M365 Faculty and Staff Email Migration

Welcome! We are pleased to announce a new CUNY-wide project – the transition of faculty and staff email accounts to the Microsoft Cloud (O365). Graduate Center faculty and staff email is tentatively scheduled to transition to the Microsoft Cloud during fall 2022.   

M365 Migration Project Timeline which has three phases. The first being MFA, the second is upgrading Microsoft Office Desktop Client, and the third is migrating GC faculty and staff email to the cloud.

Welcome! We are pleased to announce a new CUNY-wide project – the transition of faculty and staff email accounts to the Microsoft Cloud (O365). Graduate Center faculty and staff email is tentatively scheduled to transition to the Microsoft Cloud during fall 2022.   

Moving email to the cloud provides numerous benefits, including the capability to integrate your email with other applications within the Microsoft 365 family, such as Teams, OneDrive, and SharePoint. The transition to Microsoft’s cloud-based email system will provide increased reliability, significantly reduce the risk of phishing and spam attacks, efficient single sign-on, and 24/7 Microsoft support and accessibility features.

All CUNY campuses are transitioning to M365 (email in the cloud). Each CUNY college will have its own timeline and approach to transitioning their faculty and staff email to the Microsoft Cloud.

We aim to minimize disruption and expect zero downtime during the migration process. We cannot discard the possibility of unanticipated issues.

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.

A few things to Note:

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.
  • The date for enabling MFA is Monday, September 19th, 2022
  1. There is a 35MB limit per email message in the cloud. This means that we will not be able to migrate any existing emails that are 35MB or larger from your current mailbox to the cloud. We strongly recommend that you search your current mailbox for any emails and email attachments that are 35MB or over in size. The CIS Training Team created instructions on how to perform this task, please see below:
    1. MS Outlook Cleanup on a PC (Outlook 365, 2021)
    2. MS Outlook Cleanup on a Mac (Office 2019 and O365)
    3. MS Outlook cleanup on the Web (Outlook Web Access)
  2. Create folders to organize your email. This will make it easier to locate mail items, especially if you have mailboxes at multiple CUNY campuses. When your GC email is migrated, it will be placed in your CUNY cloud mailbox. If you maintain mailboxes at other CUNY campuses, your email from those campuses will be placed in the same cloud mailbox. Creating named folders for each campus will help you to organize your email if you prefer to keep the email separate.
  3. Delete any emails that you do not need to retain (including sent items). You are moving to a brand-new, clean mailbox. You do not want to take emails with you that are not required. 
  4. Empty your junk email and deleted items email folders.
  5. If you have a version of Microsoft Office older than 2019, please contact IT Services at itservices@gc.cuny.edu.
  6. If you need to share documents, we recommend storing those documents in OneDrive or Dropbox and emailing a link to the file.
  7. Take advantage of CUNY’s offer to download free copies (up to five) of Microsoft Office Pro Plus on personal devices.

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

  1. 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 Baruch, Queens, and the Graduate Center. In that case, all three mailbox emails will be accessible from the consolidated CUNY mailbox. CIS recommends that users with multiple campus affiliations create folders and rules in the cloud mailbox to assist with organizing your incoming email. 
    Email Consolidation Explanation (M365)
  2. Your primary campus affiliation determines your primary email address. If your primary campus is Baruch, your primary Send From email address will be @baruch.cuny.edu. If you have multiple campus affiliations and are unsure which campus is considered your primary, please get in touch with your HR department.

TBD – More information to come soon

  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 IT Services (itservices@gc.cuny.edu). Your primary email address will remain the same as it is today.
  2. You will be able to access your email online (via outlook.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 cannot change your “Send From” address via the local desktop client.
  3. Sending messages containing sensitive information (PII data) is not recommended. Suppose you try to send a message containing sensitive information. In that case, you will receive an alert message (a warning message) from Microsoft.