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Remove references to @hermes.cam.ac.uk in your email client's settings or you won't be able to send email after migrating to Exchange Online

Exchange Online is configured to operate with addresses of the form CRSid@cam.ac.uk (where CRSid is your own user identifier), so you need to make sure that you change any references to your old CRSid@hermes.cam.ac.uk address in your email client program and anywhere that people may discover your email address as this will no longer be routed to you.

Removing any references to @hermes.cam.ac.uk addressing in your email client’s settings is also important because any settings that say: "Always send outgoing email from CRSid@hermes.cam.ac.uk" may cause you to be unable to send any emails or send emails with an apparent address that will prevent people from replying to you successfully.

Such settings may continue to apply even after you have added your Exchange Online mail account (as the program has no way to tell that this should now be your preferred outgoing account if something different has already been set).

In general you should check your account settings and make sure that Hermes is only mentioned in any server settings (e.g. imap.hermes.cam.ac.uk as the incoming mail server) and that your email address is always set as CRSid@cam.ac.uk NOT CRSid@hermes.cam.ac.uk)

Lookup

1. Go to your page in Lookup: https://www.lookup.cam.ac.uk/self and click the Details tab.

2. Check that the details shown in the following fields refer to your @cam.ac.uk email address, and edit them if necessary:

  • Email address field = CRSid@cam.ac.uk
     
  • @cam delivery address field:
    The migration process should automatically update the Lookup delivery address, but check this after migration has run in case of any problems – it should be updated to something like CRSid@universityofcambridgecloud.onmicrosoft.com – for technical reasons, this does NOT use your @cam.ac.uk email address.

2. If the “reply-to” field in your email client refers to CRSid@hermes.cam.ac.uk, change it to CRSid@cam.ac.uk.

3. Check that none of the other fields in your account refer to @hermes.cam.ac.uk. If necessary, change them to @cam.ac.uk.

4. If your preferred outgoing email account is set to CRSid@hermes.cam.ac.uk, change it to CRSid@cam.ac.uk.

Outlook desktop application

  1. Select Outlook > Preferences and click the Accounts button.
    Your email login needs to refer to Hermes until you actually migrate, but it should be removed from the account description.

     
  2. Go back to Preferences and check that your signature doesn’t mention Hermes.
    You will have to set up your signature again when you add your new Exchange Online account, but changing it in advance will help to ensure that people you regularly correspond with start using the correct address.

Apple Mail

  1. Go to Preferences and check that the email address from which all your messages are sent is set to CRSid@cam.ac.uk
    This setting remains active after adding your new Exchange Online account and if it is still set to CRSid@hermes.cam.ac.uk you will not be able to send email after you have migrated.

     
  2. Check that both the preferences for the Hermes account and for the program overall have been set correctly.

Any aliases on the account

  1. Mail > Preferences, then click Accounts.
  2. Select the Hermes account then click Account Information.
  3. Click the Email Address pop-up menu, choose Edit Email Addresses. If an alias has been set in order to send email as CRSis@hermes.cam.ac.uk select the alias then click the Remove button (looks like a minus sign).

Sending preferences for Apple Mail itself

  1. Choose Mail > Preferences, then click Composing.
     
  2. Scroll down to Send new messages from and change the account to CRSid@cam.ac.uk (or just set it to send from the currently selected account).

Thunderbird

  1. Select Tools > Account Settings then click your Hermes account. Check that your email address is CRSID@cam.ac.uk not Hermes and that your reply to address is either blank or CRSID@cam.ac.uk and that your signature doesn’t mention Hermes.

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