The University of Texas at Austin

Office 365

REQUIRED: Outlook Web App - Pre-Migration Checklist

This document walks users of Outlook Web App (OWA) 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. Sign into Outlook Web App.
  2. Verify that your Inbox is selected in the left-hand column.
  3. Click on the small downward-pointing triangle to the right of the word Filter.

  4. From the menu which appears, select Attachments.

  5. A small checkbox will appear next to the word Attachments. Click Apply to save the setting.

  6. Under the Search Inbox, click Arrange by and select Size. Your messages will be sorted into size categories, with Enormous (>5 MB) being the largest.

  7. Next to Arrange by Size, if you see Smallest on top, click those words; it will change to Largest on top.

  8. Scroll to the top of the mailbox.

Once you've decided what to do with each of your large messages, you'll need to repeat this procedure for every folder in your account.

Deciding How To Handle Each Message

For each message 25 MB or larger, decide whether to save the attachments. To save an attachment, click on its name while viewing the message. Follow your browser's method of saving a file to your hard drive.

Then, to delete a message from the list of messages in a folder, click to highlight it, then click Delete in the toolbar just above the Search box. Or, if the message is open in its own window, click the X in the toolbar.

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 Web App (OWA) 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.

OWA (Outlook Web App) Login Process
This page will detail the expected behavior of Apple Mail 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 February 10, 2014 @ 2:35 pm

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