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Cloud Mailbox Migration

Faculty/staff email accounts are moving to the cloud! Accounts are moving starting Jan. 5, 2021.

All faculty/staff email accounts will be moving off our on-premise Microsoft Exchange servers onto Microsoft Exchange Online cloud servers. Over 50,000 mailboxes need to be moved, so this work will occur in batches starting Jan. 5, 2021. You will be notified in advance when your mailbox is going to be upgraded. Users do not need to take any action. While moving, your email will be unavailable for a short time, between 15 minutes and three hours. Support staff will be on standby to assist with any post-move issues that may arise. You can obtain support by contacting your local Help Desk or your department’s IT support person.

Mobile Client Information

Mobile applications establish a connection to the university mail server, which is changing as part of this move. Your existing connection configuration may not automatically update when your mailbox moves, so you may need to reconfigure your university email on your mobile application. If you experience issues, remove the old account connection and add the new connection by following the steps below:

 

Outlook Mobile App

The university recommends using the Outlook mobile app due to its robust features. These features include: management of shared mailboxes, categorization of messages, ability to create inbox rules and the ability to view colleagues’ calendars, just as you can on the desktop program.

The following steps should be the same for iOS and Android.

Follow these instructions to configure the Outlook app with your university email:

  1. Open Outlook App.
  2. Tap Get Started.
  3. Enter your full email address (e.g., username@umsystem.edu).
  4. Tap Add Account or Continue.
    • If the Account type is not automatically detected, select Office 365.
  5. Enter your email Password.
  6. If you have the two-step authentication application set up on your phone, you can approve the sign in request. Otherwise you will need to enter a one-time passcode. It will ask if you want to add another account, you can add another account now or choose to add it later.
 

iOS Mail App

Follow these instructions to configure your iOS device (iPhone, iPad, etc.) with your university email through the Mail app. The university recommends using the Outlook app for your university email due to its robust features.

These steps are for the latest version of iOS:

  1. Open the Settings app on your device.
  2. Select Mail.
  3. Tap Accounts.
  4. Tap Add Account.
  5. Select Microsoft Exchange.
  6. Type your university email. For example, ttt123@umsystem.edu.
  7. Enter a Description. This can be Mizzou mail or anything that makes sense to you.
  8. Select Next.
  9. Tap Sign In.
  10. Enter your university password.
  11. Select Sign In.
    • If you have the two-step authentication application set up on your phone, you can approve the sign in request. Otherwise you will need to enter a one-time passcode.
  12. Choose what settings to Sync and tap Save.
  13. Close the Settings app.
  14. Open the Mail app.
    • Your email app will populate with your email messages.

To remove the account from your device, please follow the instructions below:

  1. Open the Settings app on your device.
  2. Select Mail.
  3. Tap Accounts.
  4. Select your university account from the list.
    • The default name of the account is Exchange.
  5. Tap Delete Account at the bottom of the screen.
    • This will delete the notes and contacts from that account. However, if you add back the same account, these items will sync again.

Note: The default app may not work and you may need to download and use the Outlook app.

 

Android Mail App

These steps are general steps for setting up an account through the Android default mail app. Different phones and carriers will have different interfaces, so these are the generic steps to look for when setting up an account.

  1. Open the Gmail application.
  2. Select the account identifier in the upper right-hand corner.
  3. Select add another account from the list.
  4. Select Exchange and Office 365.
  5. Enter your university email address (e.g. username@umsystem.edu).
  6. Enter your password and complete the authentication.

Note: If this is the first account being added to the application, steps two and three may not apply.

In these steps, there will be times when you will need to tap Next or Sign in, but with the variety of interfaces, these are the main steps. You might be prompted to also enter a description or name for the account. This is to easily find the account in the list of accounts on your device.

Note: The default app may not work and you may need to download and use the Outlook app.

 

Video tutorials on setting up email for Android, iOS, macOS and Windows

Frequently Asked Questions

Why is email moving to Exchange Online (M365)?

The University is moving to Exchange Online (Cloud Hosted) to unify student and faculty/staff email services into a single and more secure solution. This move includes adding additional security measures to protect our network from threats that may come through your email.

In addition, moving to Exchange Online will provide a better webmail (OWA) experience and enable greater functionality with other Microsoft 365 applications, such as Teams and OneDrive.

More information can be found at https://www.umsystem.edu/ums/is/data-security-program.

 

When is my email migrating?

Beginning on Jan. 5, 2021, email accounts will be migrated in batches. There are two parts to this process: first your email data will be synced to Exchange Online. There is no impact to using your email during this phase. The second part is the cutover at which point a second smaller sync will happen, and your mailbox location will move to Exchange Online.

When your email account is scheduled to be cutover you will be notified in advance via email. We expect the entire migration project to take two to three months.

 

Will I be able to tell when my account is moving or when it's done?

You may be able to tell when your account is moving. You may notice that Outlook is not able to connect to the mail server. Due to the process we are using to move mailboxes, we are unable to tell you an exact date/time that your particular mailbox will move. The move will only happen once per account, so if you experience multiple outages, that is not intentional and users experiencing this should contact their IT Help Desk.

 

Will my email work differently after the move?

Yes, in the following ways:

  • The mobile browser client will not work after the move, as it is tied to the Exchange email servers. You will need to download the Outlook Mobile App, as it is the only mobile client that is compatible.
  • If you have rules set up on Outlook, you will need to double check that they are still working; the move may break/change some of the rule definitions.
 

Can I pick when my email is migrated?

No, the email migrations are being completed in terms of size of each mailbox. The migrations are not scheduled based on groups, departments, campus or academic units.

 

Can I keep using my email during the migration?

Yes, you can continue using your email as normal during the initial email data sync.

 

How long will it take to migrate my email?

The time it takes to migrate your email will vary based on the size of your mailbox. During the syncing process, you can continue to use your email without interruption. Once the cutover is finalized, you will need to restart Outlook, use the new URL for webmail and potentially update your mobile devices per the below FAQs.

 

Will I lose any email, contacts or calendar information?

No, you will keep all existing email, contacts and calendar after your mailbox is migrated.

 

Will my email address change?

No, your email address and any aliases you have will stay the same.

 

How do I access my email once migrated on my workstation?

Once your email has been migrated, you will be prompted to restart Outlook. You might be prompted to log in; if so, please use YourUserID@umsystem.edu and your password. For most cases this will be the only action needed.

More information on configuring Outlook on your workstation can be found here.

 

How do I access my email once migrated on my mobile device?

Depending on your mobile email client, your experience may vary. If you are running Outlook on your mobile device, no changes should be needed.

If you are running an iOS or Android mail app or another third-party mail app, you will need to download and configure Outlook for Mobile. See the Mobile Client Information section above for more information.

 

How do I access my email once migrated on the web?

The URL used to access your email on the web will change once your email account has been migrated. The new URL is https://outlook.office.com. Please update any bookmarks you may have saved.

 

I have been notified that my email is being cut over and now I am not getting all my messages; what is happening?

In rare instances, your incoming email may not be immediately available during the cutover. Waiting for your account to complete migration and restarting Outlook usually corrects this. Another option is to log in to https://outlook.office.com to view your email on the web.

If you continue to have issues, please contact your IT help desk.

 

How do I know migration is complete?

There are a few ways to know once your migration is complete:

  1. Outlook will prompt you to restart and sign into your account
  2. You will only be able to access your webmail at https://outlook.office.com
  3. You stop recieving email on your mobile device, indicating you may need to upgrade your mail app setup.

 

 

Will resource accounts be migrated?

Yes, resource accounts will be migrated later. Communications will be sent prior to the migration.

Until resource accounts are migrated, they must be accessed via Outlook for Desktop. They cannot be accessed via OWA.

 

What is the Focused Inbox in Outlook?

When your mailbox is migrated, you may notice something that says Focused Inbox. Focused Inbox separates your inbox into two tabs - Focused and Other.

Focused Inbok

Your email messages deemed most important are on the Focused tab while the rest remain easily accessible - but out of the way - on the Other tab.

 

Why can I no longer view my Outlook Notes on iOS after the migration?

Outlook for Mobile does not include the ability to sync Outlook notes with iOS. Our recommended options are to migrate your notes to Microsoft OneNote or Google Keep, both of which are full-featured note taking applications and work on multiple platforms. For assistance with this please reach out to your local help desk.

 

Why do I get a bounce message when I try to email a coworker or distribution list that I have sent to before?

The migration causes changes on the back end that could affect sending to a person or distribution list (group) you have sent to previously. You can fix this by deleting the cached version of the contact.

Do this by clicking the small “x” that is in the corner when you type the name into the “To” field when sending an email. You can delete all cached addresses using these instructions:

  1. In Outlook, click the File menu.
  2. From the File menu, click the Options button.
  3. In the Options, click the Mail tab and scroll down to the Send Messages section.
  4. Click the Empty Auto-Complete List button.
  5. A confirmation box will appear, click Yes. The Auto-Complete cache will be erased.
 

A message to restart Outlook keeps popping up. What should I do?

This is a side effect of mailbox migration and could pop up multiple times. You will need to restart Outlook when it pops up.

 

How do I get help?

If you continue to have issues, please contact your IT help desk.

 

Reviewed 2021-05-27