Migration to Microsoft M365

Migration to
Microsoft M365

The Technical University of Leoben is switching to Microsoft M365. This page provides information about the transition from HCL Notes to Outlook / Exchange Online.

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The migration is primarily about the CHANGEOVER OF THE MAIL SYSTEM! Applications such as time tracking, the quotation database, the occupational safety database, and PADB will be handled in subsequent projects.
Process
Changeover process
The changeover will take place in coordination with the respective organizational unit.
1Preparation in HCL NotesWhat should be checked and prepared before the changeover.Action required⌄
  • Save templates Templates must be saved as drafts before the changeover.
  • Process meeting invitations Please accept or decline any pending invitations before the migration.
  • Check contacts Local contacts will only be migrated if they are synchronized with the mail database on the server.
  • Prepare encrypted emails and private folders Via Actions – Preparation Migration M365, documents can be decrypted and private folders can be converted.
  • Export older calendar entries Appointments older than one year will not be migrated automatically and can be exported as an ICS file.
2Installation or update of the M365 appsOutlook and the Office apps are prepared.Apps⌄
On ICT-managed devices, the installation or update is carried out automatically. On other devices, this is carried out by the respective IT support staff.
3Initial data transferThe first transfer of data takes place in the background.Sync⌄
Personal mail databases, mail-in databases, distribution lists, resources, as well as server-side calendars and address books are prepared for the migration. Archives will be transferred in a further step.
4Final synchronizationThe specific date will be coordinated with the respective organizational unit.Date⌄
During the final synchronization, the latest changes are transferred. After that, work will be carried out using Outlook.
!Important restrictions during the changeoverPlease observe the following during the migration phase.Important⌄
  • Scheduling is restricted Free/busy times are not synchronized between Notes and Outlook during the changeover phase.
  • Do not send emails During the changeover, please do not make any changes to the mail file. This means: do not send or move any emails.
  • Notes applications remain in Notes for the time being Applications such as time tracking, the quotation database, the occupational safety database, PADB, or the fire safety log will not be migrated as part of the mail migration.
5After the changeoverFrom this point on, you will work with Outlook.Outlook⌄
  • Use Outlook Mail, calendar, tasks, and contacts will be used in Outlook going forward.
  • Notes remains available in read-only mode Access to old content will remain available in read-only mode in the Notes client or webmail for the time being.
  • Manual follow-up work Mail signatures, rules, permissions, and templates may need to be set up again in Outlook.
  • Shared mailboxes Shared mailboxes for which users have been granted access by name will be added automatically. Others must be added manually.
?What will be migrated — and what will not?Summary of the most important migration content.Migration⌄
  • Will be migrated Personal mail databases with emails, calendar, tasks, and contacts, as well as mail-in databases, distribution lists, resources, and server-side calendars/address books.
  • Not automatically Private folders, encrypted emails, local mail databases, and archives require preparation or will be transferred later.
  • Not migrated Permissions for personal mail databases and mail signatures must be set up again in Outlook.
  • Not part of the mail migration Notes applications such as time tracking, the quotation database, the occupational safety database, PADB, or the fire safety log.
  • Encrypted emails Outlook cannot encrypt natively like HCL Notes. For confidential information, please use passshare.unileoben.ac.at.
Frequently Asked Questions
FAQ about the migration
What do I need to prepare before the changeover?
May I work with the mail file during the changeover?
What will be migrated and what will not?
What do I need to do after the changeover?
How do I sign in to Outlook and M365?
Who should I contact if I have problems?
Show all questions →
Included
What is included in M365?
Mail
Outlook for email and calendar with a 5 GB mailbox.
Apps
Word, Excel, PowerPoint, and Outlook — locally and in the browser.
Storage
OneDrive as personal cloud storage with 50 GB, as well as SharePoint for shared file storage.
Teams
Teams for collaboration in M365.