your Raven password), and click the Queue migration button, to start the process:

      09b
       

    3. You will see a confirmation that your mailbox is now in the queue.
      You can log out now. 

      10

      Progress updates
      As before, you can return to this page to see a progress update. The options are:

      FAST_QUEUE: Queued for fast incremental update. You should start to use Exchange Online rather than Hermes here.
      FAST_ACTIVE: Incremental upload in progress. Should complete in less than an hour.
      FAST_DONE: Everything complete!
       

    4. You will receive an email confirming the second stage is complete.
      Start using your Exchange Online mailbox now.
      New emails are now being delivered to your Exchange Online mailbox.
       
      IMPORTANT CHANGES TO UNDERSTAND:

      1. All email to CRSid@hermes.cam.ac.uk will bounce.
      If you have been promoting the @hermes.cam.ac.uk domain as your email address, all email sent to CRSid@hermes.cam.ac.uk will bounce. The sender will receive the following automated response:

      This message has not been delivered as this user's email address has changed. Please resend your message to XXXX@cam.ac.uk and update your records.

      2. Your Hermes mailbox is now view-only.
      You can still log in to view its contents, but you won't be able to make any changes or send email from it.
       

    5. In an emergency, please .
       
    6. OPTIONAL: Migrate the contents of your Hermes Address Book.

 

IMPORTANT: Remove @hermes.cam.ac.uk settings in your email client and Lookup

  • If you have used the @hermes.cam.ac.uk domain in your email settings, you must remove these settings so that you can send email after your mailbox has migrated and the Hermes email service has closed.
     
  • If you have advertised CRSid@hermes.cam.ac.uk as your email address, you should make your contacts aware that your email address has changed to CRSid@cam.ac.uk. Once your mailbox has migrated,anyone sending email to @hermes.cam.ac.uk email addresses will get a bounce notification and the email will not be delivered to you.

Follow the instructions at: How to remove your @hermes.cam.ac.uk email server settings

 

Resetting your Hermes mailbox migration

If you mistakenly migrated data into the wrong Exchange Online platform in step 3 of the first phase, you can return the Hermes Migration engine to its original state (i.e. go back to the start of the migration process) and migrate it to the correct location.

       Note: if you set a blank target destination folder during migration, using the Reset Migration option will duplicate your previously migrated items: see Setting a target destination folder.
 

Return to the Hermes Alumni Migration Tool website, log in and click the Reset (not normally required) button:

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How to get your Exchange Online email

There are two ways to access your new Exchange Online mailbox:

A. Use the Outlook Web Access (OWA) client by logging in to your Microsoft – University of Cambridge account at:

https://www.office.com

B. Set up the Outlook app on desktop and mobile devices. If you prefer another email app, you can use the generic settings to configure your email client. We also have some tips on how to set up Thunderbird.

 

Why can't I see my email in my Outlook Inbox?

Your Hermes email has been moved to a folder called 'Hermes', which is different from the default Inbox. These screenshots are taken from the Outlook Web App, but the process is similar across all Outlook clients:

1. Click the arrow beside the Folders folder to show its sub-folders:
Note: some Outlook clients may show a folder called 'Hermes' at the top level

OWA expand inbox 1

2. The 'Hermes' folder is the top level inbox migrated from your Hermes mailbox. You will also see any sub-folders you created in your Heremes mailbox have been migrated and appear here:

Note: you may wish to rename the 'Hermes' folder to something more meaningful such as your name or @cam email address.
Expand OWA inbox 2