Division of Information Technology

Email Migration FAQs

Faculty and Staff Email Migration to Office 365

FAQ icon

UNCP is moving to the Microsoft cloud.  As part of the initial phase of this vision, we’re migrating all our email activity to Office 365 and Exchange Online.  This page is designed to give answers to the most frequently asked questions.

Why are we moving email to the cloud?

  • Improved Convenience – Access your files from any Internet connected device at any time.
  • Better Protection – Improved disaster recovery with off-site, cloud-based email storage.
  • Increased productivity – with more capabilities to work together with colleagues, students.

 

Email - Pre-Migration

Email – Cutover time

Email - Post Migration

New Features

Mobile access

Chromebook and iPad use

OneDrive for Business

 

Email - Pre-Migration


When is my email being migrated?

There is a schedule being drafted that will try to move groups of affiliated users in one migration group. Affiliated in this context means users in the same department, or sharing a group mailbox, etc. Each migration group will be cutover during Monday-Thursday evenings.  This will be done over approximately a 5-week period which is needed to migrate everyone.  Multiple emails will be sent to you ahead of your migration event.

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Can I still use an Outlook .pst file I have on my local machine?

In the past, PST files were generally used to save emails offline and thereby not be constrained by a 500 MB or 1 GB account mailbox size limit.  With Exchange Online, you now have a 50 GB mailbox, and .pst files are no longer recommended since they could be lost if a PC is broken, lost, or stolen.  If you have a .pst file and want to import it back into Outlook, follow these steps:

Step 1: If your .pst file is connected to Outlook, disconnect the .pst file from Outlook:

  • In Outlook, go to File, Info, then select Account Settings
  • Click the Data Files tab
  • In the Name column, look for an “Outlook Data file location that ends with .pst
  • Make a note of the full path to that file, it will be needed in step 2.
  • Click the Remove button (does not delete it, rather disconnects it from Outlook

Step 2: Import the .pst file emails back into your Archive folder

  • In Outlook, select your “Online Archive” folder/mailbox and select the “Archive” folder
  • Go to File, then Open & Export
  • Select Import/Export to start the wizard
  • Select “Import from another program or file” and click next
  • Select “Outlook Data File (.pst)
  • Browse to find your .pst file and click “Open”
  • Click next (to select Replace duplicates with items imported”
  • Click finish (to import items into the current folder (the Archive folder)

Step 3: Delete the .pst file when comfortable emails were successfully imported

  • In Windows Explorer, navigate to where the .pst was stored (see Step 1)
  • Delete the file

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What do I need to do to prepare for the migration?

Email, calendars, shared calendars, contacts, notes, tasks, etc. will be moved for you.  However, any items or attachments 25MB or larger will not migrate. Use the instructions below for those items.

Large Email Items - Save and/or delete any items or attachments 25MB or larger.

  • Open Outlook 
  • Click in the search box 
  • Widen your search selection by choosing Subfolders or All Mailboxes 
  • Choose Attachments – Yes 
  • Click the “Size” column header to order the messages by size 
  • Save and/or “Shift-Delete” any messages 25MB and above

Outlook 2010

Office 365 may not work with Outlook 2010.  If you have Microsoft Office 2010 installed on your computer, contact the DoIT Help Desk at doit.helpdesk@uncp.edu or 910-521-6260 so your computer can be scheduled for an upgrade to Microsoft Office 2013.

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What happens when some people’s accounts are migrated to the cloud, and some are still on-premises?

There will be no observed change. You will still be able to schedule meetings and resources as before.

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What does the migration mean for me if I’m using a shared computer?

Each unique Windows login account on the shared computer will also have a corresponding unique cloud email account.  Other users cannot see each other’s email on a shared computer.

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Email - Cutover


What happens at cutover time – is there an outage?

The bulk of your email is loaded behind the scenes and ahead of time.  At cutover time, there is no outage, but there may be a few minutes as your account is cutover (in the morning) where you may lose connectivity to the email servers.  Once you are migrated, if Outlook was open, you will be prompted to close and reopen it so it points to the new configuration. After it reopens, you'll need to log in with your username@uncp.edu and your password. All your email, contacts, appointments, tasks, etc. will be migrated. 

  • If you had a delegate on your calendar (someone who can handle emails, and schedule calendar items on your behalf) you will need to add them again. Click here for instructions.
  • You will need to reconfigure your mobile device email client. Click here for instructions.

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Email - Post Migration


How do I get started after migration?

  • Access this Quick Start Guide (pdf) (Word)
  • Get more information here.

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What’s different about my new mailbox?

  • Much larger size – now your mailbox is 50 GB.
  • You can send attachments that are up to 25 MB.
  • Accessing your email via a browser is a better, more feature rich experience.

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What are my archive options?

Archiving email is a good practice.  It removes the clutter from communications.  Archiving emails gets them out of the Inbox, etc. while still making them available and searchable.  Users generally use the primary mailbox’s Archive folder, and periodically manually, or admins will move emails to the Online Archive.  Emails are still accessible in both locations.

Feature Archive Folder Online Archive
Right click on one or more emails and select “Archive” option in desktop, browser, and mobile apps Yes No
Contents in this archive count towards mailbox limit Yes No
Can see this archive in browser access Yes Yes
Can see this archive in mobile access Yes No
Can search this archive Yes Yes, in Outlook 2016. Yes in browser, but not part of Inbox search - must select the archive first
Admin can add archive policies to automatically move emails to this archive after a certain period of time (typically 1 year) No Yes

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I think I may be missing some email, what do I do?

If you are using Office 365 online, folders may need to be expanded. To the left of the Inbox, click the word "Folders".  If all folders aren't displayed, click "More" at the bottom of the list.

For assistance, contact the DoIT Help Desk at doit.helpdesk@uncp.edu or 910-521-6260 and they can help you troubleshoot any issues.

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How do I access my email via a browser?

Simply go to https://outlook.office.com.  When prompted for login, use username@uncp.edu where username is your UNCP network username and password is your UNCP network password. Make sure you are using the most current version of Internet Explorer, Edge, Chrome, Firefox, or Safari browser.  If you need help getting started, see this Microsoft Getting Started link.

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If I’m accessing my email via browser only, can I work on email offline?

Yes, in your browser, select Email, then Settings ( gear in upper right), then “offline settings”, then click the box to enable offline access.

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How can I access a shared mailbox online?

  • Go to https://outlook.office.com
  • Log in using your username@uncp.edu and your UNCP network password. 
  • After your Inbox opens, click on your account profile picture in the upper right corner.
  • Select Open another mailbox…
  • Type in the email address or mailbox name and then select from the list.
  • Click Open. It will open in another tab of your browser.

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How do I share access to my calendar?

In the browser, select “Calendar” in the App Launcher (icon in upper left).  Once calendar shown, select “Share” on top actions bar.  Enter the name of person you want to share your calendar with, and in the drop down, select level of sharing desired.  You can also set what level of access all internal users can see of your calendar.

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How do I add a delegate for access to my email and calendar?

If you had a delegate in place before the migration, you will need to add them again after the migration. To add a delegate, in the browser, select “Calendar” in the App Launcher (icon in upper left).  Once calendar shown, select “Share” on top actions bar.  Enter name of person you want to share your calendar with, and in the drop down, select level of sharing desired. In the drop down of sharing options, select “Delegate” and select desired level of delegation for that particular user.

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What is Data Loss Prevention and are we using it?

Yes, we will be using DLP policies to protect certain types of files/content being shared with the wrong audience.  As an example, you may see a pop-up of one of these policies if you accidently try to send a file that should not be shared externally.  You may also see a red icon overtop of one of your Microsoft icons. Mousing over the red icon will show why the file is flagged by a DLP policy.  You may also get an email bounce back if you try to send something externally that is protected by DLP and not to be shared externally.

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What if I accessed email via POP3, IMAP, or a device using SMTP?

In addition to your email and password, you will need the info below or the access approach you are using:

POP3 setting:

  • Server name: outlook.office365.com
  • Port: 995
  • Encryption method: TLS

IMAP setting:

  • Server name: outlook.office365.com
  • Port: 993
  • Encryption method: TLS

SMTP setting:

  • Server name: outlook.office365.com
  • Port: 587
  • Encryption method: STARTTLS

Check with the DoIT Help Desk staff at doit.helpdesk@uncp.edu or 910-521-6260 and they can assist you with the new settings.

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New Features


Office 365 ProPlus – what’s new?

Office 365 ProPlus is a cloud-friendly version of Microsoft Office that makes it easier to get work done, share with others, and leverage OneDrive for saving and retrieving files.  Office ProPlus is different from Office 2016 in that you will get ongoing small updates and enhancements to the suite, without the need to install new versions, etc.

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Mobile Access


What do I need to do to get email on my Android or Apple phone or tablet?

Whether you were using mobile access to your email previously, or if you want to set it up on a new device, go to this link and follow the instructions. 

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Is there an overview of the Outlook mobile app?

Yes, see this Microsoft link. It can be used in place of the native email apps on phones and tablets.

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Chromebook and iPad use


Can I configure my Google Chromebook to use Office 365?

Yes.  To improve your experience, download the following Google Play store apps you desire to use:

  • Microsoft Outlook – email and calendar app (setup link)
  • Microsoft Word – optional, if you want to view/edit Word files
  • Microsoft Excel – optional, if you want to view/edit Excel files
  • Microsoft PowerPoint – optional, if you want to view/edit PowerPoint files
  • Microsoft OneNote – optional, if you want to view/edit OneNote files
  • and there are more that support Office 365 capabilities…

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Can I configure my Apple iPad to use Office 365?

Yes, follow the instructions on this link to set up email for the native Apple mail app, or Outlook mobile app.  This link provides information about installing other Office mobile components.

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OneDrive for Business


What’s OneDrive and how does it fit into this email migration?

OneDrive for Business is 1 TB (terabyte) of personal storage space allocated to each user of Office 365.  There are several variations of the OneDrive software.

  • OneDrive (this is the consumer version and should NOT be used)
  • OneDrive for Business (this is the older version that should NOT be used)
  • OneDrive – University of North Carolina at Pembroke (this is the new OneDrive for Business version to use)

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