Skip to main content

Office of Information Technology

ACTION REQUIRED:  You Will Be Transitioned to Office 365 on (DATE)

SENT TO APPROPRIATE FACULTY & STAFF - 1-2 Weeks Prior to Migration Date

The Office of Information Technology is pleased to announce that you will be migrated from Lotus Notes to Office 365 on (DATE). The migration process will begin at 5:00 pm. You will receive an email notification in your Lotus Notes account with a subject of "You Have Been Migrated to Office 365," once the process has completed.

Please note: Your Lotus Notes data will be copied to your Office 365 account in a phased approach.

  • Only the past 90 days worth of email will be migrated overnight. One year of past calendar entries and all future calendar entries, as well as all contact data, will also be included.
  • The rest of your email will be migrated starting on the Thursday following your migration.
  • Your email archive will be migrated on the date specified on the migration calendar. You can continue to access your email archive in Lotus Notes until then, if necessary.

Due to the fact that we expect Help Desk ticket volumes to be very high during the Office 365 implementation, we encourage you to check out the wealth of resources online at before contacting the Help Desk.

We recognize that this might be a substantial change for you, so we would like to outline the following action steps to ease your transition to the new email system.

Before the migration

  1. Check out the 10 Things To Know About The Office 365 Migration 3.5 minute video online at:
  2. For the best user experience, make sure Office 2016 is installed on your workstation.
  3. Sign up for the Office 365 training sessions through AsuccessfulU via the myAU portal, if you have not already done so. Online or in-person options are available. Check out the schedule and list of resources online at:

During the migration

  1. Log out of Lotus Notes by 5 pm on (DATE), as the migration will begin. Please note: your Lotus Notes application and mobile devices will stop receiving new email, at that time.
  2. Access your Office 365 mail:
    1. Option #1: Open the Outlook application and configure the client, by entering your AU email address and myAU portal password.
    2. Option #2: Check for new email in Office 365, by logging into using your AU email address in the format of Once you enter your email address, you will be redirected to the AU authentication page, where you can log in with your AU email address and MyAU portal password.
  3. Do not make any changes to your mail, calendar, or contacts, while the migration is taking place. Do not create, move, delete, or modify any messages or data, until you receive the "You Have Been Migrated to Office 365" message.

After the migration

  1. As soon as you see the "You Have Been Migrated to Office 365" message, all new email will only be delivered to Office 365.
  2. Refer to the detailed instructions on the Office 365 FAQ page to configure any of the personalized settings which could not be automatically migrated, such as special mail rules or filters, locally stored contacts, and customized email signatures.
  3. Review the contents of the Junk E-mail folder, and "un-junk" any items that Outlook may have inadvertently categorized as Junk. Outlook applies its own junk-mail filters to migrated mail, which may cause some wanted items to be routed to the new Junk E-mail folder.
  4. If you had access to departmental shared email accounts in Lotus Notes, these should show up for you in Outlook by the afternoon after you have been migrated. If you need students to have access, please send a request to the Help Desk.
  5. Install the Office 365 mobile applications, including Outlook, through the app store for your mobile device. Please note that your existing AU email account must be removed before setting up your Office 365 email on your mobile device. Instructions for removing it can be found here.

Please report any questions or concerns to the IT Help Desk at 202-885-2550 or

Thank you,

Office of Information Technology
American University