MS Office 365 Email Cloud Environment General Inquiry and FAQs

Keys to Outlook migration success

There are a few steps that you can take now to prepare for the migration to the Microsoft 365 Outlook cloud-based email. Please keep in mind, Outlook is not going away, just moving where its being hosted from.

• Go Now to test your login at https://www.office.com this is where the Outlook icon will appear after your email is migrated. Use your CUNYfirst credential here.
• Setup your Multi-factor authentication (MFA) do this while logged in to Office.com Use the following link for directions on how to set this up for yourself MFA-INFO
• Learn how to add the 365 Outlook Cloud profile to your existing Outlook client here (Not for OWA Clients): OutlookCloudClient
• If you primarily use OWA to access York email, go to step one and test your login at Office.com as this will replace OWA after the migration
• If your primary college affiliation is not York College, your email will point to the college of your affiliation unless you update this in CF.
• Empty your junk mail and deleted email folders for reducing storage size which will help with the speed of migration.
• Print out your calendar for the week of the migration and the following week in case there are any issues.
• Save your email signature.(You will be able to still see your old email from the Outlook Client on your desktop so you should be able to get your signature and copy it)
• Export any Outlook rules you have (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)
• Microsoft Office 2016 and newer versions (Microsoft 365) are recommended. Ensure that your web browsers are current. This will ensure that you have the best experience with Outlook email and Microsoft 365 applications.
• For faculty: While interruptions are not expected, please alert your students that there may be a brief gap during the email cutover. (We will also alert them)
• Use the Microsoft links below to become familiar with Outlook online email and Microsoft 365.

Outlook Inbox

• Master your Outlook inbox - Outlook (microsoft.com)
• Outlook training - Office Support (microsoft.com)
• Outlook help & learning - Microsoft Support
• Outlook Cheat Sheets

Microsoft Office 365

• Introducing Microsoft 365 - Office 365
• Office 365 Training Center
• Office apps help and training - Office Support (microsoft.com)

CIS Knowledgebase Information to help you prepare

MyPrep365

At this time we are all learning the new system but do not hesitate to send any questions you have to our YConnect hot form at:

MyCloud365

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

Here are additional M365 resources related to requirements and other installations methods for devices in regards to authentication changes:

Hardware requirements for Microsoft Office 365 - M365 and Office Resources

Additional installation instructions for PCs, Macs, and mobile devices:

• Install Apps on Mobile Devices
• Install Office Using Office 365
• Phone and Tablet Setup Reference
• How to set up email on Apple iPhone, iPad, and iPod Touch
• How to set up email in Mac OS X
• What is Multi-Factor Authentication

Set up an Outlook App account on the iOS Mail or Android mobile device.

After November 7th everyone can go to Office.com, log in with their CUNYfirst credentials, respond to MFA security, and access the Outlook icon for your new Cloud York email.

Some of you may prefer to still use the desktop Outlook client and just add the cloud profile. Why there is a way to do this, we are not recommending it initially. We rather encourage everyone to first establish working with email in the first few days within the cloud environment this way you get a chance to verify that everything is working correctly.

If all is ok you can venture into using the instructions below to add the cloud profile. Please be aware that experience with all these new features is a learning curve for all and patience and time is needed to master new skills.

Before starting the below instructions or if using Office.com, it is critical that you clear the cache of any browser you are using.

If you have any trouble with these instructions please contact the IT Service Desk at 718-262-5300

If you use a Mac computer or iOS device your new cloud email can be added as an Exchange profile to your existing mail client or you can download the Outlook app which has many great features.  You can download the Outlook client from the Apple Store if you do not already have it. You will be prompted for an account login, just use your CUNYfirst credentials with the @login.cuny.edu domain and password. MFA will pop up, enter your designated choice for authentication and you will be logged in and see all your emails after the migration of your mail box is in progress.

This is the same for any iOS device that you use the Outlook app to access your York email.

Contact the IT Service Desk if you need any help with this or to report technology issues at 718-262-5300

Try it! - Watch Video
If you email the same group of people often, create a contact group in Outlook so you can email the contact group instead of individual emails.

Create a contact group

1. On the Navigation bar, choose People
2. Select Home > New Contact Group.
3. In the Contact Group box, type the name for the group.
4. Select Contact Group > Add Members, and then select an option:
   Select From Outlook Contacts.
   Select From Address Book.
   Select New E-mail Contact.
5. Add people from your address book or contacts list, and choose OK. To select multiple people, hold down the Ctrl key as you choose members.
6. Choose Save & Close.

Send an email to a contact group

1. Select Home >New Email.
2. Select To.
3. In the Search box, type the name of the contact group.
4. Double-click the name to add it to the To box, and then select OK.

If you work at York College and have a York College email address but you also work at other CUNY schools and your primary affiliation is designated at another school, that designation will be your primary email address in the Microsoft 365 environment. (J.Doe@primaryschool.cuny.edu) The account will accept emails addressed to your primary school.

Once York College starts the copying of your York mail box messages to the Microsoft 365 cloud environment, the York College email account alias (J.Doe@york.cuny.edu) will appear in your  Microsoft 365 environment. Yes, this means that emails from York or other schools you may have an email account with who are also migrating will appear in your inbox.

We strongly encourage you to create subfolders per each affiliation you may have and set up email rules so the mail will go into the folders accordingly. This will avoid having all the different affiliated emails mixed in the root mail box. It will make it easier to manage. For information on setting up email rules in Outlook or Office.com go to Outlook-Rules

You do not need to give out your @login.cuny.edu email account as emails directed to your @primaryschool.cuny.edu will be received in your M365 account once copying starts and after the day of migration, in York's case that is November 7th, 2022 after 8PM.

The York College email desktop client will not be removed during the migration so you will still have access to this mail box but email will stop going to this mailbox November 7th at 8PM. It may be advisable to ask your students to not send you any emails between November 7th and 8th to avoid the downtime gap that will occur as a result of moving all the backend pointers and configuration that must happen in order to point to the new environment.

All Research Foundation staff must have a claimed CUNYfirst account in order to use the new Microsoft 365 email York mail has migrated to. If you have not done so already, you need to fill out a POI form from Human Resources, have it signed and approved by your supervisor, upload the signed and approved form to the HR document portal for processing. When the CUNYfirst account is created, you need to claim the account where you will received your @login.cuny.edu credentials. With the CUNYfirst credentials and password you can visit Office.com and login. You may be prompted to setup MFA (Multi-Factor Authentication) but once done you should see the Microsoft Office Outlook on the left side, click on it and all your emails are there if you had an existing York mail account. If this is your first time using a York mail account it will be empty.

If you have any issues, first check about the POI form and that it has been properly submitted, claim your CF account, and if this is all ok but you still have issues with Office.com contact IT.

Based on the guidelines provide in August of 2015 in regards to retiree email accounts, we will be migrating any retired staff who has maintained an approved and still active York email account. However, it is the responsibility of those who use such accounts to insure they have maintained an active authentication cycle with their CUNYfirst account which is now the only way to access the cloud based email which York College is migrating to in the Microsoft cloud environment. To insure you can still access your York email do the following:

Check your CUNYfirst credentials by resetting the password (Going to the CUNYFirst login page and using the "Forgot Password" tab below login.

If you do not remember your CUNYfirst credentials go to the CUNYfirst login page from the York website and click on "New User" and enter the information requested. Once submitted the system will see you already activated your account and will provide you the credentials, use that, reset your password and go from there.

Once you are able to login or reset your password successfully for CUNYfirst you can go to Office.com and login using the CUNYfirst credentials. Click on the Outlook icon and you should see your emails.

OWA will no longer work after November 7th, 2022. Email access will only be via Office.com moving forward. Please be aware that if you have not been active with your York email for over a year your account is disabled permanently and will not work as per CUNY retiree guidelines.

If you run into technical issues and need support please do the following:

Call 718-262-5300

Our staff will walk you through the CUNYfirst authentication process as a means to establish your identity over the phone. If they are not able to properly identity you they may need to escalate your case to a supervisor. Please be prepare to provide a cell phone or alternative email address in order to help us help you. The security protocols have been improved in order to protect the personal and business information of everyone. Our staff will never ask for your password or social security information.