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Office 365 Exchange Online Email Migration Adri Sanchez-Magdall & Mikal Herman UW Bothell IT.

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Presentation on theme: "Office 365 Exchange Online Email Migration Adri Sanchez-Magdall & Mikal Herman UW Bothell IT."— Presentation transcript:

1 Office 365 Exchange Online Migration Adri Sanchez-Magdall & Mikal Herman UW Bothell IT

2 What's Happening?  Your UW Bothell is moving to UW Exchange Online (Part of Office 365)

3 What's Happening?  You will begin using your UW instead of your UWB   uwb.edu will forward to uw.edu for the next couple years  Faculty have the option to forward indefinitely

4 Timeline  The Campus wide migration schedule:  Week of March 16th - ASUWB, Advancement & External Relations, Student Affairs  Week of March 23rd - Academic Affairs, Administration & Planning, Facility Services, Office of Research, Office of the Chancellor, Security and Campus Safety  Week of April 6th – CUSP, General Faculty Organization, School of STEM, School of Nursing & Health Studies, School of Educational Studies  Week of April 20th - School of Business, School of Interdisciplinary Arts & Sciences

5 What's going to be different?  Your address –  Global Address Book Access - UW directory  The UWB only Outlook Directory will be going away  The way you access through the web  https://outlook.com/uw.edu https://outlook.com/uw.edu  Public Folders will no longer be used.  Instead, there will be a "Rooms" feature built into your meeting requests that allows you to add rooms like you can add people.

6 What's going to be different?  Student employees will use their UW address as their work address  This only affect students who work on campus  All new employees will be given UWB login credentials but will only have address  All new employees will need to create a new profile BEFORE being able to use the Outlook desk client  It will take a few days for new employees' Exchange Online to be set up  A good tip is to request the account a few days before the employee starts

7 Features that move with you when your migrates?  from your UWB inbox  Folders  Contacts  Calendar items  Calendar Permissions  Calendar color coding  Tasks  Folder Rules  Local Items:  signatures  Quick parts templates  Archived s (although they will need to be manually reattached)

8 What cannot migrate automatically but can easily be added again?  Delegate access  RSS feeds  Resource mailboxes  Shared calendars  Notes  from other inboxes such as UW Deskmail and Gmail  Drafts  Contact Groups (not including distribution lists)  Content in your Outbox

9 Homework to Prepare you for the Migration  Make a note of the following resources you’d like to reconnect to after the migration:  Resource mailboxes  Shared calendars  Delegates  Notes and Drafts  RSS Feeds  Remove “/” from any folder names  Be sure to save this information somewhere you can easily find again!

10 Homework to Prepare you for the Migration  Update your UW directory listing in ESS  Makes you easier to find in the expansive UW directory  UWB IT has provided you instructions on our project site  Changing your NetID is possible AFTER your migrates  If you would like to change your NetID, please contact the UWB IT Helpdesk first

11 Homework to Prepare you for the Migration  We recommend waiting to do any major "house cleaning" in your inbox (mass deletions of , etc.) until after you migrate. If you would like to do so before hand, please do so at least a week ahead of your migration date (if not farther ahead of time). This is to ensure that all deleted does not reappear in your inbox after the migration due to the final sync.

12 On Migration Day  You will begin using your new at 8am on the day of your migration.  Any previous forwarding setting will be automatically changed for you at 8am.  Continue to login to your computer with your UWB credentials.  Running off to a meeting? Sick at home? You will be able to check your online starting at 8am via https://outlook.com/uw.edu https://outlook.com/uw.edu

13 On Migration Day  Stop sending from your UWB account after 8am  Visit: and click the golden button for migration day instructions.www.uwb.edu/office365  That morning, Outlook may tell you something is wrong. You could see this message on a PC :  This is normal. Just click “ok” and Outlook will automatically close.  If you do not see this dialog box, close Outlook anyway.

14 On Migration Day  After closing Outlook, create a new Outlook profile for your UW account on each PC computer you use (desktops, laptops) before reopening Outlook  For PCs, creating a new profile is different than adding an account. Be sure to create a new profile and not add an account.  When using a Mac, you will be "adding an account", as profiles do not exist for Mac. Add an account on each Mac you use.

15 On Migration Day  After you’ve created your new profile (or account for Macs), you can open Outlook.  It will prompt you to login again.  Use your address and password  You will see all your from your UWB inbox and all new, incoming mail  Please note it may take a few minutes for your inbox to completely populate.

16 On Migration Day  Reconfigure Outlook with  shared calendars  resource mailboxes  to add a newly migrated resource mailbox, you must know the shared NetID password  delegates  RSS feeds  Notes and Drafts  Updating your address in your signatures (if applicable)

17 On Migration Day  Configure UW accounts on mobile devices (Phones, Tablets) and delete your UWB accounts from mobile devices.  View public folders through mail.uwb.edu and login with your UWB account information (standard procedure until the entire campus has migrated)

18 Questions?  To find additional information, such as step-by-step instructions or a copy of this presentation, visit:  Click the golden button!


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