Email Migration - Exchange to Office 365

Migration Process

[Note: The Voicemail information in this article does not apply to students.]
The first step in that process is to change your voicemail from Exchange based Unified Messaging to Cisco based Unity. After your voicemail configuration has been changed over to Unity, you will be able to login to the Cisco Personal Communications Assistant (PCA) to configure a new PIN as your old PIN will no longer work and check your voicemail box from the web.

The next step will involve transferring and synchronizing your on-premise mailbox to Office 365. This will all happen behind the scenes and will have no impact on your day to day email/calendar/contact activities. Once the data has been transferred and synchronized, a cut over will be scheduled to occur after hours. An email will go out to inform you when this cut over is scheduled to happen.

Setup Resources

 

Voicemail

UIS uses the Cisco Personal Communications Assistant for users voicemail. In this section we will cover how to record your name, set your PIN and record you standard greeting.

Setting Up Cisco Personal Communications Assistant Voicemail

  1. Open a web browser and go to https://unity1.uis.edu/ciscopca/home.do
    • If accessing from off campus be sure to use the UIS VPN
  2. Login in with your NetID and Password
  3. Click on Messaging Assistant
  • Recrded Name
    • Cisco Personal Communications Assistant's Player | Highlighting the Play, Stop and record ButtonsThe Recorded Name is used when no personal greeting has been recorded
    1. Click the record button on the Cisco Personal Communications Assistant player in the middle of the page
    2. State your name and then click the stop button on the Cisco Personal Communications Assistant player
    3. Review the Recorded Name by clicking the play button on the Cisco Personal Communications Assistant player
    4. If satisfied with the how the Recorded Name sounds click  Save at the bottom of the page
      • If you are not satisfied with how the Recorded Name sounds then re-record your name until satisfied
  • Set / Change PIN
    • The PIN is required when accessing voicemails from a handset
    1. Click on the Passwords menu then choose Change PIN
    2. In the text box next to New PIN: type your desired PIN, must be at least six digits
    3. In the text box next to Confirm New PIN re-type your desired PIN
    4. Click Save
  • Set/Record Desired Greeting
    • The Cisco Personal Communications Assistant has several types of predefined greetings. Click on the name of the greeting to record your personalized greeting.
    1. Click on the Greetings menu then choose View Greetings
    2. Next in the table of greetings click on Standard to record a personalized standard greeting
    3. On the Standard Greeting  page select the option next to My Personal Recording
    4. Cisco Personal Communications Assistant's Player | Highlighting the Play, Stop and record ButtonsNext record your greeting by pressing the record button on the Cisco Personal Communications Assistant player in the middle of the page
    5. Once you are done recording your greeting click the stop button on the Cisco Personal Communications Assistant player in the middle of the page
    6. Review your personalized greeting by pressing the play button on the Cisco Personal Communications Assistant player in the middle of the page
    7. If satisfied with the personalized greeting click the Save button at the bottom of the page
      • If you are unsatisfied with the personalized greeting then re-record and review until satisfied
    8. If you have chose a greeting other than the Standard greeting to record be sure to go back to View Greetings from the Greeting menu and check the box next to the greeting that was personalized and check the enable box next to that greeting and click Save

 

Email

Outlook

  • If Outlook was left open when the finalization occurred, it will need to be restarted.
  • If/when prompted for a username/password when using Outlook/Skype, please use the username format NetID@uisad.uis.edu along with your current password as well as checking the box to remember your password.
  • Outlook for macOS users will need to go to the Outlook menu, Preferences, Accounts and locate your UIS Email and change the Username to be in the format of NetID@uisad.uis.edu. If prompted for AutoDiscovery click Accept then Quit Outlook and then re-open it. If prompted for the AutoDiscovery Accept it and then Sync maill account.

Mobile

After migration has been completed the simplest way to ensure that you are getting your email on your mobile device is to remove the account from the device and then set it up again.

Android
Removing Mail Account
  1. Open the Gmail app on your Android Device
  2. Tap the Account Profile option in the upper right corner of the screen
    • This is either a profile picture or an initial
  3. Select Manage accounts on the this device
  4. Select your UIS account that your would like to remove from your device
  5. Tap the Remove account button on in the middle of the screen.
Setting Up Mail Account
  1. Open the Gmail app on your Android Device
  2. Click the Account Profile option in the upper right corner of the screen
    • This is either a profile picture or an initial
  3. Select Add another account
  4. Choose Exchange and Office 365
  5. Type in your UIS email address and tap Next
  6. You will be redirected to a Microsoft screen that you will tap the option for  Work or school account [There is a possibility that this screen may be skipped]
  7. Next you will be taken to the UIS login page for Office 365, here you will type in your current UIS password and tap Sign in
  8. Your account is now setup. To access you UIS email tap Done
    • You may need to tap the Account Profile option in the upper right corner of the screen and choose you UIS account to see your UIS email.
iOS
Removing Mail Account
  1. Go to Settings
  2. Locate and tap on Mail in the left column
  3. in the right column locate and tap on Accounts
  4. Locate and tap on your UIS Exchange Account
  5. Then tap Delete Account and confirm my tapping Delete from My iPad
Setting Up Mail Account [Video walk-through]
  1. Go to Settings
    iOS Home Screen Highlighting the Preferences App
  2. Locate and tap on Mail in the list of settings
    iOS Settings Highlighting the Mail Settings
  3. In the right column locate and tap on Accounts
    iOS Mail Settings Highlighting the Accounts option
  4. Tap Add Account
    iOS Mail Settings Add Account
  5. Now tap Microsoft Exchange
    iOS Mail Settings Adding Account Selecting the MS Exchange Option
  6. Type in your UIS Email address then tap Next
    iOS Mail Settings entering account settings for UIS Office 365 Email
  7. Next tap Sign In
    iOS Mail Settings Signing into MS Office 365 Mail for UIS
  8. On the Microsoft screen tap Work or school account
  9. When the login page loads your email address should already be populated and you will type in your UIS Password and tap Sign In
    UIS Login Page for Office 365
  10. After logging in to your account you will need to select the 2FA method for login verification
    UIS Duo 2FA Verfication Method
  11. Once the account is verified select what you would like to sync with your iOS device by toggling the switches to the right of the items then tap Save
    iOS Mail Settings verifying connection to Office 365 Exchange iOS Mail Settings selecting what information to sync between your device and Office 365 Email
  12. Go back to your Home screen and open your Mail app. Your mail may take some time to populate but the most recent messages will start showing right away.
macOS Mail

After an Exchange email box has been moved to Office 365, the server settings in the Mail App need to
be changed to outlook.office365.com.  This document shows how to change those settings.
 
1. Open the Mail App and click Mail>Preferences for the settings.
 macOS Mail Accounts Settings
 
2. Select “Accounts” tab and click “Server Settings”.
3. Uncheck “Automatically manage connection settings” and the Internal and External URL will
appear.
 macOS Mail Accounts Settings updated urls
 
4. Put in outlook.office365.com for the Internal and External URL and click Save.  This will update
the Mail to point to the Office 365 servers.

 

Webmail Access

Accessing Webmail can either be done by going to https://webmail.uis.edu or https://outlook.office365.com

You will be directed to login to your UIS Microsoft Office 365 account and then you will have access to your email.

 

 

 

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Details

Article ID: 2111
Created
Mon 2/22/21 3:20 PM
Modified
Fri 4/22/22 1:50 PM

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