Email Migration

Not such a big deal

What am I getting• Increased mailbox size (from 2 GB to 50 GB for university

Exchange users) • Unified email and calendaring across the university and health

system • Improved web interface • Modern calendaring system

Do I need to learn a new email system (again)?No - not really. With Office 365 you can continue to use the same

email client you use today.

However, the new web client Outlook Web App does provide additional functionality that was not previously in Duke's

WebMail (the DukeMail web client).

How will I access Office 365 email, calendar and contacts?

Almost everyone will be able to continue accessing their Duke email and calendar the same way they do right now.

You can use any web browser or current Outlook clients. Office 365 works with Outlook 2010 and 2013 (Windows) and Outlook

2011 (Mac).

mail.duke.edu

Web Mail (aka Outlook Web Access [aka OWA])

http://mail.duke.edu

What about my smart phone?

You will need to add the new account information to your smart phone. OIT recommends removing the current Duke Exchange

account a replacing with the Office 365 configuration. The instructions are on the TSC website at it.fuqua.duke.edu

Should take less that 5 minutes to set up

So, what really happens next week?

• You will see the prompt below that asks that you restart Outlook, not your whole computer

• You will probably be prompted to restart a few times

What’s step 2?• You will then be prompted to input your user name and

password• This will pop up even if you previously saved your username

and password within Outlook

Do I need to type anything different?

• Yes, your username will now be NetID@duke.edu (where NetID is replaced with your NetID, ie. jbf14@duke.edu)

• We will no longer user win\NetID as the username• Your password does not change

Do I need to prepare?• Make sure that you don’t have messages larger than 25 MB• How do I find my large messages in Exchange?

• Open your Exchange account in Outlook. Look under your listing of folders - you should see an option called Search Folders. Click on Search Folders and then click on O365 Large Files.

• From here, you can save your attachment, delete the attachment and save the message, delete the entire email, or save the email to your local hard drive.

One more thing• Even though your new quota will be 50 GB, they are only able

to migrate 25 GB of data.• Most people currently have 25 GB of quota so this shouldn’t

be a concern• Those users with additional quota or large amounts of email

on the old system should contact their technician to ensure they are under the 25 GB limit

What is this DukeMail I keep seeing referenced?• DukeMail is what OIT calls the previous system that Fuqua was

on prior to moving to the current Outlook/Exchange environment

• Even though we migrated to our current system not all DukeMail email accounts were deleted

• This email will be migrated to your Office 365 account• After migration, DukeMail will be deleted and the server

decommissioned.

DukeMail folder

Deleted Items• Deleted Items Retention Policy: The Deleted Items folder now

has an automatic retention policy of 30 days. • Deleted items are moved to Recoverable Items Folder after 30

days unless explicitly purged by the user. • Items can be recovered from Recoverable Items Folder for 14

days. • After that final 14 day period, those items are unrecoverable.

Why do they call it Office 365?• Office 365 is an online version Microsoft Office• Duke University is not implementing all Office apps at this time• Duke is considering implementing the other Office apps at a

later time

Quesitons?• Please let me know if you have any questions about the

process