OIT plans to move the remaining CU Boulder accounts from Gmail to Microsoft Exchange Online & Outlook before the end of summer 2024. Using Gmail affects the amount of pooled storage available for what Google is best used for: using Google-format documents for academic, research and administrative collaboration.
Benefits of migration
- More streamlined email security for the CU Boulder community
- Easier collaboration with everyone using the same platform for email and calendaring
- More sustainable and supportable email environment for campus
- Increased storage: Microsoft offers 5 terabytes (TB) of storage (subject to change based on Microsoft's recent announcement about a move toward pooled storage); 1,000 times more than Google’s 5 gigabytes (GB)
Migration windows
Sign-up for a migration window will close at 10 a.m. two days before the associated migration window starts. For example, if you wish to sign up for the winter break migration window (January 6-14), you must do so by no later than 10 a.m. on January 4.
Anyone currently using Gmail may select one of the following windows to be migrated to Microsoft Exchange:
- Pre-fall semester: August 12-18, 2023
- Fall break: November 18-26, 2023
- Winter break: January 6-14, 2024
- Spring break: March 23-31, 2024
- Post-spring semester: May 10, 2024 to June 3, 2024*
*Please note: Anyone who does not select a migration window by March 21, 2024, will be migrated during the default migration window which starts on May 10, 2024. All migrations must be completed by June 3, 2024, no exceptions or extensions due to Google’s end to unlimited storage for the academic community.
What to expect during migration
- When your migration begins, you will receive a message in your Gmail inbox that provides directions for logging into your account on Exchange Online. From the start of your migration, incoming email will go to your Exchange Online inbox and you should reply or send emails from Exchange Online as well. If you sign up for one of the migration windows that starts after August 12 (e.g. fall break, winter break, spring break or post-spring semester), you will receive a reminder email in the week leading up to your migration window.
- Depending upon the size and complexity of your mailbox, folders, and calendars, migration of your data to Exchange Online could take from one day to one week, or even more.
- Data associated with your account, including your emails and folders, filters, contacts and calendars will be moved during the migration. Tasks cannot be moved through this migration.
- If you have multiple levels of folders (folders within folders within folders), it’s possible that your migrated folder structure may not exactly resemble the structure in Gmail. Also, from time-to-time, some calendar events, personalized filters and rules do not correctly migrate from Gmail to Exchange Online.
- Once your migration to Exchange Online has started, you will still be able to view your inbox and calendar in Gmail so you can assure that your data is correctly migrated. Although it could be possible to send emails via Gmail after your migration has started (but not receive them), it is not advisable to send emails this way because it will cause problems when someone tries to respond to your emails.
- Your messages in Gmail will be deleted approximately two weeks after your migration completes so you can confirm that everything migrated correctly, and a 5 GB quota will be applied to your Google account if you don’t already have one. If your Google Storage remains above 5 GB after the migration and deletion of your Gmail, a best-fit quota will be temporarily applied to your account and you will receive separate communication about how to reduce your storage to under 5 GB.
- You will retain access to your Google Calendar after migration but we recommend that you begin using your calendar in Exchange after your migration completes.
Microsoft Exchange Resources & Support
- Microsoft’s Outlook email program provides the most features and functionality for Exchange Online accounts. Visit OIT's set-up instructions for desktop and mobile versions of Outlook.
- Outlook on the web is also a good option to use with Exchange Online since it is accessible with web browsers like Safari, Firefox, Chrome or Microsoft Edge and never needs to be updated. Learn more about Outlook on the web.
- Visit Microsoft's website for an overview of using Outlook on the Web.
