Overview

OSU is moving to Exchange Online, is a modern cloud-based solution with improved reliability, usability and capacity.  Please review the information below to prepare for the migration and understand what you need before, during, and after the migration.  

What To Expect

  • You will receive an email with advance notice that includes the date your mailbox will be moved.  The migration will occur during the evening hours.
  • You may experience brief periods of inaccessibility on the evening that your email is migrated.
  • Following the migration, webmail will be accessible by visiting:  https://outlook.office365.com.
  • After your mailbox has been migrated, you will need to restart your devices and update the settings of applications on those devices.  For instructions, visit Device Setup and follow the steps for your device type. 


What Do I Need To Do?
 

Before the Migration
 
  • You will receive an email with the date of your mailbox migration, as well as links to support articles related to updating applications and mobile devices.
  • Please visit Device Setup and familiarize yourself with the instructions for restarting and updating the settings of applications and devices you use. 
  • Consider bookmarking this website, https://is.oregonstate.edu/exchangeonline, so you can access this information in case you are unable to immediately access your email after the migration.
  • No other action is required on your part during this timeframe.  All of your other settings, folder structures, and existing mail will be retained and updated during the migration.
     
  
During the Migration
 
  • You will receive an email with the date of your mailbox migration, as well as links to support articles related to updating applications and mobile devices.
  • Please visit Device Setup and familiarize yourself with the instructions for restarting and updating the settings of applications and devices you use. 
  • Consider bookmarking this website, https://is.oregonstate.edu/exchangeonline, so you can access this information in case you are unable to immediately access your email after the migration.
  • No other action is required on your part during this timeframe.  All of your other settings, folder structures, and existing mail will be retained and updated during the migration.
     
  
After the Migration
 

In most cases, restarting and updating the settings of applications and mobile devices you use to access your OSU email will be necessary.

  • Verify you can access, send, and receive email via your usual methods (desktop, mobile devices, webmail, etc.). 
    • Complete Microsoft Federation Services sign in prompt(s) by entering your email in the [email protected] format and your OSU Login password.   
  • For instructions on configuring email on devices post-migration, visit Device Setup.
  • Review the FAQs for known issues.
  • Report any issues to your local IT support team, or the IS Service Desk by creating support ticket or calling 541-737-8787.  
  • If you use OWA (Outlook Web App) to access your email on the web, please note the new URL you will use following the migration: https://outlook.office365.com.
    • Outlook on the web provides a modern web email experience.  Learn more about the new Outlook on the web by visiting the FAQs
  


Support Contact

Please contact your local IT support team, or the IS Service Desk by creating support ticket or calling 541-737-8787.  

Migration Schedule

Given the large number of mailboxes hosted by OSU, the migration is phases. Migrations are planned and coordinated with OSU's Exchange Online project team and the IT leaders for each department. Current migrations statistics and scheduled migrations are listed below.

Migration Stats

Exchange 2010 Accounts
(to be migrated)
Exchange Online Accounts
(migration complete)

619

12,887

Updated: 6/10/20

 

Scheduled Migrations

Department / College / Unit Department Technical Lead Migration Date (8 PM) Status
University Information and Technology (Pilot Migration) Community Network 11/25/19 Complete
College of Agricultural Sciences Administration, Department of Agricultural Education Community Network, Lucas Turpin 12/16/19 Complete
Agricultural Research Foundation Community Network, Lucas Turpin 1/09/20 Complete
Student Health Services Amy McLaughlin 1/21/20  Complete
College of Business Alan Sprague 1/26/20  Complete
Extension Service and Agricultural Experiment Station Community Network, Lucas Turpin 2/12/20  Complete
OSU-Cascades  Tania Mahood 2/18/20 Complete
College of Engineering  Chris Thompson, Nick Brown 3/1/20 Complete
College of Agricultural Sciences (Roots IT supported departments) Wayne Wood, Lucas Turpin 3/10/20 Complete
TimeTrade Advisor Group Nick Brown, Service Desk 3/25/20 Complete
Library & Press Community Network, Margaret Mellinger, David Manela 3/25/20 Complete
Hatfield Marine Science Center Community Network, Dan Cutter 3/25/20 Complete
Oregon Seed Certification Service Wayne Wood, Lucas Turpin 3/25/20 Complete
Enrollment Management  Community Network, Dan Crouch, Keeley Abbott  3/26/20  Complete
College of Agricultural Sciences (CoSINe IT supported departments - AEC, BPP, GRN, and IPPC) CoSINe IT Services 4/1/20 Complete
MSI, EHSC, STEM, and EM (CoSINE IT supported Centers) CoSINe IT Services 4/1/20 Complete
College of Education College CoSINe IT Services 4/1/20 Complete
Honors College Community Network, Toni Doolen 4/1/20 Complete
Ecampus Community Network, Carlea White 4/1/20 Complete
PACE Community Network, John Buzzard 4/1/20 Complete
College of Liberal Arts CoSINe IT Services 4/8/20 Complete
College of Science  CoSINe IT Services 4/15/20 Complete
Research Office Community Network, Chad Cropley 4/15/20 Complete
College of Pharmacy  Community Network, Gary Miller 4/15/20 Complete
Division of Finance and Administration Community Network, Ben Wessel 4/22/20 Complete
College of Public Health and Human Sciences Community Network, Chif Lemani 4/29/20 Complete
INTO OSU Community Network, Chif Lemani 4/29/20 Complete
College of Forestry Terralyn Vandetta 5/6/20 Complete
Carlson College of Veterinary Medicine Susie Strangfield 5/13/20 Complete
University Housing and Dinning Services Chris White 5/20/20 Complete
Graduate School Community Network, John Henry 5/20/20 Complete

Academic Affairs, Academics for Student Athletes, Academic Programs, Academic Success Center, AFROTC, Alumni Relations, AquaFish Innovation Lab, AROTC, Career Services, Center for Teaching and Learning, Center for the Humanities, Conference Management, Counseling and Psychological Services, Educational Opportunities Program, Equity and Inclusion, Extended Campus, Faculty Senate, Government Relations, International Programs, Lab Animal Resource Center, Linus Pauling Institute, NROTC, Office of Admissions, Office of Audit Services, Office of Institutional Diversity, Oregon Abroad, Oregon FFA, Pre-College Programs, Printing and Mailing, Sea Grant, Space Grant, Student Affairs, Student Life, the SMILE Program, Undergraduate Studies, University Ombuds Office, University Relations and Marketing, University Shared Services Enterprise, Writing Center

+ Room Mailboxes

Community Network 5/27/20 Complete
Athletics Tim De Quilettes 5/13, 5/20, 5/27, 6/3 Complete
Miscellaneous migrations   6/3 Complete

If there are dates that will not work for your department or with a desired migration window, please contact the Exchange Online Project Manager, Carolyn Rothwell.

IT Pros & Tech Leads

Departmental IT Pros play a critical role in the migration process.  Departmental IT Pros will drive the timing, coordination, and communication of the department's migration to Exchange Online.  OSU's Exchange Online project team will provide resources to help ensure a successful migration for your department members.  

Migration Process for IT Partners

Organizations will be scheduled and primary moved together over a short time period.  This project will require a dedicated IT member or technical lead from your department.  Please provide your feedback to help the Exchange Online Project team to continue to refine and improve this process.  Departmental IT partners will work with the Exchange Online Project Team through the following process: 

Pre-Migration
 
  
Migration Period
 
  • Communicate the migration details with department members 
  • Provide final approval to complete migration
  • Assist with mitigating any migration issues 
  
Post-Migration
 
  

Communication Email Templates for Faculty and Staff Members

Email Suggested Timing
Email Migration Introduction 3 weeks before migration
Email Migration Slated 2 weeks before migration
Email Migration Soon 5-7 day(s) before migration
Email Migration Underway Day of migration 
Email Migration Complete  Morning after migration
Email Migration Survey 1 week after migration

Migration Planning

Please see the Migration Schedule for more information. Please contact the Project Manager, Carolyn Rothwell, to schedule a migration planning meeting.  

Migration Preparation

The Exchange Online project team will work with the IT partner to create an initial list of department members and resources by querying the OUs used by your department.  This list will be used to identify any pre-migration issues that need to be resolved prior to migration.  The list will require vetting by the IT partner to create the migration list.  The migration process requires a finalized migration list at least 5 business days before the migration.

Non-ONID accounts need to be outside of the ONID username namespace (1-8 alphanumeric character).  This includes the email address, username (SamAccountName) and UPN.  For more information, please see Account Naming Policy: https://is.oregonstate.edu/network-id-management/account-naming-policy

Any name space conflicts need to be resolved before migrating to Exchange Online.  Exceptions may be provided for established departmental accounts (e.g. [email protected]) by Identity and Access Management.

It is important to identify tools used by your department that integrate with Exchange.  Depending on the configuration, the integration may need to be updated to point to Exchange Online rather than Exchange On-Premises following the migration.  Examples would include support ticketing systems or Zoom room system resources.  Integrations require special consideration and testing may be required before migrating to Exchange Online.

Please note, TimeTrade users will migrate as a separate group, outside of your departmental migration.  The targeted migration window for TimeTrade users is during spring break, March 21-29th. 

Azure Active Directory used for Exchange Online will not recognize a username (SamAccountName) or User Principal Name for an object if it includes a space.  Spaces in usernames or UPNs are very uncommon.  Display Name can have spaces.

A check for spaces in UPNs and SamAccountNames is included as part of the automated pre-migration process completed by the Exchange Online project team.  Spaces will be reported to be resolved prior to the migration.

Non-mail enabled security groups do not work for full mailbox access and/or send as in Exchange Online.  The recommended action is to mail enabling the groups, and hide the groups the GAL prior to the migration.

A check for non-mail enabled security groups will be included prior to migration by the Exchange Online project team.  Any non-mail enabled groups will be reported to the IT partner to be resolved prior to the migration.

A team of Exchange Online administrators are available to complete support requests from your department. Submit requests to the IS Service Desk

Distributed IT groups can request to have a departmental Exchange Online administrator. A Privileged User Agreement is required. 

Known Migration Issues

If users are experiencing slowness when using Outlook after migrating to Exchange Online, check if Cached Exchange Mode is disabled in Outlook.  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.

  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.

Please note, if the user is connecting to over 500 folders, Cached Exchange Mode may not be appropriate.  Please see the topic, 500 Folder Limit in Outlook, for more information.    

Outlook for Windows has a limit of 500 shared folders.  This limit has been in place since cached mode was introduced in 2003.  Users running cached mode while attempting to access over 500 folders experience performance and synchronization problems.  While running Exchange on-premises, the recommended action for users with access to over 500 folders was to disable cached mode.  With Exchange Online, cached mode offers a much better experience.  However, if users need access to over 500 folders, running online mode (cached mode disabled) may be required, but will likely result in Outlook feeling slow.  For users with access to over 500 folders, the following options are available:

  1. Disabled Cached Exchange Mode
    • This will prevent synchronization issues, however the user will still experience performance issues (latency).
  2. Move the user to the Office 365 ProPlus 
    • The Office 365 ProPlus is a version of Office that is available through Office 365. 
    • The latest general release of Office 365 version (Version 1908, January 14, 2020) includes support for synchronizing more than 500 folders in Outlook.
    • If the user also uses Project or Visio, this solution is not currently viable as installing Office 365 requires uninstall of all Office msi files.  A solution to install Office 365 along with additional offerings such as Project or Visio will be available shortly. 
  3. Have the user use Outlook on the Web instead of the desktop application
    • Outlook on the Web is closer to feature parity to the desktop application than the previously used Outlook Web App
    • Go to https://outlook.office365.com to access Outlook on the Web
  4. Have the user reduce folders to under 500
    • The total number of folders including shared mailboxes and archives would need to be reduced to under 500. 

Additional Resources from Microsoft:

Distribution lists are currently remaining on premises.  While distribution lists are on premises, users who have migrated to Exchange Online will not have the ability to manage their own distribution lists using Outlook or Outlook on the Web.  Group membership can be managed through Active Directory.

Archive and retention policies do not migrate to Exchange Online.  The default policy in Exchange Online is set to never archive, ensuing users will not have unexpected archiving of email. Users will be able to re-establish policies of their choice once they have migrated to Exchange Online. 

Exchange Online forces a 30 day retention policy on the Junk email folder.  Any email stored in the Junk folder will be deleted automatically after 30 days.

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. 

Shared calendars between migrated and non-migrated Exchange accounts may not function as expected.  Non-migrated Exchange users may have limited ability to see the full details of a shared calendar for users/resources that have been migrated, instead seeing only free/busy information.  Accounts that have been migrated will be able to interact with non-migrated accounts. 

A majority of users will need to re-configure email on their mobile device after migrating to Exchange Online.  Resources are available under Device Setup

Users 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:

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

Access and permissions to items like shared calendars can take time to resolve on the day after the migration to Exchange Online.  In most cases, these issues will resolve themselves in the first half of the day after the migration.  If user are having issues accessing a shared resource after the migration, please let the Exchange Online Migration team know. The team will verify the resource and permissions have migrated successfully and monitor the issue until it has been resolved. 

Please see the FAQs page for users that addressed frequently asked questions about the migration including solutions and instructions for known issues listed below.