The university is migrating all users from an on-prem Exchange server environment to a Microsoft Hosted Exchange Online environment. This migration is being made to combine all users (Students/Faculty/Staff) onto one consistent email platform.
Benefits:
Exchange Online is integrated with all other Office 365 products.
Increased message size limits (on-prem = 35MB, Exchange Online 25MB – 150MB depending on encryption and mail client used)
Additional features such as focused inbox are made available with Exchange Online which are not available on-prem.
Update to the Newest Software Versions
Making sure you have the software versions downloaded and updated on all of your devices will help with an easier transition. If you have questions or need assistance with upgrading to newer software versions, please contact the IT Service Desk.
If you are a Windows user who has an older system and/or an older version of Outlook, you need to upgrade to a newer version of Outlook (and possibly upgrade to newer version of Windows). The currently supported versions of Outlook for Windows are Outlook 365, Outlook 2019, Outlook 2016 and Outlook 2013. The Windows desktop operating systems supported are Windows 8, and 10. For situations where these upgrades are not possible, you can use the Outlookweb client for your migrated Office 365 mailbox. (There are also web-based versions of Office Online apps such as Word, Excel, PowerPoint and OneNote.). When using Outlookweb, the latest versions on Internet Explorer, Edge, Firefox, Chrome, Safari is required. IMAP E-Mail clients (such as Thunderbird) are no longer supported. When the mailbox has moved, you will need to recreate your profile to point to the Office 365 E-Mail on a supported mail client.
For Macintosh users, the newest version of the Outlook Client for Mac (Outlook 365) provides the best experience for Mac users (Outlook 2011 or Outlook 2016 will work, but the newer client works much better). Older clients such as Entourage will not work. You may need to upgrade the Mac OS to a newer version (OS 10.10 or later) in order to support the newer Outlook clients.
Existing Apple Mac Mail clients will also be able to access Office 365 Mail. IMAP E-Mail clients (such as Thunderbird and Apple Mail) are no longer supported. Once your mailbox has moved to O365, you will need to recreate your profile to point to the Office 365 E-Mail. Again, for situations where these upgrades are not possible in the near term, people can use the Outlook web client for their migrated Office 365 mailboxes. (There are also web-based versions of Office Online apps such as Word, Excel, PowerPoint and OneNote.) When using Outlookweb, the latest versions on Edge, Firefox, Chrome, Safari is required.
While there are no Microsoft client applications for Linux systems, there are web-based versions of Office Online apps such as Word, Excel, PowerPoint, OneNote and OneDrive that will work on any system; in addition, people can use the Outlook web client for their migrated Office 365 mailboxes from a variety of browsers. Existing Linux mail clients may also support Office 365 Mail but may not have all the features of Outlook. For these clients, you may need to recreate your profile to point to the Office 365 E-Mail once you have migrated.
Mobile Devices users will want to make sure you have the latest versions of existing Mail clients. In addition, Microsoft has Outlook clients for iPhones, iPads, Android Smartphones and Android Tablets, to access both on-premise Exchange and migrated Office 365 mail.
Mailbox Migrations
Information Technology is planning to move users by Department.
We are going to adhere to the schedule to migrate those clients who work together and most likely share collaborative features such as Calendars. We expect these migrations to include all mailbox folders, calendar entries, rules, permissions, etc. Some manual cleanup may be necessary depending on each user’s specific setup. The new online address for Office 365 Mail will be outlook.office365.com. The old address outlookweb.marshall.edu will point to the on-premise Exchange until such time as we take that service down. If you have been migrated, you’ll be redirected to the new online address.
After Migration – Begin Support for Mobile Devices
Information Technology is planning to move users by Department.
We are going to adhere to the schedule to migrate those clients who work together and most likely share collaborative features such as Calendars. We expect these migrations to include all mailbox folders, calendar entries, rules, permissions, etc. Some manual cleanup may be necessary depending on each user’s specific setup. The new online address for Office 365 Mail will be outlook.office365.com. The old address outlookweb.marshall.edu will point to the on-premise Exchange until such time as we take that service down. If you have been migrated, you’ll be redirected to the new online address.
Migration Issues/Frequently Asked Questions
This message will pop up on Outlook once when your account moved to Office 365, and once for each User, Departmental Mailbox, Room, or Location Calendar you had in shared calendars that moved to Office 365.
You might see the popup several times as users and other accounts finalize over to Office 365.
It’s not an error, it’s just that Outlook is re-routing where it finds those calendars after these server moves are completed.
Restart both Outlook and Skype. This should allow Skype to re-route where it verifies your credentials and it should not re-prompt you to enter them.
Make sure you FULLY exit both Skype and Outlook before you restart them
First, try closing and restarting Outlook. We saw this issue as user’s mailboxes weren’t fully synced to the new server. Rebooting Outlook solved the issue after the account had synced.
If that doesn’t work, delete the user’s profile on Outlook and Re-Add a new one.
Control Panel>Mail>Show Profiles> Outlook> Remove
Click Add>Type a name for the profile, and then click OK>New Profile>Add an e-mail account to use in your profile by following the directions on your screen.
You’ll need to delete the existing rule. Then clear your Autocomplete list (instructions below) in Outlook and fully type out the email address, then recreate the rule.
How to create a rule?
Click the File tab
Click Rules and Alerts
In the Rules and Alerts dialog box, on the E-mail Rules tab, click New Rule
How to delete a rule?
If you have a rule that you no longer want, you can select it and then click delete to remove it. If you just want to turn the rule off for a while, remove the checkmark next to the rule.
The user who is the Sender who is receiving the bouncebacks needs to go into Outlook and clear their Autocomplete List, then re-type the email address and re-send the mail.
If you still have issues with bouncebacks, contact the IT Service Desk to start a Support Ticket.
How to clear your Autocomplete List: In Outlook, click File -> Options -> Mail, then scroll down to the Empty Auto-Complete List section and click on the button.
The license hasn’t caught up with your account yet. Contact the IT Service Desk and they will investigate and open a Support Ticket if necessary.
Go to “Settings”
Choose “Passwords and Accounts”
Choose your Marshall.edu Email, then click “Account”
Make sure the Server is “outlook.office365.com”
Put the same address in for DOMAIN (outlook.office365.com)
For the Username put Your Whole Email Address (username@marshall.edu)
Click “Done”
Restart your Device
You will need to delete the profile and re-add like new.
Control Panel>Mail>Show Profiles> Outlook> Remove
Click Add>Type a name for the profile, and then click OK>New Profile>Add the email account you wish to use in your profile by following the directions on your screen.
Go into Calendars
Remove the user’s shared calendar from your list
Re-Add the shared calendar again
You may need to delete from your list of calendars first.
Close Outlook and Restart it. It may do this also as other client’s calendars are moved. You do not need to login as the other user, as restarting Outlook should fix the issue. It should stop prompting after all users have migrated to Office 365.
One temporary fix is to remove the other user’s calendar from your shared calendars list until both have been migrated to Office 365.
Contact the IT Service Desk to investigate and/or put in a Support Ticket if necessary.
Users need to have their Default Permissions Setting on their Calendar set to at least Free/Busy for anyone else to be able to see their calendar if they haven’t added that person for calendar permissions. Otherwise, they need to add the user to permissions on their Calendar Properties with the appropriate permission level.