SFU Mail - Support Toolkit

Overview

This article contains various resources for IT support staff to assist in the transition to Exchange Online.

Details

Table of Contents

  1. Migration Timeline
  2. Migration Status Tool
  3. Policy Map
  4. Cross-Permissions Behaviour
  5. Email Storage Limits and M365 Licensing
  6. Migration Q&A
  7. Approved Mail Apps and System Requirements
  8. IMAP Setup
  9. Other Resources
  10. Support and Escalation

 

Migration Timeline

Group Date Status
Exchange Online Project Members Week of September 11, 2023 Complete
"its-all" Members, No Dependencies, First Batch Week of September 25, 2023 Complete
"its-all" Members, Dependencies Week of October 30, 2023 Complete
Early Adopters in Local IT November 30, 2023 Complete
Undergraduate Students Beginning January 29, 2024 Pending. Email notifications sent out for first batch.
Graduate Students, Staff/Faculty, Retirees, Role Accounts Beginning June 2024 Pending

 

Migration Status Tool

The migration status tool (https://mailmanager.its.sfu.ca/migration/report.cgi) can be used to check the migration status of a Computing ID or a list of Computing ID's by maillist. For more information about the tool and how to use it, see the SFU Mail - Migration Status Tool article.

 

Policy Map

The SFU Mail - Policy Map charts the current state (Exchange 2016) and the future state (M365) as it relates to SFU Mail and contains information regarding:

  • Minimum OS requirements
  • Desktop and mobile clients
  • Authentication and synchronization protocols
  • Services and add-in's
  • Retention and back up policies
  • Mailbox permissions
  • M365 and third party apps
  • Custom domains
  • Role of local IT

 

Cross-Permissions Behaviour

The SFU Mail - Cross-Permissions Behaviour article charts the behaviour of permissions between on-premises and M365 regarding:

  • Location/Resource account access
  • Send on Behalf, Send As permissions
  • Calendar Delegate and Send on Behalf permissions
  • Calendar Sharing permissions

 

Email Storage Limits and M365 Licensing

The SFU Mail - Email Storage and M365 Licensing article provides details regarding how much email storage is available and which M365 licenses are provided to SFU staff/faculty, students, alumni, retirees, and sponsored accounts.

 

Migration Q&A

When will my account will be migrated to Exchange Online? How do I find out when other users will be migrated?
Our approach to reduce user disruption involves migrating users collectively, which means we cannot offer individual migration dates. Individuals that are scheduled for migration are notified two weeks ahead of time by email. Our migration timeline will be updated when new information is available.
I'm excited to try the new features in Exchange Online. Can I be migrated earlier?
At this time in the project, we are not able to accommodate requests for individual accounts to be migrated earlier.
I can't access my inbox using the ___ MAIL app after migration. Help!
Only approved mail apps will work Exchange Online after the migration. Please see our Approved Mail Apps and System Requirements section for more information.
 
If you're trying to access your inbox on desktop, you'll need to 1) check that your app is allowed 2) either sign in when prompted, re-configure the account, or remove and re-add the account. See Desktop Application Setup for SFU Mail for our step-by-step guides.
 
If you're trying to access your inbox on mobile, you'll need to 1) check that your app is allowed 2) remove and re-add the account. See Sign into SFU Mail on Mobile for our step-by-step guides.
I see ":-( Something went wrong" when I try to log into SFU Mail. How do I access SFU Mail?
Due to issues with browser cookies and caching, please access SFU Mail by visiting outlook.office.com. You can also clear your browser cookies and data.
My Email Signatures are missing, what do I do?
Email signatures are wiped as part of the migration. We kindly ask you to re-add them to your account.

 

Approved Mail Apps and System Requirements

Desktop

Operating System (OS)

Approved App(s)

OS Requirements

Windows

  • Outlook 365 and Outlook 2021 are supported by SFU and Microsoft
  • Older versions of Outlook are not prohibited from connecting, but may not receive the latest features
Windows 10 and above

Windows

Windows Mail

Windows 10 and above

macOS

  • Outlook 365 and Outlook 2021 are supported by SFU and Microsoft
  • Older versions of Outlook are not prohibited from connecting, but may not receive the latest features
macOS 12.0 and above
macOS Apple Mail (with integration with Contacts, Calendar, Reminder, and Notes app) macOS 10.14 and above
Windows, macOS, Linux

Mozilla Thunderbird version 77.0b1 or later. TbSync and OWL for Exchange add-ons are enabled:

  • TbSync requires Thunderbird version 102.7.0 or later
  • OWL for Exchange requires Thunderbird version 91.0 or later.

See Thunderbird System Requirements for 77.0b1

To set up Exchange Online on your desktop mail client, see Sign into SFU Mail on Desktop or the Sign In and Setup section in our SFU Mail - How-to Guides.

Note: After your account is migrated to Exchange Online, you'll need to 1) check that your app is allowed, 2) sign in again if you're using Outlook for PC, 3) remove and re-add your account if you're using Mail or Outlook for Mac, 4) re-configure or re-add your IMAP account using the new configuration settings

 

Mobile

Operating System

Approved App(s)

OS Requirements

Devices

iOS

Microsoft Outlook

iOS 16.0 and above or iPadOS 16.0 and above (Sept 2023). Support is limited to the two most recent versions.

iPhone 8 and newer

iOS

Apple Mail (with integration with Contacts, Calendar, Reminder, and Notes app)

iOS 11.0 and above or iPadOS 13.1 and above

iPhone 5S and newer

Android

Microsoft Outlook

Android 9.0 and above (Sept 2023). Support is limited to the four most recent versions.

Samsung S8 and newer
Android Gmail Android 5.0 and above Samsung S5 and newer

Android

Samsung Mail

Android 7.0 and above

Samsung S6 and newer

To set up Exchange Online on your mobile mail client, see Sign into SFU Mail on Mobile or the Sign In and Setup section in our SFU Mail - How-to Guides.

 

Web Browsers

Sign into outlook.office.com to access Outlook on the web. For the best experience, use the most recent versions of the following browsers:

Operating System

Recommended Browsers

OS Requirements

Windows

The new Microsoft Edge, Mozilla Firefox, or Chrome

Windows 10 and above

macOS

The new Microsoft Edge, Apple Safari (version 17), or Chrome

  • macOS 12.0 and above for the latest version of Apple Safari
  • macOS 10.15 and above for Chrome

Linux

Firefox or Chrome. Some features may not be available.

Not specified

If you're using an older browser, you'll see the light version of Outlook:

  • Chrome version 65 and below
  • Safari version 11 and below
  • Mozilla Firefox version 63 and below
  • Opera version 53 and below

 

IMAP Setup

IMAP setup is available for approved mail apps. Outlook for PC/Mac/iOS/Android do not support IMAP configurations:

  • Incoming: IMAP    
    • Server hostname: outlook.office365.com         
    • Port: 993    
    • SSL: SSL/TLS    
    • Authentication: OAuth2
  • Outgoing: SMTP    
    • Server hostname: smpt.office365.com    
    • Port: 587  
    • SSL: STARTTLS    
    • Authentication: OAuth2

 

Other Resources

  1. SFU Mail - How to Guides: How to navigate and use the new SFU Mail with Exchange Online in the browser, desktop and mobile apps.

  2. SFU Mail Migration - FAQ and Common Issues: Find answers to commonly asked questions about the migration to Exchange Online.

 

Support and Escalation

If you need additional help or have a question not found in our guides, please get in touch with our team by reporting a migration issue.

Details

Article ID: 6952
Created
Fri 10/6/23 5:24 PM
Modified
Mon 1/22/24 2:07 PM