Faculty & Staff JeffMail Migration to Microsoft Exchange Online
Important Information
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This page contains information about your Microsoft Exchange Online email migration.  It is intended to help you prepare for your migration, as well as provide you with any necessary steps that are required once your email has been migrated to Exchange Online.  Please review the information below to prepare for your migration.

Preparing for your scheduled migration (Sometime before your scheduled migration)
Leaving Work (Before you leave work the day of your scheduled migration)
The migration process (During your scheduled migration)
Required post-migration steps (The day after your scheduled migration)

 

Preparing for Your Scheduled Migration

Jeff IT has created a list of instructions to assist you in preparing for your scheduled email migration.  Because of differences in our current mail system and Microsoft Exchange Online, your current email rules, forwarding and signatures that you may have configured in JeffMail will need to be re-added in the new Exchange Online web client once your email has been migrated.  For more information on how you can prepare for your scheduled migration, click here.

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Leaving Work the Day of Your Migration

Before leaving work on the day of your scheduled migration, Jeff IT highly recommends restarting your computer and leaving it at the login screen.  To restart your computer, click the "Start" button (in Windows XP) or "Windows" button (in Windows 7) on the lower left corner of your screen. In the window that pops up, choose "Restart". Your computer will immediately close all open programs, shut down and restart. Please do not log into your computer once it has restarted.

Restarting your computer and leaving it at the login screen will ensure that certain post-migration process run without interference, resulting in a smoother migration experience.

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The Migration Process

There are two steps involved in migrating your email from our current email system to Microsoft Exchange Online.  First, your emails will automatically be moved from the current email server to the Microsoft Exchange Online server.  This process will occur automatically throughout the night of your scheduled migration*.

*Please note that mail migrations may take up to 24 hours, depending on the amount of emails that will be migrated.  This means that larger mailboxes may still be in the process of being migrated the day after your scheduled migration.  During your scheduled migration, you can access all of your email (migrated and yet to be migrated) by using this link: http://oldmail.jefferson.edu.

The second step involves updating your email clients and mobile devices to send and receive Exchange Online emails using the MAPI protocol. Please review the sections below that apply to you.

Outlook 2003 for Windows Users

In order to take advantage of all Exchange Online MAPI email features, Outlook 2003 users must be upgraded to Microsoft Office 2010.  When you login to your computer the morning after your scheduled migration, your computer will immediately begin upgrading you to Office 2010. During the installation process, Jeff IT recommends that you leave the computer as is and do not open any applications until the upgrade finishes.

Once the Office 2010 upgrade process completes, your computer will automatically be restarted.  When your computer has restarted, login and follow the instructions in the next section below.


Outlook 2010 for Windows Users

When you open Outlook 2010 for the first time following your scheduled migration, your new Microsoft Exchange Online account will be automatically added to your Outlook client.  Please allow several minutes for this process to complete.  Once your Exchange Online account has been added, you can use Outlook to send and receive email as usual.


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Required Post-Migration Steps

Once you email has been migrated to Microsoft Exchange Online and your computer upgraded to Office 2010, some final steps may be required to complete the migration process:

- If you had Personal Folders (PST) or Archive folders in your Outlook prior to the migration, they will need to be re-added to your Outlook profile. Instructions on adding PST files can be found here.

- Email forwarding, rules and signatures will need to be recreated in your new Outlook MAPI profile. Instructions on creating email forwarding, rules and signature can be found here.


JeffMail Web Mail Users

When you log into JeffMail following your scheduled migration, you will be automatically directed to the new Microsoft Exchange Online webmail interface (OWA). If you had email rules, forwarding, out of office messages and signatures configured in JeffMail, you will need to recreate these in the new OWA interface. Instructions on configuring email rules, forwarding, out of office messages and signatures in OWA can be found here.

 

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