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staffmail to Office365

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With the retiral of the University's staffmail service, all remaining staffmail accounts are being moved to Office365. The process requires a short period without access to mail (from 5pm on the evening of your move until about 11am the following morning). As with many replacements, Office365 isn't a straight drop-in replacement so you will find some differences.

IS have a couple of useful pages:

pre-migration checks(recommended)
what happens on the day
office 365 mail and calendar

Note: IS recommend using the web browser above all others "as users log directly into the service instead of via a third-party client, thereby providing the most accurate and up-to-date access". Office365 on the web also provides direct access to your calendar. You can however use a variety of client software to access your email. We already have staff who use Outlook, Thunderbird and alpine for example.

We can confirm that office365 does support IMAP.

Your Staffmail account will remain active for 10 days after the Office 365 migration process so information will still be retrievable for 10 days.

The process

You will receive an email nearer the date of your move with more details. Prior to the move, IS will sync your staffmail account to your office365 account. This syncs all emails, attachments and folders. It is recommended that you log into staffmail in advance to check folders and content match your email client and follow the other suggested pre-migration checks. On the day of your move, you will not have access to mail from 5pm. You will be kept informed of progress through Notifications in MyEd and your office365 account should be ready 11am the following morning. Email delivered during email migrations is held at the relays, and only released for delivery once the mail migration has completed. Your email will filter through and deliver during the hours following the migration. All email will be delivered, although there may be slight delays.

Names and addresses

Your ATinf.ed.ac.uk alias, along with any other Institute aliases that you may have, will continue to work without you needing to do anything.

If you don't like your new name (e.g. "SMITH Fred"), contact IS Helpline and ask for your "Display Name" to be changed (e.g. to "Fred Smith"). They'll change the order and the names for you but the surname will stay capitalised ("Fred SMITH").

If you send mail via the Office365 SMTP service as IS recommends, you must use an officially recognised mail address or the message won't be sent. If you would like to continue to use your inf.ed.ac.uk address, contact contact IS Helpline and ask for your official mail address to be changed. You can use an alternative SMTP server to send mail, such as smtp.inf.ed.ac.uk.

Filters

Filters set up within staffmail will need to be re-created.

You can't simply filter on "From" field with mail received via mailing lists.

Search Mail and People in Outlook gives useful hints and tips.

Out of Office messages

Automatic Replies
are set via Office365 on the web.

Plus addresses

According to the Microsoft 365 Roadmap 'plus addressing' is now supported in Office 365 Exchange since September 2020. Plus Addressing is a way to quickly create custom (or disposable) email addresses based on your standard email address, by simply adding a "+" suffix string to an existing email address in Office 365.

Plus addresses in office365

We have done some testing on this and have concluded that plus addressing currently only works if you use your @inf address. It doesn't appear to work for any @ed addresses. We have asked IS for advice on this.

Alpine users

A few changes you will need to make:

Under S[etup], L[ists], A[dd]

Server: "outlook.office365.com/tls/user=UUN@ed.ac.uk"

where you substitute UUN with your UUN.

Under S[etup], C[onfiguration]

Inbox Path  {outlook.office365.com/tls/user=UUN@ed.ac.uk}INBOX

where you substitute UUN with your UUN.

Under S[etup], C[onfiguration] make sure to:

[X]  Convert date to localtime
[X]  Ignore Size Changes

Otherwise you'll see weird BST issues and because Exchange lies about message sizes all the time, you will receive annoying messages.

Meeting invitations are basically blank emails with ical attachments. You might want to download something like vcal[2] and add it to your .mailcap:

Text/CALENDAR;          vcal.pl -all "%s"|less; needsterminal

Paul Mitchell from Physics has provided a more comprehensive guide to setting up alpine

Apple Mail users

If you filter and file messages using Apple Mail's "Rules", remember to edit each rule that files messages into an IMAP folder, to change that folder to the Office365 version - otherwise the Rule will continue to file your mail into the Staffmail version of the folder!

Thunderbird users

File -> New –> Existing Mail Account
Enter the settings exactly as shown below, substituting the 3 instances of jbloggs with your own UUN

The password in the above settings is your office365 one for your @ed account, however the first time you send an email, you will be prompted for your DICE password to connect as UUN to smtp.inf.ed.ac.uk. Using this outgoing server means you can send from your preferred alias (@inf or a legacy one such as @dcs) even if that is not your Uni officially recognised mail address. You can modify the email address in the Account Settings once you have clicked the 'Done' button and thunderbird launches and starts to sync up your mail.

If you find that some of your folders appear to be missing:

1. Go to the master folder of your folder tree.

2. Right click on 'subscribe' and a drop down menu of all your missing folders should appear.

3. Click in the box against every folder you want and then click 'OK'.

They should then re-appear.

Occasionally when navigating through messages you may see a disconnect between subject line and the actual content of email. Right-click and repair the folder.

Last reviewed: 
02/11/2020

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