Moving to a new email and calendar system (Office 365)
Preparing campus for the move to Office 365!
The Office 365 project team is working with designated migration partners from each unit to ready campus for the transition. A preview environment will be opened to migration partners this fall, enabling them to try out various configurations, programs and system functions. This will also allow each unit to best guide their customers prior to, during and after migration.
How will my Office 365 email and calendar differ from what I’m using now?
Each user of campus email will be assigned a new email address that is constructed this way: firstname.lastname@example.org. You will also need to confirm your primary email address in order to ensure optimal functionality for your account. The new naming convention for email addresses is being introduced to provide consistency across the university, and to reap the benefits of brand recognition by using addresses that are easily identifiable as a UW-Madison entity. However, department directors will have the option of adopting the new standard for their faculty or staff, or opting to use their existing email address. For more info see this document on the primary email address.
Second, inter-campus calendaring functions via Office 365 work best on Outlook clients (web or desktop). Some units may choose to move to Outlook for better overall functionality. Again, your migration partner will work with you and your department leadership to determine what best meets the unit’s needs.
Will everyone migrate to Office 365 at once?
No, the move will be completed in phases. Some early-adopter groups will move in the first months of 2014. Following that, logical groups will be migrated in phases – those on like systems or units who rely on calendar interoperability, for example, will migrate together.
Most of campus will move in mid-2014, with the project slated for completion by August 2014.
Is there a way to learn about Office 365 now?
Microsoft has information and tutorial videos on their site. Our final product may look a little different from what you see, but you can view a video about it here.
Are there any steps to take now?
Not just yet. In the coming months you will receive instructions from the designated Migration Partner in your unit on steps to take as the details of your group’s migration are established. From a technical perspective you do not need to delete or move anything between now and when you migrate. In the meantime, however, you may want to review and clean-up your email folders – see tips for how to do this in Best Practices for Record Management.