Office 365 Email Migration

Overview

The Office 365 Email MigrationMy Pitt Email mailboxes of University faculty and staff are being upgraded to Office 365 Email.

Office 365 Email is a cloud-based version of the My Pitt Email service faculty and staff use today. It provides an improved email experience, 100 GB of email storage, constantly updated features, and better integration with Office 365 collaboration and productivity tools.

Student mailboxes were moved to Office 365 Email in 2014. Moving faculty and staff mailboxes to Office 365 Email will provide a consistent, integrated email experience across the University community.

Computing Services and Systems Development will work closely with your department to ensure a smooth and successful transition. You will be notified in advance of your department’s move, and technical support will be available both before and after the move.

Learn more about the move below.

Benefits

Benefits

An improved email experience

  • Take advantage of 100 GB of email storage.
  • Open and edit attachments without leaving your Web browser.
  • Use Find Time to send polls that identify meeting times that work for everyone and automatically schedule meetings based on those results.
  • Collaborate more easily by creating Office 365 Groups that combine email, calendars for group meetings, document libraries, OneNote notebooks, and more.
  • Use Skype integration to view your colleagues’ availability in real time, send them instant messages, and schedule Web conferences from the Outlook Web App.
  • Upload and attach OneDrive for Business files.
  • Find important messages more easily with Focused Inbox and Clutter.

Better integration with Office 365 tools

What you need to do before the move

What you need to do before the move

If you use Outlook as your email application, ensure you are using a supported version.

Windows

Outlook 2016 is the preferred desktop application. Outlook 2013 is also supported. If you are using an earlier version of Outlook, you will need to upgrade. Contact the Technology Help Desk at 412-624-HELP [4357] if you would like assistance upgrading to a supported version of Outlook.

Note: IMAP email clients (such as Thunderbird and Apple Mail) are still supported. You will need to recreate your profile after moving to Office 365 Email. View instructions.

Mac

Outlook 2016 and Outlook 2011 are both supported. If you are using an earlier version of Outlook, you will need to upgrade. Contact the Technology Help Desk at 412-624-HELP [4357] if you would like assistance upgrading to a supported version of Outlook.

Note: IMAP email clients (such as Thunderbird and Apple Mail) are still supported. You will need to recreate your profile after moving to Office 365 Email. View instructions.

Note: The Mac Mail and Entourage desktop email applications are only supported on a best-effort basis. If you use Mac Mail or Entourage, you are strongly encouraged to upgrade to Outlook 2016 or 2011 before the move.  

Ensure you are using the latest version of your preferred Web browser

Note: If you need to use an earlier browser to access older applications that are not compatible with the latest Web browsers, try using Internet Explorer 11 and enabling “Enterprise Mode”. It provides better compatibility with older web applications.

Be aware of what you might need to do after the move

Review What you need to do after the move and Important points to know after the move below for important details.

What you need to do after the move

What you need to do after the move

Check Your Mobile Device and Desktop Email Application

After the move, smartphones and mobile devices should automatically reconnect to My Pitt Email. Most desktop email applications will, as well. However, you may need to recreate your profile to access your My Pitt Email. View instructions for mobile devices > or View instructions for desktop email clients >

How will you know if you need to recreate your profile? You will receive an email message after your mailbox has been successfully moved to Office 365 Email. If you do not receive this message on your mobile device or desktop email client, it means you need to recreate your profile on that device.  

Restart Your Desktop Email Application

When you log in to your computer after the move, a pop-up notification will display in Microsoft Outlook that states “The Microsoft Exchange administrator has made a change that requires you to quit and restart Outlook”. You may also be prompted for your password.

When you see this message, close your desktop email application and restart it. When you log in to Outlook again, select the box to remember your password. This will prevent Outlook from prompting you to enter your password multiple times when you open the email client.

If You Use Skype for Business...

If you use the Skype for Business client on your computer, you may see repeated prompts to enter your Skype credentials. If you experience this issue, restart your computer to resolve it.

If You Use the IMAP Protocol...

If you use the IMAP protocol to access your My Pitt Email, you will need to recreate your profile. You may use the IMAP protocol if you access your email with the Thunderbird desktop email application or if you have a smartphone that does not support ActiveSync.

Important points to know after the move

Important points to know after the move

Help

Help is always available. Contact the Technology Help Desk online or at 412-624-HELP [4357]. 

Mobile Devices

You may need to recreate your profile to access your My Pitt Email on your mobile devices.

Web Access

If you have any trouble accessing your email on your desktop email client, you can access it via a Web browser at http://outlook.office365.com or via the My Pitt Email link at My Pitt (my.pitt.edu) until we can help resolve the issue.

Public Folders

Outlook public folders will have some temporary limitations. You will only be able to access public folders from a Windows computer using the Microsoft Outlook desktop email client, and you will not be able to modify public folder permissions. After all departments have been moved to Office 365 Email, public folders will also be moved and these limitations will end.   

Clutter and Focused Inbox

Clutter will be activated for your Inbox. It automatically moves less important messages into a new Clutter folder. You can turn off Clutter at any time. Learn more >

In the near future, Clutter will be replaced by a new feature called Focused Inbox.

Advanced Threat Protection

Email messages sent to and received from other students, faculty, and staff using Office 365 Email will be protected by Advanced Threat Protection. Advanced Threat Protection includes two features---Safe Links and Safe Attachments---that add another layer of security to your email. You may notice a minimal delay (measured in minutes) in the delivery of email messages with attachments.

Free/Busy Time

You will continue to be able to view the free/busy time of others.

Shared Calendars and Mailboxes

You will not be able to open a calendar or a mailbox that someone else has shared with you if you have been moved to Office 365 Email and the person who shared their calendar/mailbox has not been moved. You can only open shared calendars and mailboxes if both of you have been moved or if both of you have not yet been moved.  

Outlook Groups

It may take up to four hours after the migration for Outlook groups to display in your email client.  

Safe Senders

You will not be able to add entire domains to your “safe senders” list in the University’s spam and virus filtering service. For example, you can add an individual such as johndoe@company.com to your safe senders, but you cannot add the entire domain @company.com to your safe senders.  

Messages with Large Attachments

Saved messages with attachments larger than 150 MB cannot be moved to Office 365 Email. We will contact individuals with attachments larger than 150 MB to explain the options available.  

Mailboxes Used for Copiers

Some departments may have My Pitt Email mailboxes that are used for copying machines, Web services, or other resources. We will address these mailboxes on a case-by-case basis when your department is moved.

Frequently Asked Questions

Frequently Asked Questions

When will my department be moved to Office 365 Email?

All mailboxes will be moved by January 31, 2017. You will be notified in advance of your move. CSSD will work closely with your department throughout the process to ensure a smooth transition.

Will access to my email be affected during the move?

Access to your My Pitt Email will not be affected during the move; you will still be able to send and receive messages. You will receive a confirmation email after your mailbox has been successfully moved.

I forward my University email to another address. Will my forwarding be affected by the move? 

No. Your email forwarding preferences will not be affected.  

I use folders to organize my mail. Will those folders be affected by the move? 

No. Your folders will not be affected.  

I use mailbox rules to sort my incoming mail. Will those rules be affected by the move?

No. Mailbox rules will not be affected.  

What will happen to my archive of saved mail and folders?

If you have saved mail and folders to a PST archive file on your PC, this archive file will not be moved or affected. However, after the migration, you may need to reconfigure your Outlook desktop email application to point to the archive file’s location on your PC.

 

 

Tags: Support Online My Pitt Email Office 365