Skip Ribbon Commands
Skip to main content
Navigate Up
Sign In

UFIT Wiki

:

Office 365 - FAQ

Office 365 Migration FAQ:

 

General Questions:

What is Office 365?

Office 365 is a collection of online (“cloud”) services provided by Microsoft. The University is migrating its students' online services to Office 365, which will provide email, calendaring, an address book and online conferencing. Other services will become available through Office 365 in the near future.

 

Why is UF moving student email to Office 365?

Office 365 provides a robust, cloud-based suite of services that facilitates academic and social collaboration at a reasonable cost to the University. Along with additional functionality, Office 365 provides more flexibility in how students access computing services.

 

Is Office 365 the same as Microsoft Office?

No, Microsoft Office is a suite of software that is installed on a particular computer and can only be accessed from that machine. Office 365 services are cloud-based and can be accessed from anywhere on the Internet.  This can be somewhat confusing since Microsoft has also applied the Office 365 label to some of the traditional Office software offerings, like Office 365 Home Premium.


I’m forwarding my email to a non-UF service (gmail, yahoo mail, hotmail, etc); what will happen to my forward when I migrate?

You can manually forward your email, however, automatic forwarding is disabled.

Once you've moved to Office 365 all email to your @ufl.edu address will be delivered to your Office 365 mailbox.  You will not be able to automatically forward your email elsewhere. If you currently forward your email elsewhere, your existing forwarding will end when your migration to Office 365 occurs.

This end to automatic forwarding will affect all UF students over the coming months regardless of whether you opt-in to Office 365.  UF is making this change to ensure student email can be delivered consistently and that UF student email is protected by UF security policy.  The University cannot make these assurances with automatic forwarding in place.​


How can I get support for Office 365?

While logged in to Office 365's web interface, Outlook Web App, you can find self-help resources for Office 365 by clicking the '?' link in the top-right-hand corner of the webpage.  Aside from this in-application help provided by Microsoft, the UF Computing Help Desk can assist you.

The UF Computing Help Desk should be your first point of contact for all computing issues at the UF including problems with Office 365.

http://helpdesk.ufl.edu​

(352) 392 - 4357 (HELP)

 

Migration FAQ:


What will happen to my existing mail?

The contents of your current Gatorlink mailbox, all email and folders, will automatically be copied to your new mailbox once your scheduled migration date arrives.  Copying over your old email may take up to 24hrs after your Office 365 mailbox has been created.

Once your email and folders have been copied, you can find them under your Office 365 Inbox- all of your old folders (including your Sent folder) will be sub-folders of your new Inbox.


Who is eligible to migrate to Office 365?

The eligibility requirements for migrating to Office 365 are:

    • You must be a current UF student.
    • Students who are also OPS employees are eligible
    • Full time Faculty and Staff (non-OPS) are not eligible for email in Office 365
    • You must NOT have an Exchange mailbox. Some UF students who are also employed by UF have an Exchange mailbox as well as a Gatorlink mailbox – see the “I’m a student who also works for UF” question below.

The initial migration does not include faculty and staff; access to Office 365 services for these groups is being considered in the future.

If you have further questions about your eligibility please contact the UF Computing Help Desk.​


 

Why should I migrate to Office 365?

Some of the benefits of Office 365 include an increased mail quota (from 1G to 25G), an enhanced web interface, personal calendaring and access to the UF global address book.

For now, moving to the new service is optional, but eventually all students will use Office 365 and UF's existing Gatorlink system will be retired.

 

I’m a student who also works for UF; can I migrate to Office 365?

Generally yes, but there are some considerations.  If the department you work for has given you a mailbox in the UF Exchange system you will need to consult with the IT administrator in your employing department to coordinate your migration to Office 365 with UFIT staff.

If your main mailbox isn't in UF Exchange, but you have access to any "shared mailboxes" in Exchange as part of your work duties you should also consult with the IT support in your employing department.  Moving your main mailbox to Office 365 will make it so you can't also access the shared mailboxes in UF Exchange. 

 

What will happen when my mailbox is migrated?

Within 3 hours after your migration appointment, the following will happen:

 

1.     A new Office 365 mailbox will be created for you.

2.     You will receive an email to your OLD mailbox informing you that the new mailbox has been created.

3.     All NEW email to your @ufl.edu address will begin arriving in your NEW mailbox. 

4.     An automated process will be triggered to copy all email and folders from your old GatorLink mailbox to your new Office 365 mailbox.  This process may take up to 24 hours to complete.

 

You can continue to view your old email from your old mailbox – that mailbox will not change or go away, it just won't receive any new email. Access your old mailbox via webmail or whatever standalone client you used previously.

 

You can access your new mailbox from a web browser at http://outlook.com/ufl.edu. This page will direct you to the official UF login page at http://sts.login.ufl.edu. You will also need to update any email client software that you use to check your email, including any mobile devices that you use. For information on setting up mobile or client software, see the Accessing Office 365 section here

 

Within 24hrs of your migration, an automated process will copy all of the email messages and folders from your existing GatorLink mailbox to your new Office 365 mailbox.  After that, you won't need to access your Gatorlink mailbox anymore.

 

One word of caution: during the 24 hour transition period after your migration, you should use your new account to send or reply to email. Otherwise, there is a slight risk that your message will not be copied to the “Sent” folder in your new mailbox. If you need to reply to an email in your old mailbox, you can CC: yourself on the message, which will deliver a copy to your new mailbox.

 

Will my email address change?

No, you will continue to use your username@ufl.edu email address.


Will my Webmail contacts migrate to Office 365?

Beginning December 2nd, when you migrate to Office 365 your Webmail contacts will be automatically copied to your Office 365 address book.

Unfortunately, if you moved prior to Dec. 2nd your contacts did not automatically move. However, you can manually move your contacts.  For assistance migrating your contacts manually please contact the UF Computing Help Desk.

The process for manually moving your contacts is as follows:

  1. First, login to old Webmail and export your contacts
  2. Use the web tool located here to convert your contacts to a format that Office 365 can import.
    1. Use the "Choose File" button in the conversion tool to select the .vcf file you downloaded from Webmail
    2. Then hit the "Convert vCard" button which will convert the format of your contacts and automatically download a .csv file to your computer.
  3. Now you can log into Office 365 and import the .csv file containing your contacts

 

What if I opt-in and change my mind, can I opt back out?

No, once you’ve migrated to Office 365 we cannot move your mailbox back.


After my mailbox was migrated to Office 365 I can't find all of my Sent mail, what happened?

The migration tool copies over all of your old folders from your GatorLink mailbox as sub-folders of your Office 365 Inbox.  This includes your 'Sent' folder.  If you wish you copy your old 'Sent' mail into your new Office 365 "Sent Items" folder, you can open your old 'Sent' folder (under your Inbox) in Office 365, then select some or all of that email and move it into your 'Sent Items' folder.

To select multiple messages in Office 365 Outlook Web App, you can do one of two things:

  1. select a range of messages in a folder by selecting the first message in the range, and then holding down the <Shift> key while you click on the last message in the range.  (experimentally, we've found that this method doesn't work great when select a many messages)
  2. select the first message in the range, and then hold down the <Shift> key and the down-arrow key to progressively select messages.
After you've selected the messages you want to move, the mail-reading pane of OWA should show you the number of messages selected ex: "257 messages selected".  It will also give you several options for what you can do to the selected messages.  You should select "move".  You will then be presented with a pop-up that displays all of your folders - select "Sent Items", and then click the "move" button.

 

Post-Migration FAQ:

After moving to Office 365 I can't find any of the folders I had in my Gatorlink mailbox (webmail.ufl.edu), what happened?

​When your email and folders are copied over from Gatorlink email to Office 365 those folders are created as sub-folders of your Office 365 Inbox folder.  You'll need to expand your inbox (click the triangle to the left of your "Inbox" in the folder-view pane of Outllook) to see these folders. 

If this doesn't help it is possible that there were problems copying over your email from your GatorLink mailbox, so please contact the UF Computing Help Desk.


After my mailbox was migrated to Office 365 I can't find all of my Sent mail, what happened?

The migration tool copies over all of your old folders from your GatorLink mailbox as sub-folders of your Office 365 Inbox.  This includes your 'Sent' folder.  If you wish you copy your old 'Sent' mail into your new Office 365 "Sent Items" folder, you can open your old 'Sent' folder (under your Inbox) in Office 365, then select some or all of that email and move it into your 'Sent Items' folder.

To select multiple messages in Office 365 Outlook Web App, you can do one of two things:

  1. select a range of messages in a folder by selecting the first message in the range, and then holding down the <Shift> key while you click on the last message in the range.  (experimentally, we've found that this method doesn't work great when select a many messages)
  2. select the first message in the range, and then hold down the <Shift> key and the down-arrow key to progressively select messages.

After you've selected the messages you want to move, the mail-reading pane of OWA should show you the number of messages selected ex: "257 messages selected".  It will also give you several options for what you can do to the selected messages.  You should select "move".  You will then be presented with a pop-up that displays all of your folders - select "Sent Items", and then click the "move" button.


Email FAQ:

 

How do I access my Office 365 mailbox?

To access Office 365 via your web browser, go to: http://outlook.com/ufl.edu

With other email client software, use the server name outlook.office365.com and your GatorLink username in the format of: username@ufl.edu.

 

Can I use IMAP or POP to access my Office 365 mailbox?

Office 365 does not provide IMAP connectivity.  Clients must support ActiveSync, Exchange Web Services, or Outlook Anywhere connect methods.

 

What client protocols are supported (besides web access)?

Clients must support ActiveSync, Exchange Web Services, or Outlook Anywhere connection methods.

Most mobile devices support ActiveSync.  

Mac users can choose between Mac Mail using Exchange Web Services, Microsoft Outlook, or any other client that supports the above connection protocols.


Lync FAQ​:


How can I use Lync for video conferencing and other advance real-time colaboration?

The Office 365 web interface allows basic Lync functionality- Instant Messaging and Presence.  However, to access all advanced functionality you'll need to download and install the Lync client software on your PC or Mac.

UF Lync users can download the Lync client installer for their PC or Mac from the UF webpage at: 

 

I’m not in Office 365, but I want to hold Lync meetings with people who are in Office 365. Can I do this?
Lync in Office 365 is connected back to the Lync service that's available to all UF Faculty, Staff, and Students.  You will need to install the Lync thick client on your PC or Mac, but once you've installed and configured the client you'll be able to IM or video conference with all users of UF Lync including Office 365 users.
 
Help, my question hasn't been answered here!  Where can I go for more information?
For more information about Office 365 and the migration to Office 365 please submit a ticket to the UF Computing Help Desk at http://request.it.ufl.edu  You can also contact the UF Computing Help Desk in the following ways:

http://helpdesk.ufl.edu
(352) 392-4357 (HELP)
helpdesk@ufl.edu

​​​​​​
​​

 
 Last modified at 11/16/2014 7:33 PM by Gasper, Joe