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Office of Information Technology

Key Steps You Can Take to Prepare for Moving to Office 365

Sent to All AU Faculty and Staff (excluding WCL) on 5/11/16

As you are aware, the Office of Information Technology will be working to transition your email, calendar, and contacts from Lotus Notes to Office 365, over the summer. To facilitate a smooth transfer of your data, there are a few steps that you can take now to best prepare for the transition.

What can I do to help?

Reduce Your Mailbox Size

  • Try to reduce the size of your mail file and your archive database, as smaller mailboxes and archives migrate faster and with less issues than large ones. There is a maximum of 50 GB of storage available for your mailbox and another 50 GB for your archive.
    • Delete unnecessary or unwanted messages that you do not need to retain. If you have questions about retention of particular records, please check the University's Record Retention Schedule on the page.
    • Be sure to empty your trash folder.
    • Export and delete large attachments. Email messages and attachments larger than 150 MB cannot be migrated; therefore, they must be either saved outside of your mailbox or deleted.

Complete Online Training

Export Mail Rules

  • Export any special mail rules or filters that you have configured to manage your mail in Lotus Notes. See the Office 365 FAQ page for instructions on how to export and import mail rules.

Export Locally Stored Contacts (for IMAP users)

Make Note of Specialized Settings for Email Signatures or Other Calendars

  • If you have customized your signature, make a note to configure Outlook with the same signature information.
  • Record any calendars that you had added to your workspace.

Please take a moment to review the frequently asked questions and migration plans posted on the web at

Thank you,

Office of Information Technology
American University