Move to Microsoft Exchange Online
Our department is currently not on FASmail, how can we migrate to Exchange Online?
- To initiate a request, please submit a ticket to the IT Service Centre with information about your service, the number of mailboxes, and indicate your unit’s affiliation with UBC.
- Will there be any changes made to my email after migration to Microsoft Exchange Online?
- All of your email and calendar entries will be migrated from FASmail (on-premise Exchange) to Exchange Online. Most features will be immediately familiar to those who currently access their email on-premise. After the migration, you will notice that your default mailbox quota will have significantly increased.
- Will Staff and Faculty get access to the Microsoft 365 Office Suite?
- All active UBC employees will have access to web versions of the Microsoft 365 Office Suite (Word, Excel, PowerPoint, etc...). Once mailboxes have been migrated and eligibility has been finalized, access to the downloadable version of the Office applications will be made available to the majority of active Faculty/Staff.
M365 Privacy and Security
- With my data being stored in the cloud, will Microsoft have access to my data?
- No, Microsoft does not have access to data in UBC’s M365 tenant.
- Who can I contact for questions or concerns about data protection and privacy?
- For questions about the service, please contact the IT Service Centre at https://it.ubc.ca/support for assistance.
Support
- Will there be training provided to end users or department admins on how to use Exchange Online?
- Yes, we are planning monthly Online Drop-in sessions for Exchange Online as well as Teams and OneDrive. Additionally, we will be building knowledge-based articles and how-to guides for using Exchange Online basic functionality. Advanced out-of-box functionality support will be provided by Microsoft Support guides.
Pre-Migration
Before the migration to Exchange Online, will I suddenly need to archive some of my email in order to bring my mailbox size down to a required size?
Faculty/Staff will get a 50GB mailbox quota. We do recommend emptying your Deleted Items, and also purging items from your Recover Deleted Items folder (link found at the top of the Deleted Items folder) so that unnecessary emails are not migrated. Cleaning up your mailbox and deleting old email is highly recommended to speed up the migration process for everyone.
What type of pre-work will be required of those with large mailboxes and archived PST files?
PST files attached in Outlook will continue to be available after the mailbox migration. Cleaning up your mailbox is highly recommended.
Will my email be inaccessible during migration?
No, you will continue to have access to your email during migration. Although email will continue to be accessible, we would suggest that you close your email client at the end of the business day to avoid any unexpected issues. If needed, you can always access your mailbox via webmail at https://mail.ubc.ca.
During Migration
Will there be any email bouncing while migrating?
There is no expected downtime for email during migration, and email delivery should flow as normal during that time.
Post-Migration
How do I sign into my M365 exchange online account?
You can sign into your M365 Exchange Online account with your firstname.lastname@ubc.ca email and your CWL password at https://portal.office.com.
Why can’t I access Outlook add-ins in the M365 Exchange Online?
The supported add-ins for M365 Exchange Online are Zoom and Salesforce. To ensure a smooth transition over the course of the year, only critical add-ins will be considered based on demand. All Outlook add-ins will need to go through a Privacy Impact Assessment.
Why can’t I access Teams calendar after migration?
The issue of not being able to access the Teams calendar post-migration is temporary and specific to the Teams desktop App. In the meantime, you can access your Teams calendar via the mobile App or use your Outlook calendar as an alternative until this issue is resolved.
Do I need to uninstall the Outlook application on my desktop and reinstall after the migration?
No, you do not need to reinstall the Outlook application after migration if you are using a supported version of Microsoft Office (https://learn.microsoft.com/en-us/deployoffice/endofsupport/microsoft-3…).
What will happen to individuals who have personal Microsoft accounts that were created using their work email address?
We are not expecting any changes for personal Microsoft account. However, we do recommend that if you are using your work email for a personal Microsoft account, you should explore working with Microsoft to change this.
Will I be allowed to use the Outlook mobile (iOS/Android) app (which is currently blocked to my knowledge)?
Yes, users will be able to use Outlook for Mobile (on iOS and Android) app after migration to Exchange Online.
How will the mail relays function after the migration?
UBC Mail Relays will operate the same way after migration. Email destined for FASmail and Exchange Online will still go through the UBC Mail Relays for spam and virus scanning.
Will it be mandatory for departments that host their own mail servers to migrate to the cloud?
Departments can continue to host their own mail servers as long as they are compliant with UBC’s security standards. However, these users may fn.ln@ubc.ca require an additional FASmail mailbox that has their fn.ln@ubc.ca alias associated with it to access Microsoft 365.
Will email branding of sub-domains still be available?
Yes, departmental branded mail domains can still be used after migration. However, you will need to use your fn.ln@ubc.ca address as your login name.
Will existing FASmail generic mailboxes & external contacts be migrated over to the new environment?
Will IMAP access still be possible?
IMAP is a legacy protocol. As part of this deployment, the project team is looking at including Thunderbird (newer version) as an email client that supports IMAP. The latest versions of Thunderbird support Modern Authentication so please ensure that you are running the latest version of Thunderbird. Those who have applications that use IMAP may need to explore alternative connection methods. These mailboxes will be left until the end of the migration to give more time to explore options.
Will I be able to access my email when I am outside of Canada, and would I need to use a VPN?
Yes, email will be accessible outside of Canada without VPN, however, it is recommended to access UBC electronic information securely when working remotely via secure methods such as VPN. Multi-Factor Authentication will be required to access Microsoft 365. For more information, please see Information Security Standard U6.
Why am I getting calendar notifications in Teams?
After migration to Exchange Online, Teams has even more integration with your FASmail calendar, and can send you notifications about meeting invites, updates and cancellations direct to your Teams. If you wish to disable these notifications, please follow these instructions:
- Click on the ... (Settings and More) button on the top right of your Teams
- Select Notifications and activity
- Scroll down to the Calendar section, and select Off from the dropdown menu beside each notification type
Why can’t I login to mail.ubc.ca to access webmail?
After migration to Exchange Online, logging in to https://mail.ubc.ca should bring you to a page with a link to the new Webmail URL for Exchange Online users: https://outlook.office.com.
If it does not take you to that page, please try clearing your browser’s cache and cookies and try again. If you’re still experiencing further issues logging in, please contact the IT Service Centre for further assistance.
I am unable to access webmail via outlook.office.com
If you’re unable to login to Exchange Online via https://outlook.office.com., first try clearing your browser’s cache and cookies and logging in again. If you’re still experiencing further issues logging in, please take a screenshot of any errors you are receiving and contact the IT Service Centre for further assistance.
I am experiencing some performance delays when accessing my mailbox via Outlook after migration
If you are experiencing some performance delays when accessing your mailbox on Outlook, we would recommend turning on Cached Exchange Mode for a better experience with your Exchange Online mailbox. To turn it on, please see the following instructions: https://support.microsoft.com/en-us/office/turn-on-cached-exchange-mode-7885af08-9a60-4ec3-850a-e221c1ed0c1c
Will Outlook Rules (and Alerts) remain unchanged after the migration?
Rules and alerts should carry over after the migration to Exchange Online. However, there may be cases where some rules don’t work as expected. If a rule is broken, Outlook will highlight it in red. Please note that email forwarding rules will need to be reconfigured and tested after the migration to Exchange Online.
If I have email forwarding configured, will it continue to work after the migration?
Email forwarding will require reconfiguration after migrating from Exchange 2016 to Exchange Online. Please review, reconfigure and test any rules you have that either forward or redirect email after your mailbox migration is complete. Please note that automatic email forwarding to email domains that do not comply with UBC’s Information Security Standard U3 will no longer be allowed. More information on approved email domains can be found on the UBC CyberSecurity Confidential Communications website.
How do I hide my online status on Outlook?
Your online status on Outlook indicates your current status on Microsoft Teams. If you wish to hide your current status, you may either change your Teams status to "Appear Offline", or sign out of your Teams client.
How do I hide my calendar?
Login to Webmail (https://outlook.office.com) with your cwl@student.ubc.ca username and CWL password
- Go to the Calendar section by clicking on the Calendar icon on the left-hand side
- Right click on your Calendar, or upon hovering over your calendar, click on the … symbol that appears