In a nutshell, we are going to use a freeware scripting language called AutoIt to run the gMigrate program for us, and then we are going to use the Windows Scheduled Tasks utility to automatically run the script.

AutoIt

AutoIt is a freeware scripting language, which can be used to automate the Windows graphical user interface. It will work on Windows 2000, XP, 2003, Vista, and Windows Server 2008. One of AutoIt’s cool features is a Windows Info monitor, which you use to determine the ID numbers of command buttons. Once you know those IDs you can write an AutoIt script that will execute a program and interact with it by clicking specific command buttons. In addition, you can also complile the script into an executable file.

The download page for AutoIt is here: http://www.autoitscript.com/autoit3/downloads.shtml.

Assuming that you have already configured your gMigrate with your GroupWise and GMail account information, here is a simple script that will run gMigrate and click the appropriate command buttons:

; gMigrate Automation by Roman Olynyk, 8/4/2009
Run ( “C:\Program Files\gMigrate\CompanionLink.exe”)
WinWaitActive(”gMigrate”, “”, 10)
ControlClick (”gMigrate”, “”, “[ID: 1881]“)
WinWaitActive ( “gMigrate”, “Completed Synchronization”, 20)
ControlClick (”gMigrate”, “”, “[ID: 2]“)
ControlClick (”gMigrate”, “”, “[ID: 1]“)

I saved my script with the name “automigrate.AU3.” Here’s what this script does:

1. Comments begin with semi-colons
2. The Run command needs the exact path. In this script I am using the default installation path for gMigrate. If your path is different, change it here.
3. The WinWaitActive command will wait for up to 10 seconds for the dialog box titled “gMigrate” to appear.
4. Once the dialog box appears, simulate a mouse click to the ” Migrate” command button (ID 1881).
5. After clicking, wait for up to 20 seconds for the message “Completed Synchronization” to appear.
6. When “Completed Synchronization” dialog appears, click the OK button (ID 2).
7. Finally, clicking the OK button (ID 1) on the gMigrate dialog causes that program to close.

That’s it. This is a bare-bones script. A more careful programmer can add proper error handling routines to allow for instances where the gMigrate program might fail. Also, this script will run as a foreground task, as I have not added any commands to hide its operation from the user.

You can test out the script by right-clicking over the AU3 file and selecting “Run Script” from the top of the menu. Once you are satisfied with the operation, you can go to the Tools menu of the SciTE4AutoIt3 program editor and run the complile command, which will convert your script into an executable file.

In a separate posting, we’ll talk about how you can configure Scheduled Tasks in Windows to periodically run your migration script.

1. In the Windows XP Control Panel, select the Scheduled Tasks command.
2. With Scheduled Tasks open, double-click on the “Add Scheduled Task” icon, which should be at the top of the list of tasks.
   
3. A Scheduled Task Wizard will appear; click Next> to continue.
4. The Scheduled Task Wizard will display a list of programs from which you can select. Your automigrate program will not be in this list, so you must use the Browse command button to locate and select it.
5. Once you have selected the program, the wizard will ask you to type in a name for the task, followed by a group of radio buttons for when you would like this task performed. I chose “Daily.”
   
6. After clicking Next> again, the Scheduled Task Wizard asks you to select the time and day when you would like the task to start. I’m configuring my task to run while I’m usually at work, so I chose a time in the morning after I’ve had a chance to settle in and possibly work with my calendar — say 9:30 a.m. Also, since I don’t normally work weekends, I can opt to run this task only on Weekdays.
   
7. The next dialog asks you to provide your username and password for you computer. When you have typed in that information, click the Next> button.
8. The wizard will display a dialog box, which confirms when Windows will run this task. Notice that there’s a checkbox where you can “Open advanced properties for this task when I click Finish.” Select this checkbox, because it will allow you to set how often you want this task to run. As an added precaution, note that you can choose to stop the task if it is still running at the time you’ve selected.
   
9. The Advanced Schedule Options let you set how many times a day you want the program to run.
   
10. Once you click the Apply button, your scheduled task will run under the conditions that you have set for it.

I depend upon my WVU GroupWise account to keep track of my appointments and tasks, but I’m not always at my PC.  Until recently, however, my only recourse for a portable calendar was to use PDA Connect to synchronize my PalmPilot with GroupWise.

My latest device, an iPod Touch, appeared to support many PDA-like functions.  However, I quickly discovered that getting my GroupWise calendar onto the Touch was going to be expensive, vis-à-vis Apple’s MobileMe or CompanionLink.  What’s a penny-pincher to do?

CompanionLink Software used to have a free product called gMigrate, which allowed me to port my GroupWise calendar data over to Google Calendar.  This is not a dynamic process:  I have to run gMigrate every time that I want to pass my GroupWise calendar over to Google calendar.

The “Eureka!” moment came when Google announced Google Sync (Beta) for the iPhone.  This tool lets you synchronize the built-in calendar and contacts on an iPhone (and iPod Touch) with your Google account.  So, you can go from GroupWise to Google with gMigrate, and you can then go from Google to an iPod Touch with Google Sync.  Although this sounds rather complex, you can manage the entire process in just a few clicks – after the initial configuration, of course.

Ingredients:

• iPhone or iPod Touch
• GroupWise account
• Google account
• Google Sync
• gMigrate
• WiFi access

Getting gMigrate

Although gMigrate is no longer available directly from CompanionLink Software, you can still download it from a number of software repositories, such as Cnet’s download.com or Softpedia.

Install gMigrate by running the executable setup launcher.  When you run gMigrate, configure it as follows:

1. In the Email field, type in your Gmail username.
2. In the Password field, type in your Gmail password.
3. In the From field, click the selection arrow and select GroupWise 6.5.
4. Click on the Advanced button, which should display a GroupWise Login dialog:
   
   1. Type in your GroupWise UserID and password
   2. Click OK.
5. Click on the Migrate button.  A CompanionLink Process dialog will indicate your progress.

Successful completion is indicated by a dialog that looks like this:

Google calendar should now be populated with calendar items from your GroupWise account.  Remember that you will have to run gMigrate each time that you want any changes in your GroupWise calendar to appear in Google Calendar (i.e., start gMigrate and click on the Migrate button).

Getting Google Sync for iPhone

Google Sync for iPhone uses the Microsoft Exchange ActiveSync protocol to synchronize the data on your iPod Touch with your Google Calendar.  It will support synchronization with up to five calendars and the contacts in your My Contacts group.

Setting up Google Sync is a fairly straightforward process, but you should be aware that Sync is a beta product.  In addition, the Sync setup will delete the existing contacts and calendar information on your iPhone or Touch.  Backup your data first!

It is not necessary for me to reproduce Google’s instructions here.  Just point your browser to Sync: Set Up Your iPhone or iPod Touch.

Once you’ve set up Google Sync, the synchronization should begin automatically if you have Push enabled on your device.

How can a 587-byte image like this double the size of my email?

Here’s the scenario:  you’re sending a five megabyte attachment, like a PDF, to a group of coworkers.   However, one of the people on your distribution list is “outside” of our mail.wvu.edu system – they’re at hsc.wvu.edu, for example.  The entire body of your message merely says “See attached” and includes your GroupWise signature file, which serves as your electronic business card.  Being the proud Mountaineer, your signature even sports a little 587-byte “flying WV” logo.

You send your mail, but a few seconds later a message comes back from Mailer-Daemon informing you that your message is undeliverable – “Message size exceeds fixed limit.”

“Now wait a minute!” you say.  “The PDF attachment was only 5mb, and the file size limit is supposed to be 10mb.  What gives?”

Would you believe that the 587-byte graphic in the body of your message has caused your mail file to double in size?

Normally, GroupWise would have treated the tiny graphic in the body of your message as part of a rich text message.  However, as soon as GroupWise determined that one of your email recipients was outside of our mail system, it wrapped the entire message, attachment and all, into a MIME.822 “envelope” and added that to the overall email package.  It did this so that any unknown mail client on the internet would be able to make sense of your message.

The only way to prevent this from happening is to avoid putting a graphic (or any other binary) in the body of your message when you are sending to an outside user.

This is not just a cautionary tale about how to exceed a 10mb size limit with a 5mb attachment.  Think about it:  each time that you send an email with a MIME.822 attachment you are doubling the size of an item in your Sent Items folder.  You are also doubling the size of the email that everyone else on your distribution list receives from you!  Sometimes MIME can be a terrible waste.

Reminder: 10-Digit Dialing Starts February 28

On February 28, all local calls placed from 293 prefix numbers at West Virginia University must include all 10 digits (9 + 304 area code + the seven-digit phone number) to complete a call.

The 10-digit dialing requirement is a response to the West Virginia Public Service Commission approval of a new 681 area code assigned to new telephone numbers in West Virginia starting this year. At this time, new numbers may be assigned a 681 or 304 area code.

Inter campus calls will remain 3-xxxx. Long distance calls will continue to require 8 + area code + 7 digit number + TID.

Please refer to http://oit.wvu.edu/telecom/dialing.php to determine which prefixes are considered local calls from the 293 prefix.

What Will Remain the Same?

• Your telephone number, including current area code, will not change. WVU will retain the 304-293-XXXX block of telephone numbers.
• Your local calls are still local calls, even though they must be dialed using ten digits.
• Long distance dialing procedures will not change. Your TID will not change.

If you have pre-programmed speed dial lists using seven digits in your phones, these will need to be updated with 10-digit numbers. WVU Telecommunications is working to update speed dials on Cisco IP phones. For more information, contact the WVU OIT Help Desk at oithelp@mail.wvu.edu or 293-4444.

Please note this does not apply to the GroupWise calendar. At this time, the best way to access your GroupWise calendar on your Apple device is through Safari via https://wvugw.wvu.edu

Checklist:

-A 2nd generation iPhone or iPod Touch, or a 1st generation iPhone or iPod Touch with the latest system update installed (version 2.2).

- You’ll need your username and password for the GroupWise email you want to access.

- You’ll need your Central ID username and password, too. If you don’t know yours, start here http://centralid.wvu.edu

- Make sure your device has an active connection to the internet.

1. Find and open Settings
   
   
2. Select Mail, Contacts, Calendars
   
3. Select Add Account…
   
4. Choose Other
   
5. Enter your account information:
   
   • Name = GroupWise
   • Address is your GroupWise email address.
   • Password is the password you use to access your GroupWise email.
   • Description should fill in automagically.
   • Tap Save to continue.
6. Under Incoming Mail Server, enter the Host Name gwpop.wvu.edu
   
   • User Name is the name you use to log in to your GroupWise email.
   • Password can be left alone. It carries over from earlier.
7. Under Outgoing Mail Server, enter the Host Name exsmtp.systems.wvu.edu
   
   • User Name is your Central ID.
   • Password is your Central ID password.
   • Tap Save to continue.

Now your device will attempt to log in and retrieve your email. Chances are, it will ask you to accept a security certificate. If it does, please do! Or, if it fails to access your account the 1st time, follow the prompts to try again.

Sometimes it takes a minute or two for everything to sync. Be patient =)

Gmail Preferred By Students, But Nothing Beats Texting

Written by Sarah Perez / December 12, 2008

Today’s high-school and college students got their first email account at an average age of 13. Most students have had one of their email addresses for 8 years and have an average of about 2.4 addresses each. But if you really want to reach these students, you should forget email. Send a text message instead.

Read the rest of the story here

I don’t have to tell you that web has changed a lot over the years and email’s role in it is no exception.  Web-based email has become the de-facto standard in email delivery and with good reason.  Here are several reasons why you should be using web-based email if you aren’t already.

1. Permanence – So what happened when you had to change ISPs or switched jobs?  All the sudden you had to tell everyone you had a different email address and they’d need to update their address books.  Annoying huh?  Your web-based email account is you wherever you go or rather you go wherever you want, it just waits for you.    That is not to say that you won’t ever change your address again, it just makes it far easier to extricate yourself from a bad ISP or switch jobs without the headache of updating your email address as well.Web-based email also makes archiving and searching for old email easier than storing it locally.
2. Protecting your privacy – Do you really want your personal shopping habits or financial information to be subject to review by your employer?  Email privacy is not a right that extends to employer sponsored email accounts.  Additionally, if you work for a public institution (such as WVU) your email is subject to Freedom of Information Act requests.
3. Access – Why be tied down to one computer for all of your email?  For those of you still using a POP email client to access your email, you’re really missing out on a much more convienent way to manage your inbox.  Just log on to the web and send all the email you want.
4. Features – There are some great features in many web-based email programs that most people never use – like the Send As feature in Gmail.  I can send email AS any of my email addresses (and I have a bunch) from a single account.  In other words, I can tell Gmail to change the “From” line in any email I send to be from any of my email accounts.  You have to verify that you own the account, but this is a  handy feature.  Occasionally, I’ll need to send something from my work email address, but don’t have time to access GroupWise.  I compose my email and tell it to “Send As” my @mail.wvu.edu email and that way replies are sent to that address instead of my Gmail account.
5. Spam protection – In this area it really just makes sense to let the bigger companies manage the headache of spam filtering.  Why?  Because they do it best.  How much spam do I get in Gmail?  A lot, but it all goes directly to my spam folder very little, if any makes it to my inbox.  I never look at it unless I want to.  It is almost always right in figuring out what is spam and what is not.  Occasionally I’ll get a piece or two but if that is all I have to worry about, no problem.  YahooMail has good spam filtering as well, but I’m not sure if it is as good as Gmail’s. (YahooMail users: feel free to chime in here.)  Anyway – my point is that web-based email providers generally have great resources and methods of dealing with spam.
6. Virus Protection – If it even makes it past the virus protection on the web-based email provider’s system, unless you click on that virus that someone emailed to you, it won’t be downloaded to your computer.  It’ll just sit on their server until you delete it.  You still have to practice diligence in determining what attachments are legitimate, but at least you won’t have to worry that the files are now on your system.

So, OK, there are plenty of reasons to use web-based email.  What, you may ask, are the web-based email options out there?

The major players are GMail, YahooMail, Hotmail, AOL.

Some other web-based email websites are GMX, Lycos, Zenbe, MobileMe, Inbox.com, Mail2Web, Mail.com, FastMail.FM, and many many more.

What should one look for in a good web-based email service?

• Price (most are free)
• Storage space (2-5GB is average, though this will probably just increase as time goes on.  None of these services want to lose users.)
• Ease of use (no point in using it if it is complicated)
• Features (Does it integrate with calendars?  Can you send mail as another account?  Can you download to a POP mail client? etc.)
• Privacy Policy
• Spam Control (Probably the most important.  How good are they at keeping out the spam?)

What makes one preferable to another? I think this comes down to personal preference.  I, personally, prefer Gmail, but I know other people who are just as taken with YahooMail.  It really just depends on what about it appeals to you.  I’d say a good common sense assessment of the service is if it does something you don’t like or doesn’t do something you need, keep shopping.  If you are content, stay put. 

Here are some other articles/lists on this topic:

• Top 17 Free Email Services
• 75+ Email Services That Aren’t Gmail
• Web Email Reviews
• Find the Best Free Email Accounts
• Free Web-Based Email Services

Since the following story was published, Spam at WVU dropped from 15 million instances on Wednesday (11/12/08) to 4 million on Thursday (11/13/08).

The closure of a web hosting firm that is believed to have had spam gangs as clients has led to a drastic reduction in junk mail.

Two US internet service providers have pulled the plug on the firm McColo following an investigation by the Washington Post newspaper.

Anti-spam firm Ironport has seen junk mail levels drop by 70% since McColo was taken offline on 11 November.

But, it warned, it will be a temporary respite from the menace of spam.

Read the rest of the story

One of the students quoted indicated they wished there was a way to mark an email as spam.  I have to admit, I’d like that too.   Unfortunately, that would be part of the application that you use to check email (MIX or GroupWise) and not under OIT control.

Here is the article from the DA.

A look into the system of spam
By Danielle Clements

Every day, the Office of Information Technology receives about 10 million incoming e-mails from outside of the University. And of those 10 million e-mails, 95 percent are spam.

To block spam and other security issues, OIT utilizes specialized software specifically made for businesses, universities and other organizations.

As e-mails queue up in the system, the software check scans for e-mail and IP addresses which are “blacklisted.”

Read the rest of the story online at the The Daily Athenaeum.

If you’d like to take some measures toward cutting down on the amount of spam you receive, take a look at our online resources on this and other topics.