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Deskmail Bulk Migration FAQs

Basics

I know how to get to Deskmail/Alpine today, how will I find the link to Office 365 Email?

If I use Outlook already, does that mean I am already using Office 365 Email/Calendaring?

Is Deskmail/Alpine going away?

Is Office 365 Email replacing the use of Outlook on my PC?

Are Mailman distribution lists affected by this conversion?

What training is available?

Will my email address change as part of this migration?

Pre-Migration

How can I prepare for the change to Office 365 Email?

Will I need to do anything ahead of time to prepare for the migration to Office 365/Exchange Online email?

Data Migration

I have had my email migrated but seem to be missing some emails and/or folders. How do I find them?

I have some “Shared UW NetIDs” that allow us to log into that mailbox and review and respond to emails from that Shared NetID mailbox. How and when will these be converted?

I have the ability to mark items such as emails with a category today (not commonly used or available to many users), will these convert over to the new system?

I use non-alphanumeric characters in my Deskmail/Alpine Folder names, will this cause problems with the conversion of these folders?

Will “flags” on emails and “rules” in Outlook be copied over?

Will historical content (emails, meetings, tasks, etc.) be migrated?

Will my “out of office” auto-reply message from the old system migrate over to the new system?

Will my contacts or contact groups be migrated?

Will my data from the old system be copied to the new system?

Will my email and related folders from the old system be copied over to the new system?

Post-Migration

Can I still look at my old email in Deskmail/Alpine?

How do I add one of my shared UW NetID mailboxes back to Outlook?

I don’t seem to be seeing all my new emails and what is the “Focused” view?

I have a signature line that appears on the bottom of my emails today. Do I need to re-establish that upon migration to the new system?

I see lots of new “Sent” folders, with various names. And within the folders I can’t see the recipient, only the sender (me!)

My email just got migrated to Office 365, what is the first thing I need to do?

Now that I have converted, I see some new folders that that I don’t recognize. Is it OK to delete these?

What password should I use to access my Office 365 email?

Contacts

How do I set up contacts that I had stored in the old system?

Will I be able to find my work colleagues in the Office 365 Email and Calendaring address list? And how do I ensure I am listed in there correctly?

Smartphone

Will I be able to access my email and calendar from my Smart Phone?

Other

Can I change my UW NetID during the migration process?

Can I migrate myself on my own?

Does our change to Office 365 Email mean we are also changing to a new version of other Microsoft products as part of this project?

How do I know if I am converting with a particular department (I may be associated with multiple departments)?

How much email storage will I have with Office 365 Email?

Basics

I know how to get to Deskmail/Alpine today, how will I find the link to Office 365 Email?

You may get to Office 365 Email via any internet browser at: https://outlook.com/uw.edu.

If I use Outlook already, does that mean I am already using Office 365 Email/Calendaring?

Not necessarily. Outlook is a program that runs on the PC and may point to the old or new email system.

Is Deskmail/Alpine going away?

Yes, UW is in the process of retiring Deskmail/Alpine before the end of 2018.

Once a user is migrated to Office 365 Exchange Email and Calendaring or UW G Suite and UW Google Mail, the use of Deskmail/Alpine will be replaced by the use of these email services.

Is Office 365 Email replacing the use of Outlook on my PC?

No. If you use the Outlook application software on your PC today, you can continue to use this it. Outlook can be re-configured to find your email and calendar in its new location “in the cloud” in Office 365. Contact your local IT support center for assistance.

Outlook users will likely notice some small differences such as who appears in the Global Address list and the names of conference rooms and shared calendars. The method of updating shared calendars and booking conference rooms/equipment may change. Otherwise the functionality of Outlook functions such as how to send an email are unchanged. Links to Microsoft’s help guides on using the basic features of Microsoft Outlook are available here.

Are Mailman distribution lists affected by this conversion?

No. Mailman distribution list maintenance is not affected by this project. Since UW email addresses are not changing as part of the migration, there also is not a need to update your Mailman list for converted users.

What training is available?

Numerous short videos and job aids are available on the

Training & Help Resources page to help both novice and experienced computer users.

Will my email address change as part of this migration?

You will continue to use your @uw.edu and/or your @u.washington.edu email address.

Pre-Migration

How can I prepare for the change to Office 365 Email?

Numerous videos and job aids are available on the Training & Help Resources page. Users will have different needs for various topics depending on how they use email and/or calendars today. For users of Alpine, viewing the videos and job aids on use of Office 365 Email via the Web could be helpful as it will work differently than Alpine.  If you have questions, consult with your department manager, designated project liaison, or local IT support center.

Will I need to do anything ahead of time to prepare for the migration to Office 365/Exchange Online email?

If your use of email is limited to primarily viewing emails from others, your preparation will be minimal. See the sample Office365 Email Prep and Conversion Checklist and assorted job aids under the help topic “Migration Prep” on the Training & Help Resources page.

Everyone should follow the instructions found in the job aid Update Directory GAL to ensure their directory listing is correct and complete so it will appear as expected in Office 365 address books.

Users who maintain personal contact lists and/or use the calendar functions of email today will have some additional preparation steps, which will vary by how you are using email and calendaring today.

If you are accustomed to using Alpine, be sure to view the job aids under the help topic Office 365 Outlook Web Access (OWA) to be familiar with how this tool works. Those with a personal outlook.com or Hotmail.com email address may already be familiar with navigating this tool for email.

Data Migration

I have had my email migrated but seem to be missing some emails and/or folders. How do I find them?

If there are multiple copies of the same email (perhaps one in the inbox and another in “sent items”), only one of them will be copied, so be sure to look in multiple folders. See the help topics on Navigating OWA and Navigating Outlook Desktop 2010 for specific information on locating the folders converted from the old system.

If you are having trouble locating your past emails and/or folders, be sure to open up all folders in your mailbox as your past emails will likely be in a separate folder and/or subfolder. If you are still having difficulty finding past emails, contact your local IT support center as some of your emails may have been stored locally on your PC or on a network drive and they may be able to look at your old email set-up and re-connect these items to your Office 365 email.

I have some “Shared UW NetIDs” that allow us to log into that mailbox and review and respond to emails from that Shared NetID mailbox. How and when will these be converted?

Shared NetIDs will not automatically convert unless identified as needing to migrate by the department project liaison. As part of the survey process, we ask for a list of these items. Contact your department manager or designated project liaison if you have questions about conversion of a Shared NetID that you use.

I have the ability to mark items such as emails with a category today (not commonly used or available to many users), will these convert over to the new system?

Assuming your department has chosen to have your data from the old system migrated, yes only standard color categories, e.g. blue, green, etc. will convert.

I use non-alphanumeric characters in my Deskmail/Alpine Folder names, will this cause problems with the conversion of these folders?

Folders that use the following special characters may have trouble converting to the new system. No less than 2 weeks prior to your migration date, you should remove or replace these characters or in your folder names.

Special characters include:

  • Ampersand (&)
  • Plus (+)
  • Forward slash mark (/)
  • Backward slash mark (\)
  • Colon (:)
  • Number sign (#)
  • Semicolon (;)
  • Asterisk (*)
  • Pipe or vertical bar (|)
  • Tilde (~)
  • Question mark (?)
  • Angle brackets (<>)
  • Two periods (..)
  • Brackets ([])
  • Quotation marks (“)

Will “flags” on emails and “rules” in Outlook be copied over?

No, these items are stored locally on Outlook and cannot be copied by the migration process. Users that are concerned about these items should make notes pre-conversion so these can be added post-migration.

Will historical content (emails, meetings, tasks, etc.) be migrated?

Assuming your department has chosen to have your data from the old system migrated, yes as long as it is stored in Deskmail.

Will my “out of office” auto-reply message from the old system migrate over to the new system?

Any out of office reply messages will likely need to be set-up again post-migration. The method of doing this will be different for those who were previously on Deskmail or Alpine.  See help topics Set Up AutoReply OWAand Set Up AutoReply Outlook Desktop 2010 for instructions.

Will my contacts or contact groups be migrated?

If you have contacts or contact groups that you want to be available after the migration, we will be recommending that you make an export of your contacts as a pre-migration step. Instructions for doing this are available on the Training & Help Resources page.

Contact Groups maintained within Alpine are not available for to be exported so if needed these will need to be re-created manually in Office 365.

Will my data from the old system be copied to the new system?

Department leaders will discuss the needs of the various users in their department as it relates to copying emails from the old system to Office 365. There is a conversion cost to perform this migration so we only want to migrate emails for users who truly need them.

Will my email and related folders from the old system be copied over to the new system?

Assuming your department has chosen to have your data from the old system migrated, yes, emails stored in the Deskmail system will be migrated automatically as part of the conversion. Duplicate emails will not be converted so for example if you if you sent an email and also cc’d yourself, the email would appear either in your converted inbox or sent items but not both. Any emails stored separately in a PST file on a local PC or in a network directory can be re-attached to Outlook so they can be visible again post-migration. Re-connecting these items may require the assistance of your local IT support center.

Post-Migration

Can I still look at my old email in Deskmail/Alpine?

For approximately 2 weeks after migrating to Office 365, you will be able to view your old email in Deskmail/Alpine and access any contacts you maintained there. Keep in mind that new email will only go to Office 365 Email.

How do I add one of my shared UW NetID mailboxes back to Outlook?

Some users have access to the inbox for additional email addresses used by their department. Upon the change to Office 365 Email, your Outlook profile may not be configured to see those additional email boxes. Follow these instructions to add these email addresses to your Outlook.

I don’t seem to be seeing all my new emails and what is the “Focused” view?

Office 365 Email has a default “Focused” view of your inbox for the web-based version of Office 365 Email and for the Outlook App for your smartphones. Turn this feature off if you want all of your new emails to appear in the same location.

This setting needs to be adjusted in Office 365 OWA and also for your smartphone if you use one to access your UW mail. This setting does not affect users of the Outlook software installed on their PC. For instructions see the job aids on Focused Inbox OWA, Focused Inbox iPhone, and Focused Inbox Android on the Training & Help Resources page.

I have a signature line that appears on the bottom of my emails today. Do I need to re-establish that upon migration to the new system?

Yes. This will be something you will want to do immediately following the migration. See the job aids Set Up Signature OWA and Set Up Signature Outlook Desktop 2010 on the Training & Help Resources page.

I see lots of new “Sent” folders, with various names. And within the folders I can’t see the recipient, only the sender (me!)

These are “sent mail” folders from Alpine/Deskmail, and had various names over the past years. We recommend you select all documents from these folders, and drag them into the Outlook “Sent Items” folder, near the top of the folder list on the left. Once you have confirmed all of the entries have moved, you can delete the old “sent mail” folders.

My email just got migrated to Office 365, what is the first thing I need to do?

If you previously used Deskmail/Alpine, go to https://outlook.com/uw.edu. When prompted enter your UW NetID and the password for your UW NetID. See job aids under the help topic Office 365 Outlook Web Access (OWA) to become familiar with use of the new email tool.

If you use the Outlook application on your PC, confirm that Outlook on your PC is configured to go to Office 365 Email. After opening your email, click once on the “File” command. In the upper left portion of the screen, look for “Account Information”. If Outlook is accessing your Office 365 Email, it should display: username@uw.edu (where username is your UW NetID) and it should also say “Microsoft Exchange.”  If it does not display this, temporarily access your email by going to https://outlook.com/uw.edu via your internet browser. Contact your local IT support organization about having your Outlook configured to view your Office 365 email if desired.

If you use a Smartphone to access email and/or calendars, see simple instructions for downloading the app and inputting your user ID and password found under the help topic Smartphones on the Training & Help Resources page.

Now that I have converted, I see some new folders that that I don’t recognize. Is it OK to delete these?

Users may see folders called “remote_addrbook” and “remote_pinerc” that were created during the conversion process from Deskmail/Alpine. There may be a few items in these folders that were created as part of the conversion process .If they don’t contain emails you need for your own needs, you may delete the email items and these two folders.

What password should I use to access my Office 365 email?

Use your UW NetID password for access to Office 365 email. If you use Outlook, it will likely prompt you the first time you access your email for this password. Check the box to “remember my credentials/password” so you don’t have to enter your password every time you start Outlook.

Contacts

How do I set up contacts that I had stored in the old system?

Instructions for exporting and saving contacts can be found under the help topic Migration Prep on the Training & Help Resources page.  Follow instructions under the help topic Post-Migration for adding these contacts to Office 365.

Keep in mind that all UW users are listed in the Office 365 Email Global Address book so you may not need personal contacts with uw.edu or u.washington.edu email addresses.

Will I be able to find my work colleagues in the Office 365 Email and Calendaring address list? And how do I ensure I am listed in there correctly?

The Office 365 Email Global Address list is updated from data in the UW Employee Self-Service. Users who are on the UW Office 365 Email and Calendaring system OR have an active UW Deskmail email account should appear in the Global Address list.

Users who want to ensure information such as phone number, job title, department appear correctly in the Global Address list in Office 365 should update their Personal Information in Workday. See the job aid

Update Directory GAL on the Training & Help Resources page, or the “Updating Personal Information” video on the Integrated Service Center web site.

Non-employees with email can get their name to appear in the Office 365 Global address list by going to identity.uw.edu and completing the field for “preferred name”.

Smartphone

Will I be able to access my email and calendar from my Smart Phone?

Yes. Upon migration to the new system, you can access Office 365 Email using the Microsoft Outlook app. After downloading the app, you will enter your uw.edu email address and your UW NetID password and you will be ready to access emails and calendars from your phone. Instructions can be found under the help topic Smartphones on the Training & Help Resources page.

Other

Can I change my UW NetID during the migration process?

No. We ask that no changes be done to UWNetIDs starting 6 weeks prior to your migration date. Your UWNetID is the primary method of selecting your email account to be converted. Changing your UWNetID puts you at risk for being missed or only partially converted.

Can I migrate myself on my own?

Instructions are available for manual migration to Office 365/Exchange Online, however it is recommended that you confirm with your department leaders or local IT support center before doing so. There could be unforeseen consequences around data copy, as well as dependencies on shared calendars. Your local IT support resources may also not be able to support users who have performed unscheduled conversions.

Does our change to Office 365 Email mean we are also changing to a new version of other Microsoft products as part of this project?

You can continue to use the versions of other Microsoft products you currently use and continue to access those applications in the same way.

How do I know if I am converting with a particular department (I may be associated with multiple departments)?

Check with the department that is converting to see if they have you on the list to convert.

How much email storage will I have with Office 365 Email?

Each user will have the ability to store 50 gigs of emails in Office 365, which is significantly more than is allowed in Deskmail/Alpine.

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