After your migration, you will need to restart Outlook.  You may need to update the settings on mobile devices you use to access your OSU email. 

There are limitations on shared calendars, Send As, and Send on Behalf functionality between accounts that have migrated to Exchange Online and those yet to migrate.  Migrations will be completed by department to help reduce these known limitations.  The limitations will resolve as Exchange resources migrate to Exchange Online.  

Please review the frequently asked questions about the migration including solutions and instructions for known issues listed below.

Top 4 Post-Migration FAQ

If prompted for your username, enter your username in the [email protected] format.

If prompted for a password, enter your OSU login password

Benny Beaver would enter a username of [email protected] for example. 

Complete the Microsoft Federation Services Sign In by entering your email address in the [email protected] format and OSU Login password and click Sign In.  This will display the first time you access your Exchange Online account on each computer or device. 

The prompt may display multiple times if you are accessing multiple mailboxes and/or calendars.  Complete each prompt using your email address in the [email protected] format and your OSU Login password.  

If you are accessing your OSU Exchange mailbox on your mobile device and notice any errors or issues with syncing or sending/receiving, you likely need to remove your old account information from the settings and then add the account again after your migration to Exchange Online.

Follow the steps for your device under Device Setup

If a shared mailbox or shared calendar is no longer available or working as expected after the migration, the mailbox or calendar can be removed and then re-added to establish a new connection. Please follow the steps below or ask your local IT contact or the IS Service Desk for assistance. 

Calendar

Removing a shared calendar: 

  1. In Calendar, in the Folder Pane, right-click the name of the calendar that you want to delete.

  2. Click Delete Calendar.

  3. To confirm the deletion, click Yes.

Adding a shared calendars:

Please see the instructions for your version of Outlook, linked below:

Mailbox

Removing a shared mailbox:

There are varying methods to remove a shared mailbox based on how they were added to your account. Please contact your IT support or the IS Service Desk to walk through the removal process. 

Adding a shared mailbox:

FAQs

If you see additional pop-up windows after the Outlook application starts, please know the prompts are normal and don’t indicate a problem.  The pop-ups will continue to show up every time you log in unless you select the appropriate checkbox to allow your server setting configurations to be retained.  Expect to see pop-up prompts if you are using…

  • Any Outlook desktop app,
  • Outlook for Windows 2013,
  • Outlook for Windows 2016, or
  • Outlook for Mac 2016. 

Resolving the Pop-Up Prompts

To ensure the prompts do not continue to pop-up every time you log in:

  • In Outlook for Windows, check the box Don’t ask me about this website again Then select the Allow button.
  • In Outlook for Mac, check the box Always use my response for this server.  Then select the Allow button.

This indicates that you have permission to access or have mapped to your account has likely been migrated to Exchange Online.  This is legitimate and you can safely follow the advice.

Check the box that says:

  • Don't ask me about this website again (Windows Outlook)
  • Always use my response for this server (Mac Outlook)

Click the Allow button.

 

Check if you Cached Exchange Mode disabled in Outlook. If you are experiencing latency with Outlook, you should use cached mode.

Cached Exchange Mode enables a better experience when you use an Exchange account. In this mode, a copy of your mailbox is saved on your computer. This copy provides quick access to your data, and it is frequently updated with the server that runs Microsoft Exchange.

Please see the full instructions available from Microsoft to enable Cashed Exchange Mode, summarized below: 
https://support.office.com/en-us/article/turn-on-cached-exchange-mode-7885af08-9a60-4ec3-850a-e221c1ed0c1c

  1. Click File > Account Settings > Account Settings.

  2. Click the Exchange or Office 365 account, and then click Change.

  3. Under Offline Settings, check Use Cached Exchange Mode.

  4. Exit, and then restart Outlook.

Shared calendars between migrated and non-migrated Exchange accounts may not function as expected.  You may have limited ability to see the full details of a shared calendar, instead seeing only free/busy information.  Migrations will be completed by department to help reduce these known limitations.  The issue will resolve as Exchange resources migrate to Exchange Online.  

 

If accounts that you have permissions to access are migrated either before or after your primary account is migrated, be prepared for your Send on Behalf of rights to on premise accounts temporarily be unavailable to you after you migrate.  You will retain full mailbox rights for all mailboxes, and suspension of your Send on Behalf of rights is only temporary and will be available again when affected accounts are migrated to Exchange Online.

This is a temporary limitation caused when some members of the distribution list have migrated to Exchange Online, while others have not migrated. This issue will resolve itself after all accounts have been migrated.

If you have Outlook for iOS configured prior to transitioning to Exchange Online, you may need to delete it, then re-install and reconfigure your account.

To delete your Outlook app, please refer to this link: https://support.apple.com/en-us/HT207618

To setup your email after you have reinstalled app, please follow the steps under Device Setup

You can configure your device to have your OSU Exchange account contacts synced to your calendar and contacts app.  Make sure sync is enabled for your calendar and contacts by following the steps provided by Microsoft Support for your device:

https://support.office.com/en-us/article/can-t-sync-calendar-and-contacts-with-my-phone-or-tablet-8479d764-b9f5-4fff-ba88-edd7c265df9f

Go to https://outlook.office365.com 

Sign in with your [email protected] email address.

You may be prompted to sign in to Oregon State University Federation Services.  If so, enter your [email protected] email address and OSU Login password and click Sign In. 

Outlook on the web is the modern replacement for the Outlook Web App (OWA).  If you have migrated to Exchange Online, you will login to Outlook on the web by visiting: https://outlook.office365.com and entering your email in the [email protected] format and your OSU Login password.  

Microsoft has resources to help you transition to the new Outlook for the web.  

We have found that the quickest and easiest option on a mobile device, whether Apple or Android, is to delete your existing account and recreate it as if the device were new.  The Outlook app offers the best experience for your mobile device.  You will set it up as an Exchange account and use the following information (as needed):

You may be directed to a OSU Federated Login page.  The Username should be entered as [email protected].  Enter your OSU Login password in the following Password field, then click Sign In.

Please see Device Setup for a walk through of the setup steps for common devices.

Please complete the Microsoft Federation Services Sign In by entering your email address in the [email protected] format and OSU Login password and click Sign In.  This will display the first time you access your Exchange Online account on each computer or device. 

The prompt may display multiple times if you are accessing multiple mailboxes and/or calendars.  Complete each prompt using your email address in the [email protected] format and your OSU Login password.  

If you have POP or IMAP configured on your device, you will need to reconfigure it after your migration.  If you’re not sure, ask your local IT support staff if you are using POP or IMAP, and they can help you reconfigure it.  If you know that you have POP or IMAP configured on your device and feel confident that you can make the adjustments yourself, the details are listed below.

POP3 

  • Incoming Mail Server: outlook.office365.com
  • Port: 995

IMAP4

  • Incoming Mail Server: outlook.office365.com
  • Port: 993
  • Connection Security/SSL: SSL
  • Authentication:  Normal Password

SMTP 

  • Outgoing Mail Server: smtp.office365.com
  • Port: 587
  • Connection Security/SSL: STARTTLS
  • Authentication:  Normal Password

Username

The simplest method is to visit: https://exmail.oregonstate.edu and log in using [email protected] and OSU login password.  

If you have migrated to Exchange Online, a message will display: Use the following link to open this mailbox with best performance:  http://outlook.com/owa/oregonstate.edu (shown below)

This message will not display and instead you will be directed to your email account if your account has not been migrated to Exchange Online.   

You can continue to use the PST files as you have been doing post mailbox migration. PST files are stored locally on your computer or a mapped drive and therefore cannot be imported during the mailbox migration process. Exchange Online mailboxes will include up to 100 GB of storage which should allow you to import mail from your PST files in to Office 365 after it is converted. PST files are not migrated because they are not actually a part of your mailbox or stored on the Exchange mailbox servers. They are standalone files stored locally.

If they are stored on the server, they will be transferred along with your mail.

Your online archive will move to Exchange Online as part of your migration. 

You may get the duplicate folder Archive1 if you had an existing Archive folder. If newly archived email is being moved to the Archive1 folder, follow the steps provided by Microsoft for Outlook and Outlook on the Web:

https://support.microsoft.com/en-us/help/4010182/archive-folder-is-automatically-added-to-your-office-365-mailbox

Yes, your integrated voicemail will continue to be delivered after you migrate to Exchange Online.  There may be a delay in receiving voicemail messages while your migration is in process. 

The Message Waiting Indicator light on your AVST phone may not function properly immediately after your email migration.  This is expected behavior and will be resolved shortly after your email account migration.   Voicemail messages will continue to be delivered to your email. 

Focused Inbox separates your inbox into two tabs - Focused and Other.  Your most important email messages are on the Focused tab while the rest remain easily accessible, but out of the way, on the Other tab.  This is turned off by default. 

If you would like to turn this feature on, follow the steps provided by Microsoft Support:  Focused Inbox for Outlook

Forwarding mail from Exchange to Gmail is NOT recommended.  The Exchange email system at OSU is tightly integrated with other systems, including calendaring.  If you had previously setup forwarding following the process described in the following Knowledge Base article, the forward should continue to function following the migration.  

Knowledge Base - Forward mail from Exchange to Gmail (NOT recommended):  https://oregonstate.teamdynamix.com/TDClient/1935/Portal/KB/ArticleDet?ID=66277

If your email forward to Gmail does not work following your migration to Exchange Online, please contact your IT support team for assistance.