Central "MyMail" Migrations

To make your migration experience as smooth as possible, we've developed the O365 migration self-scheduling tool. Using this tool, you can quickly register for the migration date and time that works best for you!

To access the tool, click here!

Due to community demand, morning migration slots were added until July 30th, 2019.

Before Migration

After self-registering, you will be sent a confirmation email with important migration information. You will also be sent a reminder email closer to the date of your migration. Please follow the instructions in each communication, and read our Migration FAQ tab to ensure you understand what will be migrated.

If you do not already have the Outlook desktop Client, you can install it at this time. Click here for instructions!

If—before migration—you are already using the Outlook desktop client to access your central mail account, please carefully read and follow the instructions posted here.

During Migration

    • It can take up to 12 hours for all your mail to migrate to O365
    • Your migration will happen in the background and does not require you to be present; however, you can be logged in to your device during migration without issue
    • During migration, you can use your MyMail account as a "read-only" tool (don't use it to send email once your migration has begun)
    • Approximately 30 minutes after your migration begins, you will be able to log in to Outlook to access and send any new email
    • If you were forwarding mail sent to your MyMail account before migration, your forward will automatically be applied to your new Office 365 account as part of the migration process
Note: there may be a short period during the migration where mail sent to you will not be forwarded from your O365 account. This mail will be accessible through Outlook, and we recommend you check your Outlook account after migration
    • If you have an active auto-reply (vacation) message set in Central Mail, that message will also be automatically applied to your Outlook account
Note: The body of your auto-reply will be copied as is, but the subject will be changed to the Outlook default. Also, there may be a short period during the migration where your auto-reply will not send out-of-office notifications
    • For instructions on how to edit, add, or remove your auto-reply in O365, click here!

After Migration

Things to know:

  • All new mail sent to your @yorku.ca account will be redirected to your O365 account
    • Note: if you were forwarding mail from your MyMail account to an external address, mail sent to your O365 account after migration will  also be forwarded that address
    • After migration, you can use your MyMail account as a "read-only" tool (don't use to send email)
  • Your MyMail account will be disabled 30 days after your migration date

Things to do:

  • You will be notified once your migration is complete. At this time, you can access your old account and compare its contents to your new O365 account
  • Visit: http://office365.info.yorku.ca/accessing-outlook/ for instructions on accessing your mail on all platforms

What are the benefits of using Office 365 for email and calendaring?

Office 365 Outlook provides you with business-class email, calendars, and contacts, which can be accessed from your web browser, computer or phone. Delivered as a hosted service from Microsoft, it offers a high standard of security for your information while providing the control you want and the reliability you need. Office 365 runs your email on Microsoft’s globally-redundant servers protected by built-in antivirus and anti-spam filters.

For our top 5 reasons to move to Outlook, click here!

When will I be scheduled?

Beginning February 7, 2019, you can use our easy-to-use self-scheduling tool to register your account for a migration date that works for you. Self-selected migration times are available from February 19, 2019, until May 31st, 2019*.

Click here to access the self-scheduling tool

Watch the video below for instructions on how to register:

 

Once you have registered, you will receive a confirmation email with important migration information. You will also be sent a reminder email closer to your migration date.

How do I schedule my secondary account (shared, departmental, course mailbox?)

To schedule a secondary account, simply email o365@yorku.ca with the Passport York username (PYID) of the account you'd like migrated, and the PYIDs of all users who will need access to that account after migration.

Please note that access can only be granted to users who have already migrated their email to O365. Users who require access to migrated shared mail accounts must either be migrated prior or at the same time as the shared mailbox.

How do I access my Outlook account?

Where are my folders?

After migration, you can find your folders as sub-folders of your personal inbox.

To locate your folders:

  1. Click your username in the left side navigation menu
  2. Click Inbox 
  3. You will see your migrated folders listed there

What happens to my forward?

In an effort to make your migration experience as smooth as possible, your current MyMail forwarding rules will be automatically applied to Outlook account during migration. That means if you are forwarding mail sent to your @yorku.ca account to an external mailbox, you will not have to reapply this forward in O365 after migration.

Note: there may be a short period during the migration where mail sent to you will not be forwarded from your O365 account. This mail will be accessible through Outlook.

What happens to my auto-reply message?

Any auto-reply (vacation) messages set on your central mail account at the time of migration will be migrated and applied to your Outlook account.

Note: The body of your auto-reply will be copied as is, but the subject will be changed to the Outlook default. Also, there may be a short period during the migration where your auto-reply will not send out-of-office notifications

For instructions on how to edit, add, or remove your auto-reply in O365, click here!

What if I already have an O365 account?

If you already have an O365 mail account associated with your Passport York ID, your Central Mail account's contents will be merged into your existing mailbox. Note: Your folder structure will be maintained.

What is getting migrated?

Only your mail contents, out-of-office replies, and forwarding rules will be migrated. Any local contacts or client settings will have to be added manually in O365 after migration.

Please note: any locally created folders and their contents will not be migrated. You will need to save those folders and their contents and manually add them to Outlook after migration.

How do I migrate my contacts?

Exporting from MyMail

Exporting from ThunderBird

Open Thunderbird and click Tools > Address Book (CTRL+Shift+B)

2. Select the desired Address Book

Note: Make sure that you are selecting a specific address book. The default selection is set as "All Address Books" and exporting this way will result in a blank file

3. Select Tools > Export

Note: If you do not see the Export option, click View > Toolbars to turn this option on

4. Select the vCard (.vcf) option from the Save As Type drop-down menu

5. Choose where you want to save the exported file, give the file a name, and click Save

 

Import Contacts into Outlook

1. Open Outlook and click File

2. Now select Open & Export
3. Click Import/Export

4. Choose the Import a VCARD file (.vcf) option
5. Now, select the .vcf file you have exported, and click Open

Your local contacts will now be imported into Outlook! The "Contacts updating" notification will run at the bottom of your window until the import is done. 

What do I do if I think I am missing mail

  1. After your migration is complete, we recommend you compare the mail in your Central Email to the migrated mail in your O365 account
  2. If you suspect there are emails that were not migrated, use Outlook's search options to try and find them in O365
  3. If after searching, you still believe you are missing mail, submit a ticket to Client Services via this form!

What is the Difference Between a Primary (Regular) Account and a Shared Mailbox?

Secondary email accounts will become shared mailboxes in Office 365 and will function similarly to a regular user account. The differences are listed below:

Account Features Regular User Account Shared
Login directly to O365 Yes (has password) No
Mailbox size 100 GB 50 GB
Archive mail (no quota) Yes No
Granting access User can delegate access to other users User must submit a ticket requesting access be granted to other users
Delegation features Users can provide folder-level access, and granular calendar access (view/edit access) Only users with full access permissions can provide shared mailboxes multi-level or granular access to folders and calendars
Send As / Send on Behalf of Yes Yes
Auto-reply Can be set by primary users Can be set by primary users through the Outlook Web App
Forwarding Yes Yes
Group membership Can be added as member to all group types Can be added as a member of a distribution list but not a security group
Accessible via Mobile Client Yes. Can be accessed via IOS/Android client, and can have multiple accounts attached No, but can be accessed via portal.office.com (using mobile browser)
Outlook desktop configuration impact Yes. If multiple accounts are configured, may become temporarily unstable Yes. During the adding process, the Outlook client freezes temporarily. Normal function will restore automatically shortly after
Mail sent from account By default, stored in the user’s personal Sent Folder, but by request (via ticket) sent mail can be stored in a delegate’s sent folder By default, sent mail is stored in the sender’s personal Sent Folder, but by request (via ticket) sent mail can be stored in the shared mailbox’s sent folder
IMAP access Yes No
Account Type Requires a PY account associated with the owner A secondary account generally used for department or course mailbox
Granted York Services Yes Central Web and Shared Mailbox services only