M365 Email Migration Project

Summary

M365 Email is now live. Log into Outlook Web Access to access email only or M365 to access all available apps.

The University of Winnipeg is moving to Microsoft 365 (M365) and will be migrating faculty and staff email from Merlin Hosted Exchange to M365 in early November and implementing Multi-Factor Authentication (MFA) in January 2022 / February 2022.

The move to the cloud services will provide an integrated M365 experience for faculty, staff and students. This will deliver a valuable new secure tool to collaborate with students, fellow faculty members and colleagues worldwide. The email integration with MS Teams will provide seamless collaboration, while building the foundation for future technological advancement. For more information refer to Microsoft 365.

Prior to the email migration there will need to be a password synchronization between Merlin Hosted email and faculty / staff UWinnipeg network password. This will be a manual process where faculty and staff need to change their email password to match their network password. This needs to be completed by Wednesday October 20, 2021. (Note: Faculty and staff who were included in the M365 pilot project have already completed this step)

Note: Retirees must log into their email at least once per year otherwise their email account login will be disabled and the email account deleted.

In early November Technology Solutions Centre will activate M365 accounts for all faculty and staff who currently do not have one when M365 email becomes available. The first step will involve activating the email for all new incoming and outgoing email. After this, one-month worth of email will be migrated to M365 over the weekend of November 5 – 7, 2021. The remainder of the email will be migrated between November 8 – 19, 2021.

Outlook Items Not Migrated to M365

ACTIONS TO TAKE ON OR BEFORE FRIDAY NOVEMBER 5, 2021

Before Friday November 5, 2021 at 6:00 PM you will need to take note of how the following items are setup in Outlook as they cannot be migrated from Exchange to M365. A Checklist is available to assist you in your documentation.

Please note if you do not use these features you do NOT need to do anything.

Export your mailbox rules:
- Purpose: Rules allow you to move, flag, and respond to email messages automatically. You can also use rules to play sounds, move messages to folders, or display new item alerts. The easiest and most common rule to create is one that allows you to move an item from a certain sender or with certain words in the subject line to another folder. You can create this rule directly from a message you've already received.
- Follow this link “Export-Import rules” to Export your mail rules prior to Friday Nov 5^th.
Calendar permissions:
- Purpose: Allow others access to your calendar.
- Document any permissions you have setup. Shared calendars will not migrate so, any calendar you have shared to someone else will need to be re-shared on Nov 8^th.
Delegates:
- Purpose: Delegate Access goes beyond just sharing access to your folders. Delegates are granted additional permissions, such as creating email messages or responding to meeting requests on your behalf. Some DA and most Admin Assistants have this access to a Director / Department Chair/ Dean’s, VP mailbox
- There is no export/import function for delegates. It is a matter of noting the current setup and manually re-adding the users once your new Outlook profile is setup on Nov 8^th.
- Follow the link to "How Do I Configure Delegate Access".
Recurring Calendar appointments:
- Purpose: To schedule a meeting on multiple dates.
- Recurring meeting requests will be "broken" and you will be missing the "Send Update" option. As a result, you will be unable to send updates to the meeting attendees. Therefore, it is recommended to take note of the existing recurring dates, times, locations, people invited and recurring frequency. Then recreate them as individual meetings and delete the series before the migration on November 5. You will be able to create recurring meetings again after the migration.
Archives:
- Purpose: Archives are for people who have uncommonly large mailboxes. They can use the Archive to avoid deleting old mail.
- Follow this link to “How to find your Outlook Archive – Windows 10”, or "MAC - Find Your Outlook Archive Location". In the M365 Migration Checklist document note where your email archives are stored.

Links to all of the How-To documents are available here

ACTIONS TO TAKE ON MONDAY NOVEMBER 8, 2021

The following actions will need to be taken on Monday November 8th, 2021:

Outlook Profile: If you use the Outlook Desktop Client you will need to reconfigure the client to point to M365. Use this link to download the appropriate document:
- Windows 10
  - How to remove your Outlook Profile – Windows 10
  - How to configure your UWinnipeg Outlook Profile
- MAC
Mobile Devices: If you have email on your cell phone you will need to configure your phone to point to M365. Refer to the How to documents here for iPhones and Android phones.
Import your mailbox rules: When you connect to your new mailbox you will need to import your “Export-Import Rules” into M365 ONLY after you have updated your profile.
Calendar permissions: Re-share your calendar by using the Delegate Access.
Delegates: Add these entries and their settings once your new Outlook profile is setup.
Recurring Calendar appointments: Recreate all your recurring meetings or leave them as standalone meetings.
Archives: Refer to “How to re-add your Outlook Archive – Windows 10” or "MAC - Restore Outlook Archive" to re-add your archives.
Signature: Recreate your email signature. Go here to the E-Signature Generator to recreate your UWinnipeg branded signature.

Project Timeline

Activity	Proposed Dates	Status
Faculty/Staff inactive accounts cleanup	September 2021 – October 8, 2021	Complete
Faculty/Staff email password must be synchronized with network password	Wednesday, October 20, 2021	Complete
Turn on M365 Email for new incoming/outgoing email and M365 accounts available for all Faculty/Staff	Friday, November 5, 2021 Time: 8:00 PM	Complete
Email migration from Merlin Hosted Exchange to M365 Exchange (one month of existing email)	Friday, November 5 – Sunday, November 7, 2021	Complete
Point Outlook Desktop Client to M365	Monday, November 8, 2021	Complete
Point UWinnipeg cell phones to M365 (if you have email on your mobile phone)	Monday, November 8, 2021	Complete
Migrate remaining historical email to M365	November 8 – 19, 2021	Complete
MFA Self-Enrollment for Tech Sector	Refer to MFA webpage
Enforce MFA for Tech Sector & current MFA VPN users	Refer to MFA webpage
MFA Self-Enrollment for faculty / staff	Refer to MFA webpage
Enforce MFA for faculty/ staff	Refer to MFA webpage
MFA Self-Enrollment for students	Refer to MFA webpage
Enforce MFA for students	Refer to MFA webpage

How To Documents

Checklist (Use this Excel spreadsheet to document items for the Email Migration)

Email and Calendar

MAC

Windows 10

Mobile Devices

Apple iPhone

Android

Shared Mailboxes

MAC

WebAccess

Calendar

Mobile

Add a shared mailbox on your mobile

Communication Notices

October 25, 2021: Email Migration is coming...

Email Migration is coming…

The Technology Sector is pleased to announce that the University of Winnipeg is moving to Microsoft 365 (M365) and will be migrating email from Merlin Hosted Exchange to M365 on Friday November 5, 2021. Multi-Factor Authentication for email will be coming early in 2022.

EMAIL MIGRATION DETAILS

There will be an email outage on Friday November 5, 2021 from 6:00 PM – 8:00 PM. M365 email will be available at 8:00 PM. You can access the M365 email by using the UWinnipeg email link or by going directly to https://outlook.office.com at 8:00 PM. With the M365 email you will be able to send/receive new email. During the weekend, you may not be able to see all of the older messages in your inbox (they are being moved over and will take time to show up). The migration of one-month worth of historic email from Exchange to M365 will occur between Nov 5 and Nov 7, 2021. The remainder of the historic email will be migrated between November 8^th and November 19^th.

Only 11 days before M365 email becomes available.

ACTIONS TO TAKE ON OR BEFORE NOVEMBER 5^th, 2021

Before Friday November 5, 2021 at 6:00 PM you will need to take note of how the following items are setup in Outlook as they cannot be migrated from Exchange to M365. A Checklist will be provided to assist you in your documentation. Use the spreadsheet to document the items below. The spreadsheet will be made available later this week.

Export your mailbox rules: Follow this link “Mail rules” to Export your mail rules prior to Friday Nov 5^th.
Calendar permissions: Document any permissions you have setup. Shared calendars will not migrate so, any calendar you have shared to someone else will need to be re-shared on Nov 8^th.
Delegates: There is no export/import function for delegates. It is a matter of noting the current setup and manually re-adding the users once your new Outlook profile is setup on Nov 8^th.
- Load Outlook
- Go to the ‘File’ menu
- Click ‘Account settings’ button, then select ‘Delegate access’
- Note any entries and their settings here
- Add these entries and their settings once your new Outlook profile is setup
Recurring Calendar appointments: Like “Shared Calendars”, recurring meeting appointments will not migrate to M365. These need to be deleted and re-created otherwise they are just stand-alone appointments that you cannot ‘forward’, ‘cancel’ or ‘send updates’ for. Note the date, time, location, people invited and recurring frequency.
Distribution Groups: need to be setup in M365. Document who you have in any distribution groups so that you can recreate them.
Archives: Follow this link to “How to find your Outlook Archive – Windows 10” and “How to re-add your Outlook Archive – Windows 10”. In the M365 Migration Checklist document note where your email archives are stored.

Links to all of the How-To document are available here on the M365 project webpage.

ACTIONS TO TAKE ON MONDAY NOVEMBER 8^TH, 2021

Outlook Profile: If you use the Outlook Desktop Client you will need to reconfigure the client to point to M365. Use this link to download the “How to remove your Outlook Profile – Windows 10” and “How to configure your UWinnipeg Outlook Profile” documents.
Mobile Devices: If you have email on your cell phone you will need to configure your phone to point to M365. Refer to the How to documents here for iPhones and Android phones.
Import your mailbox rules: When you connect to your new mailbox you will need to import your “Mail rules” into M365 ONLY after you have updated your profile.
Calendar permissions: Re-share your calendar by using the Delegate Access.
Delegates: Add these entries and their settings once your new Outlook profile is setup.
Recurring Calendar appointments: Recreate all your recurring appointments.
Distribution Groups: Re-create all your distribution groups.
Archives: Refer to “How to re-add your Outlook Archive – Windows 10” to re-add your archives.

Links to all of the How-To document are available here on the M365 project webpage.

Learn more about the M365 Email Migration Project

Thank you for your co-operation,

Technology Service Desk

servicedesk@uwinnipeg.ca

P 204.786.9149

515 Portage Avenue
Winnipeg, Manitoba, Canada
R3B 2E9

uwinnipeg.ca

October 18, 2021: M365 Email Migration is coming…

Update your email password to exactly match your network password NOW!

Only 2 days before you are locked out of your account if you have not changed your email password to match your Network (campus computer

Passwords MUST be synched by Wednesday October 20, 2021.

Go to http://email.uwinnipeg.ca to update your password. If you’re not sure how to do that, please visit the website below for the instructions.

https://www.uwinnipeg.ca/tech-sector/how-do-i/i-am-faculty-or-staff---how-to-reset-my-email-password.html

If you require any assistance, please contact the Service Desk servicedesk@uwinnipeg.ca (204.786.9149).

Our sincere thanks for your continuing co-operation,

Technology Service Desk

servicedesk@uwinnipeg.ca

P 204.786.9149

515 Portage Avenue
Winnipeg, Manitoba, Canada
R3B 2E9

uwinnipeg.ca

October 6, 2021: M365 Email Migration is Coming...

This is a reminder to update your email password to exactly match your network password NOW if you haven’t done that yet!

Passwords MUST be synched by Wednesday October 20, 2021.

Go to http://email.uwinnipeg.ca to update your password.

If you require any assistance, please contact the Service Desk servicedesk@uwinnipeg.ca (204.786.9149).

October 5, 2021: M365 Email Migration is Coming

In preparation for moving to Microsoft 365 and migrating faculty/staff email to M365, all faculty and staff need to update their UWinnipeg email password to exactly match the password of their network / computer account.

This must be completed prior to October 20, 2021 — otherwise you will experience login issues. (Note: Faculty and staff who were included in the M365 pilot project have already completed this step). Go here to update your email password to match your network password.

For information on how to change your password refer to the Tech Sector website. If you require any assistance, please contact the Service Desk servicedesk@uwinnipeg.ca (204.786.9149).

September 28, 2021: M365 email migration and MFA enablement

The Technology Sector is pleased to announce that the University of Winnipeg is moving to Microsoft 365 (M365) and will be migrating email from Merlin Hosted Exchange to M365 and implementing Multi-Factor Authentication (MFA) before the December break. Stay tuned for more information…

Prior to the email migration there will need to be a password synchronization between Merlin Hosted email and your UWinnipeg network password. More important information will be coming out in the near future regarding this, please stay tuned.

Here are some of the things you can look forward to with M365:

WHAT IS M365?

Microsoft 365 (M365) is the on-line version of Office applications that you are already familiar with along with collaboration tools. It enables you to connect with people, information, and content you need to do your best work, from any device.

The latest versions of Office applications like Email, Word, Excel, and PowerPoint
Access to Microsoft Teams
Access to a multitude of productivity and collaboration applications like Delve, Forms, Stream, Sway
1 TB of OneDrive storage

WHAT IS MICROSOFT TEAMS?

Microsoft Teams is one of the M365 suite of applications. MS Teams is incredibly powerful and provides chat, file sharing and video conferencing features. MS Teams will allow our entire campus community to collaborate like never before, with everyone at the University, as well as colleagues outside of our campus community.

TRAINING

To assist you in becoming familiar with the multitude of features that the M365 suite of applications provide, we have compiled a number of self-serve training resources provided by Microsoft on our Technology Sector web site. Please visit https://www.uwinnipeg.ca/tech-sector/software-and-services/microsoft-365.html

PRIVACY

The University’s Information and Privacy Office has reviewed the Microsoft 365 service and has composed a Privacy Notice. The details of that Notice can be found here: https://www.uwinnipeg.ca/privacy/microsoft-365-apps-privacy-notice.html

PLEASE NOTE: Microsoft 365 (M365) is not intended to replace Microsoft Office on a TSC deployed UWinnipeg computer. M365 is intended for your personal computer or mobile device only.

Thank you,

Technology Service Desk

servicedesk@uwinnipeg.ca

P 204.786.9149

515 Portage Avenue
Winnipeg, Manitoba, Canada
R3B 2E9

uwinnipeg.ca