The Migration is Happening!
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Saturday, March 31st, 2018 (Mark your calendar!)
As you are aware, the University is requiring the McCombs School of Business to adopt the centrally-managed instances of Office365 and Active Directory. We have reached the critical point in the process where it is now time to migrate our email services.
As the time nears, we want you to be aware of what’s happening and what you can expect. This page will provide updates on the status of the migration project and reference information to help along the way. While our goal is to minimize disruption, these changes will require active participation from McCombs faculty, staff and other users of these services.
Important Dates
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| falsePre-Migration Steps- March 30th, 2018 - Complete Pre-migration steps (if required) before 5:00 PM
- March 30th, 2018 - Bookmark this wiki page no later than 5:00 PM
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| falseMigration Window- March 31st, 2018 - Email & Office365 Migration
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| falsePost Migration Steps and Support- March 31st - April 2nd, 2018 - Complete all Post-migration steps
- April 2nd - ?, 2018 - Computer Services & ITS will be on-site to offer full support
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I need help!
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| falseHow TofalseLog In to Check EmailfalseSet Up My Email Client |
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Watch This Space
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title | What do I need to know right now? |
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title | When is the migration happening? |
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March 31st, 2018 |
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title | What is NOT changing? |
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You will continue to use your current firstname.lastname@mccombs.utexas.edu to send and receive email. You will continue to log into your computer using your EID and password. |
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title | What is being migrated? |
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We will migrate ALL of the contents of your mailbox (email/ calendar/ contacts/ groups). |
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title | What's not being migrated? |
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title | Unfortunately, we can not migrate specific local Outlook profile settings, which include but are not limited to: |
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| - Inbox Rules
- Email Signatures
- Forwarding Settings
- Out of Office Reply Settings
- Views
- Additional Mailboxes
- Categories
- Personal Folders
- Archived Mail
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title | Do I Need To Do Anything About This? |
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title | Do you make heavy use of any of the items? |
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| Answer: Yes, you need to address this before the migration. |
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title | Do You Use a Few and They're Important? |
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| Answer: Yes, you need to address this before the migration. |
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title | Do You Use a Few Rules & Signature, Only? |
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| Answer: Yes or No. You can recreate these after the migration without any issue. |
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title | Have You Heard of These, But That's About It? |
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| Answer: No. You live in a world where chaos is king and you're okay with that. |
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title | What Do I Do About These? |
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| Not to fear, we are here to help. We will provide step-by-step instructions on how to take care of all of these issues (coming soon!). Alert |
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title | Step by Step Instructions and FAQ Coming Soon! |
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type | Info |
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Computer Services will be sending frequent updates and communications all during this process. Warning |
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Please review all updates when you see them, and if you have any questions or concerns please bring them up with us as early as possible. |
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title | Migration: What to Expect |
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title | Complete Pre-Migration Steps (if required) |
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| Info |
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| Please follow these steps before March 30th, 5:00pm Expand |
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| - Please review this Wiki page (updates will be frequent)
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| - Make note of any special email permissions or additional mailboxes you rely on.
- If you have shared your mailbox with someone or access a secondary mailbox as a key part of your job, it would be helpful to have that information so we can fix any issues post-migration.
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title | Print Out Your Outlook Calendar |
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| - If you rely heavily on the use your Outlook Calendar, please print it out prior to the migration.
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title | If you make heavy use of any of the following: |
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| - Inbox Rules
- Email Signatures
- Forwarding Settings
- Out of Office Reply Settings
- Views
- Additional Mailboxes
- Categories
- Personal Folders
- Archived Mail
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title | Bookmark These Pages |
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title | For those who wan to be extra sure they have everything |
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title | During the Migration |
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title | Your mailbox will be briefly unavailable while it is in transit |
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| Your mailboxes will be offline for several hours during the Migration window. If you are try to access your mailbox during this time, you will receive a message that your mailbox is inaccessible. |
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title | New incoming email will be held in a queue while your mailbox is moved and will be delivered to your mailbox once its migration complete |
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| The Office 365 Exchange servers always receive mail in an incoming queue before delivering mail to the appropriate mailbox. At the point when your mailbox is unavailable during its migration, the server will simply hold your incoming email in this queue until your mailbox becomes available once again. Once your mailbox becomes available, your incoming queued mail will be delivered to that mailbox. |
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title | Log into the Outlook Web App (OWA) to confirm migration |
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| Info |
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| - Log into Outlook Web App to confirm your account has been successfully migrated.
- Click link labeled - ‘Outlook Web App (OWA)'
- Input your Login Credentials:
- Click the ‘Sign In’ button and your Office 365 inbox will load
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| Bookmark this URL if you use OWA frequently. |
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title | Re-configure your desktop email client |
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| The following guides will walk you through configuring your desktop client to connect to an Office 365 mailbox: - Outlook 2016 - Window OS
- Outlook 2016 - Mac OSX
- Apple Mail - Mac OSX
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title | Re-configure Your Mobile Devices |
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| The following guides will walk you through configuring your mobile device to connect to an Office 365 mailbox: |
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title | Mobile Device Settings |
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| *The guides above work for most mobile phones and devices but set up varies according to make, model and operating system. If you are having any issues re-configuring your device, please contact Tech Support for assistance. |
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| Check back for updates on our plans for day after support |
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McCOMBS OFFICE365 & EMAIL MIGRATION |
KNOWN ISSUES
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| If you access another mailbox and used to be able to send email messages from it instead of from your personal address, that should be working again as you are used to. |
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title | Unable to Modify Calendar Items |
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| We were able to apply a fix to address the issue that people were having changing calendar items that were created prior to the migration. If you’re still having trouble with that, you may need to close Outlook and restart it to give the changes we made an opportunity to be applied. You can also log into Outlook Web Access and try to change them there. |
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title | Outlook Authenitcation Loop |
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| - If Outlook keeps prompting you for a password, or asking if you want to use “old data” pr a temporary file, the most likely cause is that it is trying to use an Outlook profile that is trying to reach your old mailbox.
- Stop. Take a deep breath and ask yourself "Did I create a new Outlook Profile or have one created for me in the last few days?"
- Did you answer (in your head preferably, so as not to alarm anyone within ear shot):
- A super positive "You betcha...'cause I am all about that Outlook knowledge and following instructions!"
- A lukewarm, but heartfelt "Hmmmmm....I'm really not sure"
- An emphatic "NOPE! I most definitely did not do that per the instructions that were both exceptionally curated, and presented to me with a level of detail and artistry such, that they should be on display at the Guggenheim"
- A passive and slightly confused "ehhhh....maybe"
- A gleeful "hey look, a dog with a fluffy tail!"
- If you answered anywhere in the ballpark of anything other than (a) - then most likely you have tried and/or are trying to use new fancy log in credentials on an old Profile. This is a one way ticket to complete frustration for you, trust us.
- You need to create a new profile. You can do this!
- Find the instructions for creating a new profile on the wiki. If you have created a new profile, make sure that you’ve set that one as the default for Outlook to use when it launches. That’s Step 15 on the Windows 7/10 instruction and Step 9 on the Mac OSX instructions.
- *If the problem persists: You may have to delete your old profile. Please verify that everything is correct with your account via OWA, before doing this. If you have any reservations at all, please contact Tech Support before proceeding.
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title | Reset Nickname and Auto-Complete Cache |
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title | Mail (32bit) - Not Visible in Control Panel |
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| Note: If you are using a Surface Pro or Surface Book, and you do not see the Mail (32bit) or Mail App icon visible in your Control Panel, this may be because the defaulted install of Microsoft Office is actually through the Windows Store. The solution is to uninstall the Windows Store Version of Office and reinstall Microsoft Office through UT's Office 365. Once you do that you can access the Mail App to configure it. *This applies to anyone who buys Microsoft Office through the Windows Store. |
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| - In the control panel, double click on Default Programs
- Then double click on Set your default programs
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- At Email click on whatever is there
- It will open Chose an app
- Double click on Outlook 2016 (or whichever version you have)
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- Now go back to the control panel and click on either Mail 32 bit if it's there or View 32 bit Control Panel Items and see if its in there
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title | Adding Another Account to OWA |
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| If you need to link another account to OWA (gmail, yahoo, utmail, et al) go here |
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title | Contacts Not Automatically Appearing In "To/cc/bcc" Field(s) |
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| Note: Email addresses will not auto-complete until you've typed them in at least once. Even if you've emailed john.doe@mccombs.utexas.edu a hundred times before the migration, you will actually have to type the entire address out at least once post migration. After that, Outlook will store that information and autocomplete the address for you the same as before. If you are unsure of someone's address, you can always open a new email message: - Click on Address Book
- Enter the name you of the person you are looking for
- Highlight the name you want
- Click on To/ Cc/ or Bcc
- Click OK
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title | Multiple Requests for Credentials |
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| Info |
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| Note:You may be prompted multiple times to re-enter your credentials (even if you selected Remember my credentials). |
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title | Old Deleted Emails Appearing in Inbox |
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| Note: You may see old emails that you've deleted, appearing in your inbox marked as "unread". These emails were probably deleted from your Inbox and added to your Trash. However, if the Trash was not emptied prior to the migration then those emails were copied over. They are not duplicates or an indication of any further or ongoing issue. Simply delete them again. You can empty the Trash or not, after. That only affected the Migration and not normal operation.
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title | Delete Your Current Account on Phone before Re-Adding the New One |
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title | RunDLL32 Windows Host Process Error |
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| Info |
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| - Exit out of Outlook completely.
- Open Microsoft Word (open either a blank document or any word document on your computer)
- Go to FIle > Options > Advanced
- Scroll down to "display"
- Check the box Disable Hardware Graphics Acceleration
- Exit Microsoft Word.
- Try creating yournew Profile again.
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VERIFY MIGRATION VIA OUTLOOK WEB ACCESS
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