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Office of Information Technology

Frequently Asked Questions about the Migration to Office 365

General Office 365 Information


About the Migration


Email


Exporting Data from Lotus Notes or IMAP


Software Installation


Collaboration & Instant Messaging



General Office 365 Information

What is Office 365?

Office 365 is an enterprise-class email and collaboration platform that offers full integration with the Microsoft Office application suite across workstation and device types.

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What are the benefits of Office 365?

  • Office 365 offers the best enterprise platform, providing one-stop for your email, calendaring, collaboration, and office application needs.

  • Office 365 offers flexibility and portability, as Faculty and Staff may choose to access their email using the Outlook desktop client, an IMAP client, the Office 365 web interface, or the Outlook mobile app. Mail forwarding to alternative providers is also permitted.

  • Office 365 includes a number of exciting applications, such as Skype for Business for instant messaging and collaboration, One Drive for cloud-based file storage, and more.

  • Office 365 offers better integration with other critical AU systems, since we have standardized on the Microsoft platform.

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Will the migration change how I communicate with students?

Not at all. Students will continue to use Google for their email; however, collaboration between Faculty, Staff, and Students will be enabled via Skype for Business, OneDrive, and other collaboration tools.

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About the Migration

When will the migration happen?

All AU Faculty and Staff will be migrated to Office 365 during the late summer and early fall months. You will receive 1-2 weeks advance notification prior to your scheduled migration date.

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Will my AU email address stay the same?

Yes, your AU email address will remain in exactly the same format of userid@american.edu. Additionally, any email aliases configured for your current account will also transition to Office 365.

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What will happen to my Lotus Notes email, calendar, and contacts?

On your scheduled migration date, your Lotus Notes email, calendar, and synchronized contacts will begin to be seamlessly transitioned to your Office 365 Outlook mailbox. Your existing email folder structure will remain the same in Office 365.

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 at a later time, which will be communicated to you in advance. You can continue to access your email archive in Lotus Notes until then, if necessary.

If you have any contacts that were not synchronized with the mail servers, instructions will be provided on how you can transfer any missed contacts from your personal address book to Outlook.

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How can I check to find out the size of my mail file or archive?

To check the size of your mail file or mail archive (if applicable), open it within Lotus Notes. Then, click FILE, APPLICATION, and PROPERTIES. A window should pop up; click on the 'i' tab of the window. Your mail file size should be shown next to DISK SPACE. Note that your mailbox size will be shown in Megabytes or MB, so 3,000 MB would equal to 3 Gigabytes.

To check the size of your mail file using Lotus Notes web mail, click on the IBM Lotus iNotes banner at the top left of the screen when logged into web mail. Mail file size will be listed under SIZE on the information window that is displayed.

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If I have an out-of-office message on my Lotus Notes account, will that transition to Office 365?

Out-of-office messages will not be transitioned automatically. If you have an out-of-office message set up in Lotus Notes, please make sure to set it up in Office 365, once you have been migrated over.

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If I use a shared database in Lotus Notes for appointment scheduling or some other non-email function, will that also transition to Office 365?

Shared Lotus Notes databases used for appointment scheduling or other non-email functions will not be migrated to Office 365. A separate project is underway to transition these databases away from Lotus Notes, at some point in the near future.

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Email

How will this migration affect departmental/shared mailboxes?

Departmental or shared mailboxes will also be migrated to Office 365, along with their email content; however, these account can no longer be logged in to directly. Shared accounts will show up for those with access through either the Outlook desktop client or Outlook Web Access interface. Student workers can also be granted access to these accounts in a similar fashion to how they access shared Lotus Notes accounts.

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Is there a mailbox size limit in Office 365?

Yes, there is a 50 Gigabyte limit for each mailbox, and a 50 Gigabyte limit for each mailbox archive. Warning notifications will be sent to an email account, as it approaches the size limit.

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What happens if I currently forward my AU email to a non-AU email account?

If you have forwarding set on your AU email account, you should not have to take any action as your email address will continue to forward to your non-AU email account after you have been migrated to Office 365. However, if you have forwarding from your AU account set up via a Lotus Notes mail rule, you will need to recreate that rule in Office 365 as mail rules are not brought over as part of the migration process.

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I do not currently forward my email. How can I start forwarding my Office 365 email to a non-AU email account?

To forward your Office 365 email to a non-AU email account, you can log into Outlook Web Access and configure forwarding through your settings. Instructions on how to do this can be found here.

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How do I send an encrypted message?

Using Office 365 and the email encryption add-on, all emails sent internally within the system are automatically encrypted. Extra steps are required though for emails that are being sent to external recipients and need to be encrypted.

The way to encrypt an email that's being sent is to include the text [Encrypt] in the subject line of the message. This text is a signal to Office 365 that the email needs to be encrypted. Afterward, an email which explains how to view the encrypted message will be sent to the recipient. The message you sent to them will only be available for 14 days and can't be locally saved.

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Exporting Data from Lotus Notes or IMAP

How can I export and delete large attachments from Lotus Notes?

Click on the ALL DOCUMENTS view within your mail file or archive. Click the SIZE column to sort messages by size. Right-click on an attachment within a message and select SAVE AND DELETE or SAVE AND DELETE ALL.

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How can I export any special mail rules or filters from Lotus Notes?

Your mail rules may be exported from the Lotus Notes client to a Comma Separated Value (.csv) file. Within your mail file, click to expand TOOLS from the left navigation panel. Select RULES. Then, select FILE and EXPORT from the top menu bar. Select a location to save the file and change the SAVE AS TYPE to COMMA SEPARATED VALUE. Click the EXPORT button. Unfortunately, rules cannot be imported into Outlook and must be manually recreated.

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How can I export my locally stored contacts, if I am an IMAP client user?

The steps will vary for each IMAP client; however, the OIT Help Desk can assist you with exporting your contacts to vCard, if your software supports this capability.

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Software Installation

Do I need to upgrade to Office 2016?

To enjoy the best possible experience and all available features, it is recommended that you upgrade your PC or Mac to Office 2016. You can download Office 2016 for both operating systems from the DOWNLOAD SOFTWARE page of the myAU portal under the TECHNOLOGY section. For assistance with the installation, please contact the IT Help Desk.

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I am getting an error about having the 64-bit version of Microsoft Visio or Project installed, when trying to install Office 2016. What should I do?

You may need to install the 64-bit version of Office 2016 in this case. You can contact the IT Help Desk for a copy of the 64-bit version. Alternatively, you can uninstall the 64-bit version of Visio or Project, and install the 32-bit version; however you will need to know your license key. If successful, the 32-bit version of Office 2016 can then be installed.

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Collaboration & Instant Messaging

Does Office 365 have a replacement for Sametime instant messaging?

Yes, Sametime will be replaced by Skype for Business. Skype for Business offers the same instant messaging capabilities as Sametime; however, it also adds better collaboration tools, such as video-conferencing and screen-sharing.

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