OSU is moving to Exchange Online, is a modern cloud-based solution with improved reliability, usability and capacity. Please review the information below to prepare for the migration and understand what you need before, during, and after the migration.
Before the Migration
During the Migration
After the Migration
In most cases, restarting and updating the settings of applications and mobile devices you use to access your OSU email will be necessary.
Please contact your local IT support team, or the IS Service Desk by creating support ticket or calling 541-737-8787.
Given the large number of mailboxes hosted by OSU, the migration is phases. Migrations are planned and coordinated with OSU's Exchange Online project team and the IT leaders for each department. Current migrations statistics and scheduled migrations are listed below.
Exchange 2010 Accounts
(to be migrated)
Exchange Online Accounts
|Department / College / Unit||Department Technical Lead||Migration Date (8 PM)||Status|
|University Information and Technology (Pilot Migration)||Community Network||11/25/19||Complete|
|College of Agricultural Sciences Administration, Department of Agricultural Education||Community Network, Lucas Turpin||12/16/19||Complete|
|Agricultural Research Foundation||Community Network, Lucas Turpin||1/09/20||Complete|
|Student Health Services||Amy McLaughlin||1/21/20||Complete|
|College of Business||Alan Sprague||1/26/20||Complete|
|Extension Service and Agricultural Experiment Station||Community Network, Lucas Turpin||2/12/20||Complete|
|College of Engineering||Chris Thompson, Nick Brown||3/1/20||Complete|
|College of Agricultural Sciences (Roots IT supported departments)||Wayne Wood, Lucas Turpin||3/10/20||Complete|
|TimeTrade Advisor Group||Nick Brown, Service Desk||3/25/20||Complete|
|Library & Press||Community Network, Margaret Mellinger, David Manela||3/25/20||Complete|
|Hatfield Marine Science Center||Community Network, Dan Cutter||3/25/20||Complete|
|Oregon Seed Certification Service||Wayne Wood, Lucas Turpin||3/25/20||Complete|
|Enrollment Management||Community Network, Dan Crouch, Keeley Abbott||3/26/20||Complete|
|College of Agricultural Sciences (CoSINe IT supported departments - AEC, BPP, GRN, and IPPC)||CoSINe IT Services||4/1/20||Complete|
|MSI, EHSC, STEM, and EM (CoSINE IT supported Centers)||CoSINe IT Services||4/1/20||Complete|
|College of Education College||CoSINe IT Services||4/1/20||Complete|
|Honors College||Community Network, Toni Doolen||4/1/20||Complete|
|Ecampus||Community Network, Carlea White||4/1/20||Complete|
|PACE||Community Network, John Buzzard||4/1/20||Complete|
|College of Liberal Arts||CoSINe IT Services||4/8/20||Complete|
|College of Science||CoSINe IT Services||4/15/20||Complete|
|Research Office||Community Network, Chad Cropley||4/15/20||Complete|
|College of Pharmacy||Community Network, Gary Miller||4/15/20||Complete|
|Division of Finance and Administration||Community Network, Ben Wessel||4/22/20||Complete|
|College of Public Health and Human Sciences||Community Network, Chif Lemani||4/29/20||Complete|
|INTO OSU||Community Network, Chif Lemani||4/29/20||Complete|
|College of Forestry||Terralyn Vandetta||5/6/20||Complete|
|Carlson College of Veterinary Medicine||Susie Strangfield||5/13/20||Complete|
|University Housing and Dinning Services||Chris White||5/20/20||Complete|
|Graduate School||Community Network, John Henry||5/20/20||Complete|
Academic Affairs, Academics for Student Athletes, Academic Programs, Academic Success Center, AFROTC, Alumni Relations, AquaFish Innovation Lab, AROTC, Career Services, Center for Teaching and Learning, Center for the Humanities, Conference Management, Counseling and Psychological Services, Educational Opportunities Program, Equity and Inclusion, Extended Campus, Faculty Senate, Government Relations, International Programs, Lab Animal Resource Center, Linus Pauling Institute, NROTC, Office of Admissions, Office of Audit Services, Office of Institutional Diversity, Oregon Abroad, Oregon FFA, Pre-College Programs, Printing and Mailing, Sea Grant, Space Grant, Student Affairs, Student Life, the SMILE Program, Undergraduate Studies, University Ombuds Office, University Relations and Marketing, University Shared Services Enterprise, Writing Center
+ Room Mailboxes
|Athletics||Tim De Quilettes||5/13, 5/20, 5/27, 6/3||Complete|
If there are dates that will not work for your department or with a desired migration window, please contact the Exchange Online Project Manager, Carolyn Rothwell.
Departmental IT Pros play a critical role in the migration process. Departmental IT Pros will drive the timing, coordination, and communication of the department's migration to Exchange Online. OSU's Exchange Online project team will provide resources to help ensure a successful migration for your department members.
Organizations will be scheduled and primary moved together over a short time period. This project will require a dedicated IT member or technical lead from your department. Please provide your feedback to help the Exchange Online Project team to continue to refine and improve this process. Departmental IT partners will work with the Exchange Online Project Team through the following process:
|Email Migration Introduction||3 weeks before migration|
|Email Migration Slated||2 weeks before migration|
|Email Migration Soon||5-7 day(s) before migration|
|Email Migration Underway||Day of migration|
|Email Migration Complete||Morning after migration|
|Email Migration Survey||1 week after migration|
Please see the Migration Schedule for more information. Please contact the Project Manager, Carolyn Rothwell, to schedule a migration planning meeting.
The Exchange Online project team will work with the IT partner to create an initial list of department members and resources by querying the OUs used by your department. This list will be used to identify any pre-migration issues that need to be resolved prior to migration. The list will require vetting by the IT partner to create the migration list. The migration process requires a finalized migration list at least 5 business days before the migration.
Non-ONID accounts need to be outside of the ONID username namespace (1-8 alphanumeric character). This includes the email address, username (SamAccountName) and UPN. For more information, please see Account Naming Policy: https://is.oregonstate.edu/network-id-management/account-naming-policy
Any name space conflicts need to be resolved before migrating to Exchange Online. Exceptions may be provided for established departmental accounts (e.g. [email protected]) by Identity and Access Management.
It is important to identify tools used by your department that integrate with Exchange. Depending on the configuration, the integration may need to be updated to point to Exchange Online rather than Exchange On-Premises following the migration. Examples would include support ticketing systems or Zoom room system resources. Integrations require special consideration and testing may be required before migrating to Exchange Online.
Please note, TimeTrade users will migrate as a separate group, outside of your departmental migration. The targeted migration window for TimeTrade users is during spring break, March 21-29th.
Azure Active Directory used for Exchange Online will not recognize a username (SamAccountName) or User Principal Name for an object if it includes a space. Spaces in usernames or UPNs are very uncommon. Display Name can have spaces.
A check for spaces in UPNs and SamAccountNames is included as part of the automated pre-migration process completed by the Exchange Online project team. Spaces will be reported to be resolved prior to the migration.
Non-mail enabled security groups do not work for full mailbox access and/or send as in Exchange Online. The recommended action is to mail enabling the groups, and hide the groups the GAL prior to the migration.
A check for non-mail enabled security groups will be included prior to migration by the Exchange Online project team. Any non-mail enabled groups will be reported to the IT partner to be resolved prior to the migration.
A team of Exchange Online administrators are available to complete support requests from your department. Submit requests to the IS Service Desk.
Distributed IT groups can request to have a departmental Exchange Online administrator. A Privileged User Agreement is required.
If users are experiencing slowness when using Outlook after migrating to Exchange Online, check if Cached Exchange Mode is disabled in Outlook. Cached Exchange Mode enables a better experience when you use an Exchange account. In this mode, a copy of your mailbox is saved on your computer. This copy provides quick access to your data, and it is frequently updated with the server that runs Microsoft Exchange.
Click File > Account Settings > Account Settings.
Click the Exchange or Office 365 account, and then click Change.
Under Offline Settings, check Use Cached Exchange Mode.
Exit, and then restart Outlook.
Please note, if the user is connecting to over 500 folders, Cached Exchange Mode may not be appropriate. Please see the topic, 500 Folder Limit in Outlook, for more information.
Outlook for Windows has a limit of 500 shared folders. This limit has been in place since cached mode was introduced in 2003. Users running cached mode while attempting to access over 500 folders experience performance and synchronization problems. While running Exchange on-premises, the recommended action for users with access to over 500 folders was to disable cached mode. With Exchange Online, cached mode offers a much better experience. However, if users need access to over 500 folders, running online mode (cached mode disabled) may be required, but will likely result in Outlook feeling slow. For users with access to over 500 folders, the following options are available:
Additional Resources from Microsoft:
Distribution lists are currently remaining on premises. While distribution lists are on premises, users who have migrated to Exchange Online will not have the ability to manage their own distribution lists using Outlook or Outlook on the Web. Group membership can be managed through Active Directory.
Archive and retention policies do not migrate to Exchange Online. The default policy in Exchange Online is set to never archive, ensuing users will not have unexpected archiving of email. Users will be able to re-establish policies of their choice once they have migrated to Exchange Online.
Exchange Online forces a 30 day retention policy on the Junk email folder. Any email stored in the Junk folder will be deleted automatically after 30 days.
There are limitations on shared calendars, Send As, and Send on Behalf functionality between accounts that have migrated to Exchange Online and those yet to migrate. Migrations will be completed by department to help reduce these known limitations. The limitations will resolve as Exchange resources migrate to Exchange Online.
Shared calendars between migrated and non-migrated Exchange accounts may not function as expected. Non-migrated Exchange users may have limited ability to see the full details of a shared calendar for users/resources that have been migrated, instead seeing only free/busy information. Accounts that have been migrated will be able to interact with non-migrated accounts.
A majority of users will need to re-configure email on their mobile device after migrating to Exchange Online. Resources are available under Device Setup.
Users may get the duplicate folder Archive1 if you had an existing Archive folder. If newly archived email is being moved to the Archive1 folder, follow the steps provided by Microsoft:
Access and permissions to items like shared calendars can take time to resolve on the day after the migration to Exchange Online. In most cases, these issues will resolve themselves in the first half of the day after the migration. If user are having issues accessing a shared resource after the migration, please let the Exchange Online Migration team know. The team will verify the resource and permissions have migrated successfully and monitor the issue until it has been resolved.