Office 365
Exchange Online Email
Migration
Adri Sanchez-Magdall & Mikal Herman
UW Bothell IT
What's Happening?
Your UW Bothell email is moving to UW
Exchange Online (Part of Office 365)
What's Happening?
You will begin using your UW email
instead of your UWB email
yourNetid@uw.edu
uwb.edu email will forward to
uw.edu for the next couple years
Faculty have the option to forward
indefinitely
Timeline
The Campus wide migration schedule:
Week of March 16th - ASUWB, Advancement &
External Relations, Student Affairs
Week of March 23rd - Academic Affairs,
Administration & Planning, Facility Services, Office
of Research, Office of the Chancellor, Security
and Campus Safety
Week of April 6th – CUSP, General Faculty
Organization, School of STEM, School of Nursing &
Health Studies, School of Educational Studies
Week of April 20th - School of Business, School of
Interdisciplinary Arts & Sciences
What's going to be different?
Your Email address – yourNetid@uw.edu
Global Address Book Access - UW directory
The UWB only Outlook Directory will be going
away
The way you access email through the web
https://outlook.com/uw.edu
Public Folders will no longer be used.
Instead, there will be a "Rooms" feature built into
your meeting requests that allows you to add
rooms like you can add people.
What's going to be different?
 Student employees will use their UW email address as
their work email address
This only affect students who work on campus
 All new employees will be given UWB login credentials
but will only have a @uw.edu email address
 All new employees will need to create a new profile
BEFORE being able to use the Outlook desk client
 It will take a few days for new employees' Exchange
Online email to be set up
A good tip is to request the account a few days
before the employee starts
Features that move with you
when your email migrates?
Email from your UWB
Folder Rules
inbox
Local Items:
Folders
Email signatures
Contacts
Quick parts templates
Calendar items
Archived emails
(although they will need
Calendar Permissions
to be manually
Calendar color coding
reattached)
Tasks
What cannot migrate automatically
but can easily be added again?
Delegate access
RSS feeds
Resource mailboxes
Shared calendars
Notes
Email from other inboxes such as UW Deskmail and
Gmail
 Drafts
 Contact Groups (not including distribution lists)
 Content in your Outbox
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Homework to Prepare you for the
Migration
Make a note of the following resources you’d
like to reconnect to after the migration:
Resource mailboxes
Shared calendars
Delegates
Notes and Drafts
RSS Feeds
Remove “/” from any folder names
 Be sure to save this information somewhere
you can easily find again!
Homework to Prepare you for the
Migration
Update your UW directory listing in ESS
Makes you easier to find in the expansive
UW directory
UWB IT has provided you instructions on
our project site
Changing your NetID is possible AFTER
your email migrates
If you would like to change your NetID,
please contact the UWB IT Helpdesk first
Homework to Prepare you for the
Migration
We recommend waiting to do any major
"house cleaning" in your inbox (mass
deletions of email, etc.) until after you
migrate. If you would like to do so before
hand, please do so at least a week
ahead of your migration date (if not
farther ahead of time). This is to ensure
that all deleted email does not reappear
in your inbox after the migration due to
the final email sync.
On Migration Day
You will begin using your new email at 8am
on the day of your migration.
Any previous email forwarding setting will
be automatically changed for you at 8am.
Continue to login to your computer with
your UWB credentials.
Running off to a meeting? Sick at home?
You will be able to check your email online
starting at 8am via
https://outlook.com/uw.edu
On Migration Day
 Stop sending email from your UWB email account after 8am
 Visit: www.uwb.edu/office365 and click the golden button for
migration day instructions.
 That morning, Outlook may tell you something is wrong. You
could see this message on a PC :
 This is normal. Just click “ok” and Outlook will automatically
close.
 If you do not see this dialog box, close Outlook anyway.
On Migration Day
After closing Outlook, create a new
Outlook profile for your UW email account
on each PC computer you use (desktops,
laptops) before reopening Outlook
For PCs, creating a new profile is different
than adding an account. Be sure to create a
new profile and not add an account.
When using a Mac, you will be "adding an
account", as profiles do not exist for Mac.
Add an account on each Mac you use.
On Migration Day
After you’ve created your new profile (or
account for Macs), you can open Outlook.
It will prompt you to login again.
Use your FULL @uw.edu email address and
password
You will see all your email from your UWB
inbox and all new, incoming mail
Please note it may take a few minutes for
your inbox to completely populate.
On Migration Day
Reconfigure Outlook with
shared calendars
resource mailboxes
to add a newly migrated resource mailbox,
you must know the shared NetID password
delegates
RSS feeds
Notes and Drafts
Updating your email address in your email
signatures (if applicable)
On Migration Day
Configure UW email accounts on mobile
devices (Phones, Tablets) and delete
your UWB accounts from mobile devices.
View public folders through
mail.uwb.edu and login with your UWB
account information (standard
procedure until the entire campus has
migrated)
Questions?
To find additional information, such
as step-by-step instructions or a
copy of this presentation, visit:
http://www.uwb.edu/office365
Click the golden button!