OFFICE 365 MAIL MIGRATION …

OFFICE 365 MAIL MIGRATION PREPARATIONS/ISSUES/QUESTIONS

In December 2016, all WSU faculty, staff, and students were enabled with subscriptions for Microsoft OneDrive and Office 365 ProPlus. Rights to use these products continue throughout the term of their employment and/or study.

Now we are moving on to the migration of mail from the current central, ITS-managed Exchange service up to Office 365 Mail. The migrations will begin May 9, 2017 and continue through June 2017. The anticipated migration schedule is located on the ITS web site.

Upgrades of the on-campus Exchange service that were performed in prior years occurred relatively seamlessly for end users. While we hope the upcoming migration will be relatively easy for most users, we know of some situations which will need to be addressed PRIOR to the migration for some users.

While most faculty and staff mailboxes will get migrated smoothly (and generally we plan to move an Area at a time), the following are known issues you may need to anticipate, plan for and work on.

A. STARTING NOW - MAKE SURE YOU ARE USING THE NEWER SOFTWARE VERSIONS:

If you have questions or need assistance with upgrading to newer software versions, please contact your Departmental IT Support staff, or the CougTech Help Desk (335-HELP).

1. If you are a Windows user who has older systems and older versions of Outlook, you may need to upgrade to a newer version of Outlook (and possibly upgrade to newer version of Windows). The currently supported versions of Outlook for Windows are Outlook 2016 and Outlook 2013. Windows desktop operating systems supported with these are Windows 7, 8.x, and 10.

For situations where these upgrades are not possible in the near term, you can use the Outlook web client for their migrated Office 365 mailboxes. (There are also web-based versions of Office Online apps such as Word, Excel, PowerPoint and OneNote.). For using Outlook on the web, use the latest versions on Internet Explorer, Edge, Firefox, Chrome, Safari.

IMAP E-Mail clients (such as Thunderbird) are still supported, but when the mailbox has moved, you will need to recreate your profile to point to the Office 365 E-Mail.

2. For Macintosh users, a similar situation applies. The newest version of the Outlook Client for Mac (Outlook 2016) is by all reports the better experience for Mac users (Outlook 2011 will work, but the newer client seems to work much better). Older clients such as Entourage will not work (or not work for long). We realize in some situations the Mac OS has to be upgraded to a newer version (OS 10.10 or later) in order to support the newer Outlook clients.

Existing Apple Mac Mail clients will also be able to access Office 365 Mail, so that should help some people who already use that for their mail. IMAP E-Mail clients (such as Thunderbird and Apple Mail) are still supported, but when the mailbox has moved, you will need to recreate your profile to point to the Office 365 E-Mail.

Again, for situations where these upgrades are not possible in the near term, people can use the Outlook web client for their migrated Office 365 mailboxes. (There are also web-based versions of Office Online apps such as Word, Excel, PowerPoint and OneNote.) For using Outlook on the web, use the latest versions on Internet Explorer, Edge, Firefox, Chrome, Safari.

3. While there are no Microsoft client applications for Linux systems, there are web-based versions of Office Online apps such as Word, Excel, PowerPoint and OneNote and also OneDrive that will work on any system; in addition people can use the Outlook web client for their migrated Office 365 mailboxes from a variety of browsers. Existing Linux mail clients may also support Office 365 Mail, but may not have all the features of Outlook. For these clients, you may need to recreate your profile to point to the Office 365 E-Mail when you have migrated.

4. For users with Mobile Devices that currently access their mail from them, the existing Mail clients should be OK, but you may want to make sure you have the latest versions. Also, Microsoft has Outlook clients for iPhones, iPads, Android SmartPhones and Android Tablets, but these won't work for our on-premise Exchange, but will work when their mailbox has migrated to Office 365 Mail.

B. MAILBOX MIGRATIONS

We are planning to move users by AREA. Other campuses will move together as a whole, not with people's home department in Pullman. Extension Offices and Research and Extension Centers will move with CAHNRS.

We are bound to adhere to the schedule for the most part since people who work together likely share their Calendars and so forth, and there are some issues in seeing details of other people's calendars when they are on the other system.

We expect these migrations to work out reasonably smoothly for most users ? all mailbox folders, calendar entries, rules, permissions etc. should migrate. Some manual cleanup may be necessary depending on each user's specific setup.

The new address for Office 365 Mail will be outlook.. The old address connect.wsu.edu will point to the on-premise Exchange until such time as we take that service down.

C. AFTER MIGRATION ? BEGIN SUPPORT FOR MOBILE DEVICES Mobility is a key goal in a lot of the changes we are making, not just with Mail, but OneDrive and other Office applications. Once people have migrated to their Office 365 Mailbox, they can begin to use some of the Outlook Apps that are available for iPhones, iPads, Android SmartPhones and Android Tablets. These mobile Outlook apps currently do not work with our on-premise Exchange, but we see many Students are using these mobile apps now with their Office365 Mail, so we expect faculty and staff to want to start using them with their new mailbox. Office 365 Application Software is available from the Apple Store and the Google Play Store. Setup is pretty straightforward. Even without installed apps, some Office Online applications (Word, Excel, PowerPoint, OneNote) will be available with web-browsers on all platforms, assuming a supported web browser is installed.

D. AFTER MIGRATION ? BEGIN SUPPORT FOR COLLABORATION OPPORTUNITIES Microsoft has built-in features that allow people to share documents and actively work on them at the same time. More information will be coming on using OneDrive and the Office 365 products' collaboration capabilities.

E. Migration Issues/Questions Why am I seeing this popup in Outlook? Why is it popping up Multiple Times?

This message should pop up on Outlook once when your account moved to Office 365, and once for each User, Departmental Mailbox, Room, or Location Calendar you had in shared calendars that moved to Office 365 after you did. You might see the popup several times as users and other accounts finalize over to Office 365. It's not an error, it's just that Outlook is re-routing where it finds those calendars after folks move servers.

Skype For Business is continually prompting me to Enter Credentials Restart both Outlook and Skype. This should allow Skype to re-route where it verifies your credentials and it should not re-prompt you to enter them. **Make sure you FULLY exit both Skype and Outlook before you restart them**

My System is NOT sending mail out of my Outbox! What do I do? First, try closing and restarting Outlook. We saw this issue as user's mailboxes weren't fully synced to the new server. Rebooting Outlook solved the issue after the account had synced. Worst case scenario, delete the user's profile on Outlook and Re-Add a new one. Control Panel>Mail>Show Profiles> Outlook> Remove Click Add>Type a name for the profile, and then click OK>New Profile>Add an e-mail account to use in your profile by following the directions on your screen. My Inbox Rule to sort messages from a specific person's email address into a specific folder in my inbox STOPPED WORKING? When I tried to delete the rule and re-add it to take any message from it autoresolved the name to and when I saved it and ran it, it still didn't work.

Delete the existing rule. Then clear your Autocomplete list in Outlook and fully type out the email address, then recreate the rule. After that it works.

Rule Creation*How to create a rule? Click the File tab. Click Rules and Alerts. In the Rules and Alerts dialog box, on the E-mail Rules tab, click New Rule. *How to delete a rule? If you have a rule that you no longer want, you can select it and then click delete to remove it. If you just want to turn the rule off for a while, remove the checkmark next to the rule.

I keep getting an email bounceback for someone I've emailed before, OR, someone who normally emails me is getting email bouncebacks? The user who is the Sender who is receiving the bouncebacks needs to go into Outlook and clear their Autocomplete List, then re-type the email address or get it back off the Global Address List and re-send the mail. If you still have issues with bounces, forward the bounced email to cougtech@wsu.edu to start an OTRS Trouble Ticket.

In Outlook, how do I clear my "Autocomplete List?" How to clear your Autocomplete List - in Outlook, File Options Mail then scroll down to the Empty Auto-Complete List section and click on the button.

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