Office 365 Email Migration Frequently Asked Questions (FAQs)

Basics / Overview

What does this migration mean to me?

If you're a current CSULB employee or emeritus employee and currently have a Microsoft Exchange mailbox (that is, an @csulb email address), then your Exchange mailbox will be migrated to O365 beginning January 5, 2018. This includes department resources, such as shared mailboxes and calendars. This site provides information about that migration, what you can expect, as well as links to resources for connecting to O365 email after your migration.

How will I connect my current email software or mobile device to Office 365?

Email service on most devices will continue to work after the migration. Instructions are available for connecting email client software, mobile devices and accessing the O365 Portal. Visit Accessing Email After Office 365 Email Migration, or contact your college/unit technical coordinator, or Technology Help Desk at helpdesk@csulb.edu or (562) 985-4959. From Microsoft: Set up O365 email on a mobile device & links to PC, Mac, tablet, & Chromebook -- https://support.office.com/en-us/article/Set-up-Office-apps-and-email-on-a-mobile-device-7dabb6cb-0046-40b6-81fe-767e0b1f014f

What should I expect from this migration? What is changing?

• All of your existing Microsoft Exchange data (email messages, calendar information, Exchange contact lists, Tasks, Rules, Signature Line, etc.) will be migrated to O365.
• O365 provides larger email quotas – 50GB (gigabytes) per mailbox. That's 5 times more space than is provided by Exchange on campus.
• Your email address stays the same.
• You won't miss any email sent to you while your mailbox is migrated.
• You may need to modify some email software settings on your personal computing devices in order to connect to O365 instead of Exchange after your mailbox has migrated. Visit Accessing Email After Office 365 Email Migration for more details.
• You may need to modify settings on your mobile device(s) to connect to O365. Visit Accessing Email After Office 365 Email Migration for more details.

What is Office 365?

"Office 365" refers to Microsoft subscription plans that include access to Office applications plus other cloud-based services enabled over the Internet. Skype for Business, Exchange Online hosted email, as well as online storage with OneDrive are examples of services available via O365. Through the campus' subscription, Office 365 services are available at no cost for current students, faculty, and staff members at CSULB. Emeriti and volunteers also receive @csulb O365 email service.

Where can I find help?

Visit this email migration project page http://daf.csulb.edu/offices/its/service/email/office365_email_migration.html, or call or email the Technology Help Desk at 562-985-4959, helpdesk@csulb.edu. As the migration date approaches DoIT will send migration reminder emails.

Will there be any differences between O365 student and O365 employee accounts?

Except for the differing domain names (@csulb.edu and @student.csulb.edu) there will be no major differences. One slight difference in service is that students can set up rules to automatically forward incoming email to a third-party email account, while this is not possible with employee email.

Can I combine my personal and my University Microsoft account?

The university strongly recommends against merging your personal and University Microsoft account. However, you can have both accounts in one client.

Can I add my picture to my profile?

Yes. For more information, see https://support.office.com/en-us/article/Add-your-profile-photo-to-Office-365-2eaf93fd-b3f1-43b9-9cdc-bdcd548435b7?ui=en-US&rs=en-US&ad=US

Will my email address change?

No. Your campus email address will remain the same.

Will this affect my LISTSERVs?

No. Your LISTSERV subscriptions will continue to work as they do now.

How will I access @csulb email after it migrates to O365 Exchange Online?

You will continue to access your @csulb email the same various ways you can today:

1. Using current versions of Outlook client software installed on your campus and personally owned computers: a notification will likely display letting you know a change has occurred to your mailbox. Simply close the dialogue box and restart your Outlook email client.
2. Accessing Microsoft's web-based interface, Outlook for the web (also known as OWA, Outlook Web App, webmail): you should log in to SSO at https://sso.csulb.edu to access your @csulb email by entering your campus email address and BeachID password. Similarly, the mail.csulb.edu link will automatically reroute to the SSO login page. Once in SSO, click on the "Employee Email" chiclet to access your mailbox (see screenshot below):
   
   
3. Mobile/tablet devices: most mobile/tablet devices will continue to function normally, but some may require an account setting update. See Accessing Email After Office 365 Email Migration for more details.

What email client should I use with O365 @csulb email?

Here's a feature comparison of supported programs to help you decide. The following table summarizes some differences you might want to consider before you choose the email program you'll use to connect to your email account.

Will my current email client still work?

Please see https://support.office.com/en-us/article/Supported-email-programs-and-features-36932ab9-68aa-458d-b83d-ee8848220497

How do I log into my O365 @csulb account if I use Outlook 2016 from my campus- or personally owned computer?

Simply open Outlook 2016 for Windows or Mac as you always do to access @csulb email from your campus- or personally owned computers. If you need to access @csulb directly through the internet using Outlook on the web (aka OWA, the web-based Outlook app), you'll be able to do so by visiting CSULB SSO at https://mail.csulb.edu and clicking on the Outlook email chiclet/button.

How do I setup my email clients?

Please visit http://daf.csulb.edu/offices/its/service/email/office365_email_migration.html for detailed instructions. Click the appropriate link for the operating system (Mac, Windows, iPhone/iPad (iOS), Android) you are using.

Will all my aliases work right away?

Yes, all email addresses and aliases will be transferred to O365.

How big is my new Exchange Online mailbox?

50 GB.

Will CSULB faculty, staff and students be able to share calendars, mailboxes and other resources with other CSULB faculty, staff and students?

Yes, after the migration is complete and all faculty, staff and students are in O365.

Will it look the same?

Office 365 offers Outlook on the web, an updated version of Outlook Web App, that has a comparable, but updated look and feel. If you mainly access your @csulb from an email client such as Outlook, you can expect very little change in the appearance of your account.

I am a delegate for my boss's email and calendar, can I still do that?

Yes.

What email clients are supported? Desktop and mobile?

Please see: https://support.office.com/en-us/article/Supported-email-programs-and-features-36932ab9-68aa-458d-b83d-ee8848220497

What are the advantages of @csulb email?

@csulb email includes many new user-friendly features and services:

• Larger email storage capacity, from the current 10 GB to 50 GB, with an additional 100 GB for online archiving
• Single sign-on authentication using your BeachID, which will allow a smooth transition between other single-sign-on-enabled applications.
• Mobile phone syncing — Many smart phones can easily be configured to sync your @csulb email, calendar, and contacts.
• Skype for Business, allowing faculty, and staff to chat with one another.

What is my new Office 365 email Quota?

The new quota for @csulb email is 50 GB. With an additional 100 GB of archiving.

What will happen to my account after my affiliation ends?

You will continue to have access to your @csulb email account as long as you maintain an active affiliation with CSULB.

How do I forward my @csulb email?

Faculty and Staff and other @csulb users may not set forwarding, per CSULB Email Legal Guidelines. Forwarding is only allowed for Students.

Are there any limitations to the size of emails I send out, and how many people they can be sent to?

Please visit Microsoft's Message and Recipient Limits for information on email limitations.

What are the supported browsers for @csulb email accounts?

For a list of compatible browsers, please visit Microsoft's Supported Browsers document.

Security

Are there any changes to how this affects email retention and security? If we delete emails from this new environment, will they truly be deleted?

The same rules today governing email deletion will apply to the Office 365 environment. Deleted email messages are automatically emptied from the user's account trash bin/deleted items 25 days after deletion. Users may also manually empty their account trash bin at any time. Emails automatically or manually deleted from an email account's trash bin may be recovered only within 5 days of deletion from the trash bin/deleted items folder. Once deleted email is beyond these timeframes, it is gone and not recoverable for the user or anyone else requesting records. More information regarding Microsoft’s Office 365 Security commitments can be found in the about section of our Project webpage. The direct link can be found here: https://www.microsoft.com/en-us/trustcenter/cloudservices/office365

Outlook software clients on campus- and personally owned computers

How do I access @csulb email from my campus- or personally owned computer(s)?

To access @csulb email from email programs installed on your campus- or personally owned computers, use a current version of Outlook software, which can directly connect to O365 cloud services. This allows you to have your email, calendar and contacts in one application. IMAP and POP email programs (such as Thunderbird) cannot be used to access @csulb email.

How to Configure Desktop Client?

When configuring a Desktop Client make sure that you use your full email address (i.e. firstname.lastname@csulb.edu) as the username. The password will be your BeachID password.

Will IMAP work with O365?

No. An IMAP connected email client is not a supported method for using campus email. It's recommended that you access campus email by using the supported methods listed in the table in the next FAQ.

What clients work with O365 Exchange Online?

The table below shows available clients, their O365 compatibility, and CSULB support offered. For a full, campus-supported O365 email experience, please use the recommended mail clients as denoted.