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What to Expect During and After the Upgrade

When the Upgrade Begins

Students Employees

You will receive a final message in your old account notifying you that your e-mail is now being forwarded to the new Office 365 e-mail account. When this occurs you will no longer check your old account for new messages, though you will still have access to it; all new mail will go to the Office 365 account from this point forward, even if you are not yet able to access the account.

While the Upgrade is In-Progress

Students Employees

It will not take very long to create your Office 365 account but it may take a while to migrate your old e-mails. Your previous e-mail password will not work with Office 365. Instead, it will use the same password that you use for Trojan Web Express. When logging into any Office 365 resources, from the Web or from a device, always make sure to use your full e-mail address ( as your username. If you are asked to login using a School or Work account or a Personal account always make sure that you select the School or Work option or button.

Migrating your old e-mail messages from your old e-mail account into your Office 365 account may take a while. This depends entirely on the amount of e-mail that is still stored in your old account and the size of any attachments.

After the Upgrade (Moved to Office 365)

Students Employees
  • Your e-mail address will remain the same
  • Your e-mail password will now be synchronized with your Trojan Web Express password
  • You will also retain:
    • E-mail stored in Outlook desktop software
    • Calendars managed in Outlook desktop software
    • Temporary access to your old e-mail account

All new e-mails will be received at your new Office 365 account. You will still have access to your old e-mail account, for a limited period, to ensure that your information was copied to the new account. We do not recommend that you delete your old account information from your desktop and mobile devices immediately following migration. Take time to verify that your old e-mails have been migrated and note that the migration process takes time and that it may be several hours after your account has been created before you will see the old e-mails.

E-mails that have been migrated from the old system into Office 365 will be located within a specific folder in your new account.

When the process has finished you may login to the service via the Web. Students may begin setting up their desktop clients and mobile devices to connect to their Office 365 accounts. Employees should refrain from setting up their desktop clients until they have been contacted by IT.

Location of Migrated E-mails in Your Office 365 Account


E-mails that have been migrated from your old student e-mail account on the server will be copied to your new account in Office 365. For detailed instructions on how to locate where these messages are stored in your account please visit our Location of Migrated E-mails guide.

Adding Your Office 365 Account to Outlook


Employees should not attempt to setup their new account in Outlook (or any other desktop client) unless instructed to do so by IT staff. Accounts for employees are being migrated on a schedule, by college and division. Whenever possible IT staff will provide direct assistance and additional guidance during the process. Employees will not have an Office 365 account available until their college or division has been migrated over.

Previous E-mails, Contacts, and Calendars Stored in Desktop Clients (Outlook)


The majority of employees with e-mails, contacts, and calendars stored in Outlook will not be required to take additional steps in order to retain those items. Employees with e-mail accounts configured to use a POP connection have downloaded their messages directly into Outlook, which are stored on their office computers. This is the case for most employees.

Some employees may be using what is referred to as IMAP to view their messages in Outlook (or other clients such as Apple Mail). This method does not download and store the messages on an office computer. In such cases employees should mention this to IT staff to receive additional information regarding how to retain these messages. This configuration is rare for most employees.

Contacts in Outlook that existed prior to the migration will still be located only within that version of Outlook and are not synchronized to the Office 365/Exchange account. However, these contacts can be dragged from your local profile directly into your Office 365 account very easily, making them available on other devices that access your account.

Existing Calendars cannot be completely moved into an Office 365 account. Individual events that do not have attendees added can be dragged from the previous calendar to the Office 365 calendar without issue. However, in most cases we do not recommend moving meeting events with attendees as this may cause the original notifications to be re-sent to all attendees and, if there are future updates to that calendar event, they will not be processed.

IT staff are available to provide assistance and answer questions. You may also submit questions about the process via our feedback form.