Microsoft 365 - Email Migration

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Introduction

Over the summer of 2021, Texas A&M Technology Services will be migrating all local Exchange email accounts to the cloud. This process will take place over several months. Each department's IT group will determine when their department's Exchange accounts will be migrated. When your Texas A&M Exchange account is migrated into the cloud, the transition should be relatively seamless, and new features should be available. If you do experience issues with this migration, there are some steps you can take to correct these issues.

Checking your email online

Staff and Faculty

  • Staff and faculty who have not had their Exchange accounts migrated to the cloud will check their email at https://exchange.tamu.edu.
  • Staff and faculty who have had their Exchange accounts migrated to the cloud will check their email at https://outlook.office.com.

If you receive an error message or a redirect link when visiting https://exchange.tamu.edu, then your account has likely been migrated, and you should attempt to log into https://outlook.office.com. If you are unable to log into either webpage, there may be an issue with your account. Please contact Help Desk Central at 979.845.8300 for assistance.

Student Workers

Most student workers no longer have email delivered to their Exchange mailbox. They will still be able to access previously delivered messages by logging into either https://exchange.tamu.edu or https://outlook.office.com. If their account has been migrated, then they will receive an error message stating "something went wrong" when logging into https://exchange.tamu.edu and should log into https://outlook.office.com instead.

Checking your email using an email client

If you have been migrated, make sure that your email configuration is correct. In some cases, this will be completely automated, but in others, it may require manually updating some settings or possibly adding a new Exchange account and deleting the old one. When checking your email configuration, make sure the following values are present:

  • Email address: This will usually be YourNetID@tamu.edu, but it may be YourNetIDAlias@tamu.edu if you send email from an address different from your NetID.
  • User name: YourNetID@tamu.edu Your username will ALWAYS be YourNetID@tamu.edu.
  • Server: outlook.office365.com

Windows

Outlook - You can make sure your account is configured properly in Outlook for windows by:

  1. Click File.
  2. Select your Exchange account from the account selection menu at the top.
  3. Verify that https://outlook.office365.com/owa/tamu.edu/ is listed under Account Settings in the section Access this account on the web.

Windows Mail - Windows Mail does not allow you to directly view the server settings for your account, but you are able to verify the email address, user name, and password that is being used to connect to the mail server.c

  1. Click the gear icon in the lower left of the Windows Mail main window.
  2. Click Manage Accounts.
  3. Click on your Exchange account.
  4. Verify that the email address is correct and that the user name is your NetID@tamu.edu.
  5. Click Save. If you are still unable to receive email sent since your account was migrated, you will need to remove and re-add the account.

macOS

Outlook - Microsoft has a new version of Outlook for Mac. Features of the new Outlook can be found on Microsoft's website.

You can view your server settings for Outlook for Mac by:

  1. Click Outlook.
  2. Click Preferences.
  3. Click Accounts.
  4. Select your Exchange account.
    1. Verify your E-mail address.
    2. Verify your User name.
  5. Click on Advanced....
  6. Verify that the Microsoft Exchange Service listed begins with https://outlook.office365.com.

Apple Mail - Apple Mail does not provide a convenient way to verify your server setting information. If you are not receiving email sent to you since your migration, you should remove and re-add your Exchange account using the information provided at the top of this document.

iOS

Outlook Mobile App - The Outlook Mobile App for iOS does not give direct visibility to the email settings being used. However, you can view which account is being used and the account type by:

  1. Click the user icon in the upper left.
  2. Verify that the account type is Office 365.
  3. Click the gear icon at the bottom left.
  4. Click the TAMU Email account under Mail Accounts.
  5. Verify that the email listed is your @tamu.edu email address. If it is not, you will need to delete and re-add the account.

iOS Mail - You can view the Exchange settings for the default iOS mail app in the iOS Settings application by:

  1. Click on Settings.
  2. Click on Mail.
  3. Click on Accounts.
  4. Click on your Exchange account.
  5. Click on the account name.
  6. Verify that the Service listed is outlook.office365.com. If it is not, click in the Server field and enter outlook.office365.com.

Android

Outlook Mobile App -The Outlook Mobile App for Adroid does not give direct visibility to the email settings being used. However, you can view which account is being used and the account type by:

  1. Click the user icon in the upper left.
  2. Verify that the account type is Office 365.
  3. Click the gear icon at the bottom left.
  4. Click the TAMU Email account under Mail Accounts.
  5. Verify that the email listed is your @tamu.edu email address. If it is not, you will need to delete and re-add the account.

Android Mail - Every Android manufacturer's default email client behaves slightly differently, and specific instructions for all versions is not practical. However, if you are using the Gmail app that is provided on Most Android phones, you can verify your account settings by:

  1. Click on the sandwich menu in the top left.
  2. Click on Settings at the bottom.
  3. Choose your TAMU Account.
  4. Scroll to the bottom.
  5. Click on Incoming Settings below the Server Settings section. You will be able to see your server information. Verify that the server listed is outlook.office365.com.
  6. Verify that you are able to receive email. If you are not, you will need to delete and re-add the account.

Administering Exchange Distribution Group

  • During the account migration, distribution group owners will be unable to add and remove members of distribution groups. This is because the owner and the membership of distribution groups may be divided between accounts hosted in the cloud versus accounts which have not been migrated to the cloud yet.
  • To have individuals added to or removed from distribution groups during the migration period, an Exchange Administrator must do so. Contact your local Exchange Administrator for assistance.

Shared Mailbox access

In general, you should be able to access shared mailboxes normally in either Outlook or online.

Shared Mailbox access online

If the shared mailbox has not been migrated to the cloud, you can access the shared mailbox online at the URL https://exchange.tamu.edu/owa/shared-malibox-address.

  1. Go to the URL https://exchange.tamu.edu/owa/shared-mailbox-address/.
    Example: For a shared mailbox address of example@tamu.edu, the URL would be https://exchange.tamu.edu/owa/example@tamu.edu/. 
  2. Log in with your NetID@tamu.edu and your NetID password. Authenticate via Duo if prompted.

You can access a shared mailbox that has migrated to the cloud in the same manner, but using the cloud URL.

  1. Go to the URL https://outlook.office.com/mail/shared-mailbox-address/.
    Example: For a shared mailbox address of example@tamu.edu, the URL would be https://outlook.office.com/mail/example@tamu.edu/. 
  2. Log in with your NetID@tamu.edu and your NetID password. Authenticate via Duo if prompted.

Shared Mailbox access on mobile devices

Microsoft recommends using the Outlook mobile application for mobile devices (Android, iOS, ipadOS, etc.) to access shared mailboxes.

  1. Open the Outlook mobile app.
  2. Click the account icon in the upper left corner.
  3. Click the add mailbox icon in the left sidebar.
  4. Click on Add Shared Mailbox.
  5. Enter the email address of the shared mailbox you need to access.
  6. Click the shared mailbox's account icon in the left sidebar.
  7. Verify that you now have access to the shared mailbox.

In order for an individual without an Exchange or Microsoft365 mailbox to access a shared mailbox, including student worker special purpose mailboxes, they will need to be added to Exchange as an Exchange Contact before following the above directions. Details on accessing a shared mailbox without an Exchange account can be found in Shared Mailbox Access for Users Without an Exchange Account.

Additionally, if the shared mailbox has not yet been migrated to the cloud, you will be unable to connect to it using the "New Outlook" that may be available to you. When attempting to add a non-migrated shared mailbox to the new outlook, you will be presented with a dialog offering to switch back to the standard version of Outlook or to acknowledge and continue without adding the shared mailbox. If you choose to acknowledge and continue without adding, you will still be able to access the shared mailbox online via the instructions above.

 

Calendars

Published calendars

After migration, all published calendars must be republished. This is needed to generate a new published calendar link.

Shared calendars may need to be re-shared.

Public Folder calendars

Public Folders have limited client support in the cloud. They are fully supported on Outlook for Windows, but not on Outlook for the Web or Outlook for Mac. If you have users who regularly use public folders from a client that is not supported after the migration, we recommend considering alternative options. For example, if you use a public folder as a calendar you could use a shared mailbox calendar instead. Shared Mailbox Calendars in the cloud can be added to the Outlook Mobile app, which can't be done with Public Folder calendars.

General Troubleshooting

Turning off Focused Inbox

  • Outlook on the web
    • Click Settings at the top of the page.
    • Move the Focused Inbox toggle to off in the Settings pane.
  • Outlook for Windows
    • Select the View tab.
    • Select Show Focused Inbox. This will toggle Focused Inbox off or on.
  • Outlook for Mac (Classic version)
    • Click the Organize tab.
    • Select Focused Inbox to toggle the Focused Inbox on or off.
  • Outlook for Mac (New Outlook)
    • Click View.
    • Click Turn on Focused Inbox to toggle Focused Inbox on or off.

If you are not seeing your email

  1. Restart your mail client - Your mail client (Outlook, Mac Mail) should see the change and automatically adjust. If it does not, restarting the mail client may force it to update its information.
  2. Verify your email settings as outlined above. You may be able to manually adjust your email server settings to use outlook.office365.com as your email server, but you may need to remove and re-add your account as outlined above.

If you are having trouble with your calendar

  • If you have published your calendar, you will need to republish the calendar to generate a new published link. 

Details

Details

Article ID: 1088
Created
Wed 2/19/25 2:36 PM
Modified
Mon 3/24/25 9:51 AM