Microsoft 365 for students
Microsoft 365 services for students
Students will have expanded access to the Microsoft 365 suite from Semester 2 2024.
This will facilitate future opportunities for students to seamlessly collaborate with fellow students and staff. It will enable co-creation of documents and supporting learning from any location.
Page contents
- Benefits
- What will change
- Student mailbox migration
- What will change
- Student mailbox migration
- Tasks before the mailbox migration
- During the mailbox migration
- Tasks after the mailbox migration
- Frequently asked questions.
Benefits
Students will gain access to:
- modern collaboration services
- 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
Expanded access to Microsoft 365 suite
The expanded access to the Microsoft 365 suite will be available by Orientation week of Semester 2 2024.
Login to Microsoft 365 services
After your mailbox is migrated, login to Microsoft 365 with your UQ credentials, s1234567@uq.edu.au.
New student email address
Enabling additional Microsoft 365 services necessitates the introduction of a new email address for students.
New student email address (current students) – current students will receive a new UQ student email address in the format: currentalias@student.uq.edu.au. For example, if your current default email address is jo.bloggs@uq.net.au then your new default email address will be jo.bloggs@student.uq.edu.au .
All existing email addresses will continue to work after the migration, but the default 'sent from' email address will be currentalias@student.uq.edu.au.
New student email address (new students) – new students will receive a default email address in the format: preferredfirstname.preferredlastnameXX@student.uq.edu.au where XX is a number, e.g. John.Smith23@student.uq.edu.au.
New alumni
New UQ graduates joining the alumni community from 2024 onwards will not retain a UQ mailbox. Instead, all email sent to their student email addresses will be forwarded to their verified personal email address captured in my.UQ.
Existing past students
Note: for existing past students, there will be no changes and they will continue to retain their mailbox.
Outlook Display Name if manually updated
Your Outlook Display Name will 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 migration.
For more details access Is your legal name and/or preferred name correct in mySI-net?
Student mailbox migration
Student email accounts are being migrated to enable further Microsoft 365 collaboration services.
Student mailboxes will be moved to the same email environment as staff in batches during the migration. The migration will copy students’:
- Mail (emails and mail folders)
- Calendar
- Contacts
- Tasks
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 action a number of tasks before and after the mailbox migration.
NB: If you need to urgently access your email after your mailbox has been migrated, you can access your email via the my.UQ Dashboard.
Tasks before the mailbox migration
Before your mailbox is migrated, 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. Update, if required.
Action: Log in to my.UQ to update your alternative email address.
- Log in to my.UQ.
- Go to the My profile section.
- Under Personal contact details, review your personal email.
- 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 Name | Jack Rogers |
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> + <preferred last name>, so Jack Rogers 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 and last name will be used in Microsoft 365 applications like Outlook.
To check your names in mySI-net:
- Log in to mySI-net.
- Go to the Personal Details section.
- Review your legal name and preferred name
- 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.
- If your preferred name needs to be updated, you can make this change using the Name Details page in mySI-net. You don't need to provide any supporting documents.
3. Do you have Outlook rules that you would like to continue using after your mailbox is migrated?
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:
- Click the File tab.
- Click Manage Rules & Alerts.
- Click Options. Note: If you have more than one email account, make sure you select your UQ email account in the Apply changes to this folder field.
- Click Export Rules.
- 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.
- Click Save.
You can restore your Outlook rules after the mailbox 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:
- Either close Outlook or check that it is closed.
- In the Start menu search box, type %APPDATA%\Microsoft and press Enter.
The folder will open in the File Explorer.
- Find and copy the Signatures folder.
- Paste the copied folder where you would like to create your backup e.g., your desktop.
You can restore your signature after the mailbox 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 mailbox has been migrated and is ready to access.
1. Importing your Outlook rules
If you did not previously export your Outlook rules before the migration, you may skip this section.
Once your mailbox has migrated, you can restore your Outlook rules by importing them.
- In the Windows desktop Outlook application, click the File tab.
- Click Manage Rules & Alerts.
- Click Options.
- Click Import Rules.
- Select the rules file you created previously.
- Click open to finish importing the rules.
2. 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 mailbox has migrated:
- Either close Outlook or check that it is closed.
- Copy the Signatures folder created previously.
- Paste the folder to %APPDATA%\Microsoft.
- Open Outlook – your email signature should be restored.
Frequently asked questions
What is happening and why?
When will my mailbox be migrated?
Student mailboxes are being migrated in batches. We will notify you when your mailbox will be migrated. After your mailbox is migrated, we will notify you that your mailbox migration has been completed.
How will this affect me?
When it is your turn, you will not have access to your email for a short period. For a minority of students, the outage may last up to 3 hours.
Will my Outlook address book be moved?
Yes, your Outlook Contacts will be migrated when your mailbox is migrated.
What will not be migrated?
Outlook signatures
Outlook rules
Email forwarding set up
Outlook notes
Email flag status (relevant for Tasks in Outlook)
Microsoft Forms files
Microsoft Whiteboard files
My personal details
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 it is 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. You can update your preferred name using the Name Details page in mySI-net. 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> + <preferred last name> Jack Rogers
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.
If you would prefer to use a name other than your legal name, you can make this change using the Name Details page in mySI-net. You don't need to provide any supporting documents. 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.
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:
- Click the File tab.
- Click Manage Rules & Alerts.
- Click Options. Note: 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.
- Click Export Rules.
- 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.
- 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
- Either close Outlook or check that it is closed.
- Type %APPDATA%\Microsoft in the Start menu search box and press enter.
- The folder will open in the File Explorer. Find and copy the Signatures folder.
- 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
- Either close Outlook or check that it is closed.
- Copy the backup Signatures folder created previously.
- Paste the folder to %APPDATA%\Microsoft.
- Open Outlook – your email signature should be restored.
What do I need to do after my mailbox is moved?
How do I import my Outlook rules?
Once your account has migrated, you can restore your Outlook rules by importing them.
- In the Windows desktop Outlook application, click the File tab.
- Click Manage Rules & Alerts.
- Click Options.
- Click Import Rules.
- Select the rules file you created previously.
- 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.
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.
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.
I am graduating. Will I be able to keep OneDrive and Microsoft 365?
Microsoft 365 access after graduation
When you graduate, you will no longer have access to OneDrive or other Microsoft 365 apps.
OneDrive
Instructions will be provided outlining how to export OneDrive content.
Microsoft Outlook
New alumni will not retain a UQ mailbox. Instead, all email sent to their student email addresses will be forwarded to their verified personal email address captured in my.UQ.
Instructions will be provided outlining how to export Outlook content.
Note: for existing past students, there will be no changes and they will continue to retain their mailbox.