M365 FACULTY AND
STAFF EMAIL MIGRATION
We are happy to announce that Medgar Evers College is transitioning from our current email system to Microsoft 365, a cloud-based email system that will significantly increase our ability to securely share and integrate files with Office 365 apps from a variety of devices.
Medgar Evers College faculty and staff email is tentatively scheduled to transition to Microsoft Cloud on Friday, April 21, 2023.
Once the migration is complete, to access your email, please go to: https://outlook.office.com/login.cuny.edu
What is Microsoft 365?
Microsoft 365 for Education is a cloud-based collaboration suite that works with the installed versions of Microsoft Office software you are already using at Medgar Evers College: Outlook, Word, PowerPoint, and Excel.
Features: In addition to the Office applications that you are already using, there are several new apps that are part of Microsoft 365 to enhance collaboration and information sharing with Medgar Evers College colleagues and students. Microsoft 365 video guides can be found here. Additional online training courses for Outlook can be accessed on LinkedIn Learning so start your Outlook Training NOW! Microsoft 365 is reliable, secure, and always up-to-date.
Are you Ready?
What You Can Do to Prepare for Your New Email Experience
Set up your Multi-Factor Authentication (MFA) for your Office 365 account
Review the M365 Migration documentation, training resources, and FAQ below.
Set up your Multi-Factor Authentication (MFA) for your Office 365 account
Multi-Factor Authentication (MFA), required in advance of M365 email migration, is now available to all faculty and staff . If you have not set up MFA, please complete this step by Wednesday, April 19, 2023.
Visit CUNY’s Multi-Factor Authentication (MFA) website page and follow the instructions in the “Set up multi-factor authentication with a mobile device (YouTube)” video in the “Training and Documentation Resources” section. Please read all instructions carefully before you set up MFA. MFA will apply to Microsoft applications only: MS Office 365, MS Teams, and your new cloud-based email in Microsoft 365.
Please note: Once you sign-off your Office 365 account in order to set up MFA, you must finish the MFA setup process in order to open your Office 365 apps, i.e., Teams, OneDrive, etc.
Review the M365 Migration documentation, training resources, and FAQ below.
If you have any questions, please email HelpIT@mec.cuny.edu, and we will get back to you as soon as possible.
Email Migration Support Zoom Sessions
If you need or would like help with the new Microsoft 365 (M365) email system, we have created the following M365 Email Migration Support Zoom Sessions throughout the month of April. These sessions are open to all faculty & staff.
Join Zoom Meeting
April 21, 24-28 at 10:00 AM
Meeting ID: 830 4619 8445
Passcode: MECO365
Already Migrated?
What You Should Do After Your Mailbox Has Been Migrated to M365
After April 21, 2023 your Microsoft 365 mailbox will be accessible via the Web or by downloading the Microsoft Outlook Mobile App for Apple or Android. Use your existing CUNYfirst username (FirstName.LastName##@login.cuny.edu) and password to log in. You can also access your emails by re-configuring your Microsoft Outlook or mobile device(s). Following are the one-time recofigurations you have to do.
We recommend using the latest version of Outlook. Go here for instructions: CloudClientSetup.
Add your Outlook.com or Microsoft 365 email account into Outlook for Mac
Coming Soon
Things You Need to Know Now About New Email Transition
What is happening?
All CUNY colleges are transitioning faculty and staff email accounts to Microsoft 365, a cloud-based email service. At Medgar Evers College, this transition is scheduled for Friday, April 21 at 5PM.
Why is this happening?
The transition to Microsoft’s cloud-based email system is mandated by CUNY as it will provide many benefits over the current email system, including enhanced security, larger mailbox sizes, a unified inbox across the entire University, and seamless integrations with other Microsoft 365 applications such as OneDrive and Teams. Additionally, Microsoft 365 uses your CUNYfirst login credentials, meaning it’s one less username and password to remember!
How can I prepare?
All faculty and staff should take 10 minutes to read O365 FAQs and training materials.
What will happen to my old emails?
The Office of Information Technology is taking the additional steps to ensure that all email messages dated before the final migration date are transferred to your new account on or around April 20th, 2023. Please note that messages sent or received on the final migration date could take up to 72 hours to appear in your new account.
Will my email address change?
No. Your @mec.cuny.edu will be transferred to Microsoft 365. However, you will use your existing CUNYfirst username (FirstName.LastName##@login.cuny.edu) and password to log into your Microsoft 365 account.
How will I access my new email account?
On or around April 21, your Microsoft 365 mailbox will be accessible via the Web or by downloading the Microsoft Outlook Mobile App for Apple or Android. Use your existing CUNYfirst username (FirstName.LastName##@login.cuny.edu) and password to log in.
Will I still be able to use the Outlook app on my desktop computer to access my email?
Yes, (also true for Mac users) there are steps you can take if you do not want to use Office.com However, keep in mind that this requires you switch between profiles once you set this up in your existing Outlook client. We recommend using the latest version of Outlook (If you have issues however, go to Office.com while you wait for the Helpdesk to catch up to other issues they will be dealing with on the day of migration). Go here for instructions: CloudClientSetup.
I manage a shared office/departmental email account. Will these accounts be transferred too?
Yes, shared or office/departmental email accounts will be transferred to Microsoft 365. You will continue to have access and no further action is required.
Will my Outlook calendar be transferred to Microsoft 365?
A copy of your calendar and existing appointments will transfer. However, these appointments will not be ‘live,’ meaning that if you need to modify or cancel the meeting, the invitee will not be notified. We recommend replacing all pre-existing, one-time and reoccurring meetings with new appointments in Microsoft 365. Note: What if someone manages my calendar? Will they still have access? Access will not transfer to Microsoft 365. This is a great opportunity to ensure the security of your account.
Get Familiar with Email in Microsoft 365
CUNY Microsoft 365 Resources
- How can I begin to prepare for my email’s migration to the Microsoft Cloud?
- Does Microsoft provide information to help me manage my email?
- What information may trigger a warning message in response to my email message?
- Where can I find CUNY policies or guidance on retaining and deleting email?
- CUNY Microsoft 365 Knowledge Base
Multi-Factor Authentication
Microsoft 365 Outlook Resources
Frequently Asked Questions
What is being done?
The current Medgar Evers College email system will be replaced and transitioned to the Microsoft 365 cloud-based email system.
Why is it being done?
Our current email system operates on local servers housed at the college. Network congestion, service provider interruptions, outdated hardware, operation errors, and other issues beyond our control put strain on our systems. Also, remote operations and instruction increased resulting in a majority of our staff/faculty using their email to send large files and other documents back and forth. This further strains our systems. Moving to a cloud-based system will alleviate these issues and the resulting loss of productivity.
What are the benefits?
The transition to Microsoft 365’s cloud based email system provides increased reliability, enhanced cybersecurity features, Microsoft support and accessibility features. Additional benefits for Microsoft 365 include:
- using your CUNY Login credentials, meaning it’s one less password to remember
- integrations with Teams – collaboration, file sharing, unified communication, and more
- security and maintenance of hardware will be handled by Microsoft
- much more storage available for your email
What happens to new email messages addressed to @mec.cuny.edu before and after the transition?
All new incoming email addressed to your @mec.cuny.edu email address will ONLY be sent to your Microsoft 365 mailbox after the transition.
Will my email address change?
No. Your @mec.cuny.edu will be transferred to Microsoft 365. However, you will use your existing CUNYfirst username (FirstName.LastName##@login.cuny.edu) and password to log into your Microsoft 365 account.
What won’t be impacted?
Departmental accounts and shared mailboxes will transition into the new system and remain functional.
How do I log into the new system?
You can log in to the new system either through the web interface or the Outlook app. You will need to login with your CUNY Login credentials (Firstname.Lastname##@login.cuny.edu).
Will I need to do anything to my current Outlook app on my computer?
Yes, (also true for Mac users) there are steps you can take if you do not want to use Office.com However, keep in mind that this requires you switch between profiles once you set this up in your existing Outlook client. We recommend using the latest version of Outlook (If you have issues however, go to Office.com while you wait for your Helpldesk catch up to other issues they will be dealing with on the day of migration). Go here for instructions: CloudClientSetup. Microsoft 365 Outlook will always be available in your browser and is not dependent on device configurations. To access the web app after the transition, go to: https://outlook.office.com/login.cuny.edu.
I am a Mac user, how do I configure my device?
The following instructions will assist you:
When can I log into the new system? When will the change occur?
On April 21st, 2023.
Will our old emails be transferred or will we lose them? Are we able to keep all emails we have stored?
You will not lose old emails. The Office of Information Technology is transferring your mail to Microsoft 365.
I’ve already accessed Outlook in Microsoft 365 and noticed not all of my email is there. Is some of my email lost?
Your email will not be lost. The Office of Information Technology began transferring email a few weeks in advance of the transition. After the transition is complete, the rest of your email will be transferred to your Microsoft 365 account.
When will the documentation be available?
Documentation is currently available and continues to be updated.
What are some steps that we can take to prepare for the transition?
Review the “Are You Ready?” section. What you can do to prepare for your new email experience.
How do I access my Microsoft 365 Cloud Mailbox?
On or around April 21, your Microsoft 365 mailbox will be accessible via the Web or by downloading the Microsoft Outlook Mobile App for Apple or Android. Use your existing CUNYfirst username (FirstName.LastName##@login.cuny.edu) and password to log in..
Will the Faculty/Staff Email link on the Medgar Eves College website be updated to go to Microsoft 365 email?
Yes, the link will be updated after the transition.
What if I do not have a CUNYfirst account?
The Office of Information Technology provided CUNY Central with a complete list of individuals associated with Medgar Evers College. These individuals will have email accounts configured in the new system.
Can I still send email from my local @mec.cuny.edu account after the transition?
No. On the date of the transition, you can only access new messages and send email from your Microsoft 365 account.
Will all our contacts be transferred?
Contacts that are only available on your computer will not be moved over automatically. After the transition, the IT Service Desk will be availble to assist with transferring your contacts.
Will all our calendar appointments be transferred?
Yes, calendar appointments will be transferred as well.
Will shared/departmental email accounts be transferred and remain available?
Yes, shared or departmental email accounts are being transferred to Microsoft 365 with the corresponding permissions – you will not need to do anything.
Will the rules I’ve set up in my inbox transfer as well?
No, rules will not be transferred. You’ll need to recreate any rules you’ve created in your old email account.
What is the size limit for email attachments in Microsoft 365?
The size limit for attachments is 35 MB.
If a faculty/staff member also has a student account, will their accounts be combined?
No, they will remain separate. Students will continue to log into their account with firstname.lastname##@student.mec.cuny.edu.
How will it impact me?
You will retain your @mec.cuny.edu address for email sent to you. To access new email, you must utilize it by using your CUNY Login credentials to access your Microsoft 365 email account. On the date of the transition, you can only access new email in your Microsoft 365 account, you will not find new emails in the old system.
Will the credentials we use to access other Medgar Evers College systems change?
No, the credentials you use for other systems will not change at this time.
Will my email address in Blackboard change?
No, your email address in Blackboard will not be changed.
Will I still be able to receive voicemail messages in my email?
Yes.
Will we be able to use webmail?
Yes, you will be able to use webmail. The new address is https://outlook.office.com/login.cuny.edu.
Will we be able to access our old email account?
Your old email account will remain available as an archive. You can access your archive at https://dy.mec.cuny.edu using your MEC username and password. Note: You will not be able to send or receive new email from your old account after the migration date.
Will we have to use multi-factor authentication (MFA) on each device we use?
Yes, MFA ensures that your account remains secure. You will have to enter an MFA verification code every 14 days on each device you use.
Will I still be able to use mail merge?
Yes, to send emails to a large number of recipients, senders can use mail merge functionality with content from Microsoft Word.
I work for another CUNY college that has already migrated to Microsoft 365 and use my CUNY Login credentials to access it. What does this mean for my Medgar Evers College email account?
The transition to Microsoft 365 is a CUNY-wide initiative to increase security and provide a unified email account. This means your Medgar Evers College email and other CUNY college email will live in the same inbox. You will be able to send email from the same account using any of your CUNY email addresses.
We understand that you may prefer to keep your Medgar Evers College email separate from your other CUNY email. The Office of Information Technology can help you set your Microsoft 365 account to automatically separate your email from Medgar Evers College into a different folder.
Is this system accessible?
Yes! One of the wonderful features of Microsoft 365 is the accessibility. Read more about the accessibility features here.
How will the Zoom calendar integration for Outlook be effected?
Microsoft is in the process of enhancing security for Microsoft 365. Once the transition is complete, faculty and staff will need to re-authorize the calendar integration for Zoom to continue working with Outlook.
How can I access my archived emails once the current system is no longer available
Your current Outlook email client account will remain available as an archive so you will still be able to view your local archive database which is separate from your email server accounts and stored locally on your computer’s hard drive. After migration this will function the same way and will not change.
Is there any way to open my archived Outlook files on my hard drive other than within Outlook?
The local archive database on your Outlook Client > Account Settings > Data files cannot be viewed separately.
Can I drop or upload emails from my Archives folder in my current Outlook into the cloud Archive folder?
Yes, emails can be dragged and dropped or setup to auto-archive to the new Archive location.
How long will we be able to access our archive emails within the current account?
The current local system may get deprecated after a period of inactivity but we will monitor usage and confirm all data has been transferred to the online system. Local Archives are stored separately and do not reside on our servers so they will remain available on users systems long after the local system is deprecated.
Will we have to use multi-factor authentication (MFA) on each device we use?
Yes, MFA ensures that your account remains secure. You will have to enter an MFA verification code every 14 days on each device you use.
I work for another CUNY college that has already migrated to Microsoft 365 and use my CUNY Login credentials to access it. What does this mean for my MEC email account?
The transition to Microsoft 365 is a CUNY-wide initiative to increase security and provide a unified email account. This means your MEC email and other CUNY college email will live in the same inbox. You will be able to send email from the same account using any of your CUNY email addresses.
We understand that you may prefer to keep your MEC email separate from your other CUNY email.
The Department of Information Technology can help you set your Microsoft 365 account to automatically separate your email from MEC into a different folder.
What is an email signature?
An email signature is a message that you can setup to be appended to the bottom of your email messages automatically. The Microsoft resources offers instructions for setting up a signature.
Microsoft 365 Resources
Here are some helpful resources to get familiar with email in Microsoft 365:
CUNY Microsoft 365 Resources
- How can I begin to prepare for my email’s migration to the Microsoft Cloud?
- Does Microsoft provide information to help me manage my email?
- What information may trigger a warning message in response to my email message?
- Where can I find CUNY policies or guidance on retaining and deleting email?
- CUNY Microsoft 365 Knowledge Base
Multi-Factor Authentication
Microsoft 365 Outlook Resources
Acceptable Use of Microsoft 365 for Education Policy
Microsoft Microsoft 365 is built with security in mind, and is regularly audited against industry standards. This includes SSAE 18 SOC2, ISO 27001 and others. Reportedly there are many thousands of companies using Microsoft 365 across the globe and more than 250 million accounts, including NY State government, and maybe NYC’s as well. Because Microsoft is responsible for the security of its service platform, CUNY can be assured that the platform itself is secure.
CUNY requires that all Microsoft 365 accounts be enabled with multi-factor authentication, which helps prevent accounts from becoming compromised by requiring at sign-in that a unique code texted to a cell phone be entered (in addition to username and password) or alternatively confirmation through a secure authentication app or voice telephone call.
In addition to anti-spam, anti-phishing and anti-malware security features, a feature of Microsoft 365 called Data Loss Prevention (DLP) has been enabled to help protect some forms of confidential information, specifically social security numbers, credit card numbers and related data elements. When Microsoft 365 detects such information not otherwise protected with encryption, DLP policy prevents it from being shared outside of CUNY, either through Outlook, OneDrive, SharePoint, etc. DLP helps to protect CUNY from what otherwise could be a reportable data breach under NY State law.
Because DLP sometimes misidentifies these types of data elements, users have the option to override this function by entering a brief justification that documents the exception. This override capability is not intended to thwart the requirement of properly handling such highly confidential information. Business processes that presently transmit such data in non-encrypted email or through other unsafe sharing methods, particularly when such information is shared with external recipients, must be changed to utilize secure transport methods.
As CUNY now licenses all of Microsoft 365’s security and compliance features, planning is ongoing to enable additional enhanced security features.
For more information, please review the Acceptable Use of Microsoft 365 for Education Policy before storing, synching, and/or sharing data in any of CUNY’s cloud services.
This policy provides rules regarding the acceptable use of Microsoft 365 by members of the CUNY community for CUNY academic, research and administrative purposes. These rules are applicable only to Microsoft 365 and not to other cloud-based applications and services and supplement CUNY’s general Acceptable Use of Computer Resources policy. If you have any questions, please check with the data owner, the college CIO or CUNY CIS in the Central Office.