University Email is Moving to Exchange Online!
Ohio State is in the process of migrating our email accounts from local servers to Exchange Online from Microsoft. Exchange Online will increase email storage, simplify integration with other MS Office services and improve stewardship of our resources by leveraging the high-quality cloud services that are now available.
For most users, the migration requires very little action. However, shared mailbox permissions and other special situations may require you to take a few extra steps. The Exchange Online team recommends looking over the “Want More Info?” section below to ensure you are ready.
Prior to moving your account, we will send you an email to let you know when we are planning to migrate it. We recommend that you close Outlook and Skype for Business at the end of the workday on the day before we migrate your account. After migration, we will send a follow-up email to confirm your account was migrated to Exchange Online successfully.
Your Outlook client or device should automatically reconfigure after your migration, if it did not reconfigure be sure that you are using a supported client and/or mobile application. You can check online system requirements for Office (these requirements also apply to Exchange Online).
If you need assistance before, during or after your migration, please contact your local IT support or the IT Service Desk at 614-688-4357 (HELP) or at go.osu.edu/it.
Thank you for your patience as we make this change to improve our email service!
Want More Info?
EXCHANGE MIGRATION CHECKLIST
IF YOU HAVE RIGHTS TO MAILBOXES that are shared or owned by another user…
If accounts that you have permissions to access are migrated either before or after your primary account is migrated, be prepared for your Send on Behalf of rights to on premise accounts temporarily be unavailable to you after you migrate. You will retain full mailbox rights for all mailboxes, and suspension of your Send on Behalf of rights is only temporary and will be available again when affected accounts are migrated to the cloud.
IF YOU GRANTED RIGHTS TO OTHER USERS to access and modify your email or calendar…
If you have given other users permission to access your mailbox or calendaring details, we recommend that you document all users and groups to whom you have provided access and specify what permissions they have. All of these settings should migrate, but if they fail, documentation will make it easier for you to restore them. You can visit Microsoft’s calendar sharing page to learn how to retrieve this information.
IF YOU USE OWA, the Online Web Application…
To access the Outlook Web Application, visit the Ohio State Office 365 Portal and click the “Faculty/Staff” button. Log in using your email@example.com and university password. After logging in to the Office 365 Portal, select the “Outlook” icon and bookmark or save that page as a favorite from within your specific browser.
IF YOU SEE POP-UP PROMPTS every time you log in...
Some users who log into Office 365/Exchange Online may see some additional pop-up windows appear soon after the Outlook application starts. The prompts are normal and don’t indicate a problem, but will continue to show up every time you log in unless you select the appropriate checkbox. Expect to see pop-up prompts if you are using…
- Any Outlook desktop app,
- Outlook for Windows 2013,
- Outlook for Windows 2016, or
- Outlook for Mac 2016.
Dismiss Pop-Up Prompts
To ensure the prompts do not continue to pop-up every time you log in:
- In Outlook for Windows, check the box “Don’t ask me about this website again.” Then select the “Allow” button.
- In Outlook for Mac, check the box “Always use my response for this server.” Then select the “Allow” button.
IF POP/IMAP CONFIGURATION is used on your computer…
If you have POP or IMAP configured on your device, you will need to reconfigure it after your migration. If you’re not sure, ask your local IT support staff if you are using POP or IMAP, and they can help you reconfigure it. If you know that you have POP or IMAP configured on your device and feel confident that you can make the adjustments yourself, instructions are available online.
If you use Skype for Business telephone services...
Here are a few items to be aware of if you are using Skype for Business telephone services:
- Restarting Outlook and Skype for Business: You should close and then re-open the Outlook and Skype for Business applications after your email account is migrated. Closing and re-opening the applications will allow users to avoid multiple prompts to login.
- Voice Mail Pin: Your current Skype for Business Voice mail pins and voice mail greetings have been preserved
- Call Answering Rules: Those who have any call answering rules defined to transfer calls to another phone number should take a moment to ensure phone numbers are entered with a “1” at the beginning, such as 1XXXXXXXXXX or 1-XXX-XXX-XXXX
Departmental Accounts: If a user owns a Front Desk, Departmental or Organizational Account that is using "Call Answering Rules," or if you are using an account as an on-call phone tree, please contact the Skype for Business team through the IT Service Desk