Body
Overview
Aligned with the university’s What’s Next Objective: Transform the SFU experience and SFU's digital transformation, SFU is upgrading to Exchange Online, a new cloud-based email system. This transition is part of SFU's commitment to enhancing IT security, improving user experience, and enabling modern features provided by Microsoft.
This article includes information on:
What is happening?
We are moving SFU Mail accounts to a new system called Exchange Online. Your account will be moved between October and mid-December 2024. The move will happen in stages, so not everyone will be moved at the same time.
You will receive further emails about this upgrade in the coming months. We will let you know three weeks before your SFU Mail account is upgraded.
What is changing?
The changes will depend on how you access your SFU email:
SFU Mail on Web Browser (e.g. Chrome, Firefox, Edge)
- New URL: After the upgrade, access SFU Mail on any device and web browser using the web link, outlook.office.com. Bookmark or save the new link, as the current web link will become outdated.
- New Sign-In Step: Your email sign-in format will be "YourComputingID@sfu.ca" on the Microsoft sign-in page when you are upgraded.
Email Programs and Apps (e.g. Outlook Desktop, Apple Mail) on Desktop and Mobile Devices
- New Requirements: Only eligible email programs and apps can be used with SFU Mail due to new security requirements. Be sure to check if your device meets the minimum system requirements. Any other email programs or apps will be unable to access SFU Mail once your account is moved. Please note Eudora will not work after your account has been upgraded.
- Switch to SFU Mail on Web Browser: We recommend that you switch to using SFU Mail on Web Browser as it provides the most seamless experience and is fully supported by IT Services.
- Configurations After Upgrade: If you wish to continue using an email program, SFU Mail may disconnect from desktop and mobile email applications after the upgrade. To reconnect, remove and re-add your SFU account. Alternatively, use outlook.office.com for continued access on any browser. Seek support from your personal network if needed.
Additional Impacts to Email Programs using IMAP and POP (e.g. Thunderbird)
- New Server Configurations: Consider backing up your emails before your account is upgraded. Post upgrade, you will need to modify your account configuration which can result in lost emails in the process. See IMAP/SMTP Setup for details and seek assistance from your personal network if needed.
- Other Impacts: Client-sided data, such as email rules, won't be migrated along with your account. See IMAP/SMTP Setup for details on implications. Thunderbird supports IMAP/POP. Eudora does not support Exchange Online.
REGARDING AVAILABILITY FOR IT SUPPORT
Continuing to use an email program or app will require familiarity with using a computer or mobile device. If you need IT support, we ask that you seek assistance from your personal network, such as friends, family or colleagues.
IT Support Desk can only provide technical support on SFU Mail on Web Browser as the university's officially supported email program for retirees.
Consider switching to using SFU Mail on Web Browser for a user-friendly experience.
ARE YOU USING EMAIL FORWARDING?
- If you set up automatic forwarding of your SFU Mail to another email address (like @gmail.com), there should be no impact. Your forwarding settings will stay the same after the upgrade.
- We recommend that you periodically review your emails throughout the SFU Mail Upgrade to ensure that your emails are going through smoothly. If you believe to be missing emails, double-check your email rules on SFU Mail on Web Browser or send a support ticket using the SFU Mail - Report Migration Issue form.
Other Impacts to SFU Mail
If you use any of the following on SFU Mail, note the additional impacts:
- Shared Calendars: This includes departmental or vacation calendars. If you encounter issues after the upgrade, you will need to remove existing shares and ask owners to re-share to continue its use. See Re-sharing a Shared Calendar.
- Shared Mail Folders: This includes sharing an inbox to another user. If you encounter issues after the upgrade, you will need to re-add the shared mailbox to continue its use. See Re-add a Shared Mail Folder or Mailbox.
- Third-party Applications / Integrations: If your SFU Mail connects to external third-party applications, only SFU-approved apps will connect to SFU Mail after the upgrade. Learn more.
- Sponsored Accounts: Your email sign-in format will be "YourSponsoredAccount@sfu.ca" on the Microsoft sign-in page when you are upgraded, including when you are using Delegated Login. See Sponsored Account Sign-in Instructions.
- Email Signatures: Email signature on the browser version of SFU Mail will be lost during the upgrade. You can add it back once the upgrade is complete.
For more, visit our FAQ and Common Issues.
At a Glance: SFU Mail on Web Browser
Prefer another way? An alternative is to set up email forwarding with Inbox Rules to send your SFU emails to your personal email address.
SFU Mail Migration FAQ (for Retirees)
What is the difference between Browser, Email Program/app and IMAP/POP?
Below is an explanation on what is a browser, email program/app and IMAP/POP:
Shown here is the Chrome web browser.
Web Browser
A web browser (or Internet browser) is a common program on computers and mobile devices that lets you access the Internet and to various websites, known as the Web.
Accessing SFU Mail on Web Browser is very user-friendly and ideal for individuals who aren't familiar with technology.
If you recognize any of the symbols below, they are Web Browsers:
Shown here is Outlook on a mobile phone (left) and laptop (right).
Email Programs and Apps
An email program (for computers) or app (for phones and tablets) is specifically used for emailing and is typically more expansive and complicated due to the larger amount of features. These generally need to be downloaded and installed onto your device.
Using an Email Program or App can be more convenient and useful; however, it can be more confusing for individuals who aren't familiar with technology.
Commonly used Email Programs and Apps are installed on desktop or mobile devices: Outlook, Apple Mail (iCloud), Gmail App.
Not to be confused with Outlook Live, Gmail or Yahoo which are email providers.
Shown here is IMAP setup configurations on Thunderbird
IMAP and POP
Some email programs may use an older connection methods known as IMAP and POP. Setting up an email program as IMAP or POP will require entering the server address, port, and other technical information as needed to establish a connection with an email server.
IMAP and POP are typically used by technical individuals.
Commonly used Email Programs that use IMAP/POP are: Thunderbird, Eudora.
How do I access SFU Mail on web Browser?
I have email Forwarding Set up. Will this be impacted?
If you set up email forwarding of your SFU Mail to another email address (like @gmail.com), there should be no impact. Your forwarding rules will stay the same after the upgrade. Please continue to review emails about this so that you know when your SFU Mail account will be upgraded, just in case you encounter any issues.
I own a paid subscription to use Microsoft 365. Can I use Outlook for Windows?
Yes, if you have your own Microsoft 365 license on Windows, you will be able to use Outlook for Windows to access SFU Mail.
Using an email program will require familiarity with using a computer. If you are comfortable, visit
Sign into SFU Mail on Desktop for self-help instructions. If you require additional IT assistance with Outlook for Windows, we ask that you seek assistance from your personal network, such as friends, family or colleagues.
Retirees who wish to have the most user-friendly experience are recommended to use
SFU Mail on Web Browser.
IT Support Desk can only provide technical support on SFU Mail on Web Browser as the university's officially supported email program for retirees.
I want to use Outlook for Mac. Where can I get help?
Outlook for Mac is currently free to all individuals.
Using an email program will require familiarity with using a computer. If you are comfortable, visit
Sign into SFU Mail on Desktop for self-help instructions with Outlook for Mac. If you require additional IT assistance with Outlook for Mac, we ask that you seek assistance from your personal network, such as friends, family or colleagues.
Retirees who wish to have the most user-friendly experience are recommended to use
SFU Mail on Web Browser.
IT Support Desk can only provide technical support on SFU Mail on Web Browser as the university's officially supported email program for retirees.
I want to use Outlook for Mobile. Where can I get help?
Outlook for Mobile ("Outlook App") is available on iOS and Android devices. You can connect only after your SFU Mail account has upgraded.
Using an email app will require familiarity with using a mobile device. If you are comfortable, visit
Sign into SFU Mail on Mobile for self-help instructions. If you require additional IT assistance with Outlook for Mobile, we ask that you seek assistance from your personal network, such as friends, family or colleagues.
Retirees who wish to have the most user-friendly experience are recommended to use
SFU Mail on Web Browser.
IT Support Desk can only provide technical support on SFU Mail on Web Browser as the university's officially supported email program for retirees.
New Changes to SFU Mail
For a quick summary of the changes:
- New Features
- SFU Mail now has the latest Outlook email features.
- SFU Mail on Browser will communicate with other Microsoft 365 apps.
- New Requirements to connecting to SFU Mail
- By integrating SFU Mail with the Microsft 365 suite, new security requirements ensure better data security for the SFU community and compliance with provincial privacy regulations.
- Only approved third-party email applications and tools can connect to SFU Mail. For details, see our External Tools/Apps Changes and FAQs.
- Connecting through IMAP/POP configurations now require OAuth2 authentication.
- Service Changes and Limits
- Mailbox storage limits are determined by your assigned Microsoft licensing. All SFU retirees have up to 50 GB of mailbox storage.
- With modern accident prevention features available to SFU Mail, email backup are not provided by SFU/Microsoft to ensure efficient use of resources.
- SFU Mail is secured by Microsoft enterprise-level security.
- Compatibility
For more information on changes and new features, see New Change to SFU Mail.
How do I know if I have upgraded to Exchange Online?
There will be two major changes once your account is upgraded to Exchange Online:
- You will be asked to log into Microsoft when signing into SFU Mail. Your sign in email will be “YourComputingID@sfu.ca”.
- The user interface will be modernized when accessing SFU Mail on browser.
Seeking Additional Support
If you're seeking support on using SFU Mail on Browser:
If you're seeking support on using your email programs or apps:
- We ask that you seek assistance from your personal network, such as friends, family or colleagues.
- IT Support Desk can only provide technical support on SFU Mail on Web Browser as the university's officially supported email program for retirees.