WUSM Migration

Note: Instructions for reconnecting your email account to your desktop computer, laptop or mobile device are at the bottom of the page.

UNIT scheduling is underway for the Office 365 migration

Calendar-Icon-WUSMView a list of units on campus, along with the Migration Liaison selected to work with the WUSM Email Consolidation Project team to help each group make its transition as smoothly as possible. If you have any corrections or questions about the information provided, contact the project team at itservicesprogram@wustl.edu. The table will be expanded with organizations, as each unit’s kickoff dates are set. Click the (+) to view the entire schedule.

Migration Date Unit     Status
08/26/15  Student Pilot Group     green checkbox
09/02/15 Medical Program Students     green checkbox
09/08/15 Occupational Therapy Program Students     green checkbox
09/10/15 Physical Therapy + Program in Audiology and Communication Sciences Students     green checkbox
10/07/15 Students that have existing Office 365 accounts; student email distribution groups     green checkbox
10/15/15 WashU IT staff that was a part of Tiers 1 and 2 of the former CITS organization     green checkbox
10/27/15 Occupational Therapy faculty + staff     green checkbox
11/04/15 Remaining WashU IT staff that was part of the former CITS organization     green checkbox
12/02/15 Joint Office of Strategic Planning     green checkbox
12/02/15 Risk Management     green checkbox
12/02/15 Student/Employee Health Services     green checkbox
01/05/16 Physicians Billing Compliance     green checkbox
01/05/16 Program in Audiology     green checkbox
01/05/16 Washington University Medical Center     green checkbox
01/07/16 Continuing Medical Education     green checkbox
01/07/16 EPNEC     green checkbox
01/07/16 General Medical Education     green checkbox
01/11/16 Animal Studies Committee     green checkbox
01/11/16 Research Office     green checkbox
01/12/16 Center for Clinical Studies     green checkbox
01/13/16 Emergency Medicine     green checkbox
01/14/16 Emergency Medicine Residents     green checkbox
01/15/16  Human Research Protection Office     green checkbox
01/19/16 Facilities – Group1     green checkbox
01/20/16 Facilities – Group 2     green checkbox
01/21/16 Facilities – Group3     green checkbox
01/25/16 Finance -Budget Office     green checkbox
01/25/16 Finance -Financial Reporting     green checkbox
01/26/16 Dean’s Office (including Special Programs)     green checkbox
01/27/16 Admissions     green checkbox
01/27/16 Office of Diversity Programs     green checkbox
01/27/16 Office of Student Financial Planning     green checkbox
01/27/16 Office of the Registrar     green checkbox
01/27/16 Office of Medical Student Affairs     green checkbox
01/29/16 Human Resources     green checkbox
01/29/16 Internal Audit     green checkbox
02/01/16 Center for the History of Medicine     green checkbox
02/01/16 Medical Library     green checkbox
02/03/16 Environmental Health & Safety     green checkbox
02/03/16 Radiation Safety     green checkbox
02/04/16 Office of Medical School Education     green checkbox
02/09/16 Faculty Practice Plan -Clinical Ops     green checkbox
02/09/16 Faculty Practice Plan -Dean’s Office     green checkbox
02/09/16 Faculty Practice Plan -HIPAA Office     green checkbox
02/22/2016 Office of Technology Management     green checkbox
02/23/2016

02/24/2016

Rheumatology     green checkbox
02/23/2016

02/24/2016

Hematology     green checkbox
02/23/2016

02/24/2016

Immunology     green checkbox
02/23/2016 Pharmacogenomics     green checkbox
02/24/2016

02/25/2016

Hospitalists     green checkbox
02/25/2016 Medical Education     green checkbox
02/29/2016
03/01/2016
03/02/2016
03/03/2016
Renal     green checkbox
03/08/2016

03/09/2016

03/10/2016

Cardiology     green checkbox
03/09/2016 Institute of Clinical and Translational Sciences     green checkbox
03/09/2016 Division of General Medical Sciences     green checkbox
03/14/2016-

03/15/2016

Dermatology     green checkbox
03/15/2016 Business Office     green checkbox
03/16/2016 Infectious Disease     green checkbox
03/21/2016

03/22/2016

03/23/2016

03/24/2016

03/25/2016

03/26/2016

03/27/2016

03/28/2016

03/29/2016

03/30/2016

03/31/2016

Oncology
03/21/2016 Geriatrics and Nutritional Science
03/21/2016 Applied Physiology
03/22/2016

03/23/2016

03/24/2016

CAM Clinics
03/28/2016 Gastroenterology
03/31/2016 Bone and Mineral Diseases
04/18/2016 Division of General Medical Sciences

 

 

What can i do to be ready to use Office 365?

To-Do-List-Icon-WUSMThe email migration team checked many applications in the planning phase of this project to ensure there are no authentication issues with changing email addresses including: BJC Siteminder and IdentityMinder, AD/Exchange, Cisco Registered Envelope Service, WUSM ServiceNow, Archibus, Lyris, SharePoint, ListServs, Imprivata and OnCore.

  • View this list of considerations for different systems (Cisco Registered Envelope Service and BJC ServiceNow) that utilize your WUSM email address. You may be required to login and add your new email address in these systems.
  • Visit the ‘How-To’ section featuring detailed support information and guides on various Office 365 features.
is there training on using Office 365 Online (OWA) to access my mailbox?

Please view the training resources below.

trainingOWA Basics (downloadable PowerPoint presentation)

OWA Quick Reference (PDF)

 

HOW Will my migration to office 365 take place?

mailThere are four (4) phases to your migration.

Phase 1- Pre-Migration

Phase 2- Migration Window Begins: This happens the night prior to your migration.

Phase 3- Migration Window Closes: This occurs at 2 a.m. on your migration day.

Phase 4- Reconfiguration

Click the (+) to read the full migration process.

Phase 1- Pre-Migration: Before you migrate you may continue to use email as you normally would in Outlook, on your computer or smartphone, until the night prior to your migration day.

Phase 2- Migration Window Begins: WashU IT will begin the process to migrate your mailbox to Office 365 on the night prior to your communicated migration day at your communicated migration time. The migration process is estimated to take four (4) hours. During this time frame you will be unable to access email from any device (desktop, laptop, smartphone or tablet).  Any email sent to you will be directed to your new Office 365 mailbox.

Phase 3- Migration Window Closes: If you would like to access your email after 2 a.m. on your communicated migration day, but before you arrive to your office, you can access your email at email.wustl.edu. Click the ‘Login to Office 365’ button.

Phase 4- Reconfiguration: If you have a desktop or laptop computer assigned to you, it will need to be reconfigured to Outlook when you arrive to your office on your communicated migration day.

Important: There will be technician in your area on your communicated migration day to assist with re-configuring Outlook on your desktop or laptop computer. Please be patient as it may take some time. You can always access your email at email.wustl.edu. Click the ‘Login to Office 365’ button.

 

Can I Reconfigure My Computer, Phone or Tablet?

Read step-by-step instructions below of how to reconnect your email on your desktop computer, laptop, mobile device or tablet  after your email account is migrated to Office 365.

The biggest change to your email experience is that you will log in with your WUSTL Key credentials. Please be aware that this migration does not affect your domain (e.g. MedPriv/, DOM/, PEDS/) account access to your computer or WUSM-Secure WIFI. Your version of Outlook is not changing. Office 365 is simply a new way for WashU IT to host University email services.

Click the (+) next to each.

View screenshots of these instructions here. 

Step 1: Open Outlook.

Step 2: Open the Tools menu in Outlook.

Step 3: Select Accounts

Step 4: Enter your new @wustl.edu email address in the E-Mail address: field.

Step 5: Enter your new @wustl.edu email address in the User name: field.

Step 6: Enter your WUSTL Key password in the Password: field (the password you use for logging into HRMS).

Step 7: Click the Advanced… button.

Step 8: Enter outlook.office365.com in the Server: field under Microsoft Exchange.

Step 9: Enter outlook.office365.com in the Server: field under Directory Service.

Step 10: Click Ok.

Step 11: Close the Accounts window.

Step 12: Congratulations! You have reconfigured Outlook. You may begin using your email account.

View screenshots of these instructions here.

Step 1: Start or restart Outlook.

Step 2: Enter your domain (e.g. MedPriv\user, DOM\user, PEDS\user) and password in this pop-up window.

Step 3:  The same Microsoft Outlook pop-up window reappears. In the second pop-up window, you will enter your new email address as your login ID and your WUSTL Key password (the password you use for logging into HRMS).

Step 4: Outlook will take two (2) minutes to configure the connection to Office 365.

Step 5: Upon final configuration, you will receive a message that will read, “The Microsoft Exchange administrator has made a change that requires you to quit and restart Outlook.”

Step 6: Restart Outlook.

Step 7: Enter you new email address as your login ID and your WUSTL Key password.

Step 8: If you would like Outlook to remember your password, check the ‘Remember my password’ box.

Step 9: For best performance, close Outlook and restart your computer.

Step 10: Your migration to Office 365 is complete.

Although the above process requires multiple logins, please be mindful that there will be a technician in your work space on migration day should you need assistance, and to answer questions you may have. While waiting to reconnect to your desktop or laptop computer, you can always access your email online at email.wustl.edu. Click the ‘Login to Office 365’ button.

Step 1: Open the Settings app ios settings

Step 2: Tap Mail, Contacts, and Calendars  IMG_1682_cropped

Step 3-5 apply ONLY for those who previously had their Washington University Exchange email set up on their mobile device. If you have never used your mobile device to access your WashU email, skip to Step 6.

Step 3: Select Exchange (or Microsoft Exchange)  IMG_1683_cropped

Step 4: You will see your former Washington University email account at the top. Double-check to make sure you see your former Washington University email account here in order to avoid deleting the wrong account. Scroll to bottom and select Delete Account. IMG_1684

Step 5: Confirm deletion.

Step 6: Tap Add Account.  IMG_1685

Step 7:  Select Exchange.   IMG_1686_cropped

Step 8:  Enter your new @wustl.edu email address in the Email field.  IMG_1687

Exception: If your @wustl.edu email address does not match your WUSTL Key ID, enter your WUSTLKey Id with @email.wustl.edu as your email address: WUSTLKey@email.wustl.edu

Reminder: your WUSTL key is the same as your HRMS login.

Step 9: Enter your WUSTL Key password in the Password field.

Step 10: Tap Next

If you are prompted to enter additional information it will be the Server, Domain and Password information described below. If you are not prompted to enter this information, skip to step 12.

Server: outlook.office365.com

Domain: leave this field blank

Username: Enter your new @wustl.edu email address.

Exception: If your @wustl.edu email address does not match your WUSTL Key ID, enter your WUSTLKey Id with @email.wustl.edu as your Username:  WUSTLKey@email.wustl.edu

Password: Enter your WUSTL Key password

Step 11: Tap Next

Step 12: Select which services you want to sync with your WUSTL account.   IMG_1689

Warning IconWarning – if you sync calendars or contacts, you will be asked whether you wish to keep your existing calendars and contacts. If you do not select Keep Contacts or Keep Calendars, the contacts and calendars previously stored on your iOS devices will be permanently erased.

Step 13: Once you have selected the services you want to use, tap Save

Note – connecting your Android device to your Office 365 email account will require you to setup a login pin as well as encryption on your device.

Note that the screenshots below are only a guide, and appearance may vary slightly from one device to another.

Step 1: Open the Settings app  settings

Step 2:  Select Accounts  1

Step 3-5 apply ONLY for those who previously had their Washington University Exchange email set up on their mobile device. If you have never used your mobile device to access your WashU email, skip to Step 6.

Step 3:  Select Microsoft Exchange Activesync    2

Step 4:  You should see your old email account listed. Select this account. 3

Step 5: Click the vertical ellipsis at the top, and choose Remove.  4

Step 6:  In the Accounts window, select Add Account. 6

Step 7:  Select Microsoft Exchange Activesync    2

Step 8:  Enter

  • Email: your @wustl.edu email address
  • Password: your WUSTL Key password

Step 9: Tap Next     7

You may be prompted for additional Server Settings. If so, follow steps 10-11. Otherwise, skip to Step 12.

Step 10: If your WUSTL key does not match your @wustl.edu email address, you may be prompted with a  Server Settings page.  If you do, fill in the following information:

  • Domain\Username:
    • If your WUSTL Key username matches the first part of your @wustl.edu email address, enter: yourwustlkey@wustl.edu
    • If your WUSTL Key username differs from the first part of your @wustl.edu email address, enter: yourwustlkey@email.wustl.edu
  • Password: your WUSTL KEY password
  • Server: outlook.office365.com
  • Select Use secure connection (SSL)

Step 11: Tap Next.

Step 12:  If prompted with a notification about Remote security administration, tap OK

Step 13: On the ‘Account Options’ page, customize settings for email storage and notification to suit your needs.

Step 14: Tap Next

Step 15: On the ‘Your Account is Setup’ page, enter ‘WUSTL’ for the account name, and then tap Next

  • You may receive notification from the Mail app that a Security update is required – if so, follow these steps:
    • Tap on the Security update notification to open it
    • On the Security update notification window, tap OK
    • On the Activate device administrator page, tap Activate

now that I am using my wustl key to log into my email, how can i help keep my wustl key secure?

The Information Security Office of Washington University provides many helpful tips to help you protect yourself, including information about encryption, spam and phishing, and Airwatch. Beginning in March, users will be required to use two-factor authentication to use their WUSTL key to access sensitive information in HRMS. This added layer of security means that you will only need to change your password every 365 days.

You can begin using two-factor authentication now by following instructions found at https://connect.wustl.edu/2fa.