Office 365 Migration Checklist

As a part of the transition to Office 365, you will need to take several steps to get ready to use the new system. If you are a part of a group with a Migration Partner, he or she will help guide you through these steps and let you know when you need to get started.

Below is a broad overview of the steps you will need to complete. Some steps may include links to more detailed information. For other steps, you may need to wait until your migration has been scheduled to receive instructions. If you have multiple email accounts, you may need to complete some of the steps listed below for each account. A printable version of this checklist is available here.

Before your transition:

  1. Update your Preferred Name

    Preferred Name is a service that allows UW-Madison students, faculty, and staff to specify a preferred first and/or middle name for themselves, as well as modify the punctuation, spacing, and/or capitalization of their last name. Setting your Preferred Name will help to ensure that your name is displayed correctly in Office 365 and other campus applications.

  2. Complete training (Optional)

    Completing training, whether it’s online or in-person, will help ensure that your transition is as smooth as possible. For more information about the training options available, click here. You may also want to review the additional resources available here.

  3. Prepare your accounts for the transition

    Before the transition to Office 365, you will need to make sure each of your accounts is ready to move. The Account Preparation Utility, available in the Wisc Account Administration site will allow you to easily complete this process. If you have multiple email accounts, you will need to complete these steps for each account. The tool is currently available to WiscMail and WiscMail Plus accounts only, but may be expanded for use with accounts hosted on other departmental mail systems in the future.

  4. Find and save attachments on calendar events and tasks (Optional)

    If any of your calendar events or tasks have attached files that you will need after the transition, you will need to save them manually. Step-by-step instructions are available for both calendar events and tasks.

  5. Save content from your signature(s) (Optional)

    If your signature in the WiscMail web client contains text or images that you want to continue using in Office 365, you should save this content prior to starting your migration. These instructions explain how to access your signature in the WiscMail web client. You may also want to save content from your signature(s) in any desktop clients — like Outlook, Thunderbird, or Apple Mail — that you use to send mail.

  6. Make a note of rules or filters that you use to manage your email (Optional)

    Filters — called rules in Office 365 or Exchange — will not be migrated to Office 365. If you use filters to manage your email by automatically moving messages to folders, you may want to re-create similar rules after your account is moved to Office 365. Because filters created in the Wisc Account Administration site will not be migrated, you may want to take the time to look over the rules/filters that you are currently using and make a note of any that you will want to re-create in Office 365.

  7. Make a note of any calendars you are subscribed to (Optional)

    If you are subscribed to a large number of calendars, you may find that it’s helpful to make a list of the calendars you are currently subscribed to prior to starting your migration. This will make it easier to re-subscribe to those calendars in the new system.

  8. Make a note of who your calendar is shared with (Optional)

    If your calendar is shared with a large number of people, you may find that it’s helpful to make a note of who your calendar is shared with and the level of permissions they have been granted prior to starting your migration. This will make it easier to re-share your calendar in the new system.

  9. Export locally stored data from your email client (Optional)

    If you currently use a desktop email client — like Thunderbird, Outlook, or Apple Mail — you may want to move some of the data that your email client is storing on your computer to Office 365. Examples can include contacts, locally-stored email, autocomplete name lists, and custom dictionaries. Find out how to move data stored in your email client.

  10. Transfer your Google Apps data (If applicable)

    If you are consolidating email accounts as a part of your transition to Office 365 and more than one account had UW-Madison Google Apps enabled, your Google Apps accounts will also be consolidated when your accounts are moved to Office 365. You would have been notified that this step applies to you when you completed the Account Preparation steps for each of your accounts.

    If this step applies to you, you will need to transfer your Google Apps data from your departmental Google Apps account (e.g., buckingham.badger@doit.wisc.cedu) to your @wisc.edu Google Apps account. For instructions on how to transfer your data, see: UW-Madison Google Apps – Transferring your data for account consolidation

  11. Review your Scheduling Assistant profiles (if applicable)

    If you are a Scheduling Assistant profile owner with more than one profile and you are planning to consolidate email accounts during the transition to Office 365, your Scheduling Assistant profiles will also be consolidated. If this scenario applies to you, you may want to make some changes prior to migration. Please review this document for more information.

  12. Print your agenda for the day

    You may need to wait up to an hour before your calendar snapshot is available to help you re-create your events in Office 365. To make sure you don’t miss any meetings during that time, print out your agenda for the day.

  13. Start your migration to Office 365!

    Once you have completed all the steps above, you are ready to start your migration to Office 365. However, you may need to wait until your group has been approved to start migrating to the new system. Instructions are available here.

At the time of your transition:

Please do not move messages or folders until you receive an email notification informing you that your email data migration is complete!

  1. Set up your desktop client (Optional)

    If you plan to use a desktop client to access your email and calendar, you will need to make sure the client is installed on your computer, and then configure it for Office 365. The recommended desktop client for Office 365 is Outlook. However, Office 365 works with a variety of different email / calendar clients. Step-by-step instructions for configuring your client are available here

  2. Import contacts and/or locally stored data (Optional)

    If you opted to export your contacts, tasks, or any locally stored data prior to the transition, you will need to import that data once your account has been moved to Office 365. Instructions for importing your contacts into Outlook Web App are available here. Find out how to import locally stored content from your desktop client.

  3. Add your signature (Optional)

    If you add a signature to the end of your emails, you will need to re-create your signature in Office 365. If you use more than one client — for example, Outlook Web App and Outlook 2013 — you will need to add your signature in each client. Instructions are available here.

  4. Add an automatic reply (Optional)

    If you were using an automatic reply — sometimes called a vacation message or out of the office message — in WiscMail / WiscMail Plus, you may want to set up something similar in Office 365. You can use Outlook Web App to set up an automatic reply. Instructions are available here.

  5. Configure your mobile device (Optional)

    Do you want to access your email and calendar on your smart phone or tablet? You will need to configure its email and calendar application(s) for Office 365. Instructions are available here.

  6. Re-create your calendar and tasks

    When your account is moved to Office 365, you will have access to a snapshot of your current calendar(s), including your tasks. You can use this information to recreate your events and tasks. Instructions are available here.

  7. Share your calendar (Optional)

    By default, anyone from UW-Madison who is using Office 365 will be able to see your free/busy information. If you would like to give other people who are using Office 365 the ability to view additional details or modify your calendar, you will need to share your calendar with them. If you would like to share your calendar with individuals who have not yet moved to Office 365, click here to find out how.

  8. Re-organize your folder structure (Optional)

    When your mail is moved to Office 365, you will find that all the folders you currently have are housed within a folder named for your email address (e.g., folder name = bbadger@wisc.edu). If you are consolidating accounts, will see multiple folders like this (e.g., bbadger@wisc.edu and buckingham.badger@athletics.wisc.edu). After all your mail has been moved to Office 365, you may want to organize your folders in a way that makes more sense to you. Don’t start this step until you receive an email notifying you that you email migration is complete! Click here for helpful tips.

  9. Create rules to help organize your mail (Optional)

    Have you been using rules — called filters in WiscMail / WiscMail Plus — to automatically move certain types of emails into folders? Now is the time to re-create those rules. This must be done using Outlook Web App, even if you plan to use a desktop client. You can find instructions here: Office 365 (Outlook Web App) – Inbox rules

  10. Review un-migratable messages (if applicable)

    If your account contained any messages that could not be migrated to Office 365, you would have received an email notification. The un-migratable messages are either: 1) included with the email notification as an attached .zip file, 2) uploaded to UW-Madison Box (link included in the email notification). If you received this email notification, these instructions will help you save and open the un-migratable messages.

  11. Remove your WiscMail/WiscCal account from your email and calendar client(s)

    If you used your mobile device or a desktop email/calendar client (e.g., Outlook, Thunderbird, Apple Mail, etc.) to check WiscMail and/or WiscCal, now is the time to remove this account from your client. You may want to wait until after your migration is complete to do this step, so you can verify that all your mail has moved successfully. Instructions are available here.

    Note: Make sure you have backed up any locally stored data before you complete this step. If your device is configured for POP, it is recommended that you back up your locally stored email before removing the account.

  12. Additional steps to complete if your email address is changing (if applicable)

    If you want to change your email address as a part of your move to Office 365 — for example, if you want to adopt the new firstname.lastname@wisc.edu address — you will need to complete several additional steps as a part of your transition to Office 365. Click here for more information.

  13. Learn how to use Office 365

    A variety of resources are available to help you learn to use Office 365. You can choose which resources will be most helpful to you based on your skill level and learning style. An overview of the resources available can be found here.