Microsoft 365 services for students

Students will gain further Microsoft 365 services, including OneDrive, in early 2023. The Microsoft 365 platform will be critical to forming a modern collaborative workspace for both students and staff.  

This development is part of the Collaborative Technology for Students and Staff (CTSS) initiative, which aims to deliver a collaborative platform, governance, templates and support services. 

microsoft365-before-after
Microsoft 365 services for students - before and after the change

 

Page contents

Benefits

Students will gain access to:  

  • modern collaboration services 
  • 1TB of cloud storage via OneDrive  
  • the ability to co-create documents with fellow students and UQ staff  
  • online Microsoft 365 applications to support learning from anywhere. 

What will change 

The way you log in to email

After your mailbox has been moved you will go to https://outlook.office.com/ or click the email icon via your my.UQ Dashboard and log in with your student account e.g s1234567@uq.edu.au. 

You will be redirected to the UQ Authenticate page to log in with your student UQ credentials. 

Outlook Display Name if manually updated 

Your Outlook Display Name will continue to be populated from your personal details in mySI-net. Thus, if you have manually changed your Outlook Display Name, it will be updated to your personal details in mySI-net during your mailbox move.

Student mailbox migration

Student email accounts are being migrated in early 2023 to enable further Microsoft 365 collaboration services.  

Student mailboxes will be moved to the same email environment as staff in batches during early 2023.  

The migration will copy students’: 

  • emails 
  • Outlook contacts 

The following will not be migrated: 

  • Outlook signatures 
  • Outlook rules  
  • Email forwarding set up 
  • Microsoft Forms files 
  • Microsoft Whiteboard files. 

We will communicate with students throughout the migration – students will receive emails notifying them: 

  • of the date their mailbox is planned for migration 
  • the day before their mailbox migration will begin  
  • that their mailbox has successfully migrated and is ready to use. 

Students will need to review the following actions before and after their mailbox has been migrated.  

NB: If you need to urgently access your email after your mailbox has been moved, you can access your email via the my.UQ Dashboard

Tasks before the mailbox migration 

Before your mailbox is moved, we recommend that you consider the following questions and take the appropriate action based on your answer to the questions.  

1. Is your alternative email address in my.UQ correct? 

Our intention is to alert you once your email is migrated using your alternative email address.  

If you recently confirmed your alternative email as part of the 2-factor authentication introduction, you may skip this step.  

Action: Log in to my.UQ to update your alternative email address if required. 

  1. Log in to my.UQ.
  2. Go to the My profile section.
  3. Under Personal contact details, review your personal email.
  4. Update your email if necessary.

2. Is your legal name and/or preferred name correct in mySI-net? 

You may skip this step if: 

  • Your legal name has not changed since you enrolled at UQ 
  • Your legal name is your preferred name.  

Outlook will use student information in mySI-net to populate display name fields in Microsoft 365. 

Example: Personal details in mySI-net

Legal Name 

John Smith 

Preferred name 

Jack Rogers 

Outlook Display NameJack Smith

Preferred name exists in mySI-net  

If you have a preferred name set in mySI-net, your Outlook Display Name will be in the following format: <preferred first name> + <legal last name>, so Jack Smith in the example above.  

No preferred name exists in mySI-net  

If you do not have a preferred name set in mySI-net, your Outlook Display Name will be in the following format: <legal first name> + <legal last name> John Smith 

If your legal name has changed since you began at UQ, or your preferred name is different to your legal name, it is important that mySI-net reflects this so that your correct first name will be used in Microsoft 365 applications like Outlook.  

To check your names in mySI-net: 

  1. Log in to mySI-net. 
  2. Go to the Personal Details section. 
  3. Review your legal name and preferred name 
    1. If your legal name (in the Official Name field) needs to be updated, you can request an update in my.UQ. You will need to provide an ID document to verify your name change. 
    2. If your preferred name needs to be updated, you will need to complete a ‘Request to add a preferred name to student record’ form. The completed form will need to be uploaded at AskUQ.  

 

3. Do you have Outlook rules that you would like to continue using after your mailbox is moved? 

Outlook rules and email signatures will not be migrated, meaning you will need to manually back up rules or signatures you wish to continue using before your account is migrated.  

You may skip this step if you do not use Outlook rules.  

To export your rules using the Windows Outlook desktop client: 

  1. Click the File tab. 
  2. Click Manage Rules & Alerts
  3. Click OptionsNote: If you have more than one email account, make sure you select your UQ email account is selected in the Apply changes to this folder field. 
  4. Click Export Rules
  5. Select the folder where you want to save the rules file, and then In the File name box, type a name for the set of rules that you want to export. 
  6. Click Save

You can restore your Outlook rules after the email migration. 

4. Do you have an email signature you wish to continue using?

To back up your email signature using the Windows Outlook desktop application:  

  1. Either close Outlook or check that it is closed.  
  2. In the Start menu search box, type %APPDATA%\Microsoft and press Enter.   

The folder will open in the File Explorer.  

  1. Find and copy the Signatures folder.   
  2. Paste the copied folder where you would like to create your backup e.g., your desktop.   

You can restore your signature after the email migration. 

During the mailbox migration 

We will contact you to let you know when your email will be migrated. While your email account is migrated, you may not have access to your email for a brief period – we expect this to last no longer than 3 hours.  

Tasks after the mailbox migration

We will contact you once your email has been migrated and is ready to access.  

Your log in process will be different, depending on whether you access your emails online, in the Outlook desktop application, or the mobile app.  

1. Accessing email using Outlook.com 

If you use the online version of Outlook, to log in: 

  1. Visit https://outlook.office.com/
  2. Enter your UQ account username in the format username@uq.edu.au e.g. s1234567@uq.edu.au.  
  3. You will be redirected to the UQ Authenticate page where you need to log in with your student UQ credentials. 

2. Accessing email using Outlook desktop and mobile apps 

If you use a desktop or mobile app to access your emails, your previous email account will no longer work following the migration.  

You will need to:  

  1. Delete your existing UQ email account from the application. 
  2. Add your student UQ account, using the format username@uq.edu.au e.g. s1234567@uq.edu.au.

Deleting your existing UQ email account from the Windows Outlook desktop app 

  1. Select File in the top left of the screen. 
  2. Select Account Settings > Account Settings
  3. Select your UQ account, then select Remove
  4. You'll see a message warning you that all offline cached content for this account will be deleted. This only affects content downloaded and stored on your computer. Select Yes to confirm. 

Adding your UQ student account to the Outlook desktop app 

  1. Select File in the top left of the screen. 
  2. Select Add Account. 
  3. In the Email address field, write your email in the format username@uq.edu.au e.g s1234567@uq.edu.au.
  4. Click Outlook. 
  5. You will be redirected to UQ Single Sign On. Enter your UQ student name and password.  
  6. Authenticate your login using your chosen Multi Factor Authentication method.  

    3. Importing your Outlook rules 

    If you did not previously export your Outlook rules before the migration, you may skip this section.  

    Once your account has migrated, you can restore your Outlook rules by importing them. 

    1. In the Windows desktop Outlook application, click the File tab. 
    2. Click Manage Rules & Alerts
    3. Click Options
    4. Click Import Rules
    5. Select the rules file you created previously. 
    6. Click open to finish importing the rules. 

    4. Importing your email signature 

    If you did not export your Outlook signature before the migration, you may skip this step.  

    To restore your signature to the Windows Outlook desktop application once your email account has migrated:  

    1. Either close Outlook or check that it is closed.  
    2. Copy the Signatures folder created previously.  
    3. Paste the folder to %APPDATA%\Microsoft.  
    4. Open Outlook – your email signature should be restored.

    Frequently asked questions

    What is happening and why?

     

    When will my mailbox be moved? 

    Student mailboxes are being moved in batches during early 2023. We will notify you when your mailbox will be moved. After your mailbox is moved, we will notify you that your mailbox move has been completed.

    How will this affect me?

    When it is your turn, you will not have access to your email for approximately 3 hours.

    Will my Outlook address book be moved? 

    Yes, your Outlook Contacts will be moved when your mailbox is moved. 

    Will my log in to my email change? 

    Yes. If you login via https://outlook.office.com/ use your UQ account username in the format username@uq.edu.au e.g s1234567@uq.edu.au  

    You will be redirected to the UQ Authenticate page to login with your student UQ credentials. 

    You will not be able to send from or receive email to s1234567@uq.edu.au 

    What will not be moved? 

    • Outlook signatures 

    • Outlook rules  

    • Email forwarding set up 

    • Outlook notes 

    • Email flag status (relevant for Tasks in Outlook) 

    • Microsoft Forms files 

    • Microsoft Whiteboard files  

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    My personal details

     

    Will my email address be the same as it is now? 

    Yes, your email addresses will not change when we move your mailbox to the staff email infrastructure. These addresses include:

    • s1234567@student.uq.edu.au
    • firstname.lastnamexx@uqconnect.edu.au
    • firstname.lastnamexx@uq.net.au.

    These addresses all go to their primary mailbox.

    Will my Outlook Display Name be the same as it is now? 

    If you have not manually changed your Outlook Display Name, it will be the same as is it now. 

    If you have manually changed your Outlook Display Name, it will be updated to your personal details in mySI-net. 

    Will I be able to manually update my Outlook Display Name after my mailbox is moved? 

    No, you will not be able to manually update your Outlook Display Name. 

    To update your legal or preferred name in mySI-net, submit a request. Updating your legal or preferred name in mySI-net does not automatically change your email address. 

    NB: At the moment, adding a preferred name to your student record will not update your details in all UQ systems, which may use your legal name by default. UQ is currently undertaking work to improve this experience so that preferred names will be used unless legal names are required. 

    To change your email address, refer to changing your student email address for further details. 

    How does my preferred name impact my Outlook & MS Teams Display Name?

    Your Outlook Display Name is drawn from your personal details in mySI-net.  

    Example: Personal details in mySI-net 

    Legal name 

    John Smith

    Preferred name 

    Jack Rogers

    Preferred name exists in mySI-net 

    If you added a preferred name to mySI-net, your Outlook Display Name will be in the following format: <preferred first name> + <legal last name> Jack Smith 

    No preferred name exists in mySI-net 

    If you did not add a preferred name to mySI-net, your Outlook Display Name will be in the following format: <legal first name> + <legal last name> John Smith 

    How do I update my legal or preferred name at UQ? 

    As a student, mySI-net is the official source for your personal details at UQ. Thus, many UQ systems that display your name link to information stored in mySI-net. 

    To update your legal or preferred name in SI-net, submit a request. Updating your legal or preferred name in SI-net does not change your email address. 

    NB: At the moment, adding a preferred name to your student record will not update your details in all UQ systems, which may use your legal name by default. UQ is currently undertaking work to improve this experience so that preferred name will be used unless legal names are required. 

    To change your email address, refer to changing your student email address for further details. 

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    What do I need to do before my mailbox is moved?

    Existing Outlook rules and email forwarding setups on your mailbox cannot be moved with your mailbox. 

    How do I export Outlook rules? 

    To export your rules using the Windows Outlook desktop client: 

    1. Click the File tab. 
    2. Click Manage Rules & Alerts
    3. Click OptionsNote: If you have more than one email account, make sure you select your UQ email account is selected in the Apply changes to this folder field. 
    4. Click Export Rules
    5. Select the folder where you want to save the rules file, and then In the File name box, type a name for the set of rules that you want to export. 
    6. Click Save

    You can restore your Outlook rules after the email migration. 

    How do I update my alternative email address?  

    To keep you informed, we plan to send an email to the alternative email or a message to the mobile listed for you in my.UQ.

    Log in to my.UQ to update your alternative email address if required. 

    How do I save my email signatures?

    Outlook signatures will not be moved during the tenancy migration. If you have created your own email signature in the Outlook desktop app, you can create a backup before your account is moved. After your account has moved, you can restore the signature from the backup file.  

    To backup your signature 

    1. Either close Outlook or check that it is closed. 
    2. Type %APPDATA%\Microsoft in the Start menu search box and press enter.  
    3. The folder will open in the File Explorer. Find and copy the Signatures folder.  
    4. Paste the copied folder where you would like to create your backup ie your desktop.  

    To restore your signature once your email account has moved 

    1. Either close Outlook or check that it is closed. 
    2. Copy the backup Signatures folder created previously. 
    3. Paste the folder to %APPDATA%\Microsoft
    4. Open Outlook – your email signature should be restored.
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    What do I need to do after my mailbox is moved?

     

    How do I access my email? 

    If you need urgent access to your email after the move, go to https://outlook.office.com/ and enter your UQ account username in the format username@uq.edu.au  e.g. s1234567@uq.edu.au

    You will be redirected to the UQ Authenticate page where you need to log in with your student UQ credentials.  

    UQ authenticate page completed with student UQ credentials
    Completed UQ Authenticate page

     

    How do I import my Outlook rules? 

    Once your account has migrated, you can restore your Outlook rules by importing them. 

    1. In the Windows desktop Outlook application, click the File tab. 
    2. Click Manage Rules & Alerts
    3. Click Options
    4. Click Import Rules
    5. Select the rules file you created previously. 
    6. Click open to finish importing the rules. 

    How will you communicate with me? 

    Emails will be sent to your student email account or your alternative email address stored in my.UQ if you cannot be reached on your student email account. 

    Messages will be shared via social media. 

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    I am an HDR student - which account should I log in with, student or staff?

     

    Logging in to Microsoft 365 as an HDR student

    When you log in to UQ systems and Microsoft 365, use the UQ credentials for your requirements - as a student or a staff member. 

    To access any student-only resources, or make any enquiries about your studies or program, log in with your student UQ account e.g. s1234567@uq.edu.au 

    For staff-related activities, log in with your staff UQ account e.g. uqjblog3@uq.edu.au 

    It is recommended that you use different internet browsers for each account. 

    We suggest the following: 

    • for your student account, use Chrome 

    • for your staff account (PhD), use Firefox 

    *Note: Safari & Edge browsers have been known to have issues with certain UQ web pages, thus we recommend using Chrome & Firefox.  

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    I am graduating. Will I be able to keep OneDrive and Microsoft 365?

     

    Microsoft 365 access after graduation

    When you graduate you will only continue to have access to your email account.  

    You will no longer have access to OneDrive or other Microsoft 365 apps.

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    How many devices can I install Office apps on if I have a Microsoft 365 education licence?

     

    How many devices can I install Office apps on if I have a Microsoft 365 education license? 

    You can install Office apps on up to five PCs or Macs, five tablets and five mobile devices. 

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