Migration FAQ


FAQs


The  Office 365 website has a lot of the information you will need to get started and answer your questions (like this FAQ page). We will have information kiosks around campus to help answer questions and provide on-the-spot support in September when students return to campus. Support is always available via the CCS Help Centre at 519-824-4120 x 58888 or via email at 58888help@uoguelph.ca. You can also visit the IT Help Desk on the first floor of the library. Microsoft information is also readily available online so a quick Google search can answer many of your questions. 


Following the migration, you can log into Gryph Mail as you always have (https://mail.uoguelph.ca). You will be presented with a choice of “Gryph Mail – Office 365” or “Legacy Gryph Mail – Google". You will have limited access to your legacy Gryph Mail account (Google) for a period of time, as this can be valuable for validating your migration.

Undergraduate students currently access their Gryph Mail (Google) accounts through a web browser (e.g., Internet Explorer, Edge, Safari, Chrome, Firefox) or a thick (desktop) email client (e.g., Outlook, Thunderbird, Apple Mail). Once we transition to Office 365, you can still access email through a web browser using Microsoft's Outlook Web App (recommended and supported by CCS) or by using desktop email client (Microsoft Outlook is the only CCS-recommended and supported desktop email client).


All emails should have been migrated as part of our process. If a user is missing emails, they should first check their legacy Gryph Mail (Google) account, as some emails coming in during the migration weekend may not have made it into your Office 365 account. For older emails that you do not see in Office 365, users can contact the CCS Help Centre and open a ticket so we can investigate. Contact the Help Centre at 519-824-4120 x 58888 or 58888help@uoguelph.ca.

Along the left-hand side of the mail screen, you will see a "More" button. Click this and your folders and sub-folders will appear.

No, your email address will change. Instead of using username@mail.uoguelph.ca you will be using your username@uoguelph.ca email account with your current password. Any emails sent to your @mail.uoguelph.ca email address will be automatically forwarded to your new Office 365 email account (@uoguelph.ca) for the duration of your studies at U of G. 
For example, if your email address is jsmith@mail.uoguelph.ca, it will become jsmith@uoguelph.ca. If someone emails you at jsmith@mail.uoguelph.ca after the migration, you will automatically receive it in your new Office 365 account, jsmith@uoguelph.ca.

Following the migration, you can log into Gryph Mail as you always have (https://mail.uoguelph.ca). You will be presented with a choice of “Gryph Mail – Office 365” or “Legacy Gryph Mail – Google". You will have limited access to your legacy Gryph Mail account (Google) for a period of time, as this can be valuable for validating your migration.
 

 

When you login to Office 365 for the first time, you will see the Outlook Web App - which is going to be your main email platform. This is a very intuitive system and you will likely be able use it competently right away. Please note that you may not see your folders right away, as you have to click the "More" button on the left-hand side of your screen. 
 

Yes, the Office 365 email and calendaring solution (Exchange Online) will work on most mobile devices. Please check this Microsoft page which outlines the recommended apps for various mobile devices to connect to Office 365. Visit the Support and Configuration page of the Office 365 website for help in setting these up. 


Yes, you should download the Outlook Mobile App to ensure access to your Office 365 Gryph Mail on your phone. This is the preferred (and CCS-supported) option and will provide the most seamless Office 365 experience. However, you can also use the native Mail app on your device.

You will be able to continue using your Google Drive files as long as you have access to old Gryph Mail (Google) account (likely until summer 2018). However, it is strongly recommended that you move any necessary files to the OneDrive associated with your new Office 365 account, as this is your official U of G account and will be the only CCS-supported option.

If you store important information within the Notes App on your iOS device (iPhone or Mac), it is very likely that this information is linked to your legacy Gryph Mail (Google) account and will be lost following the migration (or when you eventually lose all access to this account). Follow these instructions to sync your Notes App to iCloud or to your new Office 365 account. 

If you do not have a Mac or iCloud drive to backup your Notes, a different email account can be used to back up your Notes data. Here is how you can configure another email account to Notes:

 

 

 

 

 

1) Select Settings

 

 

 

 

 

2) Select Notes

 

 

 

 

 

 

3) Select Accounts

 

 

 

 

 

 

4) Select Add Account

 

 

 

 

 

 

5) Choose a different account to connect to your Notes app.Then proceed with the same instructions for moving your Notes app to iCloud but instead select the email account you have chosen

 

 


Office 365 was chosen for U of G for many reasons, including enhanced security, ease of use, mobile friendly, as well as the efficiencies of a cloud-based platform. Office 365 also promotes enhanced collaboration and document sharing capabilities, and it’s reliable and easy to use on mobile devices. With undergraduate students moving to Office 365, we will all enjoy the benefits of having the entire campus on one email system. For more information visit the CCS Project Page related to the Undergraduate Office 365 Migration

Yes. The CCS Information Security (InfoSec) team performed a risk assessment of the Office 365 service as part of our initial investigation into a new email/calendaring product. This assessment was very positive. For more information on the security of Microsoft Office 365, please visit https://www.uoguelph.ca/ccs/projects/office365#Security
 

The current scope of this project will migrate anyone who has a @mail.uoguelph.ca email address to Office 365.. 

The migration to Office 365 will take place on June 17-18, 2017. The main impact on users is getting familiar with the new system. In some cases, if you regularly use Gryph Mail Calendar, Contacts, Google Drive, and iOS Notes, you will need to migrate those items yourself. Please visit the Migration Information section of the Office 365 website for instructions on these tasks. When users log in to Office 365 on Monday, June 19 at 9:00 a.m., all emails should appear in your Office 365 inbox. If you were expecting an email over the weekend that you do not see in Office 365, please check both email systems. Going forward, all new emails will appear in Office 365.. 

Undergraduate students should have received multiple emails regarding the migration process. These emails can be reviewed on our website. Please visit the Migration Information section of the Office 365 website for more information. 

Yes. Anyone with an @mail.uoguelph.ca email address will be migrated to Office 365. This includes graduating students who are now alumni - those students who finished their undergraduate studies in April 2017. As with all new alumni, you will have access to your U of G email account (which will now be in Office 365 after June 17-18) for approximately one year after graduating. You will retain read-only access to your Google account (@mail.uoguelph.ca) for a limited period of time as well.

Students will keep their @mail.uoguelph.ca alias for the duration of their studies at U of G. This means that, while your primary email account is now @uoguelph.ca, any emails addressed to your legacy Gryph Mail account (@mail.uoguelph.ca) will be automatically forwarded to your new Office 365 account. Some students may have their email forwarded for four or more years depending on their length of study here.

You will no longer be able to access Office 365 using your @mail.uoguelph.ca account after the Gryph Mail migration, taking place June 17/18, 2017. This is because you will have a new U of G Office 365 account linked to your new email address (@uoguelph.ca). If you have files saved in OneDrive under your old account, these will not be migrated and you would have received emails to back up your OneDrive files in preparation for migration. If you did not back up your OneDrive files, you can contact the CCS Help Centre and they can help you retrieve your files. The Help Centre can be reached at 519-824-4120 x 58888 or 58888help@uoguelph.ca.

For information regarding Office 365, please visit our Office 365 website. Help is also available via the CCS Help Centre, which can be reached at 58888help@uoguelph.ca, by phone at 519-824-4120 x58888, or in person at the IT Help Desk on the first floor of McLaughlin Library.


Undergraduate students will be responsible of migrating their own Calendar data. Many students may not need to migrate their calendar information, and can just start using the calendar in the Office 365 platform to schedule new events. However, there are simple instructions for those who need to migrate their old calendar items to their new Office 365 calendar

Undergraduate students will be responsible for migrating their Contact data. Many students may not need to migrate their contact information, and can just start using the contacts in the Office 365 platform. However, there are simple instructions for those who need to migrate their old contacts to their new Office 365 Gryph Mail.

Yes, you will have to re-setup your email account on your mobile devices. You can view Office 365 Gryph Mail on your phone in two ways: via the Outlook Mobile App (the recommended and CCS-supported option), or via the native Mail app on your device. Visit the Office 365 website for guides on how to configure your email on your mobile device.

All emails should have been migrated as part of our process. If a user is missing emails, they should first check their legacy Gryph Mail (Google) account, as some emails coming in during the migration weekend may not have made it into your Office 365 account. If both inboxes do not match up, check your subfolders as they may contain the emails you are searching for. To view all subfolders, select the arrow in the navigation pane to unfurl the menu, and select “More” and directly click on a subfolder to search its’ contents. Please be advised that during the migration duplicate folders may have been made. For older emails that you do not see in Office 365, users can contact the CCS Help Centre and open a ticket so we can investigate. Contact the Help Centre at 519-824-4120 x 58888 or 58888help@uoguelph.ca.


If you have one label on an email, that label should be preserved in Office 365.
 
If you have multiple labels on a single email, in general, the email will be placed in the folder that comes first alphabetically. So if you have an email that is labelled as "Personal" and "Important", it will end up in the "Important" folder.
 
In some cases, you may have labeled an email but not moved it into that labelled folder, so that labelled email sits in your Inbox but has a label on it. What will happen during the migration is that a new folder may be created called "Inbox\Label". As an example, if you have an email that is sitting in your Inbox but has a label of "Personal", after the migration, that email will be in a new folder called "Inbox\Personal". Please note that you may also have had emails that were labeled as "Personal" but also moved these into the "Personal" folder. After the migration, these will be in the "Personal" folder as they were in Google Gryph Mail. This can create some confusion as you may now have two folders with similar "Personal" labels.
 
All subsequent labels (i.e., more than two labels) will appear as categories.

No you will not lose access. Any software that is affiliated with your U of G account - i.e. software acquired from the U of G Software Distribution Site - will remain until you are no longer a U of G student or no longer affiliated with the University. When a student leaves the University and no longer has an @uoguelph.ca account, they will lose access to all cloud-stored data.

As these are not associated with your U of G Single Sign-On credentials, they will not be affected. However, you have the option of continuing to sign into these services using your @mail.uoguelph.ca address, or updating your information to your new email address (@uoguelph.ca). Please note that should you receive emails to @mail.uoguelph.ca, they will be automatically forwarded to your new Office 365 Gryph Mail account (@uoguelph.ca).
 

Yes. If you are forwarding emails from your Gmail (Gryph Gmail) account to another personal account, this forward will be kept during and after the migration. Please note that any forwards placed on your @mail.uoguelph.ca account after Friday, June 16 at 5 p.m. may not transfer. Users should double check that their forwards were migrated. Please note that filters (inbox rules) are not migrated.. 

Please visit this Microsoft page for system requirements. Please expand Office 365 Plans for Business, Education and Government.

 


    Yes, if you use a desktop client to view your email, you will have to reconfigure it to point to Office 365. Visit our Office 365 website for guides on how to configure your email on your desktop client.

    Yes, Office 365 does support IMAP connections, but this access method has reduced functionality in comparison with other connection types (Exchange ActiveSync, Exchange Web Services, etc). It lacks support for calendar and global address list functions. IMAP/SMTP* configuration is available on the CCS website. We strongly recommend using the Outlook Web App or an installed Outlook desktop client. 

    *IMAP (Internet Message Access Protocol) is a standard protocol for accessing email.
    *SMTP (Simple Mail Transfer Protocol) is a standard protocol for a server or email client, such as Outlook/Thunderbird/Apple Mail to send email


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