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​Office 365 project – taking Staff Email to The Cloud


Introduction o365.12.png
The Benefits
The Main Changes
Migration Timetable
Preparing for the Migration
After the Migration
Known Issues
About the Project
Get in touch




The University is working with Microsoft to deliver a project to implement the Office 365 cloud service for all Staff.


Phase 1 of the project will see a move from our current on-premise Outlook email service to Microsoft’s Office 365 cloud service and the introduction of MS Office online.


This move has been supported by the Digital Strategy & Investment Committee and will bring staff in line with student mailboxes which are already successfully hosted by this cloud service.


The Benefits of Moving to Office 365


By moving to Office 365 staff members will benefit from:outlook50gb.jpg

  • A larger mailbox – you will get 50GB mailbox capacity compared to the current 1GB capacity.
  • Access to the MS Office suite (Word, Excel etc.) – downloadable to 5 personal devices (including home PC, laptop, tablet and phone) per user. Find out how to access...
  • The ability to access work email anywhere, anytime and on any device with a Wi-Fi / data connection.

In future phases of the project you will also get access to:

  • Skype for Business (includes instant messaging, presence)
  • 1 TB of personal cloud storage with One Drive for Business
  • Potential for enhanced file collaboration between staff, students and externals

Students already enjoy Microsoft’s Office 365 cloud service but once the staff migration is complete they will benefit from:

  • Greater integration with staff to improve use of Technology in Learning and Teaching

Office 365 - The Main Changes


Aside from a much larger mailbox and access to the MS Office suite, you will not notice much difference using the MS Outlook email client, however you will notice the following changes:

  • The Outlook Web Interface for Office 365 is considerably different and is accessed via a new web address: outlook.office365.com
  • You will need to reconfigure your mobile device to access your new Office 365 account.


Office 365 Migration Timeline


Staff mailboxes will be migrated in groups of departments, based around a number of factors including the number of mailboxes, size of mailboxes and the key dates calendar.

Please note: these are provisional dates only and subject to change.


For operational or technical reasons some staff mailboxes may be excluded from their department’s planned migration date and will be migrated at a later stage.

Associate Staff accounts will be migrated separately from the main migrations – dates for these are still to be determined.

You will also receive an email approximately 2 weeks before your migration date, and a reminder 1 day before.


Migration Date (2017)
29th August
Human Resources & Development
School of Applied Sciences
5th September
Development and External Relations
Equate Scotland
Governance and Compliance
Marketing and Communications
Planning and Business Intelligence
School of Health & Social Care
​11th September Bright Red Triangle​
The Business School
14th September
Property and Facilities
19th September
School Support Service
21st September
Employability and Opportunities
Student Recruitment & Admissions
Student Wellbeing and Inclusion
Widening Participation
25th September
School of Arts and Creative Industries
27th September
Department of Learning and Teaching Enhancement
Principal's Office
School of Computing
Strategy Hub
University Secretary
9th October
School of Engineering & Built Environment
16th October
Research and Innovation Office (& Research Students)

Preparing for the Office 365 Migration


All you need to do to prepare for your upgrade to Office 365 is:

  • Ensure you log out of your mailbox by 6pm on your migration date – you’ll be reminded of this in the emails we send you.
  • If you require access to somebody else’s mailbox/calendar as part of your role (or if somebody else requires access to yours) then this needs to be set up BEFORE your migration starts  – you won’t be able to put this in place when one mailbox has not yet been migrated. 
  • Be prepared to reconfigure your mobile device(s) to access your new Office 365 account – you will need to delete your existing profile and create a new one. instructions are available on askNapier.


Information Services are also recommending that you ensure your on-campus PCs and Macs are running the latest version of MS Office: MS Office 2016.  This includes any University laptop / MacBook that has MS Office installed.

Whilst upgrading to MS Office 2016 is not a prerequisite for installing Office 365, we are advising all staff members to upgrade for the following reasons:

  • To improve the efficiency of your Office applications.
    To ensure a smooth interaction between your MS Office desktop and Office 365 applications.
  • Microsoft’s support for all earlier versions of MS Office will expire within the next year.

Find out more:

How do I find out which version of MS Office I’m using?
How do I upgrade to MS Office 2016?


After the Office 365 Migration


How will I know my mailbox has been successfully migrated?


The mailbox migration is an overnight process so when you log in the day after migration you should be on the new service.

You can test this by attempting to log in to Outlook Web Access via the new web address – if you can login to outlook.office365.com then your account has been migrated.

You’ll need to use your login ID followed by @napier.ac.uk to login.

Please note: You may need to login to your email account a second time immediately after your migration, one time only


How do I reconfigure my mobile device(s) to access Office 365 email?


You will need to delete your existing Edinburgh Napier Exchange profile and create a new profile, instructions below:

How do I access my Office 365 email account from an iPhone or iPad?

How do I access my Office 365 email account from an Android device?

How do I access my Office 365 email account from a Windows phone?


What will happen to my .pst files?


Outlook .pst (personal data folders) are independent so you do not need to do anything after the migration, they will reopen in your Outlook client alongside your migrated mailbox.


You may wish to import your emails from your .pst file to your new larger mailbox.  If you decide to do this then please follow the Records Management guidelines on Governance Services' Email Management page.


Known Issues 


Here you will find any known issues you can expect to encounter, along with  advice on how to work around these:


Known Issue - All Student Emails: 

Staff accounts that have been migrated to Office 365 now receive a copy of any emails sent to “All Students”.

This is currently being investigated by our technical team and a resolution is expected soon.


Known Issue - Out of Office Messages:

If your Out of Office reply is on when your account is migrated it will not be displayed as active when you log back in after your migration (you will not see the yellow inbox banner and it will be shown as disabled in your Outlook options).

To resolve this:

  • Switch your Out of Office back on and then off again. Please note: you may need to do this more than once.


About the Project


What's been done so far


  • Information Services carried out extensive scenario-based testing covering many of the known ways in which University staff use the email service. These range from access to other people’s mailboxes & calendars through to more complex integrations with SharePoint.
  • Early Adopters Migration completed and feedback received.
  • Information Services Migration completed and feedback received.

Work is now ongoing to schedule the migrations for the rest of the University's staff members.


A Phased Approach


This project has been broken down into a number phases to allow for the smooth transition of service.


Phase one:

Move staff mailboxes to the cloud and access to the Office suite of applications (Word, Excel, etc.) downloadable onto up to 5 devices – estimated implementation date August 2017 onwards.


Phase two:

Implement Microsoft’s cloud services such as Skype for Business - estimated completion date December 2017.


Phase three:

Enable 1TB cloud data storage through OneDrive for Business and access to the Office suite of applications (Word, Excel, etc.) both online through a browser and downloadable onto up to 5 devices - estimated completion date TBC.


Project Team: who’s who?


Project Sponsor:

  • David Telford, Information Services

Project Board

  • David Telford, Information Services (Sponsor)
  • Sally Jorjani, Information Services
  • James Blair, Information Services
  • Iain Russell, Information Services
  • Alan McLachlan, Recruitment & Admissions
  • Peter Barlow, School of Applied Sciences

Project Manager

  • Belinda Merchant, Information Services

The project has three separate work streams to cover the following broad areas:

  • Technical, implementing the solution
  • User Experience, including testing and communications – to interface with key customers from outwith IS
  • Governance & Security


Your feedback, comments and questions welcome


If you have any questions or concerns regarding this project please don’t hesitate to get in touch. email: ISServiceDesk@napier.ac.uk.


The IS Service Desk can also answer more urgent questions or queries related to the migration.