About migration of the mailing list

Introduction

Migration to the new mail system will be accompanied by migration of the mailing lists to Groups, which is one of the services of Google Apps for Education.

About Addresses in the Mailing List

1. Migration to the new mail system will be accompanied by migration of the mailing list to Groups, which is one of the services of Google Apps for Education.

2. You will be able to continue using the address that you now use (example: test@ml.keio.jp).

   1. You will be able to use both the address you now use and the address in Groups.
   2. Email addressed to the address you now use (example: test@ml.keio.jp) will also be sent to the address at Groups (example: test-group@keio.jp) (beginning in January 8, 2015).
      Note: If you erase or change the name of an address at Groups (example: test-group@keio.jp), it will not be delivered, so be careful to remember this point.
      
   3. The new system will set the mailing list (adding or removing members etc.) with Groups.

Schedule

November 6, 2014: New mailing list functions use the end of the current system
November 11, 2014: Start of use of new system (start of use of Groups), mailing list administrators and sub-administrators are requested to start the migration procedure.
January 8, 2014*: The mailing list function stop using the current system. The mailing list function, the use of the new system only "Groups"

* The planned date for mailing list migration of December 15, 2014 has been extended. From January 8, 2015, members of the “Group” will receive mail as per the mailing list settings.

Precautions

1. Sending email to addresses that you now use (example: test@ml.keio.jp)
   1. From January 8, 2015, you can use email addresses, but the email will be forwarded to addresses in Group (example: test-group@keio.jp) and it will be distributed to members.
   2. Therefore, from January 8, 2015, contents of the new system (Group) will apply to setting of email sending time (members or settings etc.). Contents set under the current system will not be reflected.
      Not performing the mailing list migration procedure may result in people receiving mail not meant for them, or with unintended subject headers.
   3. Beginning January 8, 2015, "Mailing List" can start, but no settings and contents edited by members will be changed.
      These must be done under "Group" in the future.
2. Sending email to address in Group (example: test-group@keio.jp).
   1. This can be used from November 11.
   2. From November 11 to January 7, 2015, when email has been send to an address in Group, two copies of email under the current system (DEEPMail) will be sent to members with Keio IDs. (under the new system (Gmail) only one will be received.)

Principal changes of functions

1. There are the differences such as the following concerning authority.

   Current system "DEEPMailのメーリングリスト"	New system "Google Apps for Education Group"
   Administrator	Owner
   Sub-administrator	Manager
   Mailing list	Group

   Look here for details about the Administrator and Sub-administrator.
   Look in “Google Groups: Roles of the Groups” for details about the Manager and Owner.

1. There are no limits on the number of group prepared or the number of members who can be registered.
   (Under present conditions, when submitting to a member whose email address is an address other than “@keio.jp”, words of guidance such as the following are added. Under present conditions, this cannot be done without the words.)
   Sample words: “To withdraw from this group or to stop distributing email from the group, please send email to xxxxx-group+unsubscribe@keio.jp”.

1. Email you submitted goes into your own “Sent mail” file at Gmail. It does not go into your “Inbox”.
   (At Groups, you can also check the contents submitted by setting the Group’s archive.)

1. You will not be able to temporarily stop or to close a time specified mailing list (You can promptly make it invalid or erase it.)

1. Words of guidance concerning the method of resigning the group will be attached to the end of submitted messages. (You can confirm the contents submitted with the archive function in Groups.)

1. For other changes, look at New and Old Function Comparison (Mailing list) (to be released at a later date).

1. Sequence numbers will be reset. (You can set sequence numbers, but the numbers will be sequential numbers starting from 1.)
   1. If multiple emails addressed to a group have arrived in a short time period, sequence numbers might be duplicated or fail to remain in sequence.

About the Migration Procedure

Administrators or sub-administrators of the mailing lists must perform migration procedures between November 11 and January 7, 2015*.

* The planned date for mailing list migration was December 14, 2014, but this has been extended.

1. Automatic migration by the system side occurs as follows.
   1. On November 6, the mailing list in the current system will migrate (but mailing lists that are stopped on November 6 will not migrate.)
   2. The administrator, sub-administrator, members* will migrate.
      Members will migrate, but be sure to perform the confirmation procedure before and after migration.
2. The system will not perform automatic migration for following items. You must perform the migration procedure yourself.
   1. Information about the mailing list (explanation of the mailing list, submission authority, submission method, setting sequence numbers, etc.)
   2. Email notification setting (setting concerning rejection of submission of email)
   3. State of suspension of a mailing list (present state of suspension, setting suspension by a period
   4. Email awaiting approval
   5. Setting of members (restrictions on each member)

For specific migration procedure steps, check 13. Mailing List Migration Method (Japanese article).

1. In the case where you have not done the migration work yourself by January 7, 2015, the following will occur so be careful to do this on time.
   1. From January 8, 2015, you will not be able to use the current system. (You will be able to confirm members or settings of the mailing list under the current system, but will no longer be able to make settings.)
   2. In the case where you have performed approval control with email submission using the current system, email will be distributed without approval control being done.
   3. In the case where authority has been set (temporary suspension) for each member under the current system, email will be distributed without reflecting the settings.
   4. In the case where it is scheduled for a period to be set and suspension done with a mailing list under the current system, suspension will not occur.

【About Problems】

• See here for problems when using your Keio ID in your new Keio Mail Address and using old Keio Mail mailing lists.

FAQ about the Mailing List

Reference

FAQ about the Groups Administrator

FAQ

1. Will addresses in the mailing list I have used until now change?
2. The current system’s mailing list functions will stop operating on January 8, 2015, but after they have stopped, will I be unable to use the mailing list?
3. It seems that addresses under Groups will be attached, but must I use these addresses in the future?
4. When can I begin using the new address?
5. Can an email address outside Keio University be registered as a member?
   
6. I sent an email addressed to the mailing list, but this email did not reach me.
7. How long will I be able to prepare a mailing list with the current system?
8. Are there any restrictions on cases where a message is sent to a multiple recipients using the Groups?

(Q1)　Will addresses in the mailing list I have used until now change?
(A1)　No. You can continue to use the addresses in the mailing list you have used until now.

(Q2)　The current system’s mailing list functions will stop operating on January 8, 2015, but after they have stopped, will I be unable to use the mailing list?
(A2)　No. You can use the mailing list you have used until that time. But adding or changing members or other mailing list settings will have to be done using Groups. And beginning on January 8, 2015, you will not be able to confirm settings of the current mailing list, so we request that you perform the migration procedure by January 7, 2015.

(Q3)　It seems that addresses under Groups will be attached, but must I use these addresses in the future?
(A3)　You can continue to submit mail using the addresses you have used until now (example: test@ml.keio.jp). But to add or change a member, you must do so at an address under Groups.

(Q4)　When can I begin using the new address?
(A4)　From November 11 when use of Google Apps for Education will begin, it can be used. And email from the address you now use (example: test@ml.keio.jp) will be forwarded automatically to the address of Groups (Example: test-group@keio.jp) from January 8, 2015.

(Q5)　Can an email address outside Keio University be registered as a member?
(A5)　Yes, it can be registered.

(Q6)　I sent an email addressed to the mailing list, but this email did not reach me.
(A6)　Submitted mail is placed in Gmail’s “Sent mail”. It is not placed in the “Inbox”. And you will be able to check the contents submitted by setting the archive of the group under Groups.

(Q7)　How long will I be able to prepare a mailing list with the current system?
(A7)　 You can until midnight November 5, 2014. From November 6, you cannot prepare them on the current system. Please prepare them on the new system from November 11, 2014.

(Q8)　Are there any restrictions on cases where a message is sent to a multiple recipients using the Groups?
(A8)　 Yes there are. For details, look at FAQ concerning groups administrators .

Update History

October 14, 2014: Newly prepared
December 10, 2014: Reflects changes in the stop date for use of the mailing list.（December 15, 2014 → January 8, 2015）