M365 FACULTY and STAFF

EMAIL MIGRATION

We are pleased to announce a new CUNY-wide project – the transition of faculty and staff email accounts to the Microsoft Cloud (O365). Microsoft 365 is a collection of powerful productivity apps you can use across multiple devices at any time. Not only will you have access to Outlook, Word, Excel and PowerPoint, but to other premium Microsoft 365 apps like OneNote, OneDrive and Outlook.

Hosting email in the Microsoft cloud allows for a secure, flexible, accessible, manageable, and reliable user experience.  Office online becomes your office in the cloud.  The transition to the cloud will provide the best experience across a multitude of devices along with cloud capabilities.  While your primary email address will not change, you will have to use your CUNYfirst credentials (@login.cuny.edu) to access your mailbox in the cloud.

Once BCC IT replaces your old email, you can securely store all your files, photos, and documents with one terabyte of cloud storage in one drive. That’s equivalent to about 300,000 images or a million documents. You have the ability to share and collaborate in real time with family and friends across devices, no matter if you’re at home or on the go.   You’ll obtain 1 TB of OneDrive cloud storage where you can back up and access your files and photos across all your devices, from anywhere. Save your Office documents to OneDrive to enable AutoSave and easy sharing.  You will stay secure with Microsoft’s advanced security system. Built in ransomware detection and recovery protects your files against digital attacks, and two-step identity verification in your Personal Vault. Protect against scams, viruses, and malware with data encryption and automatic deactivation of unsafe links in Outlook and more.

BCC faculty and staff email is tentatively scheduled to begin transition to the Microsoft Cloud the week of January 16, 2023.  Once CUNY confirms a specific date to begin the migration, we will let you know.

The project includes two phases:

  • Phase 1:  Enable Multi-Factor Authentication – Began December 12, 2022
  • Phase 2:  Migrate BCC Faculty & Staff email to the MS Cloud – Beginning the week of January 16, 2023 – specific date to be confirmed

Multi-Factor Authentication (MFA) is a requirement before the email migration to the cloud. MFA creates an additional layer of security when logging into your Office 365 account.

  • The first authentication factor is your account password (CUNYfirst login credentials).
  • The second factor of authentication can be one of the following three options:
    • Use the Microsoft Authenticator mobile app on your smartphone to approve the sign-in.
    • Receive a text message sent to your mobile device providing you with a code to enter into the login window.
    • Receive a voice call to a designated phone number providing you with a code to enter to sign-on.
  • For more information and detailed FAQ’s about Microsoft’s MFA tool, visit CUNY’s MFA page
  • Setup Multi-Factor Authentication once you receive notification from BCC IT
  • Search for and remove any email messages or large attachments in size (5MB or more)
  • Delete any emails you do not need to retain
  • Empty your Junk and Deleted Items email folders
  • Backup your BCC email account to a .PST file
  • BCC IT will begin working on the migration process in January, 2023.  This process will be transparent to the user.
  • An email with tips and recommended steps to take will be sent prior to migration.
  • Any email messages or large attachments in size (5MB or more)
  • Any personal contacts or contact groups you created in Outlook Contacts
  • Any mailbox delegations you created for your personal mailbox
  • Any rules you created in Outlook and OWA
  • Any email messages or content in the Deleted Items and Junk Email folders
  1. You will access your new CUNY mailbox in the cloud by using your CUNYfirst credentials (@login.cuny.edu). CUNYfirst credentials are required. If you do not have CUNYfirst credentials, please contact the IT Service Desk (tsc@bcc.cuny.edu). Your primary email address will remain the same as it is today.
  2. You will be able to access your email online (office.com) and from your local desktop client. Accessing your email online provides added features, including the ability to select a different “Send From” email address if you have email addresses at other CUNY campuses. You can change your “Send From” address via the local desktop client.
    Email "Send From"
  3. Going forward there will be a 35 MB limit within Outlook 365. This means that you will not be able to store, send, or receive emails that are over 35 MB in size, including attachments.
  4. Sending messages containing sensitive information is not recommended. If you try to send a message containing sensitive information, you will receive an alert message (a warning message) from Microsoft.
  5. Once we are in the cloud, the Global Address list will be inclusive of all CUNY campus faculty and staff email accounts. As a result, the display names of all shared mailboxes will begin with “BCC”.

For faculty and staff who have email addresses with multiple campuses, there are a few critical items to note:

  • There will be one consolidated mailbox for campuses moving into CUNY’s unified email tenant. Multiple CUNY email addresses will now be directed to a single inbox under your primary affiliation. For example, suppose you currently maintain mailboxes at Bronx, Queens, and the Graduate Center. In that case, all three mailbox emails will be accessible from the consolidated CUNY mailbox. CUNY CIS recommends that users with multiple campus affiliations create folders and rules in the cloud mailbox to assist with organizing your incoming email.
  • Your primary campus affiliation determines your primary email address. If your primary campus is Bronx CC, your primary Send From email address will be @bcc.cuny.edu. If you have multiple campus affiliations and are unsure which campus is considered your primary, please get in touch with your Human Resources department.

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