Office 365 - Additional steps to complete when your email address is changing
If your primary email address is changing, you will need to complete below to ensure that related UW-Madison services continue to work as expected after your primary email address changes. Depending on what services you use, some steps may not apply to you. To learn more about primary and alternate email addresses in Office 365, click here.
Note for individuals who are completing these steps as a part of the transition to Office 365: Make sure to complete the following steps after your account has been moved to Office 365.
Update your UW-Madison directory entry
Important: The White Pages is the data source for the UW Madison Directory. This is independent from the Office 365 Global Address List (GAL) directory, which will always default to your current primary email address.
Additionally, if you had previously set a preferred name prior to a legal name change or if you professionally go by an uncommon nickname, It is recommended that you update your preferred name.
Once your primary email address is changed, your previous address will still be listed in UW-Madison's White Pages directory. To update your White Pages listing to refer to your new primary email address, select the appropriate link below for detailed instructions:
Student email address within White Pages will continue to appear in the form of NetID@wisc.edu.
Update your chat client settings
If you select a primary email address that differs from the address associated with your WiscChat account, you will need to reconfigure your chat client settings to refer to the new primary address. After configuring the chat client to use the new primary address, you will need to recreate your chat roster/user groups, create a new vCard, and configure any chat rooms you visit regularly or administer. Instructions are available here: WiscChat - Re-configuring WiscChat if your email address is changing during the transition to Office 365
Note: If you have selected a new primary address, your existing WiscChat account will continue to function. Your existing WiscChat account will, if the address has been consolidated with your NetID account, use the NetID password to authenticate. We recommend re-configuring WiscChat to use your new primary address because this is the address at which people can find you.
Update your mailing list subscriptions
Many mailing lists can only receive messages from email addresses that are subscribed to them. Once your primary email address changes, you will still receive emails addressed to the list, however, you will not be able to send to the list from your new primary address.
- Update WiscList subscriptions
- WiscList provides the Global Address Change tool built into WiscList that will replace all of your WiscList subscriptions with your new primary address. Use the Wisclist - Global Subscription Options tool to update your email address.
If you manage lists and updated your campus business email address in the directory, WiscList may not be aware of your old addresses. To re-link the WiscLists you manage in WiscList Admin, you may need to add your old address(es) as Verified Addresses. See the WiscList - Managing Verified Addresses document for details.
- Update non-WiscList subscriptions
- Use the provided management tools for each list you are subscribed to and make the necessary update.
Add your new email address as an alias for UW-Madison Box
If you don't add your new email address to your UW-Madison Box account, you won't be able to access files or folders shared with your new address. You can find instructions for adding your new email address here: UW-Madison Box - Linking Alternate Addresses
Configure your client to send mail from an alternate email address (Optional)
After changing your primary email address you may encounter situations where you would like to send a message from an alternate Office 365 email address. Doing this is not possible using the Office 365 Outlook on the web (web client). Click your preferred mail client for detailed instructions:
At this time, we recommend using one of the above versions of Outlook to send from an alternate address in Office 365. If we determine that sending from an alternate address is possible using the Outlook on the web or other email clients, links to detailed instructions will be added here.
Update your UW Digital Certificate (PKI) to include your new email address (If applicable)
If you currently use a UW Digital Certificate, you will need to add your UW Digital Certificate to include your new email address . After changing your primary email address, your existing PKI certificate will no longer be valid for sending signed messages. Use these steps to add your new primary address to your existing UW Digital ID.
Verify the email addresses associated with your Office 365 account (Optional)
Your Office 365 account will now receive emails sent to your selected primary address and all other alternate addresses associated with your account. To verify all the addresses associated with your Office 365 account review the following doc: Office 365 - Manage Alternate Email Addresses.
If you are using a signature, add a note to it stating that your email address has changed (Optional)
Remember, messages sent to any of your consolidated/alternate accounts will continue to be delivered to your Office 365 account. One way to notify the people you interact with that your primary email address has changed is to include a note within your signature. For example:
My email address has changed to firstname.lastname@example.org. You can still send messages to email@example.com, but I would prefer you update my contact information to use the new address.
Update printed and digital references to your email address (Optional)
After changing your primary address in Office 365, alternate addresses will act as aliases and will still be able to receive emails addressed to them. However, many users prefer to standardize the email address that they share with others. You should consider updating both printed and digital references to your email address to help keep things consistent.
For a list of other campus application where you may want to update your email address, please see: Office 365 - Applications Possibly Requiring Updates if Primary Email Has Changed
Other examples include...
- Business Cards
- Email Signatures
- Social Media Contact Info
- Online Accounts
- Website Registrations