Outlook 365 Migration

In early 2015 Baylor began offering access to Microsoft Office 365 Pro Plus Suite. However, the cloud-based Outlook 365 email was not active in Baylor's initial launch of Office 365. We are pleased to now note that Baylor has begun migrating email accounts from our local Exchange server housed on campus to Microsoft’s cloud-based Outlook 365. This migration started with student accounts in the fall or 2015.

To ensure a smooth migration, email communications with important details will be sent to each account holder prior to the migration. The FAQs below are provided to provide additional information. Contact the Help Desk at (254) 710-4357 if you have any concerns or questions about this new service.

For your convenience, the FAQs have been separated into two categories: Before Migration and After Migration.

Frequently Asked Questions

Outlook 365 (Before Migration)

1. What is Outlook 365?
2. What are the benefits of Outlook 365?
3. When will the migration take place?
4. Can I still use Outlook locally on my Windows computer?
5. Can I still use Outlook locally on my Mac?
6. Can I still use the Mail app on my Mac?
7. What do I have to do before the migration takes place?
8. How do I know whether my copy of Office 2010 has Service Pack 2?
9. How do I upgrade to Office 2016 from Office 2010?
10. Will I be able to access the emails that are currently in my inbox after the migration?
11. How will I know my mailbox has been migrated?
12. What will happen to the rules I have for my email?
13. Will I still have access to Public Folders?
14. On a PC, how do I know if I am using a Public Folder?
15. On a MAC, how do I know if I am using a Public Folder?
16. Can I still use Personal Folders (.pst files)?
17. What are the security protections for the Baylor data stored in the Cloud?
18. Will Tasks and Notes be moved to the cloud when my email moves?




Outlook 365 (Before Migration)

1. What is Outlook 365?
Outlook 365 is Microsoft's hosted email and calendaring solution that delivers the capabilities of our current email environment, but as a cloud-based service bringing additional benefits as described below. Cloud-based means that the servers and data storage supporting the system are hosted at Microsoft data centers across the United States, rather than in the Baylor data center.

2. What are the benefits of Outlook 365?
In recent years, students, as well as faculty and staff, have expressed that the size of their mailboxes was not meeting their needs. A much larger mailbox is one of the benefits of Outlook 365. These benefits include:

  • 50 GB of mailbox space to support sending, receiving, and storing of multimedia files, large pdfs, and increasing numbers of messages in your mailbox where they are accessible from all email-capable devices.
  • 150 MB message size which will accommodate several attachments of up to the maximum size of 25 MB. (The current message size limitation of our on-premise email system is 25 MB.)
  • Availability of the enhanced functionality and features of the latest Microsoft email versions.
  • Financial savings for the university through Microsoft's Outlook 365 cloud email offering to higher education as compared with the cost of licenses and equipment to run the current on-premise Exchange email system.
  • Improved disaster recovery/business continuity provided by storing Baylor email in Microsoft's network of world-class data centers throughout the United States.

3. When will the migration take place?
Migration began with students in the fall of 2015. Faculty and staff will follow in the spring of 2016.

4. Can I still use Outlook locally on my Windows computer?

  • Office 2016: Yes
  • Office 2013: Yes
  • Office 2010: Yes, but an update is required. Your computer must have Office 2010 Service Pack 2 (SP2): 14.0.7015.1000 in order for it to be used after the migration. The Outlook Application will no longer work in Office 2010 versions lower than 14.0.7015.1000. To update Office 2010 to Service Pack 2, click here. See Question #7 below for information about updating your Office software to version 2016.

5. Can I still use Outlook locally on my Mac?

  • Outlook 2016: Yes
  • Outlook 2011: Yes, but an Office update is required. ITS recommends upgrading to Office 2016. See Question #7 below.

6. Can I still use the Mail app on my Mac?
You may continue to use Mail, but you will have to recreate your account profile. Additional information for the Mail app can be found here.

7. What do I have to do before the migration takes place?
Check to see which version of Microsoft Office you have. If you have 2010, see Question #8. You will receive email communications prior to the migration of your mailbox.

8. How do I know whether my copy of Office 2010 has Service Pack 2?
To determine whether a service pack has been applied to your Microsoft Office 2010 suite, just check the version number:

  • Version number of the original RTM release of Office 2010: 14.0.4763.1000
  • Version number of Office 2010 Service Pack 1 (SP1): 14.0.6029.1000 or later
  • Version number of Office 2010 Service Pack 2 (SP2): 14.0.7015.1000 or later
Outlook 365 Office SP

9. How do I upgrade to Office 2016 from Office 2010?

  • Students: Uninstall Office 2010 from your computer and go to: portal.office.com and log in with your full email address to download Office 365.
  • Faculty/Staff: Uninstall Office 2010 and go to the Software Installer page to download Office 2016.
Contact the Help Desk at 254-710-4357 for assistance.

10. Will I be able to access the emails that are currently in my inbox after the migration?
Yes. All emails, contacts, calendar, and other folders in your mailbox will be included in the migration. The folder structure within your mailbox will be retained in the move to Outlook 365.

11. How will I know my mailbox has been migrated?
You may continue to use your Outlook Office application during the migration. You will receive a notification from the administrator that changes have been made to your account. You will not lose any email files, folders, calendar information or contacts. You will need to restart or reconnect to Outlook. Outlook 365 Admin Notice

12. What will happen to the rules I have for my email?
Your rules will migrate along with your mailbox.

13. Will I still have access to Public Folders?
Public Folders and resource accounts are available in the cloud; however, the "Send As" feature for a Public Folder or resources account (such as a conference room) will not work once your personal account is moved to the cloud. This is a temporary issue until the migration is completed for all faculty/staff personal accounts. Permissions for Public folders and resource accounts (which includes the "send as" feature) will be moved at the end of the faculty/staff migration.

14. On a PC, how do I know if I am using a Public Folder?
If you correspond with an email account, other than your own Baylor email account, you are either using a Public Folder or a Resource account. To determine if you are using a Public Folder, while in Outlook select the Home tab and click on the "Address Book" icon on your toolbar and access the Global Address List. Enter the account name. If the account name is displayed in bold with a small folder beside it, then it is a Public Folder (email) account. If it comes up with a small head icon, not bolded, then it is a Resource account. See the example below: Resource vs Public Folder

15. On a MAC, how do I know if I am using a Public Folder?

  • Ensure that your account setting for "Directory Service" in Outlook is set to Mac-GC-1.baylor.edu.
  • In Outlook, select the Home tab and click on the "address book" icon on the toolbar (for version 2016) and change "in" to "Public Folders-LDAP." In Outlook 2010 the "Contacts search" button will yield the same results/process.
  • Enter at least the first 3 letters of the email account name in the search box. Press enter.
  • If the account name comes up, it is indeed a public folder, if not, it is a resource account.

2010 Outlook 365 PF Mac 2010
2016 Outlook 365 PF Mac 2016

16. Can I still use Personal Folders (.pst files)?
If you are using the full Outlook version (not OWA), you may access your current Personal Folders (.pst files) and create new Personal Folders. For information about working with Personal Folders, see: Creating a Personal Folder.

17. What are the security protections for the Baylor data stored in the Cloud?
Baylor owns the data in the cloud and Microsoft will not provide access to the data even with legal subpoena. It must come through Baylor. For more information regarding privacy, ownership and FERPA, click here.

18. Will Tasks and Notes be moved to the cloud when my email moves?
Yes, Tasks and Notes move to the cloud with your email and calendar.

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