Welcome to the cloud!

UA is moving to the O365 cloud.

Here UA faculty and staff can find information to both prepare you for the migration and to guide you after your UA mailbox is moved to the Microsoft Office 365 (O365) cloud environment. Please note that student email continues to be powered by Google, not O365. This mailbox migration does not impact student Crimson email addresses.


What is changing?

OIT is working to migrate on-premise mailboxes to the cloud. Some reconfiguration may be required to receive email on all of your devices; however, daily interactions with your email will remain unchanged. If you access your email through a web browser, please note the new URL you will use following the migration is outlook.office365.com. Additionally, O365 allows for new applications to be utilized including OneDrive and Teams.


Why is it changing?

UA is moving mailboxes to the cloud to provide better long term service to our customers. Hosting email in the Microsoft cloud offers many benefits, such as complete scalability, infrastructure cost savings, real time updates without system downtime, high availability for business continuity, and email accessibility anywhere an internet connection is available.

Plus, with O365, you can seamlessly schedule meetings, create and share documents, and collaborate in one secure and consistent platform. 


Who will this impact?

All faculty and staff mailboxes that are supported by OIT will be migrated to the cloud.

Because retired faculty and staff have the option to keep their UA mailbox, retiree mailboxes will also be moved to the cloud. Please note – retirees are not eligible to download and install office software. Retirees can access their mail by visiting outlook.office.com after migration.


Is it secure?

DUO two-factor authentication is required for faculty and staff to access their account at outlook.office365.com just as it is required for faculty and staff to access their account at webmail.ua.edu.

Retired faculty and staff that do not have access to DUO are required to use Microsoft’s multi-factor authentication.

Departmental, generic and organization accounts do not all require Duo; however, you must be connected to the campus network (either on campus or though UAVPN2) to access the account.


When will it change?

OIT is implementing O365 on a rolling basis, moving colleges and departments to the cloud through 2020. You will receive information through email when your area or unit will gain access to O365.


What to expect.

Before

  • Update Office software to the latest version – Office ProPlus. This can be done today! Domain-joined PC machines can download ProPlus from the Software Center installed on the computer. Other machines can download Office ProPlus from the Office portal.
  • You will receive an email from OIT, or the IT support person from your area, with advance notice that includes the date your mailboxes will be migrated.
  • Please visit the resources below to familiarize yourself with instructions for updating and resetting accounts on applications and devices.
  • Delete any messages you no longer wish to keep. The smaller the mailbox, the faster it will move to the cloud.
  • No other action is required on your part during this timeframe. All of your other settings, folder structures, and existing mail will be retained and updated during the migration.

During

  • There may be brief periods of inaccessibility as the migration progresses; however, you may continue to utilize your mailbox during the migration period.

After

  • After your mailbox has been migrated, you may receive a prompt to re-enter your password on the Outlook client of your desktop/laptop machine. For instructions, visit the resource links below according to your device type.
  • After your mailbox has been migrated, you will need to delete and re-add your account to the Outlook application on your mobile device. For instructions, visit the resource links below according to your device type.
  • If you use a web browser to access your email, there will be a new URL to access email via the web. Rather than visiting webmail.ua.edu, the new URL is outlook.office365.com. Login with your mybamausername@ua.edu email address and myBama password. Note that multi-factor authentication is required to access your mailbox through a web portal. Active faculty and staff will receive a Duo prompt, retirees will receive a Microsoft Multi-Factor Authentication prompt.
  • OIT recommends that you login to your domain-joined PC machine with myBamausername@ua.edu and myBama password.
  • If you use unified messaging, delivery of voicemail to your email inbox, please note that it may take a few hours to connect to your new mailbox.
  • To connect to a departmental, generic or organization account, please note that you must be connected to the campus network (either on campus or through the VPN) to access the account.
  • Review tutorials and best practices on Microsoft’s website, and report any issues to the IT Service Desk, 205-348-5555.
  • Let us know how we did! We’ve created a survey to obtain feedback throughout the migration process. If we can do anything to make this a smoother process for others, we’d like to know.

Resources + Instructions

OIT recommends the Outlook desktop and mobile applications. OIT does not support native email clients on desktop and mobile devices.

View Outlook for Windows Video Instructions
outlook for windows

1. Restart Outlook for Windows on your desktop.
2. A Windows Security window will appear. Enter your myBamausername@ua.edu email address, followed by your myBama password. You may also receive a Duo prompt.
3. Click “Remember my Credentials”, then OK.
4. Outlook will begin syncing to the server, loading your mail and calendar data.

View Outlook for Mac Video Instructions
outlook for Mac OS


1. Restart Outlook.
2. A message will appear indicating that Outlook was redirected. Check the “Always use my response for this server checkbox” then click Allow.
3. When prompted, enter myBamausername@ua.edu email address as the Username and your myBama password as the Password, then click OK. You may also receive a Duo prompt.
3. Close the outlook application and reopen.
4. Outlook will begin syncing to the server, loading mail and calendar data.

View Outlook for Android Video Instructions
outlook for Android


First, if you do not have the Outlook for Android app on your device, download Outlook for Android from your device’s app store. OIT recommends the Outlook app, not the native mail app.

If you already have the Outlook for Android app on your device, you will need to remove your old account information from the settings, and re-add your account as new, otherwise you may end up with both new and old account information in the settings on your device. Additionally, Android users must remove and re-add any Outlook widgets upon migration.

Delete Current Account

1. From the Outlook settings menu, select Accounts & sync (this application may be named Accounts on some versions of Android).
2. Select Corporate (this option may be named Exchange or Exchange ActiveSync on some versions of Android).
3. Tap the Delete Account button.
4. At the prompt confirm that you really want to delete the account.

Add New Account

1. Launch Outlook app.
2. Enter your myBamausername@ua.edu email address or Select Corporate (this option may be named 0365 on some versions of Android).
3. Enter your myBamausername@ua.edu email address and myBama password. You may also receive a Duo prompt.
4. If prompted to activate device Administrator, click Activate, then Active this Device admin app.
5. Click get started.
6. Click skip.
7. Then click Skip again, or click the arrow to look through new features.

View Outlook for iOS Video Instructions
outlook for iOS


First, if you do not have the Outlook for iOS app on your device, download Outlook for iOS from the App Store. OIT recommends the Outlook app, not the native Apple mail app. If you already have the Outlook for iOS app on your device, you will need to remove your old account information from the settings, and re-add your account as new, otherwise you may end up with both new and old account information in the settings on your device.

Delete Current Account

1. Visit settings within the Outlook app.
2. Select your current Exchange account.
3. Tap the Delete Account button.
4. At the prompt confirm that you really want to delete the account.

Add New Account

1. Launch Outlook app.
2. Enter your mybamausername@ua.edu email address then tap Sign In with Office 365.
3. You will then be prompted for a password, enter your myBama password. You may also receive a Duo prompt.
4. If prompted for a server, insert outlook.office365.com.
5. If prompted to add another account, tap Maybe Later.
6. Intro pages will appear, skip or view as desired.
7. A prompt to enable notifications will appear, Turn on or say No Thanks, as desired.
8. Outlook will begin syncing to the server, loading mail and calendar data.
9. To continue to use Contacts in O365, make sure iOS has access to the account.


Additional Resources

Office ProPlus

View instructions for installing the latest version of Office.

Outlook Tutorials

Visit Microsoft’s website for tutorials and best practices.

UA LMS

Dive deeper with video tutorials through the UA LMS and LinkedIn Learning.

IT Admins

Make sure your department is prepared and informed.

Office 365 Applications

Office 365 includes applications such as Outlook, Word, PowerPoint and Excel, but it also allows for additional applications to be utilized. Learn about each application below, and access the tools at portal.office.com.

One Drive

OneDrive

OneDrive offers secure, cloud-based storage that lets you seamlessly collaborate and access files from anywhere in the world, at any time. With options to view files on both desktop and mobile, OneDrive helps you stay connected no matter where you are. Once migrated, you can begin using OneDrive to store documents that you would normally store in a share drive or Box. Each account received 5TB of cloud storage.

OneDrive Training
One Note Icon

OneNote

OneNote lets you take digital notes while collaborating with colleagues, students, and more. Notes can incorporate drawings, photos, and text and are seamlessly accessible on multiple devices.

OneNote Training

Sway Icon

Sway

Create interactive reports, newsletters, and presentations using Sway’s powerful design tools. Sway’s built-in design engine takes the guesswork out of formatting while giving you the ability to customize presentations to fit your needs.

Sway Training

Teams

Teams

Teams provides a chat space for colleagues to share and discuss ideas both through threaded chats and integrated video and voice conversations via Skype. Working alongside other Office 365 applications, Teams can bring in documents or projects from other applications to be viewed and discussed. Teams functionality is being rolled out to departments as their email is migrated to Office 365.

Teams Overview

Have questions?

Contact the IT Service Desk. Our team will be happy to assist.