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Exchange Online Email Migration




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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 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 M365 applications, such as Teams and OneDrive.

More information can be found on the UM System Email Modernization webpage:
https://www.umsystem.edu/ums/is/data-security-program

When is my email migrating?

Beginning on January 5th 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 2-3 months.

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 login, 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 3rd party mail app you will need to download and configure Outlook for Mobile. For more info on how to remove existing mail clients click here.

More information on how to setup Outlook for Mobile can be found here.

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 cutover 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 login to https://outlook.office.com to view your email on the web.

If you continue to have issues, please contact the Technology Support Center at 816-235-2000 or https://www.umkc.edu/IS/support/.

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.

How do I expand the Ribbon in Outlook?

Your Outlook view may default to the Simplified Ribbon, showing less information at the top of the applicaiton.

To switch back to the Classic Ribbon, click the down arrow in the lower right to switch between Ribbon types


Ribbon

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 the Technology Support Center.


How do I get help?

For assistance, please contact the Technology Support Center at 816-235-2000. More info and hours can be found here: https://www.umkc.edu/IS/support/