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University Technology Services

Faculty/Staff Email Migration

Frequently Asked Questions

Why is email being migrated?

As part of our ongoing process to improve efficiency, the Division of Information Technology will implement Office 365 across the university system. Over the next few months, all employee email, calendar and contacts will be migrated to the Microsoft Office 365 cloud. The migration will combine our student, faculty and staff emails in a single system that will allow for better collaboration, common address books, and a more secure and productive environment. This move will enable you to access your email from the web, your Outlook client, and mobile devices. Email will not be lost in this process.  Older email will be copied by the pre-migration process and newer emails will be copied during the final migration process.  Once migration is completed, you will have larger mailbox sizes (50 GB) and better integration with many of the services offered in Office 365.

What is Office 365 and how is it different from Microsoft Office?

Office 2016 suites include applications such as Word, Excel, PowerPoint, and Outlook; they are available as a one-time purchase for use on a single PC. Office 365 is a subscription that includes these applications plus other services that are enabled over the Internet, including online storage with OneDrive. With Office 365 you get the full, installed Office experience on PCs, Macs, tablets (including iPad® and Android™ tablet) and phones.

Will all items in my Inbox/Sent Items/Folders be migrated?

Yes. Email messages will be copied to the Office 365 Cloud.  Therefore, email messages will show up in both the @email account and the @mailbox account.

How do I access Office 365?

You can access the Microsoft Office 365 port at

How do I install a local copy of Office Pro Plus 2016 from the Office 365 portal?

Follow the step by step instructions called "Set up email using the installation from the Office 365 portal" on the UTS website.

How many devices can I install Office on?

Users have five installations on desktop/laptop (MAC and/or PC), five on mobile devices, and five on cell phones.

Can I install Office on a PC and a Mac?

Yes.  A local copy of Microsoft Office 365 can be installed on either platform by accessing the Microsoft Office portal and selecting "Install Office 2016" in the top right corner of your browser.  You will need to remove any versions of Office you currently have installed.  Please refer to the removal instructions on the email migration webpage.

What operating systems/devices can I install Office on?
  • PC: Windows 10, Windows 8.1, Windows 8, Windows 7 Service Pack 1, Windows Server 2016, Windows Server 2012 R2, Windows Server 2012, or Windows Server 2008 R2
  • Mac: Mac OS X 10.10 or later

**For the best experience, use the latest version of any operating system.

Can I install Office on a personal device?


What’s the impact to my personal copy of Office on my personal computer?

You do not need to install a copy of on your personal computer if you do not wish.  You will need to reconfigure your Outlook to work with your Microsoft Office 365 account.  You can find those instructions on the email migration webpage.

Can I install Office 365 on a computer that already has Office installed?

This is not recommended.  A user should uninstall the current office suite before installing the Office 365 Pro Plue available via the Office 365 portal.

Is Internet access required for Office 365?

Yes. Office 365 is cloud-based. If a user is using the online office suite, they will need internet. If they install the O35 suite on their local computer via the Office 365 portal, they will not be required to have internet.

What mobile apps are available for Office?

Mobile apps vary by device type. Refer to this link for more specific information:

What is OneDrive for Business?

OneDrive for Business is an integral part of Office 365 or SharePoint Server, and provides place in the cloud where you can store, share, and sync your work files. You can update and share your files from any device with OneDrive for Business.

How much OneDrive storage do I get with Office 365?

Currently, each user has 5TB of space.  If more space is needed, call 7-1800 or a service ticket can be submitted with a valid reason for the increase.

Are there restrictions on the files that I can store in OneDrive?

Yes.  There are restrictions in naming conventions as well as file types.  Invalid file or folder name characters can be found here.  The list of file types that are allowed can be found here.

Are my documents stored in OneDrive for Business available offline?

If a user has synced a file/folder/whole OneDrive for Business (if not a lot of files) these files will show as a "drive" in the file explorer and will be available offline.  They will update to the cloud when connected again.

How do I access my documents stored in OneDrive for Business from my smartphone or tablet?

Install the OneDrive for Business app and the other office apps (Word, Excel, PowerPoint, OneNote) and log into each app with your O365 username and password.

Can I link a personal Office 365 account with my University Office 365 account?

Consumer/Personal Microsoft accounts will not link with your university Office 365 for Business account. A user can copy and paste files between a consumer/personal and an Office 365 account.

How do I configure my smartphone/tablet to access Office 365, email, Office, etc.?

Refer to the set up instructions specific to your device

How do I reset my password for Office 365?

Your O365 password is the same as your network password. Follow the instructions on how to change your network password.

What happens to my local archived email?
Local archive files (.pst) will remain local on your machine.  If you wish to import your archived files into Outlook to be synced in the Office 365 cloud, please follow the instructions in the question below.  
 What is the impact on anything that authenticates through LDAP?

An application that uses Active Directory or ldap authentication will most likely have a configuration page that will include options for ldap server, search base, filter, etc.

The ldap filter is where it may specify "inetorgperson". The filter can most likely be changed to filter on "user", and still return correct results from Active Directory, as the inetorgperson class is a sub class of the User object in Active Directory. But, this should be tested.

Here is an example of an LDAP configuration screen and an Active Directory LDAP filter.


How do I re-attach archives in Outlook?
Outlook 2013/2016

There are 3 ways to restore the data from your archives. You can or you can move individual items from a .pst file into their original folder or a new one, copy the e-mail back to the original folder, or you can copy the e-mail to a new folder.

What will the folder structure look like for merged student and faculty/staff mail accounts?
Those individuals who have both a student and faculty staff mail account will have those accounts merged as part of the migration to Office 365.  The folder structures for those accounts will be merged.  If there are folders with the same name, the emails in those folders will be merged into one folder with the same name. 
How will resource accounts get passwords set (initial) and changed?
Resource accounts will be managed the same way they are managed today.  
How do I stop syncing a library with the OneDrive for Business app?
Instructions are located on Microsoft's support site.
Is Office 365 secure?
 The following is a link to the security and privacy features of Office 365.  Office365 Security and Privacy

  For more information on Office 365 for Business visit Microsoft O365 Business FAQs