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Information Technology Services

Mailbox Migration


Note: HIPAA data is not allowed to be placed in any available cloud storage,
whether temporary or permanent.

Mailbox Migration – Overview

 

It’s Happening

WSU students moved to Office 365 two years ago. Now it’s time for the Staff and Faculty to join them, putting us all on the same communication’s platform. We are starting with the central Exchange system in May 2017. Please note the important dates and plan accordingly.

What is Happening?

WSU Information Technology Services has been making significant technology changes in the background to allow us to move our mail/calendaring system to Office 365 in the cloud. In addition, we are actively working with systems managers across WSU to verify the mailbox information for all central Exchange users. This includes over 12,000 mailboxes for employees, rooms, locations, and departments. All mailboxes will be migrated from our on-premise Exchange service to Office 365, area by area, over the next 2 months. After completion, over 95% of all WSU Staff, Students, and Faculty will be on the same email/calendaring system.

Beginning in April 2017

Why is it Necessary?

Centralization of WSU student and employee email/calendaring function provides:

  • Enhanced collaboration due to ability to see everyone’s calendar free/busy and details where authorized.
  • Single mailboxes for students who are also employees.
  • Reduced risk due to no longer having to manage multiple types of systems with multiple security profiles and configurations.
  • Reduced cost due to not having to support redundant systems providing the same type of services across WSU.
  • Office 365 provides WSU a variety of cloud-based services such as email, calendaring, storage, and other online applications to promote collaboration throughout our campuses

How Can I Prepare?

  • Ensure you are using a supported version of Outlook. (Outlook 2013/2016 for Windows and Office 2011/2016 for the Mac). If you are using an older version of Outlook, then contact your local IT support to ensure you get updated well before your migration date.
  • Keep in communication with your local IT support for any questions or concerns.

What happens at the time of migration?

  • When your mailbox is migrated, you will get a pop-up stating that the Administrator has made a change to your account and you will need to restart Outlook. At this point, Outlook will change the settings to point at the new Office 365 location. The impact on the user is expected to be no greater than this.
  • More information here

Questions?

If you have questions about the migration to Office 365, check out our Frequently Asked Questions page. If your question is not listed, please contact your local IT support or the CougTech Help Desk by calling 509-335-HELP (4357) or send an email to cougtech.wsu.edu to submit an online request.

 


Note: HIPAA data is not allowed to be placed in any available cloud storage,
whether temporary or permanent.

Mailbox Migration – FAQs

 

Will there be additional presentations or opportunities to ask questions?

We have scheduled ten weekly sessions on Wednesdays from 11:00 AM until noon in ITB 2025 on the Pullman Campus for Q & A. These sessions will be available via Skype for remote locations or place-bound people: Use this link: https://meet.wsu.edu/jfdsac/27R7410XOr Phone-in callers can dial into 509-335-2277 and use Conference ID: 595800

Will I have to stop using my Outlook client when we move to Office 365?

No, you will continue to use the Outlook client application with your new mailbox in the cloud. You should be on a current version of Outlook for Windows (2013 or 2016) or for Mac (2011 or 2016), with the latest version always preferred.

Will all my Mail, Calendar, and Contacts entries migrate?

Yes, the migration will entail moving your on-premise server folder items to the Office 365 Mail system. Local folders will remain on your machine. After migration, you will have a much larger quota for mail items, so you may be able to move your local folder items to the Cloud if desired.

Will Departmental Mailboxes, Resource Mailboxes, and Location (Room) Mailboxes and Calendar migrate with my unit?

All mailboxes and calendars that have been identified as belonging to an Area or other Campus will move with that Area or Campus. These include People’s mailboxes as well and Departmental, Resource, and Location Mailboxes.

During the actual Migration, will I be without E-Mail?

No, you will have constant access to your E-Mail during the time we are migrating your mailbox. You will continue to use your on-premise mailbox (connect.wsu.edu) until your mailbox is fully migrated, then you will need to switchover to using Office 365 Mail (outlook.office365.com) but at no time will you be without mail. New mail sent to you will not be lost or left behind.

Will my mail address remain the same?

Yes, your mail address of xxxxxxxx@wsu.edu will remain the same; people who send you mail will continue to use that address. If you have set up other aliases for your mail those will be changed to point to your new mailbox.

What settings won’t migrate automatically?

The settings we believe you may have to re-establish with your Office 365 Mailbox include

  • Signature Blocks
  • Distribution Lists
  • If you assigned permissions for an AD Group to access your mailbox or calendar, these groups may not migrate as-is to Office 365. So you may need to re-establish the permissions for sharing on an individual basis, not a group.

What other problems might we expect after the mailboxes have migrated?

  • Some people may have issues with various Permissions they have set for others, or Permissions other people may have set for them.
  • If people can see other people’s Calendars, the details may not be visible (only Free-Busy status is showing) until everyone has moved to the new system.
  • In many cases, Outlook caches E-Mail addresses for people you frequently correspond with. These cached addresses may have to be purged – they are part of the Outlook Auto-Correct Name List.

How Does the WSU Office 365 Mail Migration Affect Me?

 


Note: HIPAA data is not allowed to be placed in any available cloud storage,
whether temporary or permanent.

Mail migration to Office 365 Schedule

 

Following is the tentative schedule for migrating mailboxes from our on-premise Exchange to Office 365. This schedule could change during the migration if unanticipated issues arise, but our goal is to have this part of the project complete by July 1, 2017.

If you have questions or concerns, please contact your local IT support or CougTech cougtech@wsu.edu or 335-4357, or follow the project at https://its.wsu.edu/o365-outlook-migration/. There are also open Q&A sessions on this project every Wednesday from 11:00 AM – Noon in ITB 2025 or by Skype for Business at https://meet.wsu.edu/jfdsac/27R7410X. Migrations are only for users in the below areas that have Pullman ITS Exchange mailboxes. If you are on a different mail system, this does not apply to you.

Migration CompleteArea Migrating Date
Complete
Pullman Information Technology ServicesMay 1, 2017
Complete
IT Support Early Adopters (Multiple areas)May 1, 2017
Complete
WSU Spokane/Medicine/NursingMay 9, 2017
Complete
College of PharmacyMay 9, 2017
Complete
E S Floyd College of MedicineMay 9, 2017
Complete
College of NursingMay 9, 2017
Complete
WSU EverettMay 9, 2017
Complete
AthleticsMay 10, 2017
Complete
HRSMay 10, 2017
Complete
Graduate SchoolMay 11, 2017
Complete
WSU VancouverMay 11, 2017
Complete
EAB UsersMay 15, 2017
Complete
Student Affairs May 16, 2017
Complete
Academic Outreach & Innovation/Global CampusMay 17, 2017
Complete
College of Vet Medicine May 17, 2017
Complete
Murrow College of CommunicationMay 23, 2017
Complete
College of EducationMay 24, 2017
Complete
CAHNRS Group 1 and 2 May 30, 2017
Complete
CAHNRS Group 3May 31, 2017
Complete
CAHNRS Group 4June 1, 2017
Complete
CAHNRS Group 5June 2, 2017
Complete
Voiland College of Engineering and ArchitectureJune 6, 2017
Complete
College of Arts and SciencesJune 7, 2017
Complete
Presidential UnitsJune 13, 2017
Complete
Provost and Executive Vice PresidentJune 13, 2017
Complete
University Advancement and External Affairs June 13, 2017
Complete
University RelationsJune 13, 2017
Complete
WSU Tri-CitiesJune 14, 2017
Complete
International Programs June 15, 2017
Complete
Assoc VP Facilities ServicesJune 20, 2017
Complete
AVP Financial ServicesJune 20, 2017
Complete
Finance & Admin Public ServicesJune 20, 2017
Complete
Finance & AdministrationJune 20, 2017
Complete
Carson College of BusinessJune 27, 2017
Complete
EnrollmentJune 27, 2017
Complete
LibrariesJune 28, 2017
Complete
Office of ResearchJune 28, 2017
Complete
University DevelopmentJune 29, 2017
Complete
USDAJune 29, 2017

 

 

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