Microsoft 365 Mailbox Migration

Why does my mailbox need to be migrated to the cloud?

As part of our move to Microsoft 365 our email storage is being moved from on-premise storage to a cloud storage solution. This will help improve security, ensure guaranteed uptime of the email service, and easier access to it for you from anywhere. The migration will not have any significant impact on your email, however not all data can be easily migrated. Please see the Pre-Migration section below, or the email you will receive a week before your account is migrated, for information and how to help us out. This will ensure your migration is as painless as possible!


Pre-Migration

 When will I be migrated to Microsoft 365 and what do I need to do before then?

Mailbox migrations are currently ongoing from our on-premise storage to the cloud. A tentative migration schedule can be found here.
The move will happen gradually during this time, and individuals will get an email notification prior to being moved with some instructions to help the transition go smoothly. All your emails and attachments will be moved but deleting any old or unneeded emails will help the migration go smoother.

 Pre-Migration Tips

In order to make your email migration as seamless as possible IT Services has compiled a list of tips below for you to follow:

 Save your Email Signatures

Before your mailbox is migrated, IT Services recommends that you backup your email signatures, so they can be easily restored in the event that they do not transfer correctly.

The easiest way for you to backup your email signatures is to copy them from Outlook into a Word document that you then save to your H Drive, as detailed below:

  1. Open Outlook and create a new email.
  2. From the new email click on the signature option on the top ribbon and select "Signatures" from the drop down menu.
  3. From the new window copy each of your signatures and paste them into a Word document.
  4. Finally, Save the Word document to your H Drive.
 Save your Email Rules

As with your email signatures, IT Services also suggests that you export your email rules.

Instructions for exporting your email rules can be found here, After you have exported your email rules be sure to save them to your H Drive.

 Move to the Outlook app on your phone

We suggest that before your mailbox is migrated that you change the mail app on your phone over to the Official Outlook app as it will work the best with your migrated mailbox.

We have put together a document with instructions on how to setup your TRU email in the Outlook app, that document can be found here

If you encounter any issues when going through the pre-migration tips, please contact the IT Service Desk, contact information can be found here

Post-Migration

 How will I know if my migration is complete and what do I need to do once it is?

There may be little to no change on your end once your migration is complete, so it may not become immediately visible. Please see the Post-Migration Troubleshooting below for some very helpful information.

Please note if you have Outlook open when you are migrated, you may be prompted to restart it, which is normal. In addition, once you are migrated, you will likely need to convert over any personal devices (for example mobile phones). To do so checkout the section in the troubleshooting steps for mobile phones.

If you would like to check for sure if you are migrated, try to sign in at https://outlook.live.com/owa/ with your work credentials. If you can sign in without being redirected your account has been successfully migrated. 

 Post-Migration Troubleshooting

If you encounter any issues with your email post migration, please see the follow troubleshooting steps:

 Issues with new login prompt

After you have been migrated you will see a new login prompt when Outlook requires your password, pictured below, on this login page you will need to enter your full TRU email for the username

Outlook Login prompt 1


If you are prompted to choose what type of account you have, be sure to choose "Work or School account".

Outlook Login prompt 2


Finally, when you are prompted for a password enter your regular TRU network password.

Outlook Login prompt 3
 Unable to access Webmail

You may find that after your mailbox has been migrated that you are no longer able to access your webmail from the links on the TRU website.

If you encounter the following error when you log into the webmail you will need to clear your web browser cache for the redirect link to appear. Instructions for clearing your browser cache can be found Here.

Webmail Error

You can also access your webmail from outlook.office.com.

 Unable to sign into shared mailbox

Signing into shared mailboxes is done using the same login process as detailed above. When signing into a shared mailbox you will need to sign in using your TRU email address and password.

When signing into a shared mailbox you may be prompted for the shared mailboxes password, in this case click the "Sign in with a different account" link below the password prompt, then enter your TRU email and password.

 Accessing public folders

The process of accessing the public folders post-migration is the same as it was pre-migration.

Instructions for accessing the public folders can be found here.

 Installing Office 365 Applications

After your mailbox has been migrated IT Services suggests upgrading from Office 2016/2019 to Office 365.

To update to Office 365 please follow the instructions below:

 Windows
  1. Press the Windows key on your keyboard and type "apps & features", click on the apps & features option in the menu.

    Office365 install 1

  2. On the window that comes up, scroll down the list until you find Microsoft Office, click on Office then click uninstall.

    Office365 install 2

  3. After Office has been uninstalled, sign into Office.com using your TRU email and password.
  4. Once you are signed in, click on the "Install Office" button in the top right of the screen to download the Office 365 installer.
  5. Run the installer after the download is finished and allow the install to complete.
 Mac
  1. Open your Applications folder in Finder and scroll down the list until you find your Microsoft Office programs
  2. Move all Office programs to the trash, then empty your trash to uninstall the applications.
  3. After Office has been uninstalled, sign into Office.com using your TRU email and password.
  4. Once you are signed in, click on the "Install Office" button in the top right of the screen to download the Office 365 installer.
  5. Run the installer after the download is finished and allow the install to complete.
 Email not working on phone

After your mailbox has been migrated you may find that your email no longer works on your phone, to correct this IT Services suggests using the official Microsoft Outlook mobile app.

Instructions for installing and setting up the Outlook mobile app can be found here.

If you encounter any issues when going through the post-migration troubleshooting, please contact the IT Service Desk, contact information can be found here

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