McCombs School of Business
Technology Training Team
Training Team : Students : Graduation

To ALL Summer 2007 Graduates

Congratulations on your upcoming graduation!  As you transition into the next phase of your life, don't forget about your McCombs technology resources.  Your MSB account, email, McCombs website, and McCombs notebook computer will all be affected by your graduation. Read on to learn what to do and why. Do this before August 27!

Essential Steps to Prepare for Graduation:

This is a checklist of things you must do before you graduate. Detailed explanations can be found below. You must do this before your account is scheduled for deletion on August 27.

  1. Set up an alternate email address (like Yahoo, Hotmail, etc.)
  2. Set up lifetime email forwarding (instructions)
  3. Copy everything from your H: drive to CD or computer (instructions)
  4. Copy your McCombs website to CD or computer (instructions)
  5. Buy any software you need from the Campus Computer Store (it's your last chance to buy cheap software!) - we highly suggest you purchase Office 2003 and Windows XP, if you haven't already
  6. Download the anti-virus installation file from Bevoware and copy it to CD
    (Do not install it at this time!)
  7. If you use Outlook personal folders, find out where they are saved (instructions)
  8. Back up your computer! (I.e., save your important files to CD-R or memory stick.)
  9. If you own a McCombs notebook, reset your Administrator password (instructions)
  10. After August 30, grab your mailbox back-up from McCombs Online Resources (instructions)

Need help? You can attend one of the disorientation sessions.

*We recommend that you read through the FAQ section below*

Disorientation Sessions

The Technology Training Team is holding office hours to assist students with disorientation.  If you feel you need individual help in completing the ten steps above, you can come to the Training Team office during the hours listed below:

Dates:
Monday - Thursday, August 13 - 16
Wednesday - Friday, August 22 - 24
Hours:
8 am - 11:30 am
1:30 pm - 5 pm

 

Frequently Asked Questions

Email and server space

McCombs Notebook Owners

After August 27

Email and server space

Q. What services are getting disabled, deleted, shut off, whatever you call it?

A. When you graduate, you keep your computer, but lose the following McCombs services:

  • Your email mailbox on the Exchange Server
  • Your McCombs website
  • Your H: drive space on the busstorage2 server
  • Your SWAT Shop support
  • Your Technology Training support
  • Your MSB account

Your University resources also change, like UT-EID, @mail accounts, and WebSpace. For more information, go to ITS' Graduation website.

Q. Why is my McCombs mailbox (and H: drive, website, etc.) getting deleted?

A. As a McCombs student, you were granted certain technology services in order to help you achieve your academic goals. When you graduate, we disable these services because we need to make space for the new incoming students.

Q. When are these services disabled?

A. On August 24, the UT System will post degrees. This information is transferred electronically to the McCombs School of Business systems and your MSB account is flagged for deletion. The deletion process will begin as soon as we receive the information from the UT System, so it may start as early as August 27 morning, later in the day, or on August 28. This means that starting around August 27, you will NO LONGER be able to access the McCombs computer network: no more logging in to the business school computers, accessing your business school email account, or connecting to your H: drive.  To avoid any disruption and hassle, make sure you complete the essential steps above before August 27!

Q.  What is an Outlook personal folder?  How do I find out where mine is saved?

A.   Personal Folders are folders that you create on your hard drive to store email messages. Personal Folders have a .pst extension.   You can find out if you have a personal folder by looking at your folder list in Outlook.  Personal folders are often named Archive or Personal folder.

Unless you designated to save your personal folder in a specific location it is probably saved in Outlook's default location.  Follow the instructions below to find out where your personal folder is saved:

  1. Open Outlook.
  2. Right click on the personal folder in your folder list.
  3. Select Properties.
  4. Click the Advanced button.
  5. Look in the File name field to find out where your file is saved.  You may want to write down the path.

Q. What happens to my email when my mailbox gets deleted?

A. When your mailbox is deleted on/around August 27, we will create a back-up of everything that is currently in your mailbox. So any email received in your mailbox before your account is deleted will be saved in this back-up. You will need to grab this back-up and open it in Outlook if you want to see old email, your contacts, and your calendar.

If you set up lifetime email forwarding, any email sent to your McCombs email address after your account is deleted will be automatically forwarded to your alternate email address. If you don't set up email forwarding, your emails will bounce back to the sender as undeliverable.

Q. How do I get my mailbox backup?

A. Your mailbox back-up will be available for download through McCombs Online Resources by August 30 (but possibly earlier). Follow the below instructions to download your mailbox back-up. Your mailbox backup will be available for download until the end of the business day on September 24. After September 24, you will not be able to download your mailbox.

  1. Go to https://www.mccombs.utexas.edu/mor.
  2. Log in with your UT-EID.
  3. Click Update Profile.
  4. Scroll down to the bottom of the page and click on Manage Lifetime Email Forwarding Settings (in large navy font).
  5. At the top of the Lifetime Email Forwarding Settings page, click on the link PST FILE DOWNLOAD.
  6. In the pop-up window, select Save and save the zip file to your Desktop.
  7. Double-click on the .zip file to open it in WinZIP.*
  8. Select the .pst file and click Extract.
  9. Extract to My Documents or somewhere else on your computer. Pick a permanent location - it is cumbersome to move a .pst file to a new location once you have opened it in Outlook. Click Extract.
  10. Close WinZIP.
  11. Follow the instructions below to open this file in Outlook.

* You can use any program that is able to open .zip files, but these instructions are designed for WinZIP users. If you do not have any programs that can unzip .zip files, you can download a trial version from www.download.com.

Q. How can I view my mailbox backup through Outlook?

A. After your McCombs mailbox is deleted, your regular Outlook profile will no longer work. You will need to set up a new Outlook profile to access your mailbox backup, any archive folders you have, and any other email accounts you check through Outlook. These instructions are for Outlook 2003.

  1. If Outlook is open, close it.
  2. Open the Control Panel by going to Start > Control Panel or  Start > Settings > Control Panel.
  3. If you are in Category View, switch to Classic View by clicking Switch to Classic View on the left side of the Control Panel.
  4. Double-click on Mail.
  5. Click Show Profiles.
  6. Click Add.
  7. Give the profile a name, such as "Graduate" and click OK.
  8. Select "Add a new e-mail account" and click OK.*
  9. Click Cancel.
  10. On the pop-up window, click OK.
  11. In the Mail window, select "Always use this profile" and select your new profile.
  12. Click OK.
  13. Open Outlook.
  14. At the Outlook Startup window, click Next.
  15. Select No and click Next.
  16. Check "Continue with no e-mail support" and click Finish.
  17. Go to the File menu and select Open > Outlook Data File.
  18. Browse to your email backup file and click OK. (If you have not already downloaded and saved your backup mailbox to your computer, follow these instructions to do so.)
  19. A second "Personal Folders" will open in the Mail Folder list. This contains your McCombs email account! If you go to the Calendar or Contacts section, you can view your McCombs items by selecting "Calendar in Personal Folders" or "Contacts in Personal Folders".
  20. If you have an archive folder, you can open it by following steps 17 - 18 and browsing to your archive file.

NOTE: Unless you attach another email account to Outlook, Outlook is an email reader only. You cannot send emails unless you attach Outlook to an active email account.

* If you have another email account that you want to view through Outlook, you can add that account at this point, or come back later and add it. The Technology Training Team does not support other email accounts and cannot provide information on how to set up these accounts. You will need to talk to the other email account's administrators or look in their help files for information on how to set them up through Outlook.

Q. How does lifetime email forwarding work?

A. Lifetime email forwarding is available for all students who graduate from the McCombs School of Business.* With this service, any email sent to your McCombs account will be automatically forwarded to another email address that you specify. Although your McCombs mailbox goes away, your actual McCombs email address lasts forever.

You can set up lifetime email forwarding as soon as you want, but it will not begin until your account is deleted on or around August 27. When your account is deleted, your mailbox will be backed up and then deleted, and all email will forward to your alternate address. Make sure you have set up lifetime email forwarding before August 27 so that you don't lose email. If you don't have lifetime email forwarding set up when your account is deleted, any emails sent to your McCombs email account will bounce back to the sender. You must have this set up before your account is deleted.

If your preferred email address changes over the years, you can come back as often as you want to update your forwarding address. Your mailbox back-up will be available for you to download by August 30.

* Exchange students and students transferring to other colleges do not qualify for lifetime email forwarding. Only students who graduate with a degree from the McCombs School of Business are eligible.

Q. How do I set up lifetime email forwarding?

A. Follow these instructions to set up lifetime email forwarding. Although Lifetime Email Forwarding won’t begin until you officially graduate and your MSB account is deleted on or around August 27, you can set up the forwarding now so it will kick in as soon as you graduate, and you won’t miss a single email. You should set up lifetime email forwarding BEFORE August 27!

  1. Go to https://www.mccombs.utexas.edu/mor.
  2. Log in with your UT-EID.
  3. Click Update Profile.
  4. Scroll down to the bottom of the page and click on Manage Lifetime Email Forwarding Settings (in large navy font).
  5. Email forwarding status will be set to "Disabled" and Lifetime-Email Addresses Available status will be set to "Pending."
  6. In the Destination Email Address box, enter your alternate email address (such as janedoe@yahoo.com).
  7. Click Update.
  8. Both statuses will now be set to "Pending."
  9. Once your MSB account is deleted, your Lifetime Email Forwarding will be turned on and all email sent to your McCombs email will be forwarded to your alternate email address.  The statuses will say "Enabled" and "Active."
  10. You can come back to this screen at any later date and change your forwarding address or stop forwarding altogether. Just log in through the Alumni Login at the MOR site.
    To stop forwarding, delete the destination email address and click Update. Emails sent to your McCombs email address at that point will return to the sender with a bounce-back message.

Q. Once lifetime email forwarding starts, can I make my email replies appear to come from my McCombs email account?

A. Not usually. When you receive email sent to your McCombs account at your alternate email address, all replies will come from the new email address, not from your McCombs address, unless your alternate email system lets you set up a second email address. Gmail allows this feature, but many other free email systems do not. Look at your email system's Help for more information.

Q. Does my @mail.utexas.edu account also forward?

A. No. This email service is provided by ITS and they do not provide email forwarding. Instead, your email account is guaranteed for 6 months after the 12th class date of the next semester. Your email account may exist longer than this, as they only do periodic purges, but it is only guaranteed for this long. You can forward your @mail account while it is still active, but once it's deleted, it's gone for good. To forward your active @mail account, go to http://mail.utexas.edu. For further questions, see ITS' graduation website or contact the ITS Help Desk at 475-9400.

Q. I'm confused - what's the difference between my McCombs email account and my @mail account?

A. Many undergraduates use the email provided by the University which ends in @mail.utexas.edu. You can view this email from the Webmail link on the main UT webpage, through Outlook Express, or through Outlook.

All McCombs students automatically receive a McCombs School of Business address, which ends in @[class].mccombs.utexas.edu, where class = your degree and year, such as @bba03.mccombs.utexas.edu or @mba07.mccombs.utexas.edu. This email can be viewed from the Webmail link on the McCombs School of Business webpage or through Outlook.

Some undergraduate students forward their @mail email to their McCombs email account, but no one can forward an active McCombs account to their @mail address.

McCombs email accounts receive lifetime email forwarding; @mail accounts last 6 months past graduation and then are deleted.

Q. What is my H: drive?

A. All students receive personal network storage space, typically referred to has "Home Drives" or "H: Drives." Undergraduate students are allocated 200 MB of storage space and graduate students are allocated 500 MB. When you log into a McCombs Computer Lab machine, your H: drive is automatically connected to your account. Any files saved on a lab computer are actually saved onto your H: drive. You can also connect to your H: drive by mapping to it from your personal computer; all MBAs mapped to this drive during technology orientation.

Your H: drive is deleted when your account is disabled, so if you want to save anything you have saved here, you need to copy it to your personal computer and/or CD before the account deletion date.

Q. How do I make a copy of my H: drive?

A. From a lab computer to a memory stick:

  1. Insert your memory stick into a USB port of the lab computer.
  2. Open My Computer.
  3. Under Network Drives, you will see [msb account]$ on busstorage2 (H:). Double-click this to open it.
  4. Select any files you want to keep and copy them to the memory stick drive.

From a lab computer to CD:

  1. Insert a blank CD-R into the computer's CD drive.
  2. Open My Computer.
  3. Under Network Drives, you will see [msb account]$ on busstorage2 (H:). Double-click this to open it.
  4. Select any files you want to keep and copy them to the D: drive.
  5. In the D: drive screen, click Write these files to CD and follow the instructions.

Using a personal computer:

  1. If you are connecting from off-campus, you will need to run VPN before connecting to your H: drive. If you are on-campus, proceed to step 2.
  2. Open My Computer.
  3. Under Network Drives, you should see [msb account]$ on busstorage2 (H:). Double-click this to open it. If you do not see your H: drive, you can connect to it by following these instructions.
  4. Select any files you want to keep and copy them to another folder on your computer.
  5. If you want to back up these files, you can burn the files to CD or place them on a memory stick as directed above.

Q. How do I make a copy of my McCombs website?

A. As a McCombs student, you were given a free Business School website. You will lose this when you graduate, so if you were using it, make sure you download it to your computer. Then you can find another place to republish it. (Please note that if your new web server does not support FrontPage extensions, some of your website may appear “broken.”) The technical support staff at your new site should be able to help you publish your website to its new location.

Your website URL is based on your email address. For example:
http://[class].mccombs.utexas.edu/first.last

Examples:
http://mba06.mccombs.utexas.edu/jane.doe
http://bba02.mccombs.utexas.edu/tom.sawyer
http://mpa06.mccombs.utexas.edu/ima.hogg

To save your website to your computer using FrontPage 2002 (see below for 2003 instructions):

  1. If you are connecting from off-campus, you will need to run VPN before connecting to your H: drive. If you are on-campus, proceed to step 2. You must have FrontPage installed on the computer you are using.
  2. Open FrontPage.
  3. From the File menu, select Open Web.
  4. In the Web name text box, type your website address and click Open.
  5. You will be prompted to log in. Your user name is mccombs\[msb account] where msb account = your McCombs account.
  6. Once your site is open, go to the File menu and select Publish Web.
  7. Click Browse and select a place to save your web. You can add a new folder for this. Or, instead of clicking Browse, simply type
    C:\My  Documents\mccombs_website.
  8. FrontPage will tell you that you don’t have a web created at that location, and would you like to create one. Click Yes.
  9. Click Publish.
  10. Some files may rely on server-side support, and a message will appear telling you that these files may not function on the copy saved on your computer.
  11. FrontPage will make a copy of your website on your computer.

To save your website to your computer using FrontPage 2003:

  1. If you are connecting from off-campus, you will need to run VPN before connecting to your H: drive. If you are on-campus, proceed to step 2. You must have FrontPage installed on the computer you are using.
  2. Open your website through 1 of 2 ways (if one doesn't work, try the other):
    - Open your website in Internet Explorer. On the toolbar, click the Edit with Microsoft Office FrontPage button.
    - Open FrontPage. Go to the File menu and select Open Site. Type your website address and click Open.
  3. You will be prompted to log in. Your user name is mccombs\[msb account] where msb account = your McCombs account.
  4. Go to the File menu and select Publish Site.
  5. Select File System and either click Browse and select a place to save your web, or simply type C:\My Documents\mccombs_website. Click OK.
  6. Click Publish Web site.
  7. FrontPage will make a copy of your website on your computer.

If you are using a lab computer, you will then want to copy the entire web folder to CD or memory stick.

From a lab computer to a memory stick:

  1. Insert your memory stick into a USB port of the lab computer.
  2. Open My Computer or My Documents and browse to your web folder.
  3. Select the entire folder and copy it to the memory stick drive.

From a lab computer to CD:

  1. Insert a blank CD-R into the computer's CD drive.
  2. Open My Computer or My Documents and browse to your web folder.
  3. Select the entire folder and copy it to the D: drive.
  4. In the D: drive screen, click Write these files to CD and follow the instructions.

Q. What about my WebSpace?

A. WebSpace is a resource for web publishing and file storage provided by ITS. WebSpace is only available while you are an active student and will be disabled after you graduate. The official cutoff date is the 12th class date of the semester following your graduation (for spring graduates, this is the summer session). If you want to save anything from WebSpace, you should download it before the 12th class date of the following semester. For further questions, go to the ITS graduation website or contact the ITS Help Desk at 475-9400.

McCombs Notebook Owners

Q. Should I get my notebook re-imaged before I graduate?

A. If your computer has been acting slow or giving you trouble of any kind, now is your last chance to get re-imaged. You may want to start with a clean slate before you graduate. This is the simplest and best way to make sure all your software is working perfectly before you walk out the door.

If you choose to re-image, don’t forget – back up before you get re-imaged! Also don’t forget that your computer will lose any other software you’ve chosen to install yourself (Quicken, AIM, Photoshop, etc.) and you will need to reinstall it.

If you are not sure how to back up, check out our notebook maintenance webpage or ask the SWAT Shop staff to show you how.

Q. What's this about an Administrator password?

A. Your notebook computer should have at least 2 accounts - your regular login account and an Administrator account. The Administrator is an all-powerful account that allows you to log into your computer in safe mode and is often used by technical support to troubleshoot problems on your computer. (Your regular login account is an administrator, but is not the Administrator.)

If you start having problems with your computer and need to contact Dell support, they may ask you to log into your computer as Administrator, so it's important that you know your Administrator password. While you are logged in with your regular account, it is easy to reset your Admin password, so set it now while you can.

To reset your Administrator password:

  1. Right-click on My Computer and select Manage.
  2. Double-click on Local Users and Groups.
  3. Double-click on Users.
  4. In the list on the right, you should see at least 2 accounts - Administrator and your regular account. You may see more accounts listed; these are usually from tech support.
  5. Right-click on Administrator and click Set Password.
  6. On the pop-up warning screen, click Proceed.
  7. Type in your new password and confirm it, then click OK. We recommend making this password the same as your regular login password so that it's easy to remember.

Q. Does my anti-virus software expire?

A. No! The University license for Symantec anti-virus is perpetual, meaning it will continue to receive updates even after you graduate.

Q. Why do I need a copy of the anti-virus installation?

A. Although the anti-virus software that is installed on your computer will last forever, things do happen to computers. If you need to reinstall Windows for any reason or the anti-virus software gets corrupted, you will need to reinstall anti-virus software. So save a copy now, while it's free to you! (Make sure to burn it to CD.)

Q. Why do I need to purchase copies of Office 2003 and Windows XP? I thought I bought those with my McCombs notebook.

A. When you purchased your computer, you purchased licenses for MS Windows and MS Office, but you did not purchase the actual installation CDs. While you are a student, you can just get a re-image, but after you graduate, if you start having software problems, you will need to reinstall from CD.

While you are a student, you can purchase copies of Microsoft Office 2003 and Windows XP at the Campus Computer Store. Office 2003 costs $25 (does not include FrontPage), Windows XP costs $20, and FrontPage 2003 costs $14. Bring your ID with you and go early! They often sell out at the end of the semester.

* You are only allowed to purchase 1 copy of Office and Windows per version. So if you already purchased this at some point using your student discount, you cannot buy it again.

Q. Can I still get SWAT Shop or Training support after I graduate?

A. Unfortunately, no. We are only able to assist currently enrolled students. The Training Team will answer calls regarding graduation-related questions for a short period following the end of the semester, but we are not able to provide any continuing support. The SWAT Shop will close at the end of finals, so visit them now if you are having issues - don't wait to the last minute!

Q. Who can I contact for help in the future?

A. After graduation, the SWAT Shop will no longer be your first stop in computer support. You will start receiving computer support directly from Dell. You will no longer receive support from the McCombs School of Business Computer Services department, Technology Training Team, or the SWAT Shop. Any computer problems you encounter will need to be addressed with Dell. Your warranty lasts 3 years from the date it was delivered.

Please note, Dell does not support your Office applications or other software. They can only assist you with hardware and operating problems. If you have major software problems, you will need to reinstall Office from the CDs you purchased from the Campus Computer Store.

Contacting Dell:
Dell’s website should be your first stop for support.
http://support.dell.com/

To contact Dell by phone:
Technical Support or Customer Care
1-800-274-1410

You purchased your notebook through an Education Contract, so you don’t have to call Dell’s general service number.

If you are moving to another country, don’t forget to transfer your support. You can call the above phone number or visit this website for more information:
http://www1.us.dell.com/content/topics/global.aspx/services/en/
international_support?c=us&cs=19&l=en&s=dhs

After August 27

Q. Can I still get into McCombs Online Resources to update my profile after I graduate?

A. Yes. After you graduate, you will still be able to log into MOR using your UT-EID. Your options will change to alumni options starting on the 12th class date of the semester following your graduation.

Once you graduate, your MOR profile is no longer tied to UT-Direct. You will need to enter address changes directly into the MOR Profile. Entering your employer information can help provide networking services for your fellow alumni and currently enrolled students.

Q. I'm trying to log into my email and I'm getting an error message. What happened?

A. On August 27, your mailbox was deleted. This means that you can no longer log in to check your email on the McCombs Exchange server through Outlook or Outlook Web Access (webmail). If you set up lifetime email forwarding, any messages received after August 27 will be sent to your alternate email address.

If you didn't set up lifetime email forwarding, messages sent to you after August 27 are bounced back to the sender. You can still set up email forwarding now so that you don't miss any more emails.

Your entire mailbox, including emails received before August 27, your calendar, and contacts has been backed up and will be available for you to download starting sometime around August 30. This download will only be available until September 24. Your mailbox download will no longer be available starting October 1. We have instructions for grabbing this mailbox here.

Q. How can I view my mailbox backup through Outlook?

A. If you've been using Outlook to view your McCombs email, you'll notice that your profile is broken. You can set up a new profile to view your mailbox backup by following these instructions.

Q.  How can I view my Outlook personal folder through my new profile?

  1. Open Outlook.
  2. Go to the File menu and select Open > Outlook Data File.
  3. Browse to your personal folder and click OK.

Q. I need to grab a document from my H: drive, but my password isn't working. What's going on?

A. Your MSB account was disabled on August 27 and your mailbox, H: drive, and website were all deleted at that time. Your H: drive server space no longer exists and you will not be able to recover any files from it.

Q. I forgot to grab one of my files from a lab computer. Can I still get it?

A. Your MSB account was disabled on August 27, and everything associated with your account on the lab computers was deleted at that time. These files no longer exist and you will not be able to recover them.

Q. My McCombs Notebook is having problems. How can I get help?

A. Please see the section on who you can contact for help in the future.