EECS Technical Database

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====== EECS Mail Migration To Office 365 ======

York University IT (UIT) has a mandate to move all e-mail services at the university to Microsoft Office 365. This migration has already been completed for active yorku.ca e-mail accounts.  The EECS tech team will work with all EECS users to migrate cs.yorku.ca, cse.yorku.ca, and eecs.yorku.ca e-mail accounts to Microsoft Office 365 in coordination with UIT.  This migration will involve forwarding email from user@cs.yorku.ca, user@cse.yorku.ca, and user@eecs.yorku.ca to a valid yorku.ca e-mail account, transferring existing cs.yorku.ca, cse.yorku.ca, and eecs.yorku.ca e-mail to your yorku.ca account, then shutting down your EECS e-mail account.  After the migration is complete, you will only be able to send e-mail using your yorku.ca e-mail address, or (optionally by request) a lassonde.yorku.ca e-mail address.  Mail sent to your cs.yorku.ca, cse.yorku.ca, or eecs.yorku.ca will continue to be forwarded to your yorku.ca e-mail address indefinitely.

====== Six Phases of E-Mail Migration ======

There will be six phases of e-mail migration for each user as follows:

===== Phase 1:  Setup Access To yorku.ca E-mail =====

Prior to your scheduled migration date, you will need to setup your desktop, laptop, and mobile devices to be able to send and receive e-mail using your yorku.ca email (if you have not done this already).  Instructions for that setup can be found [[https://yuoffice.yorku.ca/accessing-outlook/|here]]. The [[tech@eecs.yorku.ca|tech]] team will be happy to answer any questions that you have along the way.  

In this phase, you will be able to continue to use both your EECS E-mail, and your yorku.ca email.  Any email sent to your EECS mailbox will continue to be delivered to your EECS mailbox just as before.

===== Phase 2:  Forward EECS Email -> yorku.ca =====

Just before your scheduled e-mail migration date, tech will forward email from your EECS e-mail account to your yorku.ca e-mail account.  This includes mail sent to user@cs.yorku.ca, user@cse.yorku.ca, and user@eecs.yorku.ca.  After this phase, any e-mail sent to your EECS e-mail account will be forwarded directly to your yorku.ca account.  In this phase, you will still be able to read existing e-mail on your EECS account, or even move EECS email between folders.  You will also still be able to send email from your EECS account if you desire.

**NOTE:** If you were already forwarding e-mail from your EECS e-mail account to some other account (eg. your gmail), then you will need to re-enable that forwarding on your yorku.ca account after this phase.  Tech does not have access to your yorku.ca e-mail account, and hence we cannot re-enable this forwarding for you.  For instructions on enabling a forward on your yorku.ca account, please see [[#Forwarding Email|here]].

===== Phase 3: EECS Account Read Only =====

On your scheduled migration day, your EECS e-mail account will become read only.  After this change, you will no longer be able to write to your EECS e-mail account.  For example, you will not be able to delete messages in your EECS mail folders, create folders, delete folders, or even move messages between folders.   You will still be able to send e-mail from your EECS account.  However, your mail client will complain when it tries to write a copy of any sent messages to the "sent" folder because that folder is now read only.  The mail will still go through.

===== Phase 4: UIT Migrates EECS E-Mail -> yorku.ca =====

Phase 4 occurs immediately following phase 3.  In this phase, UIT will begin to migrate your e-mail from your EECS account to your yorku.ca account.  You can continue to use your EECS mailbox read only, and your yorku.ca mailbox during the migration.  As your messages and folders migrate from EECS to yorku.ca, they will become available on your e-mail client.  Depending on how much e-mail you have, it can take anywhere from a few minutes to many hours to migrate all of your e-mail.

===== Phase 5: User Checkup =====

Once UIT has migrated all of your EECS e-mail to yorku.ca, you should do a basic check to make sure that all your e-mail has migrated successfully.  Note that UIT will contact the EECS tech team with any problems reported during mailbox migration and we will inform users.

You will continue to have access to your EECS inbox read only for 30 days.  You can still send e-mail from your EECS account during this phase.

===== Phase 6: EECS Mail Account Closure =====

30 days after your EECS mail has been migrated to yorku.ca, you will lose access to your EECS e-mail account entirely.  Your mail client will not be able to connect to the EECS mail server anymore.  You will not be able to send email as user@cs.yorku.ca, user@cse.yorku.ca, or user@eecs.yorku.ca anymore.  Mail sent to user@cs.yorku.ca, user@cse.yorku.ca, and user@eecs.yorku.ca will continue to be forwarded to your yorku.ca e-mail account indefinately.

====== Accessing YorkU Email ======

For information on how to access your yorku.ca email on the web, or via mobile or desktop clients, please visit the following page from the university: https://yuoffice.yorku.ca/accessing-outlook/

The tech support team is available to help you should you run into any trouble.

====== Forwarding Email ======

In order to forward your E-Mail from your Office 365 account to some other account, follow these steps:

  * Login to Office 365 (https://portal.office.com)
  * Click on Outlook.
  * Click Settings (gear icon in the upper right-hand of your screen). 
  * At the bottom of the Settings panel, Click View all Outlook settings - Click Mail.
  * Click Forwarding
  * Under the "Forwarding" heading, select Enable Forwarding
  * Type the email address you wish to forward your mail (e.g., Gmail, Hotmail, etc.)
  * Select Save.

====== Other Helpful Pages ======

  * [[https://support.microsoft.com/en-gb/office/outlook-training-8a5b816d-9052-4190-a5eb-494512343cca?wt.mc_id=otc_home|Microsoft Outlook Guides: Outlook training (microsoft.com)]]
  * [[https://www.linkedin.com/learning/outlook-essential-training-office-365-microsoft-365?u=2174970|LinkedIn Learning – Outlook Essentials Training]]
  * [[https://yuoffice.yorku.ca/user-guides/|Additional User Guides on yuoffice.yorku.ca]]