Microsoft 365 Migration Loyola Law School

 

ITS has compiled the following FAQs to give members of the Loyola Law School community a fully rounded understanding of why the campus is migrating from Gmail to Microsoft and how the migration will affect your work routine. Additional questions and answers will be posted as we conduct pilot migrations and speak with end users.

If you can't find the information you're looking for, please email the ITS Help Desk (helpdesk@lls.edu).

 

Frequently Asked Questions

(A) Background Information

  1. Who made this decision? Why was it made?
  2. What are the benefits of Microsoft 365?
  3. Why are we changing email providers?

(B) General Questions

  1. Can I keep using Gmail?
  2. Will my username and/or password change?
  3. I have multiple email address. Will they all transfer over?
  4. I'm using Thunderbird or a similar third-party email service to access my LLS account. Will my folders etc migrate to Outlook?
  5. I will not be on campus or I will be traveling on July 9. How do I access my emails?
  6. I am a faculty and I am not sure whether my laptop has Office 2016. Can I still access my emails?

(C) Action Items

  1. I have been using Outlook to access LLS Gmail. Do I need to do anything to Outlook?
  2. Do I need to do anything to my computer?
  3. How do I know which version of Office I have on a PC?
  4. How do I know which version of Office I have on a Mac?
  5. What changes do I need to make on my iPhone?
  6. I have an Android. What changes do I need to make on my phone?

(D) How Migration Works

  1. Can I access multiple accounts using Outlook?
  2. Will my labels in Gmail transfer to Outlook?
  3. Will my calendar transfer over?
  4. Will my contacts transfer from Gmail to Outlook?
  5. Will my Gmail customizations transfer?
  6. Will material in Google Suite transfer over?

(E) Post Migration

  1. Some of my Google Contacts does not show up in Outlook. How can I move them to Outlook?
  2. I have both @lls.edu and @lmu.edu email account. Now, I only have access to one. Why?
  3. Will new employees get an Outlook account, a Gmail account, or both?
  4. Where should I store files after migration? Can I still use G Suite?
  5. Will new employees get access to Google Suite?
  6. Will the migration affect my access to TWEN?

 

 

(A) Background Information

Who made this decision? Why was it made?

In fall 2017, Information Technology Services (ITS) formed an ad-hoc committee of 13 members from both front-facing and technical teams to investigate cloud-based enterprise email and collaboration software. The drivers for this investigation were:

  • Migrating from LMU’s current on-premises Microsoft Exchange email server to a cloud-based long-term solution for email and collaboration software (potentially including video conferencing and chat capabilities)
  • Selecting a solution that will ultimately serve all constituents (LMU/LLS students and LMU/LLS faculty and staff) on the same platform for easy collaboration
  • Selecting a solution that provides the most secure and compliant platform
  • Removing the dependency on local hardware and administrative resources

The two major enterprise cloud-based email and collaboration tool providers are Google (Gmail) and Microsoft (Office 365); no other vendors were considered, as only Google and Microsoft met the enterprise cloud-based requirements at this time. Both companies had pre-meetings to discuss LMU's situation and needs, presented to the committee for several hours, and had follow-up discussions.

The ITS Email and Collaboration committee unanimously recommended LMU migrate to Microsoft 365. This decision was accompanied by the overwhelming and repeated sentiment that Microsoft supplied a solution that is enterprise-ready, has fully developed strong security and compliance tools, and is a much better fit for all LMU and LLS constituents.

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What are the benefits of Microsoft 365?

All faculty, staff, and students should see significant benefits as a result of this email migration:

  • Office 365 offers 50 GB mailbox with an unlimited online archive
  • Outlook Online (the web client through MyLLS or email.lls.edu) will constantly be upgraded by Microsoft, and therefore be more secure for end-users and less prone to browser dependence
  • Students and faculty will be on the same email platform and, should they choose, will be able to share calendars and jointly use collaboration tools available within the Office 365 apps, including chat capabilities and Teams
  • All users can install Office desktop version on up to 5 devices, including personal and home computers
  • A seamless collaboration on and between Loyola Law School and the Westchester campus

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Why are we changing email providers?

Google's services work best as a consumer, rather than enterprise, platform. In the context of software and technology, enterprise refers to an institution of some kind, be it a school, a business, an NGO, or even a government. As an enterprise application, Microsoft 365 is designed to meet the needs of an organization (such as Loyola Law School), whereas Gmail is tailored more to the experience of individual users. 

While some Google products are easy to use, they lack the feature-set our faculty and staff have come to rely on, specifically within calendars, delegation, and email organization. In particular, Microsoft's embedded security and compliance protocols are better in line with LMU's. Microsoft 365 offered a complete suite of productivity tools for users but allowed for the better security and system administration.

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(B) General Questions

Can I keep using Gmail?

It is possible to add LMU Outlook to Gmail, but the ITS Help Desk will not troubleshoot any issues, in part because this is not a secure connection. Detailed information on server settings will be available soon. 

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Will my username and/or password change?

No.

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I have multiple email addresses. Will they all transfer over?

It depends on what you mean by multiple email addresses. Aliases, for instance, are not actually different email addresses, because they go to the same place. What's an alias? If your name is Jane Doe, you might have jane.doe@lls.edu and jdoe@lls.edu. These are not technically separate email addresses, because they go to the same inbox. This is what makes them aliases. Your aliases will all transfer to Outlook.

If you mean you have access to more than one account, say your personal @lls.edu and a generic/department account, the short answer is, yes, these will both transfer. However, you'll have to take action to access both of them. To learn how to do that, read this.

I'm using Thunderbird or a similar third-party email service to access my LLS account. Will my folders etc migrate to Outlook?

No. Only material in Gmail will migrate to Outlook. You can continue using Thunderbird for your LLS email once it migrates, but ITS will be unable to provide support in the event something goes wrong with your setup. Click this link for the information you'll need to set up a POP or IMAP to continue using Thunderbird after migration. 

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I will not be on campus or I will be traveling on July 9. How do I access my emails?

You can access your email using Outlook Online (the web version) via MyLLS or mail.lls.edu until you return to campus, at which point you should contact the Help Desk (213.736.1097 or helpdesk@lls.edu) if you're having trouble accessing Outlook on your Law School computer. 

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I am a faculty and I am not sure whether my laptop has Office 2016. Can I still access my emails?

No problem. You can access your email using Outlook Online (the web version) via MyLLS or the direct link, mail.lls.edu.

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(C) Action Items

I have been using Outlook to access LLS Gmail. Do I need to do anything to Outlook?

Yes, you do. You need to add a new Outlook profile and mark this profile as the default. On July 9, ITS staff will be available to perform this for you. If you prefer, we have created a DIY guide that you can follow.

NOTE: You cannot do this before July 9.

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Do I need to do anything to my LLS-issued computer?

Yes. Make sure you have Office 2016 installed. Over the past few weeks, ITS has personally reached out to many faculty and staff to perform this upgrade. If you don't know which version of Office is installed on your computer, refer to "How do I know Which version of Office I have on my Windows computer" or "How do I know which version of Office I have on my Mac?" below. 

If you'd like to upgrade you computer yourself to Office 2016, use the following instruction:

Before July 9
  • Go to portal.office.com
  • Log in usingfirstname.lastname@lls.edu
  • You will be prompted to enter your username and password
  • Once logged in, click "Install Office apps" on the top-right, below the Search field
  • Follow the instructions
After July 9
  • Go to mail.lls.edu
  • Log in if you aren't already
  • Click the Office 365 icon on the top-left
  • Follow the instructions

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How do I know which version of Office I have on my Windows computer?

It is very easy to check which version of Office is installed on your Windows computer. Just follow the instructions in this PDF: Check Your Version of Office

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How do I know which version of Office I have on my Mac?

Office for Mac 2016 and Office for Mac 2011 look very different from one another. You should be able to easily tell the differences between the two by simply looking at them. If you have Office 2016, your Outlook icon is blue. In Office 2011, the Outlook icon is yellow. 

Here are some screenshots of Office for Mac 2011:

Here are some screenshots of Office for Mac 2016:

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What changes do I need to make on My iPhone?

IMPORTANT: Do the following on or after July 9, after your email account is migrated.

This depends on how you receive email on your phone. If you don't get LLS email on your phone and aren't interested in setting it up, feel free to ignore this question.

  • If you have been using the Gmail app, you can delete it or remove the LLS account. Then download the Outlook app from the App Store and log in using your LLS credentials.
  • On your iPhone's built-in Mail app, you can delete your existing account and create a new account 

For detailed instructions, read: Loyola Law School Apple device post-migration account set up

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I have an Android. What changes do I need to make on my phone?

IMPORTANT: Do the following on or after July 9, after your email account is migrated.

If you don't get LLS email on your phone and aren't interested in setting it up, feel free to ignore this question.

  • If you have been using the Gmail app, you can delete it or remove the LLS account. Then download the Outlook app and log in using your LLS credentials.
  • On your Android's built-in Mail app, you can add a new account (select Exchange, enter your LLS username and password)

For detailed instructions, read: Loyola Law School Android device post-migration account set up

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(D) How Migration Works

Can I access multiple accounts using Outlook?

Gmail users know it's relatively easy to access multiple accounts from a single interface by logging into more than one account and using a drop down menu to toggle between them. Those with access to generic (departments, committees, etc) accounts may need to access multiple accounts simultaneously for work. There are two ways to do this on Outlook:

  1. Contact ITS on migration day (there will be ITS representatives in blue t-shirts roaming campus) and request a generic/department account be mapped to your desktop Outlook application. Once ITS completes the mapping, you'll be able to access your personal account and the generic account from the same interface.
  2. Follow these steps to access multiple accounts using Outlook Online (it's very similar to how it's done in Gmail):
    • On the top-right of the window, click your initials or avatar picture
    • Select "Open another mailbox"
    • Enter the email address and login credentials
    • The account will open in a new tab

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Will labels in Gmail transfer to Outlook?

Yes. Gmail labels will turn into folders in Outlook. If you have emails with multiple labels, Outlook will create multiple copies of the emails and place them in all the appropriate folders.

NOTE: If there are any tags associated with an email, those tags will supersede any other labels that may be associated with it.

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Will my calendar transfer over?

Yes. Lamentably, some things will be lost in translation, such as responses to meeting invitations. The meeting will be on your Outlook calendar, but invitees responses won't transfer over. If you have more than one Gmail account, the safest bet is to copy your LLS calendar to another, non-LLS account, so you still have all the information safely on a Google calendar. 

Shared calendar settings will transfer to Outlook.  

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Will my contacts transfer over?

Yes, individual contacts will be migrated. If you noticed that some of your Contacts did not get moved, you have the option to export them from Google Contacts and import into Outlook. Refer to the question below for export/import instructions. 

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Will my Gmail customizations transfer over? 

Savvy Gmail users have no doubt heavily customized their inbox using rules/filters, categories, shared folders, contact groups, and forwarding. Unfortunately, most of these customizations will not transfer to Outlook. Things that won't migrate include:

  • Mailbox settings
  • Sharing settings
  • Delegates
  • Client settings (ex: default font)
  • Mailbox rules
  • Folder permission settings

In addition to these items, your email signature will not automatically appear in Outlook when you compose emails. However, signatures are not lost in migration, they simply hide themselves. An ITS representative can help you set up your signature on migration day in person, or thereafter via the Help Desk (213.736.1097 or helpdesk@lls.edu). 

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Will material in Google Suite transfer over?

For this email migration, only Gmail, calendar, and contacts will be migrated. However, you still have access Google Suite apps such as Forms, Docs, Drive, and Blogger after the migration is complete.

Keep in mind Box is LMU's enterprise cloud storage platform. Any LLS work documents should be stored in Box. OneDrive is Microsoft's cloud-based file storage system. ITS is in the process of comparing Box and OneDrive features. We will post a best practice guideline once this comparison is complete.

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(E) Post Migration

Some of my Contacts were not moved. How can I move these contacts to Outlook?

You can export from Google Contacts and import into Outlook. You can import on Outlook Desktop or Outlook Online (mail.lls.edu).

IMPORTANT: If you want your Google Contacts in a different folder, we recommend that you create the folder first.

Follow these simple steps:

  1. Go to Google Contacts and select your LLS Gmail address. You might be prompted to enter your password.
  2. On the LMU Authentication page, login with your LLS username and password.
  3. Click "My Contacts" on the left pane.
  4. Click "More" button and select "Export" option.
  5. Select "Outlook CSV format" and click "Export" button.
  6. The CSV file should be saved in your Download folder.
  7. Go to Outlook Desktop or login to Outlook Online.
  8. Click the "People" icon on the bottom left.
  9. Two options:
    • For Outlook Online, click "Manage" drop-down and select "Import contacts".
    • For Outlook Desktop, click "File" on the top menu, click "Open & Export", click "Import/Export".
  10. Make sure "Import from another program or file" option is highlighted. Click "Next".
  11. Make sure "Comma Separated Values" is highlighted. Click "Next".
  12. Click "Browse" to locate the CSV file. Click "Next".
  13. Select the folder where you want to import these contacts into. Click "Next".
  14. If you have created custom fields in Google Contacts, you can click "Map Custom Fields" button to make sure fields are matched up. Otherwise, click "Finish".

For detailed instructions, visit Google Contacts help page at https://support.google.com/contacts/answer/1069522?hl=en.  

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I have both @lls.edu and @lmu.edu email accounts. Now, I only have access to one. Why?

There are a handful of faculty and staff who used to have two emails because the two campuses are on different email platform. Now, we are on the same platform, there is no need to have both. These individuals have been contacted that they will only have LLS email account.

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Will new Loyola Law School employees get an Outlook account, a Gmail Account, or Both?

New employees will be provided with Outlook accounts. Once migration is complete, ITS will no longer provision Gmail accounts. New employees who need access to Google Suite can request a Google account from ITS.  

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Where should I store files after migration? Can I still use G Suite?

Google drive is a great solution to storing files and documents while using Gmail. On top of that, various departments at Loyola Law School use Google Suite for shared documents and files. However, the official LMU and LLS cloud storage solution is, and has been, Box. Ideally, even before migration, you would be storing your files in Box. After migration, you should use Box or OneDrive (Microsoft's cloud storage solution). ITS encourages all LLS faculty and staff to begin moving important files from Google to either Box or OneDrive. 

ITS hasn't definitively decided when LLS faculty and staff will lose access to Google Suite completely, but a tentative date of July 2019 has been identified. All LLS faculty and staff will receive multiple communications in advance of this. 

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Will new employees have access to Google Suite?

The short answer here is: no. New Loyola Law School employees will not automatically be provided access to Google Suite. If a new employee needs access to work documents, ITS can create a Google profile for that user. However, as Box is the official, supported storage solution of LMU and LLS, and we are migrating away from Google, users are encouraged to start storing all new material in Box, and, when necessary, migrating old material from Google to Box. You can also use Microsoft OneDrive if you prefer it to Box.  

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Will the migration affect my access to TWEN?

No. TWEN is not tied to any LLS or LMU system. Access is controlled by Westlaw, an online legal research service.

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