Office 365 Email and Calendaring Migration Project <<YOUR DEPARTMENT>> Office 365 Email and Calendaring Migration Project Project Introduction for Department Staff <<MONTH / YEAR>>

What Are We Doing and Why? 3 WHAT: <<Your Department>> is adopting the use of the UW Office 365 Email as the standard tool for email and associated calendaring Retiring the use of Alpine (aka Deskmail) WHY: The UW is retiring the Alpine/Deskmail email system and it will no longer be supported Will greatly simplify the process of finding contacts and coordinating meetings by having everyone on the same system Opportunity to use a more modern and robust email and calendaring solution

What’s Changing and What’s Not? 5 CHANGING: Alpine users will change to the use of the web-based Office 365 Email tool to access email New icons on PC’s available to access Office 365 Email (aka Office 365 Outlook Web Access (OWA)) More comprehensive address list of email users with more information about contacts Easier access to email and calendar by phone Adjusted names conference rooms and shared calendars to fit within UW naming conventions NOT CHANGING Email addresses of “uw.edu” and “u.washington.edu” remain unchanged PC users who use Outlook on their PC today may continue to use Outlook The Office 365 Email migration project is not changing version of Windows or other Microsoft products you use today. “Mailman” distribution list content and management process Implementation of other applications available in Office 365 is not within the scope of the Office 365 Email and Calendaring migration project.

What will the Office 365 Email look like? 4 For users accustomed to using Alpine, the Office 365 Email web access will look as shown below (accessed by icon on desktop or via any internet web browser) May already be familiar to people with personal Microsoft “hotmail” or “outlook.com” accounts. Note: People who use Outlook to access their email on their own PC can continue to use it to access Office 365 Email or use the web-version displayed here.

When is the Change being done? 9 <<your department>> is moving groups of departments at a time. Our department will begin using Office 365 email on <<go-live date>> - our “go-live” date Automated copying of emails and calendars (if applicable) from the old system will begin two weeks prior Final migration processes to Office 365 Email will begin on the Friday prior to our go-live starting at <<cutover time>> and be complete by <<go-live date>>

Training Plans 9 Training needs will vary based on how you access and use email and any applicable calendars. Training will consist of: Self-serve short training videos and job aids Topics are modular in nature so you can focus only on the topics applicable to your needs Focus on the content is on “what is new” and/or related pre- and post- migration steps Extensive FAQ list available Project Liaisons within your department may also be a resource for specific questions or topics

Communication and Help Resources Site 10 Internal project information site will allow you quick and easy access to information you need. <<your website>>

“Heads Up” on some Pre and Post Migration Checklist Items 6 PRE-MIGRATION Browse available training and help resources and be familiar of how you will access and use Office 365 Email Alpine Folders – removing special characters from folder names (at least 2 weeks prior) Do not request changes to your UW Net Id (password OK) Update information in Workday so your displayed name and other information appear as desired in the Office 365 Email directory for UW. Pre-migration exporting email contacts from Alpine or Outlook – see instructions for exporting and saving them. (OPTIONAL) POST-MIGRATION One-time set-up for web-based access (language and time zone selection) Outlook Users will need to follow some simple steps the first day of go-live to run a program to “configure” their Outlook to see Office 365 Email. Be aware of any changes to methods of updating shared calendars or reserving conference rooms/equipment Configure your smartphone to access Office 365 Email (OPTIONAL) Re-set up signature line (OPTIONAL) Import any contacts saved prior to migration (OPTIONAL) Verify accuracy of calendar migration (OPTIONAL) Granting permissions to view your calendar details (OPTIONAL)

15 QUESTIONS? If you have questions please contact our department-designated liaisons for this project: <<list names here>> Project Information Site: <<your website>>