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Office of Information Technology

Office 365 to Replace Lotus Notes at American University

Sent to All AU Faculty and Staff (excluding WCL) on 5/3/16

It is with great excitement that the Office of Information Technology announces a significant change that will impact all AU faculty and staff over the summer of 2016. We will modernize our email platform – migrating the email, calendar, and contact data for all AU faculty and staff from Lotus Notes to Office 365.

Office 365 is an enterprise class, cloud based solution that offers full integration with the Microsoft Office suite across workstation and device types, as well as flexibility for individuals to choose how they want to access their data. It also introduces a number of exciting applications to facilitate online collaboration, such as Skype for Business (video-conferencing, chat, and screen-sharing), One Drive for Business (cloud-based file storage), and more.

The migration timeline will be quite aggressive.

  • OIT and campus technology partners will pilot the system in May.
  • Once the pilot has been successfully completed, data migrations will occur throughout June and July.
  • At least 1-2 weeks advance notice will be provided to departments to ensure the transition goes as smoothly as possible.

While we recognize that the summer months present a challenge as many faculty and staff vacation and leave campus, we have carefully crafted the schedule to ensure completion prior to the start of the 2016-2017 academic year. We aim to have everyone comfortable using the new platform, when we welcome students to campus in the Fall.

There will be substantial change for most individuals, as they will be using a new mail and calendar interface, as well as a new version of the Office suite. To ease this transition, we are committed to:

  • Providing support and answers to your questions throughout the migration.
  • Sending frequent communications to keep you informed of our progress and explaining any action steps that you will need to complete, before, during, or after the migration.
  • Offering a variety of training opportunities to learn the new tools, including short self-paced online training, and more comprehensive instructor led online and in-person training courses.

Please take a moment to review the frequently asked questions and migration plans posted on the web at; and stay tuned for our Office 365 edition of the EagleWire newsletter for more details.

Thank you,

Office of Information Technology
American University