Universiteit Leiden

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ICT, Organisation

Mail migration FSW (action only required after the migration)

15 November 2021

Exchange Online was introduced at the FSW. Your Outlook mailbox and calendar are  transfered to Exchange Online. Shared 'functional' mailboxes are also migrated. For all Windows computers and laptops managed by the university, no actions are required, except restart Outlook if you are currently only using Outlook for your personal mailbox.
Many other faculties, CWTS and students also use this new mail environment. 

Note
For other devices, webmail and shared mailboxes, actions are needed to add the renewed account! Check out the instructions on this webpage.

Advantages

The transition to Exchange Online makes it possible to integrate Office 365 applications and to use new apps, such as the Outlook app, Planner and To Do. Security will be increased and better protection will be offered against phishing emails. The size of the mailbox will expand, so it is no longer necessary to request to expand the mailbox individually.

Action required after the migration

Note: Action can only be peformed AFTER the migration!

Unless you are only using Outlook on a managed Windows laptop/PC. Depending on the device you are using/installing the mailbox on, this can take 10-30 minutes. All data have already been transferred in the background, but Outlook synchronization may take a while, depending on the size of your mailbox.

Note

  1. Tip: Make a note of some appointments in your agenda in advance on paper or digitally in case your agenda is temporarily unavailable.
     
  2. Everything applies when replacing your account: don't worry about all the mail in it: your mailbox at the university will remain and it will be synchronized again after logging in with your username.

On your university-managed work laptop/PC, you don't need to change anything in your Outlook mail programme if you only use your personal mailbox. If you also use shared mailboxes, you do have to carry out a few steps.

Use the MS Outlook app.  You can continue to use the Apple Mail app, but then you will not be able to use shared mailboxes or archived mailboxes.

The steps

  1. Delete the existing university account.
  2.  Go to Applications and open the MS Outlook app.
  3.  Click Preferences from the Outlook menu and click Accounts. Click on the + at the bottom left to create a new account.
  4.  Enter your full e-mail address at the university. Click Continue.
  5. When the login window appears, your university e-mail address is entered under the username. Replace the email address at username with your university Microsoft username: <ULCNusername>@vuw.leidenuniv.nl. This is an important step to pay close attention to. Enter your usual ULCN password. Click Sign In
  6. You will receive a message that you want to approve this connection in MS Authenticator. Click Approve.
  7. Outlook is now set up. The Autodiscover screen may appear. Check 'Always use my response for this server' and click Allow.

 Check out the instruction video.

Use the MS Outlook app.

The steps

  1. In your mail programme, go to Settings and delete the existing university account.
  2. Go back to Settings and create a new account.
  3. When asked about the type of account, choose the Office 365 option.
  4.  Enter your full e-mail address at the university, so that some institutions will already be retrieved.
  5. When the login window appears, your university e-mail address is entered next to the username. Replace the email address at username with your university Microsoft username: <ULCNusername>@vuw.leidenuniv.nl. This is an important step to pay close attention to. Enter your usual ULCN password.

Check out the instruction video.

Use the MS Outlook app.

The steps

  1. Delete the existing university account.
  2. Go to Applications and open the MS Outlook app
  3.  Click Preferences from the Outlook menu and click Accounts. Click on the + at the bottom left to create a new account.
  4. Enter your full e-mail address at the university, so that some institutions will already be retrieved. Click Continue.
  5. When the login window appears, your university e-mail address is entered next to the username. Replace the email address at username with your university Microsoft username: <ULCNusername>@vuw.leidenuniv.nl. This is an important step to pay close attention to. Enter your usual ULCN password. Click Sign In.
  6. You will receive a message that you want to approve this connection in MS Authenticator. Click Approve.
  7. Outlook is set up. The Autodiscover screen may appear. Check 'Always use my response for this server' and click Allow.

Check out:

Use the MS Outlook app. You can also continue to use the Apple Mail app, but then you cannot use shared mailboxes or archived mailboxes.

The steps

  1. . Delete the existing university account.
  2. Open the MS Outlook app.
  3. Click Preferences from the Outlook menu and click Accounts. Click on the + at the bottom left to create a new account.
  4. Enter your full e-mail address at the university, so that some institutions will already be retrieved. Click Continue.
  5. When the login window appears, your university e-mail address is entered under the username. Replace the email address at username with your university Microsoft username: <ULCNusername>@vuw.leidenuniv.nl. This is an important step to pay close attention to. Enter your usual ULCN password. Click Sign In.
  6. You will receive a message that you want to approve this connection in MS Authenticator. Click Approve.
  7. Outlook is now set up. The Autodiscover screen may appear. Check 'Always use my response for this server' and click Allow.

Check out:

Go to the Office portal. Do not continue to use the old webmail address (webmail.campus.leidenuniv.nl). Log in with your university Microsoft account: <ULCNusername>@vuw.leidenuniv.nl and your usual ULCN password.

In the Office portal you will find your frequently used apps on the left of the screen, including the Outlook app. It is therefore possible that the Outlook app is still at the bottom in All apps.

Tip

Make a note of the name of this mailbox beforehand so that you can link it yourself.

Steps to add a shared mailbox to your personal mailbox

  1. Select the File tab and choose + Add account.
  2. Enter the e-mail address of the functional mailbox, leave any other fields blank and click Next step.
  3. When a message appears, choose Office 365 in the Advanced installation window.
  4. Click More options > Use other account and fill in your usual ULCN username with 'vuw\' in front of it, example: username 'jansenj' becomes 'vuw\jansenj'.
  5. Close Outlook and restart it for the changes to take effect.

Note

During the day prior to the mail migration, the link between your mailbox and a shared mailbox (if you use one) may be gone for a while. That's temporary. Then restart Outlook later in the day.

Log in with MFA authentication for the mailbox, just like with the other Office 365 products. 

Check out
the instruction video
 and the explanation in the Helpdesk Portal.

New in Exchange Online

If you receive an email that is marked as suspicious (spam, phishing, etc), you will receive an email informing you that it has been quarantined. This email is repeated every three days. The sender of this message is: quarantine@messaging.microsoft.com

Check out the explanation in the Helpdesk Portal.

Questions/problems?

  • Do you have questions about the upcoming mail migration?
    Contact RenĂ© Ouwerkerk or Raymond van Erkel (ICT coordinators FSW).
     
  • Do you have a problem after the mail migration?
    Contact the Helpdesk ISSC (ext. 8888). Mention 'mail migration FSW'. The Helpdesk employees have been informed. 
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