OFFICE 365 Email Migration
Why are we moving mailboxes to the cloud?
- Student mailboxes are in the cloud now. Moving all staff and faculty mailboxes to the cloud allows for mailbox and calendar sharing across our campus user base, enhancing communication and collaboration.
- New and highly desirable collaboration features are available to users with cloud mailboxes. Examples include Groups and Planner.
- Moving mailboxes to the cloud allows us to leverage business class email services and enhanced security features offered by Microsoft.
- At 50 Gigabytes, Office 365 cloud mailbox capacity is significantly larger than our on-premise mailboxes at 2 Gigabytes.
- On premise storage, server and backup resources can be freed up by moving mailboxes to cloud hosted servers.
- Highly redundant mail servers across multiple cloud data centers provides for highly reliable service and guaranteed service levels.
When will my mailbox be moved to the cloud?
- Department migrations will begin the week of January 23rd, 2017. Help Desk staff will be reaching out to each department ahead of their migration to collect pertinent information, confirm the department’s schedule and provide step by step instructions about the move. You will receive an email notice with detailed plans for your department once they are confirmed with your department head and admin.
- Several departments have been identified for early adoption and will migrate ahead of the Spring Semester. Details for these departments will be communicated via email in coordination with the department heads and admins.
- Please see the weekly department migration schedule for further details.
What actions will I need to take before, during and after the migration?
- Before the Migration:
- Review the details for your department’s move to the cloud as provided via email.
- Know your move date and the actions you will need to take once it completes.
- Take this opportunity to clean out old email and folders.
- During the Migration:
- Your email folders and messages will be moving to cloud servers. This migration process runs in the background and you will be able to use email as usual during this time.
- Await the email notice confirming migration completion.
- After the Migration:
- Work Computer:
- On windows computers, look for a pop-up message in your outlook client stating that your system administrator has a made a change requiring you to exit outlook
- On Mac computers, look for a warning message in your outlook client about connectivity issues and/or that you are working off-line.
- Exit outlook and then shutdown and restart your computer. This is an important step so that configuration changes can be applied to your outlook client
- Re-booting your windows computer can take about 15 minutes, depending on how many updates are pending. All updates that are pending will be applied at re-boot, so the larger the number, the longer it will take. A user will see how many updates they have when they re-start their computer. It will show up on the screen to help them know how long it might take..
- Login to Outlook and verify that your email and folders are present and shared mailboxes and calendars are accessible as expected.
- Mobile Devices:
- Mobile devices may require you to drop and re-add your email account. See instructions here.
- You can also choose to use the new Outlook Mobile app, available for Android and iOS. If desired, drop your email account from your native email app and download outlook mobile for free from your app store.
- Home Computer:
- After migration completes, exit and restart your outlook client on your home computer.
- If you experience any access or other issues, you may need to drop and re-add your user profile. For instructions click here.
- Contact the Help Desk (x7000, firstname.lastname@example.org) if you have any concerns or need assistance accessing your email.
- Work Computer:
What will be different after my mailbox moves to the cloud?
- Outlook Login Pop-Up Box
- You will notice a login pop-up box when you open the outlook client after the migration. Sign in with your network username and password.
- Accessing Web Mail
- After your mailbox migrates you can access web mail via the Office365 Portal at sso.up.edu or portal.office.com. You will see a new mail tile and calendar tile along side your other app tiles on your Office 365 landing page.
- You can still use the webmail shortcuts provided on PilotsUP and on AppID. They will re-direct you to the office 365 portal for sign in. Once all mailbox migrations have completed, the short cuts will be updated to point to the new office 365 web mail sign on.
- Web mail in Office 365 has a slightly different appearance than the web mail app you may be familiar with at mail.up.edu. However, the functionality and usage are very similar and intuitive. For online help using Office365 web mail click here.
- Shared Mailbox Access in Outlook and Office 365 Web Mail
- In Outlook, your shared mailboxes will appear in your left navigation sidebar below your personal mailbox and folders. No longer will we use shared username and password based mailboxes. To add a a shared or second mailbox in outlook follow these instructions.
- To access a shared mailbox in Office365 web mail please follow these instructions.
- Voicemail to Email
- Your campus voicemail will be re-configured for delivery to your cloud email inbox. Please note that it may take about 1-2 minutes for a new voicemail to appear in your inbox.
- Autodiscover Pop-Up Messages
- You may notice a pop up message asking that you allow autodiscover to access your email. If you see this message, please check the box to allow this access and also check the box to prevent future similar pop-up messages.
- Department managed Distribution Lists
- Any department managed distribution lists that require addition or removal of users will require assistance by Help Desk staff until all staff and faculty mailboxes have migrated to the cloud.
- Once migration across campus is complete, distribution lists will be migrated to the cloud too, where they can be managed again by each department.
- If you need to make a change to a department managed distribution list after your department has migrated to the cloud, please contact the help desk for assistance (x7000, email@example.com).
Should I use the Outlook mobile app on my smartphone or tablet?
- The new Outlook Mobile app for Android and iOS has some great new productivity features such as ‘Focused’ inbox and ‘Availability’ that many users have recommended.
- For some older Android phones this may be the best option post cloud migration.
Can I still use the light weight version of web mail now that my mailbox is in the cloud?
- The light weight version of web mail is still available in Office365. For a reminder of how to enable this setting click here.
Will my voicemail still appear in my mailbox?
- Your campus voicemail will be re-configured for delivery to your cloud mailbox. Please note that it may take about 1-2 minutes for a new voicemail to appear in your inbox.