REMINDER: McMaster Student Email Migration is in progress. After you are migrated, you will ONLY receive email in your Microsoft 365 Outlook inbox. If you are not receiving emails in your McMaster student email account, contact UTS.
- Your email address will not change
- Existing data in Microsoft 365 will not change
- Continue to log into Microsoft 365 with your email@example.com
Notices will be sent prior to your migration
- Students will still have access to G-Suite well into 2022
Moving student email into McMaster’s Microsoft 365 platform allows students to use the full integrated capabilities of the MS 365 suite and brings multiple features and benefits, including: reliable integration with mobile devices; enhanced security and document sharing capabilities, and improved collaboration between all members of the McMaster community.
Information Box Group
A list of LinkedIn Learning courses to help you manage your appointments, share calendars, work with contacts, and stay on task with Outlook 2016 and Microsoft 365.
Add McMaster Mail to iPhone & iPad
Moving student email into McMaster’s Microsoft 365 platform allows students to use the fully integrated capabilities of the Microsoft 365 suite. There are multiple features and benefits, including: reliable integration with mobile devices; enhanced security and document sharing capabilities, and improved collaboration between all members of the McMaster community.
In line with other Canadian higher education institutions, and as part of the McMaster IT Strategic Plan, McMaster has initiated this change for a number of reasons, including:
Although students already have access to the Microsoft 365 platform, migrating students into Microsoft’s email and calendaring tools unlocks students’ ability to access even more Microsoft features. See “Benefits”
Microsoft takes accessibility issues very seriously and has many features integrated into its collaboration tools. For more information:
- Official Microsoft Accessibility info and resources: https://www.Microsoft.com/en-ca/accessibility?rtc=1
- Accessibility checker:https://support.Microsoft.com/en-us/topic/rules-for-the-accessibility-checker-651e08f2-0fc3-4e10-aaca-74b4a67101c1
- How to create accessible emails:https://support.Microsoft.com/en-us/topic/make-your-outlook-email-accessible-to-people-with-disabilities-71ce71f4-7b15-4b7a-a2e3-cf91721bbacb?ui=en-us&rs=en-us&ad=us
- Microsoft’s Canadian data centres will ensure your data is protected
- An extremely robust set of cyber security processes and procedures will assist our IT Security team to provide you with more IT Security management and remediation capabilities
- Better access for international students who might not have access to other systems
Access and use tools that you will use after university:
- The majority of workplace settings utilize Microsoft 365, including Outlook and Microsoft Productivity Tools, for daily work and this will prepare students for professional environments
Benefits for McMaster Students:
- This change gives students access to new tools and services that will make it easier for them to interact, work on group assignments and connect with faculty members
- Microsoft Teams is a fast and easy way for TAs to communicate with students and to share documents, and the new email platform will let students schedule appointments for classes or projects
- Microsoft 365 email is more secure and more reliably integrates with smart phones and tablets, as well as providing better integration with Avenue to Learn and Mosaic
- Students already have access to the Microsoft 365 platform and this migration will give them access to more features
- Improves accessibility – for example creating accessible emails
- Better access for international students who might not have access to other systems.
The project was endorsed by McMaster’s IT Governance committees in January 2021 as part of the McMaster IT Strategic Plan and follows the successful email and calendar migration for McMaster faculty members, staff, retirees and medical students to Microsoft 365 in 2020.
McMaster has an IT Student Advisory Committee that had input as the project was being planned.
Student representatives are part of the Project Steering Committee.
After the plan was developed, it went through McMaster’s IT Governance process which reviews, makes recommendations and ensures that technology changes benefit the key users and do not duplicate other systems.
The Student Email migration is the second initiative in a comprehensive email roadmap, a multi-year program to improve email architecture and security at McMaster.
The first project, the migration of our staff, faculty members, retirees and medical students to Microsoft 365, took place last year, moving off our on-premise email servers.
Bringing students into the same email environment allows us to provide students with access to a comprehensive suite of productivity tools and improved collaboration with other members of the institution.
At the same time, we can also achieve the longer-term goal of simplifying our environment while adding value through enhanced training and integration between Microsoft 365 and our various other teaching, learning and administrative systems.
By reducing the number of email environments, we can improve IT security and the management of our environments.
Our Microsoft licensing means students get the system and its added benefit at no direct cost.
The move allows the university to avoid costs that were going to hit McMaster in 2022 when the old system begins charging for email storage.
No, your email address will stay the same MacID@mcmaster.ca. After migration you will send and receive emails from Microsoft 365 Outlook.
Account migration will begin in May 2021 through a phased approach. You will be notified one month, one week, and one day in advance of your respective migration. Until then, students can continue to work as they have been in Gmail.
Your email migration will be managed by the project team. Email, Calendar and Contacts data will be copied to your Microsoft Exchange/Outlook account.
All McMaster accounts will be moved to the Microsoft platform.
Students will receive pre- and post-migration checklists with support contact information.
Migration of Gmail accounts will take place between May and September of 2021. Each account will be sent a one month, one week, and one day notice prior to migration to help you prepare and minimize disruption.
What is migrated:
EXCLUDING: vacation settings, automatic reply settings & filers/rules.
• Mailbox contacts (a maximum of 3 email addresses per contact are migrated):
EXCLUDING: Gmail tags, contact URLs and custom tags.
EXCLUDING: shared calendars, cloud attachments, Google Hangout links & event colors.
What does not migrate:
• Any email or attachment that exceeds the message size limit
• Blocked or inactive users
• Archive data from PST files or any third-party archive solution (for example, Google Vault)
• Rights managed or encrypted emails
• Corrupted items
• Google Hangouts**
• Google Groups
• Resource mailboxes
• Inactive mailboxes
• Vacation settings and automatic reply settings
• Shared calendars, cloud attachments, Google Hangout links, and event colors
**Hangout conversations saved as label are migrated.
- “Starred” emails will become flagged.
- Gmail’s “Trash” folder will be mapped to Outlook’s “Deleted Items”
- Gmail’s “Sent Mail” folder will be mapped Outlook’s “Sent Items”
Mail on Microsoft 365 doesn’t support labels. How was mail translated to folders? To provide the best mail experience in Outlook as well as account for the Focused/Other view, we translated most labels to folders.
- Mail with the “Starred” label became flagged.
- Mail with the “Important” label influenced its Focused/Other designation.
- Mail with other labels was copied into a folder with the corresponding label name.
- Mail with no other labels was moved to the Archive folder.
This means that some items that had multiple flags in Gmail will appear in multiple folders in Microsoft 365.
Microsoft 365/GSuite FAQs
You will continue to work in Gmail and the GSuite until after exams and the semester ends. At that time, the only thing that changes is Gmail to Microsoft 365. You will continue to have access to your GSuite until well into 2022.
You will retain access to GSuite until well into 2022 to manually back up and save any data you wish to keep. After the specified decommissioning date, your McMaster GSuite account will be fully terminated and any remaining data will be deleted. You will receive notifications before this happens.
All your emails, contacts and calendar will be migrated automatically from Gmail to Microsoft 365.
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Yes, compatibility may vary depending on the OS versions.
No, your old emails will not be deleted.
Students email accounts will expire the January 31st after your convocation. Contact the Alumni Association the McMaster Alumni Association for email forwarding.
Students will have 1 TB of storage on OneDrive.
The email migration itself will have no effect on your Google Drive data. However, you will have until spring 2022 to back up and save any Drive data. After spring 2022, all remaining data on your Google Drive will be deleted.
Students have 1TB of cloud storage in OneDrive. Moving your data would protect your most precious files and documents with OneDrive. You get 1 TB of cloud storage with a Microsoft 365 subscription and can backup and share your documents with friends and family across all your devices.
You can move 1TB of data over to OneDrive or store your files on another cloud service or a specific device (hard drive, USB etc.)
Note: Repeat the process for each drive within your google drive, shared included
Note: MAC USERS: Your zip folder will automatically be unzipped and placed in the trash can leaving the unzipped folder in your Downloads.