The University of Texas at Austin

Office 365

REQUIRED: Outlook 2013 (Windows) Pre-Migration Steps

This document walks users of Outlook 2013 through the checks required before a mailbox can be migrated from AEMS to Office 365. The following steps must be reviewed thoroughly:

Removing large items before email migration:

  1. Click in the Search Inbox (Ctrl+E) field above the message list or use keyboard shortcut Ctrl + E.

  2. In the ribbon, on the Search tab, select Advanced Find from the Search Tools pull down menu.

  3. In the Advanced Find window, click Browse.

  4. In the Select Folder(s) window, check your mailbox at the top level as well as Search subfolders box below. Then, click OK.

  5. Under the More Choices tab, select greater than on the size drop-down at the bottom of the window and enter 20000 in the blank provided. This will search for any items greater than 20,000KB. Click Find Now when ready.

Messages over the size limit will appear in the blank below. If no items over the limit are found, then it will display the “We didn’t find anything to show here” as displayed above.

If messages are found, select them and either delete them if they are not needed, or move them to a local .PST file.

Deleted Items Warning

Large Deleted Items Folders
The migration process can be slowed down if your mailbox's Deleted Items folder is large in size. If you don't need these messages, emptying your Deleted Items folder can speed up the migration. To do this, right-click (control-click in Mac OS X) your Deleted Items folder and select Empty Folder or Erase Deleted Items.

Note: If the above search instructions identified any large items in your mailbox, this action is necessary to prevent issues migrating your mailbox.

30-day Deleted Items Timer and Functionality
Once your mailbox has finished the migration process, a 30-day timer will start, and all messages migrated will be permanently deleted in 30 days. Moving forward, all messages in the Deleted Items folder older than 30 days will be permanently removed.

If there are any messages in that folder that you may need, please restore them to your mailbox before this timer is up.

Purge Recover Deleted Items Folder

If you identified any large items using the above steps, permanently removing them from the Recover Deleted Items folder is needed to prevent any migration issues. This can be done in Outlook 2013 by doing the following:

  1. Right-click the Deleted Items folder and select Recover Deleted Items…

  2. In the window that appears, locate the items you deleted previously. By default, the list is sorted by date, so these items should appear near the bottom. Select each item and click the Purge Selected Items button, which appears as a black X near the top of the window.

  3. Click OK to confirm that you want the item(s) to be permanently deleted.

Public Folder Information

Please let your Technical Support Contact (TSC) know of any Public Folders you currently manage.

Resource Calendars and Accounts

We would like to migrate any rooms or resource accounts you manage alongside your mailbox so your workflow is not interrupted. Please let your Technical Support Contact (TSC) of any resources you manage.

Additional Resources for Migration Process

You will have received notice of when your migration date is. On that day or anytime before, please make note of the following resources for when your migration process is occurring.

Outlook 2007 / 2010 / 2013 Post Migration Process This page will detail the expected behavior of Outlook 2013 during the process and any steps needed to take after the migration is complete.

Office 365 Help & Support
This is the main page for support on the Office 365 project. Here you can find a list of Known Issues as well as configuration directions for mobile devices.

Last updated January 29, 2014 @ 1:55 pm

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