Exchange Mailbox Migration & Upgrade (Spring 2024)


What’s happening with TWU email? 

Our on-premise (Outlook) Exchange is ready to retire! Microsoft 365 is a cloud-based solution that will take email into the future!

Why move to Exchange Online?
Exchange Online offers several benefits, including enhanced security features, improved collaboration tools, and a more reliable and scalable email platform. You can expect a modern and user-friendly interface, along with increased storage capacity to accommodate your growing communication needs.

When is this happening? 

Pilot testing completed in January 2024. Several groups tested the migration and new product. The majority of faculty and staff are being moved in the coming weeks.

What does this actually mean? 

  1. Your Exchange (Outlook) email will be migrated on a Friday after work hours. 
  2. There may be a momentary interruption in email flow. 
  3. You will need to close and reopen Outlook to resume email flow in Outlook. 
  4. You will need to update your mobile devices after your mailbox is migrated. Instructions will be provided in communications sent directly to you via email before you are migrated. 

When will I be moved to the new system?
We have carefully planned this migration to minimize any inconvenience, and our team will be working diligently to ensure a smooth transition.

After the pilot testing was complete, we began rolling migration in groups of faculty and staff in March 2024. Since our community is so large, this work must be completed in groups over time. The entire migration process for faculty/staff will go through June 2024. 

But, really, when will I be moved?

We have grouped individuals within departments together, as well as delegates with the emails they can access to provide a cohesive migration. There are thousands of mailboxes to move. Interruptions will be minimal

As such, we appreciate your patience and understanding. Everyone will be moved in time. You will be notified a week in advance and the day of migration. Please do not contact IT Solutions or its Service Desk about timing. 

What do I need to do? 

Watch your email! Approximately one week before you will be moved, you will receive an email letting you know the approximate time/date for the migration of your account from on-premise to the cloud. You will also receive a reminder on the day of your migration. 

What if I need support?
If you encounter any issues or have questions during or after the migration, contact the Technology Service Desk via ticket or at 940-898-3971 for assistance.

What if I use Gmail? 

For faculty or staff using Gmail, there is no impact. 

What about Public Folders?

There will be no impact to Public Folders.

What If I use GMail and Outlook? 

Follow the instructions in the email about your migration.

Are students impacted?
Most students won’t be impacted. Only student employees who have access to Public Folders will be impacted. 

Will my Archived files be lost?  How do I access my archived files after migration? 
Archive (PST) access will not be impacted. Your PST files will not be impacted.   

How do I access my archived files after migration? 
There is no change. You should be able to access your archives the exact way you used to. See: Reconnect Outlook Archives

How to access public folders?
Access Public Folders

Where are my favorites / customizations? > Customizations may need to be reset 
Customizations and Favorites may need to be reset since those values are not something that can be migrated. 

Mail retention on mobile devices 

  • Outlook app – defaults to 30 days of email will be shown in the app. To see more, scroll to the end of the emails, tap the “Show More Messages” link. More emails will start to populate. 
  • Apple default mail client – defaults to 3 days. To see more, adjust it by going to Settings – Mail – choose your TWU account then change the Mail Days to Sync to the value you want. 
  • Samsung Android default mail client – defaults to 3 days.  To see more, adjust it by opening the mail client. Go to Settings by tapping the 3 bars on top left, then the gear icon on the top right. Tap on your email under Account.  Tap on Email Sync Period –  then change to the value you want.
  • Outlook fails to connect on Mac - manually remove your old account from Outlook and then manually re-add 

We appreciate your cooperation and understanding as we work to enhance our communication infrastructure. The migration to Exchange Online is a significant step forward in providing you with a more robust and efficient email environment and allows TWU to maintain high security standards in our electronic communications. 

Learn About Exchange Online

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Article ID: 156498
Wed 1/17/24 3:00 PM
Fri 4/5/24 10:51 AM