Staff email will shortly be migrating to Office 365

Last updated: 24/May/2021

For those staff who have access to Office 365 you can find the main project information in SharePoint available at: Migrating staff email into Office 365 (Exchange online) -Project Information Page (sharepoint.com)

However, for those users who do not have access to Office 365, specific guidance and information about the project will be provided here.

Phase 1 - Introduction

The purpose of the introduction phase is for us to give you an overview of what is happening in the project and what you can do to help ease the journey. 

Our goal as part of the introduction phase:

• Explain what is going to happen
• Explain any immediate changes that have to happen prior to migrations 
• Explain what you can do to help - the section below details how you can check your email client is supported and how to check you are duo enrolled. Please carry out both these checks to ensure your mailbox will migrate successfully. 

Important things to note:

• Voicemail and Email archiving/journaling will be disabled at the end of this phase
• Older mail clients will no longer be supported, and you will need to use DUO when logging into email once migrated

Advice on reviewing that your email clients support Office 365

Office 365 brings enhanced security and functionality which requires the use of more modern email clients. Staff must use a supported mail client to ensure they can continue to access university email after they are migrated. Your email client must support what is known as “Modern Authentication” (technically known as "OAuth2").

If you are already using Outlook 365 or Apple Mail (requires iPhone/iPad iOS 11 or MacOS 10.14 or above) on your desktop or mobile device, or you only use Outlook Web Mail (OWA), then you do not need to take any action. 

If you have received a university laptop over the last 6 months then you will already have a supported email client installed, this will be Outlook 365.

You should check which version of Outlook you are using and take action if it's not supported:

• Check which version of Outlook you are using; you can do this by following this guide: https://support.microsoft.com/en-gb/office/about-office-what-version-of-office-am-i-using-932788b8-a3ce-44bf-bb09-e334518b8b19
  • If you have version, 2007, 2010 or 2013 then you MUST take action as soon as possible to upgrade to Outlook 365 or you won't be able to access your university email using your Outlook once your mailbox is migrated. 
  • If you have version 2016 then this will only be supported until November 2021, so please look to upgrade to Outlook 365 at your earliest convenience. We recommend upgrading to Outlook 365 as soon as possible as some Office 365 specific functionality may not work fully in Outlook 2016.
• Upgrade your version of Microsoft Office to 365
  • If the device is not a university owned, then you should contact the IT department who provides your device and advise you need Office upgrading
  • If the device is university owned, then please contact the IT Service Desk who will assist using this request form https://universityofsunderland.samanage.com/catalog_items/796780-upgrade-to-office-365/service_requests/new 
• Verify your Outlook client is not using "Online" mode; you may experience performance issues once migrated if you are using Outlook in "Online" mode as your client should be in "Cached" mode. This is only applicable for Desktop versions of Outlook and not tablets/phones.
  • To check this, open Outlook and look at the bar at the bottom of the application where it would say "online with Microsoft exchange" if it is, try to change the setting yourself to enable "Cached" mode, you can do this by following this guide: https://support.microsoft.com/en-gb/office/turn-on-cached-exchange-mode-7885af08-9a60-4ec3-850a-e221c1ed0c1c

Once your mailbox has been migrated and if you still experience issues with Outlook after performing the above steps, then please contact the IT Service Desk; you can use Outlook Web Mail via https://outlook.office.com whilst you wait for your issue to be resolved. If you need to use an Outlook desktop specific functionality then you can use Outlook in Desktop Anywhere/Citrix via  https://access.sunderland.ac.uk, however we ask staff only use this temporarily whilst they wait for their issues to be resolved and go back to using Outlook on their devices.

Advice on checking if you are DUO enrolled

If you have accessed Office 365 (for example, SharePoint, Microsoft Teams) off-campus then you will probably already be enrolled into DUO and you do not need to take any action.

Alternatively, you can check yourself, this must be done when you are off campus, by logging into Desktop Anywhere (Citrix) via https://access.sunderland.ac.uk.

If you are not DUO enrolled you will get an error message advising that you are not enrolled yet, follow the instructions here to enrol yourself: https://ts.sunderland.ac.uk/help-and-advice/remote-working/  

If you are unsure if you are DUO enrolled or not and are unable to check via the above method, please do not worry. We will be contacting those who need to enrol into DUO separately with all the information they need on how to enrol

Phase 2 -Preparing to Migrate

This phase is all about us raising awareness of the upcoming migrations and ensuring staff are comfortable that they have identified any pre-requisites that apply to themselves and carried out the advice we have given. 

Important things to note as part of this phase:

• Please ensure you have checked that you are using a supported mail client and that you are duo-enrolled. See Phase 1 (above) for more information on this.
• We are hoping to migrate mailboxes between April and July with contingency into August, but we will contact you directly once we have assigned you to a migration group and have an exact date of when you will be migrating - there is nothing you need to do at this stage apart from the above checks. 
• As we complete some pre-work during this phase, the way spam emails are managed will be changing. 

Spam Management is changing

 What’s changing?

As part of the email migration project, our email protection is being moved to Microsoft Exchange Online Protection. This gives us protection from spam, phishing, and spoof emails as well as email attachments containing viruses. As part of this change, you will no longer receive the daily quarantine emails from postmaster@sunderland.ac.uk. Instead, the most dangerous emails will be blocked before they ever reach you. Any other unwanted emails will be diverted into your ‘Junk Email’ folder – this way they arrive straight away, but they do not clutter your inbox. The way to report spam messages that have slipped through and been delivered to your Inbox will also change.  

When is this happening?

The current plan is for this change to take place on 15^th March.

 What do I need to do?

There are no specific actions you need to take at this point.

Please be aware that your quarantine emails will stop around 15^th March. After that:

• Spam emails will be delivered to your Junk folder - if an email ends up in your Junk folder but is not spam, just move it to your inbox.
• If an email is genuine spam and you want to report it, forward the email as an attachment to submit-spam@sunderland.ac.uk (this is not possible on iPads and iPhones)

Phase 3 - It's time to Migrate

It's time to migrate your mailbox!

Migrations are planned to take place between now until Summer. As part of the migration process, you will receive automatic communications, so you know exactly what is going on and when. These will be issued:

• 48 working hours before your mailbox is migrated. 

• The night before your mailbox is migrated. 

• When your mailbox has been migrated

We are anticipating the migrations to be seamless and, as a user, there is no specific action you need to take during the migrations apart from carrying out the checks explained above. You must ensure you are using a supported mail client and that you are DUO enroled.  

Things you may need to do once your mailbox migrates

Although we have done everything possible to ensure that the migrations go seamlessly, we have identified a few things that could potentially happen during the move. Once you get the notification to confirm your mailbox has been migrated to Office 365, there are a few things you will need to do. The exact steps may differ depending on what device or operating system you are using:

Desktop Outlook - Windows PC / Laptop

For your desktop email, i.e. outlook on your Windows laptop or PC, it should detect the migration and reconfigure itself correctly. You can tell when this happens as it will prompt you to login. When prompted:

1. Please login as:

   User: <userid>@sunderland.ac.uk

   Password: Your normal University of Sunderland password

   DUO: Your preferred DUO mechanism

2. Once you have logged in, Outlook may display a message asking you to close and reopen it. Even if you do not see this message, please close and reopen Outlook to ensure that all the new settings take effect. 
   
   

Mac Outlook or Apple Mail 

Outlook should detect the migration and reconfigure itself correctly. You can tell when this happens as it will prompt you to login. When prompted:
 

1. Please login as:

   User: <userid>@sunderland.ac.uk

   Password: Your normal University of Sunderland password

   DUO: Your preferred DUO mechanism

2. Once you have logged in, Outlook may display a message asking you to close and reopen it. Even if you do not see this message, please close and reopen Outlook to ensure that all the new settings take effect. 

Mac Mail After the migration, you will have to remove and re-add your account to Mail.

To remove an existing account in Mail:

1. In Mail, from the Mail menu, select Preferences...
2. Click Accounts, and then highlight the account you want to delete.
3. Click - (the minus sign).
4. When prompted, click Remove or OK, and then close the Mail preferences window.

To add the account back in:

1. In Mail, from the Mail menu, select Add Account…
2. Select Exchange and click Continue
3. Enter your name and email address and click Sign In. If asked, choose Work or School as your account type
4. Click Sign In again
5. You will be presented with the University of Sunderland login page. Please login as:

User: <userid>@sunderland.ac.uk

Password: Your normal University of Sunderland password

DUO: Your preferred DUO mechanism

1. You may be asked to give permission for your Mac to access your email account. Click Accept
2. Chose which apps you would like to use with the account and click Done
3. It may take a few minutes to start re-syncing your emails.

On Your Phone - You will need to remove and re-add your mail account. 

Android – Outlook

After the migration, you will have to remove and re-add your account to Outlook.

To remove an existing account from Outlook:

1. In the Outlook app, tap the menu icon in the top left corner and tap Settings (cog icon).
2. Tap the account you would like to remove/delete.
3. A new window will appear. Tap Delete Account.
4. A small menu will appear, tap Delete.

To add the account back in:

1. If you have no other accounts in the Outlook app, you should see a welcome screen. Tap Get Started
   1. If you do have other accounts, tap the menu icon in the top left corner and tap Add account (envelope with + icon).
   2. Tap Add an account Outlook,Exchange,Gmail,iCloud…
2. Type your email address and tap CONTINUE
3. You will be presented with the University of Sunderland login page. Please login as:

User: <userid>@sunderland.ac.uk

Password: Your normal University of Sunderland password

DUO: Your preferred DUO mechanism

It may take a few minutes to start re-syncing your emails.

iPhone/iPad – Outlook

After the migration, you will have to remove and re-add your account to Outlook.

To remove an existing account from Outlook:

1. In the Outlook app, tap the menu icon in the top left corner and tap Settings (cog icon).
2. Tap the account you would like to remove/delete.
3. A new window will appear. Tap Delete Account.
4. A small menu will appear, tap Delete From This Device.

To add the account back in:

1. If you have no other accounts in the Outlook app, you should see a welcome screen. Tap Get Started
   1. If you do have other accounts, tap the menu icon in the top left corner and tap Add account (envelope with + icon).
   2. Tap Add an account Outlook,Exchange,Gmail,iCloud…
2. Type your email address and tap Sign in with Office 365
3. You will be presented with the University of Sunderland login page. Please login as:

User: <userid>@sunderland.ac.uk

Password: Your normal University of Sunderland password

DUO: Your preferred DUO mechanism

It may take a few minutes to start re-syncing your emails.

iPhone/iPad – Mail

After the migration, you will have to remove and re-add your account to Mail.

To remove an existing account from Mail:

1. Open the Settings app on your device
2. Depending on the age of your device, you will find these options either under Passwords & Accounts or Mail.
3. Tap on your University of Sunderland email account
4. Tap Delete Account
5. Tap Delete to confirm

To add the account back in:

1. Tap Add Account
2. Tap Microsoft Exchange
3. Type in your email address and tap Next
4. Tap Sign In
5. You will be presented with the University of Sunderland login page. Please login as:

User: <userid>@sunderland.ac.uk

Password: Your normal University of Sunderland password

DUO: Your preferred DUO mechanism

1. You be prompted to grant the Mail app access to your emails. Follow the instructions on screen to allow this
2. Select which apps you would like to use with your account and tap Save
   
   It may take a few minutes to start re-syncing your emails.