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:
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.
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.
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. Check with your IT folks.
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! If you have trouble finding your migrate mail, please review this document.
Set up your desktop/mobile client (Optional)
If you plan to use a client other that Outlook on the web (browser) to access your Office 365 account, you will need to make sure the client is installed on your computer, and then configure it for Office 365.
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 on the web are available here. Find out how to import locally stored content from your desktop client.
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 on the web and Outlook 2016 -- you will need to add your signature in each client. Instructions are available here.
Add an automatic reply (Optional)
If you were using an automatic reply, sometimes called a vacation message or out of the office message, you may want to set up something similar in Office 365. You can use Outlook on the web to set up an automatic reply. Instructions are available here.
Re-create your calendar and tasks (Optional)
Depending on if your calendar data transferred/migrated over to Office 365, you will want to recreate it. Contact your IT staff for further steps.
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 have the need to grant others additional permissions, review the following: Office 365 - Getting Started with User and Service Account Permissions.
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 = firstname.lastname@example.org). If you are consolidating accounts, will see multiple folders like this (e.g., email@example.com and firstname.lastname@example.org). If you have trouble finding your migrated mail, follow these steps. 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! Helpful tips are available here.
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 on the web, even if you plan to use a desktop client. You can find instructions here: Office 365 (Outlook on the web) - Filtering email with inbox and sweep rules.
Remove your old account from your email and calendar client(s)
If you had configured your mobile device or a desktop email/calendar client (e.g., Outlook, Thunderbird, Apple Mail, etc.) to interact with you account that was just moved, it will no longer work. You may want to wait until after your migration is complete before removing this account, 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.
Additional steps to complete if your email address is changing
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 email@example.com address -- you will need to complete several additional steps as a part of your transition to Office 365. Click here for more information.
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.