University of Nebraska Kearney

Preparing to Migrate to Office 365 

Start here once you have your new Outlook account 

• You will receive an email one day prior to setting up your new Outlook account.
• Use your full UNK email address (i.e.  lopers@unk.edu) and EASI password to login to your new Outlook email.

Outlook Quick Tips Archive

Office 365 FAQ 

1. What is Office 365?
   It's familiar Microsoft Office collaboration and productivity tools delivered through the cloud. Everyone can work together easily with anywhere access to email and calendars. It includes business-class security and is backed by Microsoft.
2. Why are we moving to Office 365?
   A university-wide task force was formed to look at email and determine if switching to a new email system would result on cost savings. The task force concluded that moving to a cloud based solution would reduce costs, Microsoft Office was chosen as the solution. UNK, UNO, UNL and UNCA will migrate to the cloud. Due to HIPPA compliance UNMC will migrate to Microsoft Exchange which is Microsoft's premise based solution.
3. When are we moving to Office 365?
   After February 1, 2012, new email accounts will begin to be created in Office 365. Everyone will not be migrating at the same time.

   You will be notified personally by email when your new Office account is ready to be set up. This includes both the "Cut and Run" or "Migration" groups. We will also email a detailed schedule prior to setting up new Office 365 accounts.

   On January 13, 2012, a survey was emailed to all faculty and staff asking you to choose which way you want to set up your new Office 365 account: 1. Cut and Run or 2. Migrate?

   New Office 365 accounts will be created in this order:
   1. Cut and Run (Start Anew) users
   2. Migration of 1GB or less users
   3. Generic accounts - Cut and Run only
   4. Retired/Emeritus accounts. - Cut and Run only

   If you do not complete the survey by February 1,2012, we will assume that you are choosing to Cut and Run.

4. Are Office 365 and Outlook the same thing?
   To clarify, Microsoft Office 365 is a collaboration and productivity tool (Outlook Web Access and Outlook client) that is delivered through the cloud.

   Outlook Web Access and Outlook client are essentially the same thing... if you delete an email in Outlook client, it will be deleted on Outlook Web Access. If you add a contact in Outlook Web Acsess, it will appear in your Outlook client contacts (etc.). You can use one or both to access your emails.

   You will be able to access your UNK email using your EASI username and password using one or both of these options:
   1. Outlook Web App using your favorite browser. Go to http://outlook.unk.edu
   2. Outlook 2010 (PC) and Outlook 2011 (MAC) is the desktop email client.
   Note: You must have Outlook 2010 (PC) or Outlook 2011 (MAC) to use this option. These Outlook clients are a part of your Microsoft Office 2010 or 2011 software package (Word, Excel, PowerPoint, etc.).  

5. How will I access my new Outlook email?
   Your new email account is accessible through the Outlook Web Access interface through your web browser and/or by using Microsoft Outlook clients.

   Use your EASI username and password to login to your Outlook web or client account.

   Outlook Web Access: To login to your web based Outlook account, go to http://outlook.unk.edu  

   Microsoft Outlook Client: If you use the Microsoft Office Outlook client, PC's must use Outlook 2010 and Mac's must use Outlook 2011. Contact your Tech Coordinator if you do not have Office 2010 (PC) or Office 2011 (Mac)

   Once your new Office 365 account is set up, you will be emailed with directions.

   Third party clients are not officially supported by UNK.

    
6. Will my email address change?
   No. Your email address will remain as username@unk.edu.
7. Does this mean I will have another username and password to remember?
   You will use your EASI username and password to access the system.
   Your EASI username and password gives you access to your Outlook UNK email (both web and client), Blackboard, UNK Wireless, Domain and File Shares and Qualtrics.
    
8. What is the web address for UNK Outlook email?
   To login to your web based Outlook account, go to http://outlook.unk.edu Use your EASI username and password to login to your Outlook account.
9. What is the size of my Outlook email database?
   Your Outlook email database is 25GB. Your "send" and "receive" email should be no larger than 20 MB.
10. Will mobile devices work with Outlook?
    Yes, Office 365 offers Exchange ActiveSync to provide rich access from a number of devices. POP3/IMAP access will also be available.
    Setting up your mobile devices for Office 365
    If you used your mobile device to access mail via Lotus Notes Traveler, you must uninstall that account from your device first.
11. Will I be emailed prior to having my new Outlook account created?
    Yes, all UNK email users (Cut & Run and Migration) will be notified by email before their new email account is created with instructions.
12. How do I save and download my Lotus Notes emails and attachments using Adobe Acrobat Pro X?
    Using Adobe Acrobat Pro X to save your Lotus Notes emails and attachments to a pdf file 
13. Can MAC users use the "Save as PDF" option when selecting Print to download their Lotus Notes emails?
    Yes, Mac users can use the Print Option to download all emails in Lotus Notes to a .pdf file. In Lotus Notes on your MAC, go to File - Print - and click on the drop down arrow "PDF" - select "save as PDF. This option will not allow you to open attachments in the email but it will save all of your emails in one PDF that is searchable.
14. Migration Option Users: Before migration, what do I need to do?
    The following must be done prior to migration:
    1. In Lotus Notes you must be sure that "encryption" is turned off. Go to File > Security > User Security > Notes Data > Notes Databases > select "Do not locally encrypt" > Save
    

    2. In Lotus Notes you must have your contacts replicated and synchronized. For instructions to replicate and synchronize your contacts in Lotus Notes Click here.  

    3. Make sure your Lotus Notes database is less than 1 GB

    4. Make sure you do not have any one email that is larger than 25 MB.

    5. Be sure all Windows updates have been completed.

    6. If you plan to use Outlook client, be sure that Outlook 2010 (PC) or Outlook 2011 (MAC) is installed on your UNK computer prior to migration.

15. Migration Option Users: If I choose the "Migration" option, will my email, calendar and contacts be migrated?
    If you choose "Migration", the following items will be migrated from Lotus Notes to Office 365:
    • All of your contact information will migrate if they are replicated and synchronized. For instructions to replicate and synchronize your contacts Click here.  
    • Calendar entries for the prior 12 months and all future entries.
    • Up to 1GB (gigabyte) or 1000 MB (megabytes) of email will be migrated to Office 365.
      ITS recommends that you delete old messages and reduce your database size to about 900 MB.

     
16. Migration Option Users: What are the current known limitations for migration?
    Your Lotus Notes database must be under 1GB and no email/attachment can be larger than 25MB during and after migration.
17. Will training be offered for Outlook Web and Outlook client?
    Three separate workshops will be offered:
    1. Using the Outlook Web application (PC and MAC)
    2. Using Outlook 2010 client for PC users
    3. Using Outlook 2011 client for MAC users
    Workshop Registration  
18. Who should I contact if I have questions about Office 365?
    
    Shahla Alavi, alavis@unk.edu, 308-865-8861
    Jane Petersen. petersenjl@unk.edu, 308-865-8623
    Don Ray, donray@unk.edu, 308-865-8268