Email Migration Guide for Exchange Online

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What You Can Expect with Exchange Online

We are excited to bring new features with our migration to Exchange Online!

Once migrated, you will immediately have an increase in your email quota to 50 GB. You will also see greater integration of your Exchange account and Teams. For example, your Microsoft Teams status (Busy, Available, etc.) will automatically change based on entries in your calendar. There will also be other features eventually available – some of which Information Services and other migrated individuals have begun to explore.

Aerial view of person typing on laptop keyboard.

Before You Migrate

Be Secure. Be Aware of Phishing.

For the mailbox migration, there will not be mass emails from Information Services or Microsoft asking you to “validate” your account by selecting a link. Some examples of phishing attempts include:

  • “We are migrating your account, please enter your credentials”
  • “Click here to complete the migration”
  • “Please validate your account”

Accessing Email After Migration

Work Computer – Faculty and Staff

For the first time you start Outlook after migration, you will need to enter your username and password into the prompt twice when using Outlook on your work computer. You should enter your username in the form of: username@knet.kzoo.edu (e.g. jdoe@knet.kzoo.edu). Note that you should not be prompted for your credentials after that.

Outlook on the Web – Students, Faculty, Staff and Retirees

After the migration you will no longer use webmail.kzoo.edu to access Outlook on the web. To use the web version of Outlook you must now visit: https://outlook.office.com.

Other IMAP Mail Client

If you are using Thunderbird or some other IMAP mail client, you’ll need to manually update your account information to point it to Exchange Online’s IMAP server information. Listed below is a summary of information; however, more details are available at Microsoft’s POP3 and IMAP4 in Exchange Online page.

ProtocolServer NamePortEncryption Method
POP3Outlook.office365.com995SSL/TLS
IMAP4Outlook.office365.com993SSL/TLS
SMTPSmtp.office365.com587STARTTLS

Mobile Devices

Once the sync completes, the most significant challenge is making sure your email client credentials on devices get updated afterward. Please review the appropriate supplemental instructions to be entered on your device:

iPhone Instructions

The following instructions may help iPhone users to set up email after being migrated to Exchange Online.

  1. Go to Settings
  2. Select Mail
  3. Select Accounts
  4. Select your K account (possibly called ‘Exchange’)
  5. Select Account
  6. Delete content that is listed in the domain field so it can be set to “Optional”
  7. Under the username field, enter your username in the form of: username@knet.kzoo.edu (e.g. jdoe@knet.kzoo.edu for faculty and staff or k19xx01@knet.kzoo.edu for students)

Note: If the server section is blank, please enter: outlook.office365.com

Android Instructions

The following instructions may help Android users to set up email for the Samsung Mail, Gmail, and Outlook applications after being migrated to Exchange Online. Please note that the steps may also vary depending on the preferred email app.

Microsoft Outlook App for Android
  1. Remove Kalamazoo College email from phone (if it exists in the Outlook app).
  2. Open Outlook and select Add Account.
  3. Enter your email address as the long format address, not username@kzoo.edu. For example, you will enter in the format of:
    • Faculty/Staff – First.Last@kzoo.edu (John.Doe@kzoo.edu)
    • Students – First.Last21@kzoo.edu (James.Doe21@kzoo.edu)
  4. Select Next. You will then be directed to the College’s sign-in page. It will pre-populate your email address from the previous Microsoft sign-in entry.
  5. Enter your password into the password field.
  6. You might be asked if you want to Add Another Account. Select Maybe Later.

The app will take you directly to your Inbox. Outlook for Android is complete!

Samsung Native Mail
  1. Remove Kalamazoo College email from phone (recommended)
  2. Go back into the email application.
  3. Select Office 365 when selecting the type of email. You will be re-directed to the Microsoft sign-in screen.
  4. Enter your email address as the long format address, not username@kzoo.edu. For example, you will enter in the format of:
    • Faculty/Staff – First.Last@kzoo.edu (John.Doe@kzoo.edu)
    • Students – First.Last21@kzoo.edu (James.Doe21@kzoo.edu)
  5. Select Next. You will then be directed to the College’s sign-in page. It will pre-populate your email address from the previous Microsoft sign-in entry.
  6. Enter your password into the password field.
  7. Select Sign In
  8. After, you should be prompted with the College’s mobile device policy. Select Activate

Your email should now be setup on your Android device!

Gmail
  1. Remove Kalamazoo College email from phone (if it exists in Gmail app).
  2. Open the app and Select Exchange and Office 365.
  3. Enter your email address as the long format address, not username@kzoo.edu. For example, you will enter in the format of:
    • Faculty/Staff – First.Last@kzoo.edu (John.Doe@kzoo.edu)
    • Students – First.Last21@kzoo.edu (James.Doe21@kzoo.edu)
  4. Select Next. You will then be directed to the College’s sign-in page. It will pre-populate your email address from the previous Microsoft sign-in entry.
  5. Enter your password into the password field.
  6. Select Sign In
  7. You will then get the “Permissions Requested” screen. Select Accept.
  8. Select Done.

Your email should now be setup on your Android device!

Changing Password After Migration

If your password has expired or you want to change it, you can do so by visiting the Update Password page. Please note that you do not have to change your password after the migration.

Troubleshooting and Questions

Troubleshooting Shared Mailboxes

If you are having issues with shared mailbox configurations please remember that authentication uses your full email address in the form of FirstName.LastName@kzoo.edu (e.g.John.Doe@kzoo.edu). For additional information on shared mailboxes please see Microsoft’s documentation, Open and Use a Shared Mailbox in Outlook.

Also remember that the new URL to accessing Outlook on the web is https://outlook.office.com.

Questions

If you have problems or questions, please let the Help Desk know by emailing Help.Desk@kzoo.edu. They are aware that you are being migrated and will prioritize helping you the day after should you need it.