What is being done?
The York College email system will be replaced and transition to the Microsoft 365 cloud-based email system for all staff and faculty by the Fall 2022. This period can be considered a cutover between our old email inbox and the new email inbox.
Why are we transitioning?
The benefits that come from participating on a cloud platform far out weigh those of our currently locally hosted environment. Since most of the other campuses are also taking advantage of this opportunity it makes sense to finally be on the same platform as student email. This will expand capabilities for collaboration and continue to build on the goals for single sign on. The ability to maintain a higher level of security against cyber threats and response is another reason to move ahead. There are also other factors that play a role in the decision to transition including the savings on supporting a local infrastructure which allows opportunities to grow other areas of need in technology.
What are the benefits?
The transition to Microsoft 365's cloud-based email system provides increased reliability, enhanced cybersecurity features, efficient single sign on (using CUNYfirst credentials), 24/7 Microsoft support and accessibility features. As well as a host of other Microsoft 365 applications all under a single sign-in.
What accounts will this affect?
This will only affect how you access your York email. This will not affect your York Username (Network account), CUNYfirst, VPN or Blackboard access. Also, Outlook is not going away, just the location of where it's being hosted is moving.
Will my Inbox/folders/emails from @york.cuny.edu automatically be migrated to the new system?
The answer is yes. The only consideration on your part is if you have shared out your calendar to others. You will need to take stock of this as you will need to redo that sharing in the new cloud version of your email.
What happens to new email messages addressed to my @york.cuny.edu address “before” and “after” the cutover?
All new incoming email addressed to any of your existing email address(es) will ONLY be sent to your cloud mailbox after cutover. Email sent to your @york.cuny.edu before the cutover will be sent to your York Mailbox. Any email sent to your @york.cuny.edu after the cutover will send to your O365 Cloud Mailbox.)
Will my email address(es) change?
No. The system and login credentials you use to access your email will change. You will no longer use your York network Username and credentials to access your email. You will use your CUNYfirst login credentials (firstname.lastnameNN@login.cuny.edu).
What if I do not have a CUNYfirst account?
If you are Research Foundation, you must have a current approved POI form processed via our HR document portal. This will ensure you receive a CF account, if you are Retired and are still using York mail, you must reset your CUNYfirst account by using the New User feature in the login page and resetting your profile. For none RF and Retirees account identities will depend on your role in the York organization.
Can I still send email from my york.cuny.edu after the cutover?
On the date of cutover, you can only access new content and send email from your Microsoft 365 account for conducting college business. However, using the Outlook client icon, you will still have access to your existing email store. You will not be able to receive or send email but you can use it as a reference. Keep in mind that this same email would have been moved as part of the migration.
Will we lose our old emails?
You will not lose old emails. You will retain and have access to your old email even though your mailbox will be moved to your new M365 cloud email environment. If you cannot find a very old email you will be able to login to the old OWA web based Outlook and search there to find it. It's possible that those of us with extremely long years of service may not have the entire email store migrated but the existing mail will remain accessible to you using your York credentials.
Will I be able to add the Cloud Email to my existing Outlook Client and access my new emails from the same client I have been used to using?
Yes, (also true for Mac users) there are steps you can take if you do not want to use Office.com However, keep in mind that this requires you switch between profiles once you set this up in your existing Outlook client. We recommend using the latest version of Outlook (2019 but 2016 also works, if you have issues however, go to Office.com while you wait for your Helpldesk catch up to other issues they will be dealing with on the day of migration). Go here for instructions: CloudClientSetup
Is this system CUNY wide?
Microsoft 365 is currently available to all CUNY students, staff and faculty. The cloud-based email is available to all students. Other CUNY colleges have either completed the transition (Lehman and Queens) to the cloud-based email system or are in various stages of their transition plans.
When will I have access to the new Microsoft Office 365 cloud mailbox?
As of November 8th all Faculty and Staff at York have been migrated and have full access to their emails, calendars and contacts.
Will contacts be transferred too?
Yes, contacts will transfer.
Will the rules I’ve set up in my inbox for different accounts transfer as well?
May depend on complexity of the rules but you will be able to also achieve this via the export and import out option. While in Outlook client click on the Home, then go to your rules, email rules tab, then "Options, and export rules. Save the file to a location you can get to, you will need this when importing from 0365. This may also give you an opportunity to clean up unclear or weird rules.
Will student (whose student cloud access was already available to them) accounts combine after the transition with their staff/faculty email?
No, they will remain separate. you'll log into your student account with at @yorkmail.cuny.edu And to your staff/faculty account with your at @login cuny.edu.
How do I access my Office 365 Cloud Mailbox?
Go to office.com, and login using your CUNYfirst Login credentials: FirstName.LastName##@login.cuny.edu (XX being the last 2 or 3 digits of your EMPLID). Open your OUTLOOK app to view new email. Please note that you will no longer receive mail in your old York mailbox after cutover. You will be able to access the cloud mailbox a few days before cutover.
Will this transition be difficult for me?
Only for your IT team, for you it will still be Outlook with one less password to remember for email access.
Will I need to reconfigure my cell phone for email?
Yes, once the cutover happens you will need to update the configuration information on your cell phones if you are using York email on them. This is also true of any other types of wifi devices which have email applications installed which require configuration to route email to them. iPads, tablets like MS Surface and Android devices will need to be updated. Laptops which use OWA to access email will not need updating as you will be accessing the new email by using Office.com. Instructions can be found on this web page.
Will training be offered?
Microsoft has many options for learning, there is a resource tab on this page regarding this
Is this system accessible?
Yes! One of the wonderful features of Microsoft 365 is the accessibility. Read more about accessibility features at Microsoft Office 365 Accessibilities Page at O365A