Student Email - Microsoft 365

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Microsoft 365 

Updated Outlook App Instructions - New 
YouTube Outlook App
 

Mail App Instructions
YouTube Mail App 

Microsoft provides an extensive library of tips, training and getting started guides.  

Move your contacts instructions. 

Student email should be accessed in Microsoft 365.  You can access your account in several ways:

• Online from any browser by going to:  outlook.com/gcsu.edu
• A mail app from the Google or Apple store.  
• Use the new tile on unify.gcsu.edu. (Available on July 6)
  

 

 

Getting your new mailbox set up

Set Up Your Mobile Device
Logging In
Setting up Rules
Signature
Setting up an "out of office" reply
Scheduling Tool
There are different mail apps but to take advantage of all the Microsoft features you should use the Outlook app on your mobile device. 

Not Migrating? What's Next?

GC email accounts are issued for current, active and future students.  Due to policy and security requirements, we will only migrate students that were registered for a class beginning with Fall 2020.

• Transfer messages in Google
  https://support.google.com/mail/answer/21289   (Note: when moving from Gmail->Gmail you will need to enable “Access for less secure apps” https://support.google.com/accounts/answer/6010255 )
• Transfer contacts (export/import):https://support.google.com/contacts/answer/1069522 https://www.howtogeek.com/148036/how-to-migrate-your-google-account-to-a-new-one/

The Career Center confirmed alumni may access Handshake outside of Unify. 
Here is information about updating their email address to a personal one.
https://support.joinhandshake.com/hc/en-us/articles/115000463127-How-to-Change-Your-Email

Your account will need to be updated by the Career Services team:
https://support.joinhandshake.com/hc/en-us/articles/235760768-Career-Services-User-Settings-Email-Change-Request-Process

If you need additional information or assistance, please contact the Career Center. 
Career Center | 110 Lanier Hall | 478-445-5384 | career.center@gcsu.edu

Google Drive 

Google Drive files must be moved by the user.  This is a great opportunity to delete old files and only move the important ones. If you have a personal Gmail account, you can use that as a secondary location for your files. An external hard drive or flash are good options.  If you have space on your computer or an external drive, you can download all of the documents to a folder on your computer and then upload them into OneDrive.  It’s a good idea to verify the documents once you have uploaded them.
Transfer or Change Ownership of Your Google Drive (PDF)
Bobcats GDrive to Personal GDrive (Video)
Transferring files as a PC user.   
Transferring files as a Mac user.
Using Technology Better (blog) 

If you have questions or need assistance, please contact AskIT@gcsu.edu or 478-445-7378. 

Who will be migrated?
This change will include anyone registered for Fall 2020, Spring 2021, Summer 2021 and forward. If you are not in this group, you can back up your Bobcats Google Drive to Dropbox or another Google Drive account. Please refer to our "Training and Resources" for more information.

Have you graduated?
GC email accounts are issued for current, active and future students.  Due to policy and security requirements, we will only migrate students registered for a class beginning with Fall 2020. You will need to transition your account to another Google account. We recommend moving before the transition begins in July.  Once you have your new email address, please update your information for the Alumni Association: https://www.gcsu.edu/alumni.  

When I graduated, I was informed my bobcats email would exist forever…why is it being terminated?
Student email accounts were never intended for long-term email use after graduation.  One of our takeaways from the migration process is the need to enforce and clearly communicate that their bobcats email accounts will terminate after two full semesters of non-enrollment and/or graduation.  

Why the abrupt termination of the bobcats email?
As Cyberattacks and crimes continue to make news, fraudulent email phishing and scams are the leading tools for criminals to access systems. Higher Education is considered a top target due to the number of email accounts and online data with protection based on the user's level of security.

While we understand it may feel like an abrupt termination for students who have used their bobcats account for years, the world we live in is rapidly changing. We must be vigilant and protect our users. The bobcats email account is issued upon your acceptance for use during your academic enrollment. The Google platform does not allow us to manage the security tools and access we need to protect us from the ever-increasing threats and meet the heightened security requirements from the University System of Georgia. We will be moving our current, active and future students to the same email platform used by the GC faculty and staff. Since it is impossible to deliver email (bobcats.gcsu.edu) to two different platforms, the non-migrating accounts will no longer receive bobcats email. Archive access to email and Google Drive will remain active until September 30, 2021.

I am a recent graduate who is not enrolled in the fall 2020 semester or later, so my email account will not be migrated. Will I be able to access Handshake after the transfer? If so, how should I access it?
The Career Center confirmed alumni may access Handshake outside of Unify. 

Here is information for the student on updating their email address to a personal one.
https://support.joinhandshake.com/hc/en-us/articles/115000463127-How-to-Change-Your-Email

Your account will need to be updated by the Career Services team:
https://support.joinhandshake.com/hc/en-us/articles/235760768-Career-Services-User-Settings-Email-Change-Request-Process

If you need additional information, here is the contact information:
Career Center | 110 Lanier Hall | 478-445-5384 | career.center@gcsu.edu

What does email migration mean?
The email migration is accomplished by making a copy of your Google mailbox and moving it to Microsoft 365. Once the change is complete, all emails will be through your Microsoft account.  While we expect you will have access to your old emails in your Bobcats Gmail, you will not receive or be able to send emails from Gmail. This migration will only include your mailbox, contacts and calendar items.

When will this be happening?
The migration was completed on July 4th.  Student email is in Microsoft 365. 

Will my email address change?
No, your email will remain the same. firstname.lastname@bobcats.gcsu.edu

Once the switch is made, how will I log in to my new email?
You may use any Internet browser for online access:  outlook.com/gcsu.edu or a mail app available in the Apple and Google stores.  Your username and password will not change. 

Besides deleting old files and moving my Google documents, is there anything else I need to do?
It is always a good idea to login into Unify to verify your password expires.  If your password is due to expire, we recommended changing it using the MyPassword tab in Unify.

 

 

 

 

 

 

I haven't been enrolled recently.  Will I be affected by the switch to Microsoft that GCSU is doing?
GC email accounts are issued for current, active and future students.  Due to policy and security requirements, we will only migrate students registered for a class beginning with Fall 2020. 

You will need to transition your account to another Google account. We recommend moving before the transition begins in July.  Once you have your new email address, please update your information for the Alumni Association: https://www.gcsu.edu/alumni  

Here are some links to assist you in moving to a new Gmail account.

Transfer messages
https://support.google.com/mail/answer/21289   
(Note: when moving from Gmail->Gmail you will need to enable “Access for less secure apps” https://support.google.com/accounts/answer/6010255 )

Transfer contacts (export/import):https://support.google.com/contacts/answer/1069522 

How-to Geek
https://www.howtogeek.com/148036/how-to-migrate-your-google-account-to-a-new-one/

No new email will load in Google as of July 2.  Bobcats accounts that are not migrating will need to establish a personal email account. Access to Google will continue through September 30th.  Users will be able to log in to access previous emails and documents.

I am a recent graduate.  How long will I have access to the Bobcats email account?
You will have access to your email account for two full semesters after you graduate. 

What will happen to my files in Google Drive? 
Any files stored in Google require you to move them to another account or location. The deadline for accessing any Google items is September 30, 2021.

Is it mandatory that I switch from the Google platform to Microsoft? 
Yes, it is mandatory.  Effective July 6th, your email will be available in Microsoft 365.  No new email will load in your Google account.  The Microsoft 365 platform allows for added security while providing a cohesive platform across campus to improve collaboration with faculty. 

Will Google Drive files will be accessible after this change? 
We expect you will be able to access all old emails and files on your Google Drive. The deadline for accessing any Google items is September 30, 2021.

We recommend you back all important files to your OneDrive account for a more seamless experience in the Microsoft Platform. 

I already use OneDrive.  Do I need to back up my files?
If you have stored your files under your @bobcats.gcsu.edu account in Microsoft OneDrive, your files should not be affected by the migration.

How will Chrome books access the new platform? 
You will have access to all of the Microsoft 365 applications online. To access your email or other Microsoft products after July 6th, please use outlook.com/gcsu.edu. You can find additional information from Microsoft Office about installing and running Microsoft Office on Chromebook. 

Will this be compatible with all computers?  
Microsoft 365 is compatible with all computers. It is fully functional through web access with any internet browser: outlook.com/gcsu.edu. 

How will this affect Summer Session classes? 
The timeline was picked with the summer session schedule in mind. There are no classes on the Friday or the Monday of the shutdown. We expect you will still be able to access your old emails via Google if needed for reference. 

Can I continue to forward my emails to another mailbox?
The mailbox forwarding option will not be available in Outlook. Forwarding from your Outlook mailbox to another mailbox causes functionality and security issues.

If you need assistance, please contact us at AskIT@gcsu.edu.

The benefits of this change fall into three categories of improvement. Learn more about how Microsoft 365 will enhance your educational experience.  
A word from our CIO, Susan Kerr.

Functionality: There are so many different meeting and file-sharing platforms. Having everything under one platform makes life easier. 

· Ability to gain experience with a primary industry-standard suite of tools. You will gain skills in software many industries are already using. 
· Same platform allows better integration. Since you are already using the MS suite (Word, Excel, PowerPoint) this change will allow for seamless file sharing and collaboration.
· Matches other USG institutions. Not only will we be on the same platform campus-wide but to many other schools in the GA system. 
· Directory functionality that will allow easier lookup of email addresses via a global address book 
· Access files via OneDrive when using Thundercloud. 

Collaboration: Now more than ever, being able to collaborate from anywhere is key. With Teams, One Drive, and Share Point you have the option of so many features. These can come in handy for quick meetings or long-term projects and classes.

· Common, robust conferencing and communication tools 
· Feature-rich calendaring for students with the potential to view instructor’s calendar and schedule meetings seamlessly 
· Content co-authoring online and offline 
· Chat-based workspaces for today’s teams 
· Simplified experiences for team setup and membership across apps – student clubs, classes, committees, etc. 

Security: Microsoft will add security to your email and files. Collaborate and share files with confidence.

· Data Loss Prevention (DLP) tools for student Email 
· Anti-SPAM and Anti-Phishing tools for student Email 
· Litigation Hold for student Email 
· Ediscovery for student Email 
· Consistent Multi-Factor Authentication for student Email 
· Robust “Safe-Listing” of University-approved Email distributions 
· Encrypted inter-campus Email 
· Compliance Standards (HIPAA, HITECH, ITAR FedRAMP, FISMA, EU Model Clauses, ISO, SSAE, SOC (1, 2, & 3), FERPA, GLBA) 
· Proven commitment to confidentiality, integrity, and availability, ensuring business continuity in case of a data breach or physical disaster 

Now is a great time to start preparing for the professional world that awaits you after college.  The transition to having everything in Microsoft will allow you to create a system for email and file management.  It is a good idea to keep your personal and academic or professional items under separate email accounts. For example, your medical or financials should be linked to a personal email for security and so that after graduation you are able to still access easily as long as needed. If you do use your bobcats email for personal items, we suggest using folders to help create some separation from your regular inbox. You can also add your personal email mailbox to the mobile Outlook app. 

We also recommend that you take the time to periodically review your files and backup your important documents.  If you take the time to delete older files, it may have your device perform better.