LAB MEDICINE O365 EXCHANGE EMAIL MIGRATION

CONVERSION INSTRUCTIONS – Mac Mail

Email migration instructions for Mac Mail

Set up new Exchange account (note that this step can be done before or after email migration)

  1. Go to Apple menu in top left corner and choose System Preferences.
  2. Double click Internet Accounts.
  3. Click Exchange.
  4. Enter name, email address, and password, then click Continue.
  5. An account summary will pop up. Click Continue.
  6. Select apps to use with Exchange account and click Done. Your options are: Mail, Contacts, Calendar, Notes, and Reminders. Recommended: select all. What this means- from now on, all data stored in these apps will sync to Exchange server and will be available from all devices. If you prefer, you can choose only Mail.
  7. Close System Preferences.
  8. Open Mail. Note that your new account is called Exchange (whereas your existing UW Deskmail account is listed as your email address). No mail will appear under account until after the conversion date.

Email Rules

If you were using email rules for your UW Deskmail account, then you will need to re-create these for your new Exchange account. Our recommendation is to set up email rules via the Office 365 Outlook web interface. Here's how:

  1. Log onto Office 365 Outlook.
  2. Click on the "gear" icon at top right.
  3. Choose Your App Settings> Mail.
  4. Go to Mail> Automatic Processing> Inbox and sweep rules.
  5. Under Inbox rules, click + button to create new rule.

Notes on Contacts, Calendar, Notes, and Reminders

Only read this section if you have chosen to sync contacts, calendar, notes, and reminders with Exchange server.

Contacts

When you open Contacts, you will notice there are 2 new headers:

  • Exchange- this will populate as you use your new Exchange account.
  • Exchange Global Address List (listed under Directories)- this is linked to the UW Directory.

Calendar

  • Click the Calendars button to see your calendar list, which will now include Exchange.
  • All calendar data displays on same grid.
  • You can toggle on/off calendars by checking or unchecking calendar names.
  • New events will automatically be added to your local (On My Mac) Home calendar. You can change this behavior in Preferences.

Notes

  • You now have the ability to sync to Exchange server for Notes. Your synced Notes will appear as a new folder in your Exchange mailbox.

Reminders

  • You now have the ability to sync to Exchange server for Reminders. In Outlook Online and mobile, these will show up under Tasks.

Review folder list (should be done after migration is complete)

Launch Mac Mail and look at folder list. Under your new Exchange account, you should see either a) the same set of folders as you do under your UW Deskmail account or b) a new "mail" folder containing your UW Deskmail folders. Note that your Exchange folders may be sorted differently and may include previously hidden files and folders such as .history, .mailboxlist, .remote-addrbook, and remote-pinerc. The previously hidden files and folders can be deleted.

Remove Deskmail account (should be done after migration is complete)

After you have reviewed your folder list and have confirmed that everything is there, delete your old Deskmail account.

  1. Go to Apple menu in top left corner and choose System Preferences.
  2. Double click Internet Accounts.
  3. Click the non-Exchange account (should be listed by your email address).
  4. Click the minus (-) button. Click OK to confirm deletion.

1 of 2

UW MEDICINE DEPARTMENT OF LABORATORY MEDICINE