Detailed Migration Steps

  1.  Users who do not have an Exchange mailbox prior to the migration must wait to check Exchange until the morning of their migration. Please verify you can access your Exchange mailbox using the web-interface here: <https://uit.oregonstate.edu/exchangeonline>. When logging into Exchange or configuring your devices, use the username@oregonstate.edu format as your username. Please think of username@oregonstate.edu as your username instead of an email address. Begin using your Exchange account to send mail.

  2. See the following guide to setup Exchange on your devices prior to the migration date: <https://uit.oregonstate.edu/exchangeonline/device-setup>. The CoSINe Helpdesk can help with this first step.

    We begin the migration shortly after you receive a “migration is about to start” email reminder.

  3. ***IMPORTANT***IMPORTANT***IMPORTANT***IMPORTANT***
    Messages sent from your IMAP account after the migration starts will not be synced. Please ensure all your devices are configured to send from Exchange. Mail clients other than Outlook will warn you that messages sent from IMAP cannot be saved. Outlook will create a local copy of the message that will not be synced.
    ***IMPORTANT***IMPORTANT***IMPORTANT***IMPORTANT***

  4. Your mail is in two places – new messages deliver to your Exchange mailbox, while the contents of your IMAP mailbox remain static. There is no disruption in mail delivery, but you need to check for new messages in your Exchange mailbox and existing messages in your IMAP mailbox.

  5. Messages stored in your IMAP mailbox are copied to your Exchange Online mailbox. We do not have full control over when the copy will process. During this period, you see folders and messages populate in your Exchange mailbox. You can continue to read your IMAP mail during the migration.

  6. We send you a notification when the migration is complete.

  7. Your IMAP mailbox is disabled one week after the migration.

Post-migration and other notes:

You can keep your IMAP account added to your mail clients, but you will receive warnings that the account is offline. If you use your IMAP account to manage a calendar, please copy those events to your Exchange calendar.

Outlook users should make a backup of their IMAP mailbox to preserve local calendar events and contacts before removing the account; the CoSINe Helpdesk can help with this step. See below for instructions:

Windows: https://support.microsoft.com/en-us/office/back-up-your-email-e5845b0b-1aeb-424f-924c-aa1c33b18833
macOS: https://support.microsoft.com/en-us/office/export-items-to-an-archive-file-in-outlook-for-mac-281a62bf-cc42-46b1-9ad5-6bda80ca3106

Outlook users may want to update their Account Settings to download messages older than one year: https://www.liquid-hg.com/know-how/o365-knowledge-base/kbo365201606001.

Thunderbird users need to subscribe to the new folders by right-clicking on your email address in Thunderbird and selecting “Subscribe” from the drop-down menu. In order to see all messages, you may need to check your "Synchronization & Storage" settings to download messages locally regardless of age. See this link for help: https://cosine.oregonstate.edu/faqs#faq-How-do-I-setup-Thunderbird-for-Exchange-Online.

Mac Mail users may prefer calendar invitations in the iCal versus Outlook format.

Messages in sent folders over 150MB are not copied to Exchange.

Rules in your mail client specific to your IMAP account will need to be updated for your Exchange account.

Once you are confident using Exchange, please remove the disabled IMAP account from your devices and mail clients.

Check the contents of your Science mailbox here: <https://webmail.cosine.oregonstate.edu/login.php>.