Date added: 2023-11-06
[Update 15.11.2023] Important information on doctoral mail migration
Update: On 15.11.2023 you received a new announcement from the IT Services Center (CUI) team. List of all announcements can be found at the end of the post.
Dear PhD Students,
On behalf of IT Services Center (CUI) at Gdańsk University of Technology, we apologize for the temporary inconvenience in using Gdańsk Tech. e-mail. They are related to the ongoing work on the email servers. The purpose of the ongoing work is to unify the services offered and create dedicated employee accounts in the @pg.edu.pl domain.
In this announcement you will find the following information:
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What were the causes of the reported problems related to your email accounts;
-
What are the assumptions of the new email account policy for doctoral students;
-
What activities do we plan to implement to complete the harmonization of the email account policy for doctoral students;
-
Where you can get additional information regarding email accounts.
1. Reasons for reported problems
So far, the policy of email accounts and their addresses for PhD students has not been regulated. With the implementation of the process of migrating student mailboxes to Microsoft 365, the process of organizing your mail accounts, aliases and shared mailboxes has begun. The problems you reported with sending messages generated by university systems were the result of inconsistencies in your email accounts and the lack of clarity as to which email address these types of messages should be sent to. So far, you could have either only a student account, a student account and an employee account, or only an employee account and aliases to these accounts. Some information in the systems was also out of date.
2. Assumptions of the new email account policy for doctoral students
We have now adopted a consistent policy regarding e-mail accounts for all doctoral students at the University. Each Gdańsk University of Technology PhD student receives:
- basic employee email account in the @pg.edu.pl domain,
- additional employee email account in the @o365.pg.edu.pl domain
- alias to the employee account in the format name.surname@pg.edu.pl, which directs to the basic employee email account (@pg.edu.pl).
3. The process of harmonizing the policy of email accounts for PhD students
On November 3, 2023, in your MojaPG system account all of you had e-mail addresses set so that it is now leading to your primary employee e-mail account. Messages generated by university systems will be sent to this address.
In the first half of December, we will start turning off student mailboxes (@student.pg.edu.pl). You will be notified in advance about the upcoming closing date of your student account. The first step will be to switch them to "read-only" mode, without the ability to create and send messages.
At the beginning of January 2024, they will be closed irrevocably. E-mail sent to student accounts after this date will be forwarded to your employee account in the o365.pg.edu.pl domain. Please, however, do not use them to send e-mail anymore starting today and change the settings in external systems so that e-mails are directed to employee accounts. We also ask you to backup any relevant information that may be available in your student account.
4. Additional materials and information
- Basic employee email account - details available in the help at: Employee mail
- Additional employee email account - details available at MS Office on-line (in polish), password reset follows the same procedure as for MS Teams.
[Update 15.11.2023] Below you can read IT Services Center (CUI) announcements on this issue, which were sent to all PhD students.
Dear PhD Students,
As previously announced, at the beginning of December your student mailboxes will be set to read-only mode. At the beginning of January 2024, they will be closed irrevocably. E-mail sent to student accounts after this date will be forwarded to your employee account in the o365.pg.edu.pl domain. Please retain any relevant information that may be available in your student account before the end of the year 2023.
If you have any additional questions, please contact the User Support Team (Helpdesk) - helpdesk@pg.edu.pl.
Dear PhD Students,
We would like to inform you about the next steps in the process of mailboxes reorganization.
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Dear PhD Students, We would like to inform you about the next steps in the process of mailboxes reorganization. On November 3, 2023, in your MojaPG system account all of you had e-mail addresses set so that it is now leading to your primary employee e-mail account. Messages generated by university systems will be sent to this address.
-
Student email accounts will be closed by the end of the year. You will be notified in advance about the upcoming closing date of your student account. Please, however, do not use them to send e-mail anymore starting today and change the settings in external systems so that e-mails are directed to employee accounts. We also ask you to backup any relevant information that may be available in your student account.
If you have any additional questions, please contact the User Support Team (Helpdesk) - helpdesk@pg.edu.pl.
Dear PhD Students,
In this announcement you will find the following information:
-
What were the causes of the reported problems related to your email accounts;
-
What are the assumptions of the new email account policy for doctoral students;
-
What activities do we plan to implement to complete the harmonization of the email account policy for doctoral students;
-
Where you can get additional information regarding email accounts.
1. Reasons for reported problems
So far, the policy of e-mail accounts and their addresses for doctoral students has not been regulated. Along with the process of migrating student mailboxes to Microsoft 365, we had to start organizing your mail accounts, aliases, and shared mailboxes.
The problems you reported with sending messages generated by university systems were the result of inconsistencies in your email accounts and the lack of clarity as to which email address these types of messages should be sent to. So far, you could have either only a student account, a student account and an employee account, or only an employee account and aliases to these accounts. Some information in the systems was also out of date.
2.Assumptions of the new email account policy for doctoral students
We have now adopted a consistent policy regarding e-mail accounts for all doctoral students at the University. Each PG PhD student receives:
a) basic employee email account in the @pg.edu.pl domain,
b) additional employee email account in the @o365.pg.edu.pl domain,
c) alias to the employee account in the format name.surname@pg.edu.pl, which directs to the basic employee email account (@pg.edu.pl).
3. The process of harmonizing the policy of email accounts for PhD students
In the first week of November, the e-mail address leading to the basic employee e-mail account will be automatically set in the mojaPG system on each doctoral student's account. This will be the address to which messages generated by university systems will be sent. Currently, the system allows you to adjust this address yourself by specifying an external mail operator. We do not recommend such action because we cannot be responsible for the effectiveness of external postal operators.
In the first half of December, we will start turning off student mailboxes (@student.pg.edu.pl). The first step will be to switch them to "read-only" mode, without the ability to create and send messages.
At the end of 2023, we will turn off student email accounts. Therefore, until then, please archive your e-mails yourself or transfer selected messages to your basic employee e-mail account.
4. Additional materials and information
- Basic employee email account - details available in the help at: Employee mail
- Additional employee email account - details available at MS Office on-line (in polish), password reset follows the same procedure as for MS Teams.
If you have any additional questions, please contact the User Support Team (Helpdesk) - helpdesk@pg.edu.pl.
Best regards
IT Services Center Team
Dear PhD Students,
We apologize for the temporary inconvenience in using PG e-mail. They are related to work carried out on mail servers. The aim of the work is to standardize the services offered and create dedicated employee accounts in the @pg.edu.pl domain. We hope that the final solution will meet your expectations and solve the problems reported to us earlier.
Until now, you had an email account on the student email server with an additional, personal email alias in the @pg.edu.pl domain. As a result of the migration of student email to Microsoft 365, your accounts have also been transferred.
Temporarily, you can receive mail addressed to a personal alias in the @pg.edu.pl domain in Microsoft 365. However, you are currently unable to send messages from an address in the @pg.edu.pl domain.
By the end of the week, we plan to complete the work related to creating EMPLOYEE ACCOUNTS in the @pg.edu.pl domain, and not only aliases as before. This will allow you to receive and send messages from the address in the @pg.edu.pl domain.
Next week, we will carry out work related to migrating the contents of your student mailboxes to the new employee mailbox. We will inform you about the completion of this process in a separate communication.
If you have any additional questions, please contact the User Support Team (Helpdesk) - helpdesk@pg.edu.pl.