Q. Can I access my email during the migration?
A. Yes, during the migration you won't notice anything different. You may see a notification from Outlook when your migration is complete, if it is open, to quit and restart Outlook.
Q. Can I use my current Outlook client? What Outlook clients are supported?
A. As long as your Outlook client is from Microsoft Office 2010 or later then it is compatible with Office365. Earlier versions of Office Outlook are not supported. It is also advised that anyone using Microsoft Office 2010 update to Office 2013 or Office 2016. Office 2010 predates Office365 and it will not give you the best experience going forward.
Q. Does this move include my .pst folders?
A.You can continue to use the PST files as you have been doing post mailbox migration, or take advantage of the 50GB mailbox space and re-import them into your Exchange mailbox. PST files are stored locally on your computer or a mapped drive and therefore cannot be imported during the mailbox migration process. Office 365 mailboxes will include 50 GB of storage which should allow you to import mail from your PST files in to Office 365 after it is converted.
PST files are not migrated because they are not actually a part of your mailbox or stored on the Exchange mailbox servers. They are standalone files stored locally.
Q. Is there an archive alternative to .pst files in Office365?
A. Yes. Office365 has an online archive feature that allows you to setup an archive infrastructure right in your Office365 mailbox. This mailbox is visible in both Outlook and the Office365 web interface, an advantage to .pst files which are stored outside the mailbox store. This archive is always available every time you login to your mailbox. Mail from any existing .pst files can be transferred to the online archive.
Q. How much space to I get for email in Office365?
A. With Office365 you now have a 50GB primary mail store. This is a significant improvement over the 1.5 GB that was allotted to users within our on campus Exchange email system.
Q. Should we be concerned about HIPAA compliance
A. We have a signed Business Associate Agreement (BAA) with Microsoft that covers HIPAA and FERPA, but it's a good business practice to avoid sending information like this via email whenever possible. In the near future, our Office365 email environment will include functionality that will prevent data leakage (social security numbers, etc.) from being sent to external mailboxes.
Any email sent between users who have UK Exchange mailboxes either on premise or in Office365 is secure because it never leaves our system, and between our on premise and Office365 environments it is secured via SSL. However, if a UK employee has a UK email address but has their mail delivered to a non-UK email service security cannot be guaranteed.
Q. Will shared mailboxes still function the same as they do now?
A. Yes, they should.
Q. Will I still be able to access my email through Outlook Web Access (OWA) at exchange.uky.edu/owa?
A. Once your mailbox has been migrated to Office365 you will no longer be able to access Outlook Web Access via exchange.uky.edu/owa as in the past. Login attempts will be greeted with the following:
Clicking the link //outlook.com/owa/uky.edu will take you to the main UK Office365 login page. In the future to access your mail via the web, simply login to our Office365 portal at Office365.uky.edu and click the mail tile.
Q. Will email space ever become unlimited?
A. It is unlikely that email space will become unlimited. In the future Microsoft may increase the mailbox size as they have already done so once from 25GB to 50GB. The online archive is unlimited in size so older email can always be archived there to free up space in your primary 50GB mailbox.
Q. When will OneDrive have unlimited space?
A. OneDrive currently has 1TB of disk space. At some point Microsoft will update our tenant to have unlimited space, that time is unknown at present.
Q. Is there a OneDrive for Business client for the Mac?
A. At the present there is a Mac client under development but it has not yet been released.
Q. What Office365 applications have full versions for the PC?
A. At this time, only the traditional Office Suite applications: Outlook (mail, calendar, people, tasks); Excel; OneNote; Word; and PowerPoint.
Q. The look and feel of Office365 applications is different that Office 2010, how come?
A. Office 2010 is a five-year-old version of office that has been supplanted by first Office 2013 and now Office 2016. The user interface for the office suite was refreshed in Office 2013 and also in the Office365 applications. It is recommended to update from Office 2010 to have the best integration experience between Office applications running on the PC and Office365.
Q. How can I find out how much mailbox space I have left?
A. After your mailbox is migrated to Office365 you will have a 50GB mailbox. With 50 GB of email space it should be quite some time before you have to worry about running out of mailbox space. However, you can easily check the amount of space you have in use by using the following steps.
When you login to Office365 go into your online mailbox by clicking the Mail tile.
Once in your mailbox, click the menu gear in the upper right corner.
Then click the Options menu item
In the Options menu, open the General settings and click My Account
At this point you will see your mailbox usage in the lower right corner of the screen
Q. I have questions about Online Archive and setting a Retention Policy.
A. Click the link below to download a PDF file for a detailed guide regarding Office 365 Online Archives and how to set a Retention Policy.
Q. How do I change my Junk Email Settings?
A. Follow the link below for Microsoft's Knowledge Base article regarding Junk Email Settings
Q. How can I send an encrypted email to a recipient outside the University of Kentucky?
A. When composing an email to a recipient outside the University of Kentucky, simply include #encrypt or #secure in the subject line. Recipients will receive an encrypted attachment with instructions on how to view the message. More information on message encryption can be found at the link below.
Q. How can I recall or replace an email message that I sent in error?
A. With message recall, an email that you sent is retrieved from the mailboxes of the recipients who haven’t yet opened it. You can also substitute a replacement message. For example, if you forgot to include an attachment, you can try to retract the message, and then send a replacement message that has the attachment.
Message recall is available after you click Send and is available only if the recipient has an Exchange account within the University of Kentucky and both sender and receiver are using the Outlook desktop app.
Note: If you don’t see the Recall This Message command, you probably don’t have an Exchange or Office 365 mailbox.
Requirements for the recall process to be successful
More information on recall scenarios can be found at the following URL.
Lync 2010 Client May Require the Installation of the Microsoft Online Services Sign-in Assistant
The Lync 2010 client predates Office365 and requires the assistance of the Microsoft Online Services Sign-in Assistant in order to authenticate to your mailbox in Office365. (See the detailed instructions with screen shots for this in the document Lync 2010 Client Connection Post Mailbox Migration)
Can't See Some Contact Photos with Lync 2010 Client
Since the Lync 2010 client predates Office365, anyone who sets their photo in Office365 will not be reflected in a Lync 2010 client. If you update to Office 2013 or Office 2016, which include the respective Lync clients, photo changes in Office365 will be reflected in Lync. Any contact photos that were added directly via the Lync 2010 client will be seen in all Lync client versions.
Users no longer have the ability to edit groups or distribution lists in OWA or Outlook
This is now managed via the “Groups” section of the UK Account manager (https://ukam.uky.edu).
Users no longer have the ability to view Public folders in OWA
Users must use Microsoft Outlook 2010 with latest service packs or newer to view Public Folders.
Outlook for Mac can no longer see public folders after your mailbox is moved to Office 365
After your mailbox is moved to Office 365, you no longer have the ability to view public folders when using the Outlook for Mac client. Viewing public folders is only supported by using Microsoft Office for Windows.
Users no longer sign in with domain\linkblue for their userID
Office 365 requires using your Active Directory linkblue login ID appended with @uky.edu (firstname.lastname@example.org) in order to login. Note this is NOT your email address or University Email Address (UEA).
Pre Outlook 2010 clients are not supported
Although pre-Outlook 2010 clients are supported in on-premises organizations configured for hybrid deployment, pre-Outlook 2010 clients are not fully supported by the Office 365 service and must be upgraded to the minimum requirement of Outlook 2010 with latest service packs.
Outlook 2010 unable to send from client after mailbox move
Users may receive a permission denied error when trying to send. Removing the email profile and re-adding resolves the issue. If you have a managed desktop this may require the assistance of your desktop support personnel.
Users may be prompted several times after a mailbox move that the administrator has made a change and to close and reopen Outlook.
Removing the email profile and re-adding resolves the issue. (This may require the assistance of your departmental IT support personnel)
Activesync clients (mobile devices) may not receive email or are continually prompted for credentials after the mailbox move.
Users must delete the email configuration on the mobile device and recreate it. Please see our Setup Guides for the type of mobile device you have.
It can take up to 24 hours before the Office365 Outlook Web Mail client becomes visible in your Office365 account
There is a period of time after your mailbox has been migrated to Office365 before the mail tile will show up in your account that allows you to connect to mail via a browser interface.
Exchange.uky.edu/OWA redirects to Office365
Once your mailbox has been migrated to Office365 you will no longer be able to access Outlook Web Access via exchange.uky.edu/owa as in the past. Login attempts will be greeted with the following:
Which will take you to our main Office365 login page. In the future to access your mail via the web, simply login to our Office365 portal at Office365.uky.edu and click the mail tile.
Mailbox and Calendar delegation breaks across premises
Users will not be able to send on behalf or send as if the delegate and the delegated mailbox does not reside on the same platform (O365 vs on-premises). Across premises permissions are not supported by Microsoft. Mailboxes (user, room, shared, equipment) and their delegates must be on the same platform. Calendars will display Free/Busy information across premises only unless the calendar is published to the internet. Calendar based permissions will no longer work for across premises delegates.
Users that have an Office365 mailbox and a mail delivery address to a remote mail system will need to check both services for their emails
If you do not plan to check your Office365 account regularly, you should redirect email from your University Email Address back to your other preferred personal account.
My Lync Instant Messaging Conversations from the Office365 web client are not showing up in my mailbox Conversation History folder.
This functionality is unfortunately not available from the web based instant messaging client.
Auto reply still sends notifications even though setting is disabled after mailbox moved to Office365
If the Out of Office message is enabled before a mailbox is migrated to Office365, the automatic reply will remain active even though the setting is disabled. To correct this, login to Outlook Web App(OWA - https://exchange.uky.edu) and save a new Out of Office Message. Next, disabled this feature. How to configure Automatic Replies using OWA
When configuring Outlook 2016, the client hangs on "Searching for your mail server settings..."
To correct this issue, you must add the following registry key and then restart the email account configuration wizard. ITS strongly recommends that your departmental desktop support team make this update to the Registry. Incorrectly modifying the Registry could cause complete failure of the Operating System.
This example was taken from a Windows PC running Windows 10 using Office 2013. Other versions may vary slightly
This example was taken from a Mac running OSX El Capitan using Office 2016. Other versions may vary slightly.
This Office365 Microsoft Exchange Activesync configuration example was taken from an iPhone running iOS v9.x. Other versions may vary slightly.
This Office365 Microsoft Exchange Activesync configuration example was taken from a Samsung Galaxy S5 running Android 5.1.1 (Lollipop OS). Previous Android versions such as "Kitkat" and the latest "Marshmallow" OS versions may vary slightly.
Outlook Web App (OWA) and some desktop versions of Outlook let you recover deleted items that are no longer visible in the Deleted Items folder. This is often referred to as the "Dumpster."
In Apple Mail you can set how long to keep messages in the Trash folder. Once a message is permanently erased in Apple Mail it cannot be recovered from the Deleted Items folder in OWA or Outlook. We recommend setting Apple Mail to never permanently erase deleted messages.
Automatically sync your documents to OneDrive
There is a OneDrive for Business sync client for Windows that will create a folder on your PC where you can store files and have them sync up with your Office365 OneDrive. Also, any files you create directly in OneDrive will then sync down to each Windows PC where you have installed the OneDrive for Business sync client
Disable the Clutter folder feature in Office 365 mailbox
Not satisfied with the Clutter feature in your Office365 email? Click the link below for instructions on disabling this feature.
Office365 IMAP and POP settings for your mail client
|Protocol||Server Address||Port #||Authentication|
These settings are used with many popular email clients:
Change default setting for older messages to appear in your mailbox folders in Outlook
Please click the link below to access instructions on changing these settings in Outlook.
Microsoft offers a Roadmap view of new features about to be released and what is coming up next and when.
Follow the link below to view the Roadmap
Office 365 Roadmap