Microsoft Office 365 Migration FAQ

Why is MSU moving to Microsoft Office 365 for email, and what are the benefits?

Michigan State University is migrating from our current email system (mail.msu.edu) to Microsoft Office 365 (https://spartanmail.msu.edu) to provide more robust email features, an improved web interface, and better access from a range of devices. In addition, MSU’s current legacy email system has reached its capacity.

The migration to Office 365 also enables Office Pro Plus software for personal use based on MSU’s Enrollment for Education Solution licensing agreement with Microsoft.

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Who will receive Office 365 accounts?

All undergraduate students were transitioned to Office 365 email in the summer and fall 2015. Remaining students will transition in 2016. Office 365 email accounts will use students’ current email addresses.

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Will faculty and staff have access to Office 365?

The first migration phases are aimed for students. Following the transition of students, MSU will consider opening Office 365 to interested academic and administrative units.

If you are currently a student and also a faculty or staff member, your student status will take priority in determining when you receive an Office 365 account.

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What if I don’t know what email service I should be using?

The current email site, mail.msu.edu, will direct you to the proper mail service after you have submitted your NetID.

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How will I know when my email will be migrated to Office 365?

People whose accounts are scheduled to be migrated will receive several messages from the MSU IT Service Desk ahead of their transition.

There will be message a month, a week, and a day in advance of the migrations, as well as a message upon completion of the migration. These messages will contain instructions on setup, passwords, and account information.

If it’s detected that you have messages larger than 35MB in your MSU email, you will receive another message prior to your migration telling you to save any large messages you wish to keep, as they won’t be migrated into Office 365.

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What do I need to do before I am migrated to Office 365?

A week or two before you are migrated to Office 365, it is recommended you change your MSU NetID password so it is synced with your Office 365 password. It may take up to 5 minutes to sync your passwords.

Read tips for creating a secure password.

You will receive an email from the IT Service Desk on the day of your migration explaining your email migration will be schedule between 10 p.m. that day and 7 a.m. the next day. Use of your email is not recommended during that scheduled migration period.

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How do I get my email once I’ve been migrated to Office 365?

Email can still be accessed through mail.msu.edu. You will be routed to the correct website service based on the role associated with your MSU NetID. Once you have an Office 365 account, you may also log in at spartanmail.msu.edu.

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What do I need to do after I am migrated to Office 365?

Once migrated, you should reconfigure any of your desktop and mobile email clients for use with Office 365 at spartanmail.msu.edu. See the MSU Office 365 Student Email article for instructions.

You should also configure any mail settings within Office 365, including resetting forwarding preferences (e.g., forward to Gmail), reentering signature lines, and repopulating contact information.

With your MSU Office 365 account, you are eligible to use the university’s Office Pro Plus personal license. When you log into your Office 365 account, you’ll see the option to download Office Pro Plus. Follow the directions to take advantage of this MSU-licensed software.

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How much will this cost students?

There is no charge for individual MSU students to use the Microsoft Office 365 email service.

In addition, student costs at MSU will not go up as a result of moving email to Office 365.

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How much mailbox space will students have?

Each Office 365 email mailbox has a quota of 25GB or the Microsoft service limit.

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What will the maximum allowed attachment size for messages be?

The maximum allowed attachment size is 25MB or the Microsoft service limit.

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Are Registered Student Groups (RSOs) eligible for Office 365 email?

Accounts for RSOs would be set up the same as individual email accounts.

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Will forwarding to other email accounts be available?

Yes. Students will need to set up their email forwards after transitioning to Office 365 email.

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Are cloud services (systems made available on demand via the Internet from a third party) safe?

Yes, with proper terms of service like MSU arranged for Microsoft Office 365 email.

Microsoft’s Enterprise Agreement for Office 365 provides compliance with the Family Educational Rights and Privacy Act (FERPA) and Health Insurance Portability and Accountability Act (HIPAA). This means student and health information are protected and onshore data storage is ensured.

Office 365 customer data belongs to individuals and they can export their data at any time.

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