Office 365 Migration Announcement

Dear <NAME>

Your Exchange mailbox has been scheduled to move to Office365 on <DATE> starting at 9:00pm. The OIT Help Desk and Desktop Support will be available at the start of business the following morning to assist with the post-migration activities detailed below.

Here are a few items to be aware of prior to your move. If you have any questions, please feel free to let me know.

Jeff Martin
Manager, Windows Services Group
Office of Information Technology
University of California, Irvine
949-824-0977

Moving Email from other services:

Many have asked about the use of Office365 as your UCI email service, to take advantage of the 50GB mailbox quotas. If you wish to do so, please advise WSG in advance. Here are some considerations regarding moving your legacy email.

If you are using OIT Exchange for your email: There is nothing you need to do. Your email will automatically be part of the transport to Office365.

If you are using OIT’s IMAP Email Server: If your group is currently using the campus IMAP server for email and would like to use the Office365 services for email instead, WSG can assist with moving your legacy email. We highly advise moving email to the campus Exchange server, then migrating to Office365. It is more difficult to move legacy email after migrating your account. We can defer your migration if necessary to allow time for this.

If you are using Gmail for your email: For Gmail users, there is no current automated tool to assist with the move to Exchange but we can help advise on a manual method using Outlook to move email into Exchange.

Note: you also have the option of leaving legacy email behind on its old service, and using this opportunity to begin a new mail store. The Help Desk can help you plan how to access both your old and new mail conveniently.

Things to do Before Migration:

Before your group is moved, please be sure you understand the details of what is going to take place. Additional information can be found at https://www.oit.uci.edu/office365/transition/ WSG, Desktop Support and the Help Desk can help answer any questions you have about the process.

Some features of your email and calendar environment will not migrate. Calendar permissions, shared calendars, and automatic forwarding orders will need to be recreated after migration. Taking note of any such customizations will make it easier for you to recreate them.

If you wish to use a desktop email and calendar client (instead of, or in addition to Outlook Web App – OWA), be sure you are using (or acquire) Outlook 2010, 2011 (Mac), or 2013. Other Email clients (e.g., Thunderbird) are not supported by OIT for Office 365.

Instructions to configure desktop clients can be found here: https://www.oit.uci.edu/office365/outlook/

Instructions to configure mobile devices can be found here: https://www.oit.uci.edu/office365/mobile/.

What to expect during Migration:

On the day of the scheduled move, OIT will send email to your group to remind you of the move.

Once the migration has started, the OIT will send email confirming the process has started. (You can still use Exchange as your normally would during the transport.)

Near completion, your access to Exchange will be suspended so we can complete the process. This should take about 30 minutes. During this time, you will need to use OWA or reconfigure Outlook to access your Office 365 account.

What to do after Migration:

Configure (or reconfigure) desktop clients and mobile devices as necessary. OIT’s Help Desk is available to assist: X42222 or email oit@uci.edu

Recreate your shared calendars and mailboxes. Check your email rules and filters. If you forward to your @uci.edu address, recreate that forwarding order.

Visit the Office365 Service Page for additional information: https://www.oit.uci.edu/office365/

Be aware of the new URL for OWA access to email: https://outlook.com/uci.edu We suggest that you log into OWA even if you prefer Outlook, to experience the on-line environment which you can access from any networked computer.

Lync:

A Lync license is provisioned at the same time as O365. If you are interested in installing the client, or working with WSG to set up a departmental contact list, contact the Help Desk.

More information about the Office365 project, including the security review for Office365 can be found here:https://www.oit.uci.edu/office365-project/