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

2. What Are We Doing and Why?3
WHAT:
<<Your Department>> is adopting the use of the UW Office 365 as the standard tool for and associated calendaring
Retiring the use of Alpine (aka Deskmail)
WHY:
The UW is retiring the Alpine/Deskmail 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 and calendaring solution

3. What’s Changing and What’s Not?5
CHANGING:
Alpine users will change to the use of the web-based Office 365 tool to access
New icons on PC’s available to access Office 365 (aka Office 365
Outlook Web Access (OWA))
More comprehensive address list of users with more information about contacts
Easier access to and calendar by phone
Adjusted names conference rooms and shared calendars to fit within UW
naming conventions
NOT CHANGING
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 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 and Calendaring migration project.

4. What will the Office 365 Email look like?4
For users accustomed to using Alpine, the Office 365 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 on their own PC can continue to use it to access Office or use the web-version displayed here.

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

6. Training Plans 9
Training needs will vary based on how you access and use 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

7. Communication and Help Resources Site10
Internal project information site will allow you quick and easy access to information you need.
<<your website>>

8. “Heads Up” on some Pre and Post Migration Checklist Items6
PRE-MIGRATION
Browse available training and help resources and be familiar of how you will access and use Office 365
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 directory for UW.
Pre-migration exporting 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
Be aware of any changes to methods of updating shared calendars or reserving
conference rooms/equipment
Configure your smartphone to access Office 365 (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)

9. 15
QUESTIONS? If you have questions please contact our department-designated liaisons for this project: <<list names here>>
Project Information Site:
<<your website>>