What to expect during your migration to O365

Before your migration

Due to the volume of accounts being migrated, we are not able to inform you of the exact time of your migration; however, you will receive an email from the Help Desk once your migration is complete.

During your migration

Your email and calendar will continue to work until your account is moved over to O365. When this move happens, your email may be briefly unavailable (up to 15 minutes). You may also experience a pop-up window or page reload on your screen if you have your Outlook client or OWA app open at the time of your migration.

No email or calendar items will be lost during the move; all email and calendar items you had previously will still be in your mailbox and any new email and calendar items sent during the move will be queued and delivered once the move is complete.

After your migration

What you need to do:

Note: Once your migration is complete, if you have voicemail on your UNB VoIP phone line, you will receive an email from Microsoft Exchange Unified Messaging. Please disregard this message.

Welcome to Exchange Unified Messaging email

Outlook client

1. Follow the prompts to re-connect to Outlook

Windows

Immediately after your account is moved, you may* receive a message from Outlook stating, “The Microsoft Exchange administrator has made a change that requires you to quit and restart Outlook.” If you receive this message, please restart your computer. 

'Microsoft Exchange administrator has made a change' message

Once your computer has restarted, open Outlook. You will be prompted to enter your login credentials. Please enter your ‘UNBloginID@unb.ca’ and password, select the ‘Remember my credentials’ checkbox and click OK

NOTE: You may be prompted to enter your login information more than once. This is normal.

Windows Security message

* If you do not receive this message, you may notice Outlook repeatedly asks for your UNB login ID and password but will not accept them. If this occurs, please restart your Outlook client. It should then accept your UNB credentials and begin receiving mail again.

Continue to step 2 (Reset your personal settings).

Mac

Once your account has been moved, you may receive a message from Outlook stating, “Outlook was redirected to the server autodiscover-s.outlook.com to get new settings for your account... Do you want to allow this server to configure your settings?” If you receive this message, please check the 'Always use my response for this server box' and click 'Allow'. 

NOTE: Depending on your shared calendar settings, you may receive this message more than once. This is normal.

Outlook message

You may also have to delete and re-add your account in order to begin receiving your mail after the migration. To do this:

  1. Launch your Outlook client.
  2. Click 'Outlook' in your menu bar then select 'Preferences'
  3. Click 'Accounts' and select your @UNB account then click the 'minus' (-) button at the bottom of the window.
    screenshot of removing Outlook account on a Mac
  4. You will see a warning message appear about deleting your account. Click 'Delete'.
    Warning message about deleting your Outlook account on a Mac
  5. Once your account has been removed, you will need to re-add it. Click the 'Exchange or Office 365' button and enter the following information:
    1. Your email address
    2. Your UNB loginID@unb.ca (include the @unb.ca) and your UNB password.
    3. Click 'Add account'.
  6. You will receive a pop-up message about your account, check 'Always use my response for this server' and click 'allow'. If you do not select the box, the message will continue to pop-up requesting you to click allow.
    'Always use my response for this server' message
  7. You can then close your preferences and you will begin to receive your mail.

2. Reset your personal settings

As part of the migration, some of your personal settings in Outlook may be reset back to their default settings. This may include settings such as calendar and mail display options and customized ribbons. 

To modify your settings after the migration:

  1. Within Outlook, select File > Options.

3. Use Outlook like normal

Your Outlook client should function the same way as before and all your folders, mail and calendar items should be where you left them. If you notice any issues, please contact the Help Desk.

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OWA

1. Access OWA through your myUNB Portal for the first time

To access OWA for the first time following your migration, you will need to log in to your myUNB Portal and click the email link. This is necessary as the web address (URL) for OWA has changed.

Note: It may take up to 30 minutes after your migration before the email link in your myUNB Portal updates to the new OWA web address. If you log in to the Portal before the link is updated, you will receive the following message: “Could not retrieve unread messages from Exchange. You do not have any email connections that provide unread messages.” Please wait and try again in a few minutes.

'Could not retrieve unread messages from Exchange' error message

2. Update your bookmarks

If you had bookmarked the previous web address for OWA, please update your bookmark with the new OWA link (https://outlook.office.com/owa/?realm=unb.ca) or simply access OWA via the email link in your myUNB Portal moving forward.

3. Enter your language and time zone settings

The first time you visit the new OWA, you will be asked to select your preferred language and time zone. Please select your language of choice and ‘Atlantic Time (Canada)’ as the time zone (or whatever is appropriate based on where you are), then click Save.

OWA welcome screen

4. Find your folders

In the new OWA window, in the left-hand menu under ‘Folders’, click on 'More' to expand your full list of mailbox folders. Note: This step is only necessary the first time you access OWA; these folders will already be expanded the next time you visit.

OWA mailbox window

5. Reset your personal settings

Your personal settings in OWA will not carry over as part of the migration. This includes settings such as calendar and mail display options and email signatures. 

To modify you settings, click the settings gear icon in the top right hand corner of the OWA window.

OWA settings gear icon

6. Explore your new O365 features!

Your new O365 account comes packed with helpful new tools and features, including:

  • 100 GB email mailbox
  • 5 TB of personal storage space with OneDrive
  • Access to web versions of your favourite Microsoft programs (Word, Excel, etc.)
  • The ability to recover deleted files on your own
  • Easy co-authoring documents
  • Version control of documents
  • Improved accessibility
  • Improved security
  • And more

Take a few minutes to explore OWA and your new O365 environment.

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Mobile devices

If you had your UNB email/calendar setup on your mobile device, your device may automatically switch to O365 and continue to display new emails and calendar events after the migration. If it does not, you may need to delete and re-add your account profile.

Resetting our profile - Apple Devices

  1. Delete your existing profile:
    1. Go to ‘Settings’.
    2. Select ‘Mail, Contacts, Calendars’.
    3. Select your Exchange account.
    4. Click ‘Delete Account’ at the bottom of the screen.
  2. Re-add your profile:
    1. Go to ‘Settings’.
    2. Select ‘Mail, Contacts, Calendars’.
    3. Click ‘Add Account’ and select ‘Exchange’.
    4. Enter the following information:
      1. Enter in your 'UNBloginID@unb.ca' into the email field, i.e. a1b2c@unb.ca. Do not use name.name@unb.ca.
      2. Enter your UNB password and click ‘Next
    5. It should auto-detect the server name. If it does not, you will have to manually enter outlook.office365.com and tap ‘next’.
    6. Review your settings and click ‘Save’. Allow 15 minutes for the sync to occur before checking your mail.

Resetting your profile - Android devices:

  1. Delete your existing profile:
    1. Go to ‘Settings’.
    2. Select ‘Accounts’ and click ‘Microsoft Exchange ActiveSync’.
    3. Select ‘UNB email account’.
    4. Click ‘More’ in the top-right hand corner and select ‘Remove Account’.
  2. Re-add your profile:
    1. Go to your ‘Settings’ app and select ‘Accounts & Sync’.
    2. Select ‘Exchange ActiveSync’ or ‘Corporate Sync’.
    3. Enter the following information:
      1. Enter in your 'UNBloginID@unb.ca' into the email field, i.e. a1b2c@unb.ca. Do not use name.name@unb.ca.
      2. Enter your UNB password
    4. Click ‘Done’. Please allow 15 minutes for the sync to occur before checking your mail.

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Voicemail

You will need to reset your voicemail PIN following the migration. To do this:

  1. Press the messages button on your phone.
  2. Enter your current PIN.
  3. An automated message will inform you your PIN has expired and will ask you to set a new Voicemail PIN.

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Junk mail

The new spam filters in O365 have different rules for catching spam than our previous environment; as a result, some emails that previously went to your inbox may go into your junk mail folder after the migration. Additionally, messages in your junk folder now automatically delete after 30 days. This is a default setting in O365 that cannot be changed. 

Please monitor your junk mail folder for a period of time after your migration to ensure you haven’t missed any important mail. 

If you discover any legitimate emails in your junk mail folder, it is important to mark them as ‘Not Junk’. This will ensure future emails from that sender go directly to your inbox.

To mark an email as not spam:

  • Right-click on the message and select ‘Junk’, then click ‘Not Junk’.

Marking email as 'Not Junk'

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Unsupported email clients

If you use an unsupported email client such as Mac Mail or Thunderbird, use the following settings to setup your UNB email following the migration:

IMAP Settings

  • Server name: outlook.office365.com
  • Port: 993
  • Encryption method: TLS

SMTP Settings

  • Server name: smtp.office365.com
  • Port: 587
  • Encryption method: STARTTLS

Note: Microsoft Outlook is the only email cient supported by ITS at UNB.

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Questions?

If you notice any issues or have any questions, please contact the ITS Help Desk at (506) 453-5199 or helpdesk@unb.ca .

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