This article provides answers to your frequently asked questions about the migration of your email and calendar to university governed storage in the cloud.
If you have a question about Microsoft 365 which isn't shown here, then please get in touch with us via IT Service Desk.
Shared Mailboxes were migrated into university governed storage in the cloud before the staff mailbox migration. This means that you can no longer access Shared Mailboxes via Outlook Web Access (OWA).
To access your Shared Mailboxes you can download the Outlook App to your PC, laptop, tablet or mobile device. Set up your Outlook account and follow these instructions to add the shared mailboxes you need access to.
Mac users, you should use Remote Desktop to access Shared Mailboxes until your mail account is migrated to the cloud.
Contact IT Service Desk if you have any issues accessing Shared Mailboxes.
For Windows PCs: to add the Send From function now that your shared mailboxes have been moved into the Cloud you need to do the following in the Outlook app:
Note: You must have delegate access to send from the other email address. However, some people have reported getting a message which indicates they do not have permission to send from the mailbox, even though they do have access. To resolve this follow the steps below:
Mac users, you should use Remote Desktop to access Shared Mailboxes until your mail account is migrated to the cloud.
Migration experiences on devices such as mobile telephones, laptops or tablets may differ depending on the type of device and operating system, so please read of the instructions below. Pre-Migration Action is necessary in certain scenarios, please carry out necessary preparations before your advised migration date.
Accessing university data from a Laptop, Tablet or Mobile telephone securely – Pre-Migration Action Required.
Please note that some auto-forward and out of office settings may not be transferring correctly during migration, therefore we recommend that you check these settings before and after migration to ensure they are set correctly.
You will no longer be able to access email or calendar data in your phone's designated apps i.e. the default Android and iOS email apps.
To access your work email through an application you must use the Microsoft Outlook App. Follow the instructions below to set up your device:
To access email via a web browser on your mobile telephone you can:
Once your mail and calendar data is migrated, you will need to close the Outlook Application and then re-open it.
If this does not work you may need to follow these steps to remove and re-add your account:
If this does not work, access your email via the web browser and contact IT Service Desk
The migration experience is designed for the University PC desktop access, therefore minimal changes are expected during your migration.
Following migration you will notice that searches for emails will return results based on emails that have been received within the last 3 months. This is due Cache Mode being enabled. Cache mode enables a better experience when using a Cloud based Exchange account which is what has been performed with this migration.
To search emails that are more than 3 months old there will be a link you can click at the bottom of the search results which will enable you to see results that are from prior to the last 3 months.
Microsoft applications, including Outlook, will be available through the university's Microsoft 365 portal at login.gre.ac.uk.
Outlook Web Access (OWA) will not work once your account is migrated into the cloud. If you have saved OWA as a bookmark you should replace it with login.gre.ac.uk.
Shared Mailboxes you had access to previously may reappear in your Outlook. This is because your access was not removed by the mailbox owner when your role or responsibilities changed.
Contact IT Service Desk to arrange removal of your access to these mailboxes.
If for any reason you are unable to access email and your method of accessing it pre migration is not working you can access your email via login.gre.ac.uk
When you search for emails, the results you see at first are found from a copy of your mailbox which is temporarily held on your computer. This copy provides quick access to your data, is frequently updated and enables a better Outlook experience. The copy contains emails which have been received or accessed recently.
To search or view emails that hasn't been accessed recently, select the link Click here to view more on Microsoft Exchange and wait a few moments for the messages to download from the cloud server.
Migrating your email into the university governed storage in the cloud will integrate your email and calendar with our other Microsoft 365 applications and provide a more integrated digital experience. You'll benefit from enhanced functionality and a standardised experience, which you'll recognise when accessing Microsoft Support, including online training, videos and help.
Teams is Microsoft's long-term replacement for Skype for Business. Microsoft has announced that Skype for Business is being turned off on 31st July 2021.
Chat, calling and meeting functionality is available now in Teams, and ILS and GLT are providing support to help you identify how it can be used to achieve your goals.