UVM transitioned email and calendar to Microsoft cloud services, 2023.

UVM email and calendar was transitioned to Microsoft cloud services over the summer. This was an important and beneficial project for the campus that allows for additional features that will benefit our UVM community. Due to licensing and other considerations, all mailboxes were transitioned by the end of August.

Thank you all for your help in completing this project!

Note: the https://outlook.office.com link to which you be forwarded from mail.uvm.edu is valid and safe for logging into with UVM credentials.

Please look at our Getting Answers section below for additional details.

_____________________________________________________

How you can help

ETS will be communicating regularly in the coming weeks and months regarding the steps we are taking to complete the transition. Part of that communication will be asking our community to prepare by making some changes in advance. This preparation will help ensure a smoother transition to the cloud service:

  • Microsoft Outlook desktop application or smartphone app will have the easiest transition.
    • Outlook users will notice very little impact on their desktop mail use. You may need to restart the desktop application after the transition. All mail, including folders, calendar appointments and other mailbox content will transition.
    • The Outlook mobile application will require the account to be removed and re-added.
  • Those who have a current, close integration with a system or service that logs into UVM email using a departmental or service account - and have not yet heard from an ETS partner - should reach out to the Tech Team to ensure that your integration continues after the transition.
  • Groups with significant interdependencies, like calendar delegation and permissions, will need to watch for communication about timing to move all members of that group at once. 

For additional help go to: Exchange Online Migration.

Currently Identified Challenges

The following list identifies circumstances needing special care to ensure a smooth transition:

  • Switch to Outlook now for a better experience including integration with Calendar, Teams, and more. Any non-Outlook email clients (e.g. IMAP clients, including Thunderbird) require updates to the account settings to work with Microsoft Exchange Online.
  • Integrations with external services may impact the timing and grouping of mail account transition.
  • Malicious actors might use this transition to send spam messages about email accounts. Please always check for the validity of any message you receive.
    • Do not believe a message that indicates an immediate response is required to keep your account/mailbox active. Active mail accounts will not be disabled as part of the move to Exchange Online.
    • Verify the sender. Messages regarding this transition will come out through known communication methods. Before you click on any links you receive via email, hover your mouse (or hold your finger down for a few seconds) on the link to see where it really leads – if it goes anywhere other than uvm.edu, it may be a scam.
    • Be wary. If a message doesn’t feel right or you need confirmation on the validity of a message, please reach out and ask abuse@uvm.edu, following the instructions in our Forwarding Full Mail Headers article.

Timeline

Early Spring

  • ETS staff mail accounts moved to the cloud to test impact and functionality for the community.
  • Communications will be initiated to alert you on what to expect.
  • Groups will be identified for moving and communications with additional details will be forthcoming.

Interested in being an early adopter? Fill out this form.

Late Spring

  • Mail accounts for the incoming class of 2027 transitioned.
  • Retiree mail will be moved

Early Summer

  • Mailbox transitions continue
    • Schedules for groups are still being developed. Check back later for details.
  • Afternoon support clinics for in-person assistance, 1pm -3pm (bring your power adapter with you)
    • 6/5 - Mansfield room, Davis Center
    • 6/6 - Waterman 113Q, Waterman 
    • 6/12 - Mansfield room, Davis Center
    • 6/13 - Memorial Lounge, Waterman
    • 6/21 - Waterman 113T, Waterman
    • 6/26 - Mansfield room, Davis Center
    • 6/27 - Memorial Lounge, Waterman
    • 7/5 - Waterman 113Q, Waterman
    • 7/10 - Mansfield room, Davis Center
    • 7/17 - Mansfield room, Davis Center
    • 7/25 - Memorial Lounge, Waterman
    • 8/21 - Waterman 113S, Waterman
    • 8/23 - Waterman 113S, Waterman

Late Summer

  • The last of the mailbox transitions are completed.
  • Faculty should reach out if they experience any issues.
  • Support clinics for in-person assistance wind down.

Early Fall

  • Final efforts are completed.

 

By October 2023, all mail accounts will be transitioned to Microsoft cloud services.

Getting Answers

Why are we transitioning from our current environment to the Microsoft cloud?

  • The university has invested in the Microsoft platform for email, Teams, OneDrive and SharePoint. These services are primarily cloud based and moving our email system to the cloud allows for better integration with these and other applications. (See benefits below)

What benefits will I see with this transition?

  • Availability of some third-party services that work best with Exchange Online.
  • Increased interoperability between other Microsoft cloud services like Teams and OneDrive to allow for better sharing of documents rather than sending attachments.
  • Additional functionality for spam/phish remediation with one button to report messages as junk.
  • New Microsoft integrated tools like FindTime (instead of Doodle), Bookings (instead of Calendly), and To-Do.

What will I experience during the transition?

  • If you are an Outlook desktop application user, your transition will be smooth. The desktop application may have a short pause where closing and re-opening will restore your connection.
  • Mobile applications will require you to remove and then re-add the account. See Exchange Online for assistance.
  • If you use a non-Outlook client (like Thunderbird or other IMAP software) you will also need to remove and re-add your account. Moving to Outlook now will avoid this issue. See Exchange Online for assistance.

What if I manage another person’s calendar or someone manages mine?

  • Some groups that have significant interdependencies, like calendar delegation and permissions, will need to watch for communication about timing to move all members of that group at once. Please respond in a timely fashion so every effort can be made to schedule the transition when it will have the least impact on your business processes.

What if I see an email that tells me I need to respond or my account will be deleted?

  • Malicious actors might use this transition to send spam messages about email accounts. Please always check for the validity of any message you receive.
    • Do not believe a message that indicates an immediate response is required to keep your account/mailbox active. Active mail accounts will not be disabled as part of the move to Exchange Online.
    • Verify the sender. Messages regarding this transition will come out through known communication methods. Before you click on any links you receive via email, hover your mouse (or hold your finger down for a few seconds) on the link to see where it really leads – if it goes anywhere other than uvm.edu, it may be a scam.
    • Be wary. If a message doesn’t feel right or you need confirmation on the validity of a message, please reach out and ask abuse@uvm.edu, following the instructions in our Forwarding Full Mail Headers article.

Get Answers