Questions and Answers about Loyola's Move to Microsoft Exchange
Loyola's migration to Microsoft Exchange is underway. If you need to access your new account over the weekend, you can use the browser-based application, called Outlook Web Apps or OWA. Click here to begin. You can also access your new account using a reconnected mobile device.
Please note that many items are still in transition. This means that some messages, calendar items, or contacts might appear to be "missing." These have not been lost; they are still being migrated from GroupWise. Your account will be fully functional by Monday, May 20. We thank you for your patience as we complete the upgrade process.
Revised May 18, 2013
What is actually changing, and who is affected?
Loyola is moving its email server from GroupWise to Microsoft Exchange. The migration will affect all Loyolans – students, faculty, and staff – though there will be some differences in the way services and software are delivered. Faculty and staff will begin using of Microsoft Outlook for email and calendaring, along with other communication tools, and be hosted through on-campus servers. Student tools will be delivered through the cloud (i.e., through the Internet) using a service called Office 365 (which makes use of Outlook, Lync, and the Microsoft Office suite). See the links at right for more specifics about your particular community.
The new email system will be fully live on May 20, 2013, for students, faculty, and staff with an "@luc.edu" email address. (This includes those at the Cuneo Museum and Gardens, the John Felice Rome Center, and the Retreat and Ecology Campus.) Some from the HSD community, including the Niehoff School of Nursing, the Health Sciences Library and first-year Stritch School of Medicine students, are also part of the May upgrade. Others from the HSD community will migrate at a future date.
When will the migration take place?
The migration is underway. GroupWise was disabled around 6 p.m. on Friday, May 17. All new, incoming mail is being delivered via Exchange and Outlook. Your new account is actually available now if you need it, though some features and messages may still be in transition. You can access your new account during the migration weekend using the web client (click here to begin). You can also use a reconnected mobile device. Your new account will be fully functional on Monday, May 20.
What about mail that's sent to me during the migration? Will it get lost?
Any mail received during system downtime will be stored and delivered to your new mailbox. No messages will be lost or deleted. Please remember, however, that some messages could still be in transition during the migration weekend. This means that some messages, calendar items, or contacts might appear to be "missing." These have not been lost; they are still being migrated from GroupWise. Your new account will be fully functional by Monday, May 20. We thank you for your patience as we complete the upgrade process.
Will my email address change?
Will my password change?
Can I access my email during the migration?
Yes. Your new account is available now if you need it, though some features and messages may still be in transition. This means that some messages, calendar items, or contacts might appear to be "missing." These have not been lost; they are still being migrated from GroupWise. Your new account will be fully functional by Monday, May 20. We thank you for your patience as we complete the upgrade process.
You can access your new account during the migration weekend using the web client (click here to begin). You can also use a reconnected mobile device. Your new account will be fully functional on Monday, May 20.
Will my GroupWise messages be moved to Outlook?
For faculty and staff, yes. All current messages in your GroupWise inbox (including all folders) will be moved automatically to Outlook. We will also be moving two years of your GroupWise archive. For more information, see the Details for Faculty and Staff page.
For students, no. Messages will not be moved automatically. You can, however, manually import your GroupWise messages into Office 365 after the new system goes live. For instructions, see Moving GroupWise Messages to Office 365.
Will my personalized GroupWise settings (e.g., rules, signatures) be moved to Outlook?
For faculty and staff, the answer depends. Some settings will move and others (including rules and signatures) will need to be re-created. Please see the Details for Faculty and Staff page for more specific information.
For students, no. You'll need to re-create these in Office 365 once the new system goes live. Please see the Documentation and Training page for more information.
Will my GroupWise contacts be migrated to Outlook?
For faculty and staff, yes.
For students, no. Contacts will not be moved automatically. You can, however, manually move them. For step-by-step instructions, please see the PDF Moving GroupWise Contacts to Office 365.
Will my GroupWise calendar be moved to Outlook?
For faculty and staff, yes. You will, however, need to fine-tune recurring appointments as noted on the Details for Faculty and Staff page.
For students, no. You'll need to re-create these in Office 365 once the new system goes live. If you have a number of items on your current calendar, we recommend printing it before the migration so you have the information available.
Will my mailbox structure (e.g., folders) be moved to Outlook?
For faculty and staff, yes.
For students, your folder structure will be included if you manually import messages into Office 365 after the migration date. If you're not manually importing old messages, you'll need to re-create your folders.
Will my mailbox archive be moved to Outlook?
For faculty and staff, two years of your GroupWise archive (messages dated on or after March 31, 2011) will be moved into Outlook. We’ve chosen this timeframe because most users never receive messages older than that, even when they have access to them in their archive. Older archived messages (those dated on or before March 30, 2011) can be migrated on request. The request form will be available here once the new system goes live on May 20, and we'll start moving these additional sections of archives at that time. Please note that this process may take several weeks, depending on demand. If you have further questions about this process, please see the More about Your Archive page or contact us at email@example.com.
What if I changed the location of my archive?
If your archive is not currently being saved to the network’s M: drive, please contact the Help Desk at 773.508.4487 or firstname.lastname@example.org as soon as possible. If you’re not sure where your archive is being saved, select Tools from the main GroupWise menu, choose Options, then Environment.”Your archive directory will be listed on the File Location Tab.
Will old messages continue to be archived after we move to Outlook?
No. Your new Outlook mailbox will have a much larger capacity than GroupWise, so there will be no automatic archiving of older messages.
What happens to messages that come in after you turn off GroupWise? Will these be lost while you're moving to the new system?
No. All messages received during the first few hours of the upgrade will be stored and queued for delivery after the new system is up and running. It may be a few hours before they appear in your inbox, but they will not be lost or deleted.
What happens if there's a problem with my new mailbox? Will I lose all the messages and other data that I had in GroupWise?
No. Nothing will be deleted from GroupWise, even after the new system goes live. We will purge this data eventually, but probably not until at least the end of the calendar year. If you encounter any problems with the migration, our project team will be able to return to the original data and try again. This is true of archives, your calendar, your contacts, and all other data in your account.
I just graduated, but I've been using my Loyola email account for my job search. What should I do?
As part of this move, Loyola students will be now be allowed to keep their @luc.edu email address for as long as they like -- even for life! Graduating seniors will get a new mailbox in Office 365 just as continuing students do, and any new messages sent to your Loyola email address will be delivered there. Keep in mind, however, that old messages and contacts from student mailboxes are not being migrated automatically. You can move messages manually any time after the new system goes live; for instructions, please see Moving Your GroupWise Messages to Office 365. For information on migrating contacts, please see Moving Your GroupWise Contacts to Office 365.
I'm a student and a staff member (or a student and a faculty member). What information applies to me?
Your role as a faculty or staff supersedes your student status. Where differences exist, please refer to information provided for faculty or staff.
Will I still be able to access my email on all my devices?
Definitely, yes! One of the big advantages of our move is the excellent support for mobile devices. In addition, email will be synched in real time, regardless of your location. Please note that you will have to re-establish this connectivity after the new system goes live. Step-by-step instructions for a number of devices is available on the Reconnecting Your Mobile Devices page.
Can I still access my mailbox from home or on a laptop?
Yes. If you’re working remotely, you can access your new account using the browser-based client, called Outlook Web Apps (OWA). Click here to begin. If you have a desktop-version of Outlook installed on a personal machine, you can use this to connect to your Loyola account, as well. Current faculty and staff can purchase Microsoft Office Professional Plus 2013 (which includes a desktop-version of Outlook) for home use as part of our Varsity Buys program. The discounted price is $19.95.
What is the difference between Exchange and Outlook?
Microsoft Exchange is the behind-the-scenes platform that will power Loyola’s communication tools and programs. Microsoft Outlook is the desktop application faculty and staff will use to access email and calendars. Outlook connects to the Exchange server.
What is Office 365?
Microsoft Office 365 is a suite of programs that will provide students with email and calendars, select Office software (e.g., Word, PowerPoint, Excel), and communication tools like messaging and voice, video, and web conferencing. Students will access Office 365 through the cloud (i.e., through the internet).
What is Microsoft Lync?
Microsoft Lync is a unified communication platform that connects people through a single application. It provides for instant messaging and voice, video, and web conferencing.
What do I need to do to prepare?
See the How to Prepare page for more information.
Are you offering any classes in the new programs?
Yes. Classes began in April and will continue through early June. For more information, see the Documentation and Training page. Sessions will be offered again in August as part of the regular schedule of technology workshops.
Will other learning resources be available?
Yes. Documentation and links to videos and other materials are offered on our Documentation and Training page.
How different is Outlook from GroupWise?
Outlook is a richly featured email platform, but as with any major upgrade, you’ll need a little time to adapt; some features will be grouped under different menus or given a different name. We recommend focusing on the basics: navigating your inbox, sending a few messages, re-creating your signature, and getting comfortable with the calendar. The Outlook 2013 Quick Start is a great place to start. You may also want to review Outlook Notes for GroupWise Users for some detailed examples of the differences.
Why is Loyola making these changes?
In 2011, as the University began its move to Windows 7 and Office 2010, we launched a formal evaluation to see how the rapidly changing communications landscape was affecting our delivery of email services and other, related tools. An advisory committee comprised of Loyola students, faculty, and staff, prioritized Loyola’s core needs and engaged the leading email providers in detailed discussions about how they could respond to those needs. In the summer of 2012, the committee recommended a move to Microsoft Exchange, and the formal decision soon followed.
Who do I call if I have questions?