*Employee Office 365 Email Project - How do I migrate to Office 365 as an employee?

This article is only applicable to employees who are being migrated to Office 365.
Additional information on the Office 365 Email Project can be found on the Office 365 Email Project page.

Your migration day overview

IMPORTANT: There are actions you need to take to ensure a smooth transition. 

You will not lose any email during the migration process, and you will be able to continue using email and calendaring while your mailbox is transferred to Office 365.

On the day of your migration, please follow these steps:

  1. If you log in to your desktop/laptop mail client with um\username, please log out and use username@umt.edu. Read the Credential Change section of this article for more information.
  2. We will add you to a queue with other users who are migrating on the same day. The queuing means we do not know precisely when your migration will start or finish, but you can generally expect the migration to complete within the next 24 hours.
  3. When your migration is complete, your email client will prompt you to log in. Since this can occur for several reasons, check if your migration is complete on the next step.
  4. Verify that you are fully migrated by opening messaging.umt.edu and following the instructions for Outlook Web Access article. If you receive the new mail experience, you have been fully migrated and should proceed to the next step. If you do not receive the new mail experience and still see the old experience, migration is not complete and you'll need to wait and retry this step later. Only proceed after you get the new mail experience detailed in the Outlook Web Access article.
  5. Open your mail client and attempt to login using your username@umt.edu credentials.
    1. For Windows users:
      1. First attempt the steps in the "Employee Office 365 Email Project - How do I set up Outlook on Windows for the Office 365 employee email migration?" article.
      2. If they do not work and your email client is still not connecting/authenticating correctly, try the advanced steps in the "Employee Office 365 Email Project - How do I set up Outlook on Windows for the Office 365 employee email migration? (Advanced)" article.
    2. For macOS users:
      1. First attempt the steps in the "Employee Office 365 Email Project - How do I set up Outlook on Mac for the Office 365 employee email migration?" article.
      2. If they do not work and your email client is still not connecting/authenticating correctly, try the advanced steps in the "Employee Office 365 Email Project - How do I set up Outlook on Mac for the Office 365 employee email migration? (Advanced)" article.
  6. Read through the list of Unavailable Features, Known Issues, and Public Folders documentation.
  7. You may want to reconfigure your client for items such as additional accounts, email signatures, etc.

 

If you encounter any issues setting up your Outlook client, remember that you can always use messaging.umt.edu to access your mail and calendar while we work with you to resolve issues with the Outlook application.

 

Credential Change 

Your password will remain unchanged.

Moving forward, you will need to use the login format of username@umt.edu (not “um\username”) when logging into Office 365. This will usually look like first.last@umt.edu, though some users may have a username that is formatted a different way, such as first initial plus last name.

This login will apply to your domain-joined workstation (such as a Windows login), Outlook client, mobile device, and Outlook Web Access (messaging.umt.edu). Logging into your workstation computer with @umt.edu will make it easier to set up your Outlook client because the machine can link your user login to the mail account. 

A couple of other things to note:

  • username@umt.edu is not an email address. It is the account you are authenticating with. Your email will remain the same @umontana.edu and @mso.umt.edu you have used before. 
  • The Office 365 login pages will sometimes label your login as an email address prompt when you authenticate. When this occurs, please use the @umt.edu login instead of your university email.

 

Outlook Web Access/messaging.umt.edu 

Please see the following article for instructions on accessing migrated email accounts through Microsoft Outlook Web Access / messaging.umt.edu.

Employee Office 365 Email Project - How do I access Outlook Web Access / messaging.umt.edu after the Office 365 employee email migration?

 

Mail Clients 

At this time, we are unable to provide support for non-Outlook clients. If you are experiencing problems with a non-Outlook client, you may need to switch. Outlook is also available for free in the mobile app stores for use on your phone. 

We will be adding support for common non-Outlook clients as we move through the early adopter process. Be aware that non-Outlook clients will not have access to public folders after they are migrated.

Outlook on the Desktop 

The smoothest way to make this transition is to delete your mail profile and re-add it. Removing the mail profile fixes issues with non-deliverable email in some circumstances. We recommend all users follow this process to avoid the more complex troubleshooting and workarounds that would otherwise be required.

 

Outlook on Mobile 

If you are not using the Outlook app on your mobile device, we recommend downloading and installing it rather than using another application. Outlook is free for Android and iOS, and is the most compatible solution. 

If you are already using the Outlook app, you will need to remove your mail account and add it with the new login credential.

Instructions:

 

IMAP-based and EWS-based Clients 

Please view the following article for information on IMAP clients.

Employee Office 365 Email Project - How do I set up IMAP-based or EWS-based clients for the Office 365 employee email migration?

 

Public Folders

Public folders do continue to work in Office 365. They will only be available to Outlook clients on Mac and Windows.

If you are the manager of a public folder, you will continue to be able to perform those functions normally even after you are migrated.

Unavailable features 

By migrating in groups, most impacts will be minimal.

  • When you migrate, you will not have access to view the calendar details of co-workers who have shared their calendar with you until they are moved to Office 365 as well. You may need to re-share your calendar availability after the migration. Free/busy information should continue to work.

  • Public folders will only be available in the desktop version of Outlook. If you need Outlook, contact your IT support to get this installed.

  • You will be unable to perform mailbox delegation (such as send as) for any user who has not been moved to Office 365. If you have been moved and this is an essential job duty that you cannot perform, please submit a ticket so we can look into migrating the other users you are connected to. 

  • Logging in to other mailboxes that have not been migrated will not work. (Public folders, however, should work in the desktop version of Outlook.)

Global Address List

The Global Address List for Office 365 users will contain both employees and students. There are some lingering accounts that have not been added to the Global Address List and we are working to include them as well.

New Features

Due to limited roll out capacity at this time, we are not able to enable all Office 365 services. Features such as SharePoint, OneDrive, Word Online, etc. will be unavailable until a later project rolls them out.

If you see a new feature that is already enabled, you are welcome to explore it with the understanding that we are unable to provide support for these new features at this time.

Reported Issues 

Outlook keeps forgetting my password 

Ensure that you are logging in with first.last@umt.edu and not um\first.last. This new format applies to your computer login as well as your mail client login. 

If your move has already been completed, removing your mail account and adding it again should resolve this issue. Please follow the Mail Client instructions to remove your account and re-add it. 

Other people are having problems seeing my calendar and are being prompted to repeatedly log in to their outlook after I moved 

This is because after you moved, their connection to your calendar is broken. Their Outlook is trying to connect, failing, and prompting them for credentials that will work. This is not going to work as long as only one of you is migrated to Office 365, so remedial action is required. 

If they have your calendar pinned to their Outlook’s sidebar, they may be getting prompted to log in as you to see the calendar. This can be resolved by removing your calendar from their list. 

If they have given you permission to view their calendar, they may need to remove that access. We have mostly noticed this if you were given calendar owner rights on one of their calendars. You should still be able to view free/busy information.

If you are collaborating on a calendar owned by one user and it is an essential job function, we may be able to migrate that user to Office 365 or you can request a Public Folder to be created, as Public Folders work across the two different systems. 

Free/busy info is not showing up when I schedule an appointment 

You may have an issue with your auto-complete email list having outdated versions of contacts. If you have not removed and re-added your mail profile, please follow the instructions for your client as listed above to remove your profile and re-add it. 

Microsoft Outlook gives me an undeliverable message 

You may have an issue with your auto-complete email list having outdated versions of contacts. If you have not removed and re-added your mail profile, please follow the instructions for your client as listed above to remove your profile and re-add it. 

If you have already removed your profile and re-added it, then you should double check the address of the recipient. 

If the address still looks correct, you can empty your auto-complete list. In newer versions of Outlook for Windows, this is under File -> Options -> Mail -> Send messages -> Empty Auto-Complete List.

When I log in to messaging.umt.edu, I am given my student mailbox

When moving to Office 365, employees were added to the same system students have been in for many years. If you are currently logged in as a student to the email platform, it may bring you to that account. Use the Sign Out feature found under your account information button (this button appears as your initials). For screen reader users, this button is identified by the label "Signed in user: Last name, First Name. View your account information or sign out).

Distribution Lists are inconsistently delivering to newly added users

Distribution Lists are part of a sync process between Office 365 and our on-premises email system. It may take about 1 hour for changes to be reflected for all users. While the sync is pending, users who have not migrated will send to new members right away, while migrated accounts must wait for the sync to complete. This delay will exist for the foreseeable future and should be taken into account when modifying distribution list memberships.

Public Folder permission management does not work

Managing Public Folders by individual user accounts will only work when the manager of the permission and the user being given permission share their migration status (in Office 365, or not). Workarounds for this issue include managing Public Folder permissions via groups instead of individuals, using an account that is in the same population (migrated/not-migrated), or migrating people to Office 365 together with their support team (so they are in the same population.)

Group permissions to calendars do not work properly after migration

This is an issue for some users, and we are working with Microsoft engineers to resolve the problem. Workarounds include re-sharing the calendar with the user and not using nested groups for mailbox permissions.

I no longer see voice mail messages delivered to my inbox

If you made an IMAP connection to the voice mail server, it may have been lost when deleting your mail profile. Directions for re-adding it, or using an alternative voice mail access method are available on the How do I access and use voice mail support article.

Questions / Comments

For any questions or comments, please reach out to your UM IT support unit, or refer to the Office 365 Email Project website.

 

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Details

Article ID: 74703
Created
Thu 3/28/19 1:52 PM
Modified
Fri 8/16/19 2:39 PM