Due to an error during the student mailbox migration, you were identified as a current student, resulting in your alumni mailbox being transferred to the main UQ Microsoft 365 (M365) environment. Our solution is to reverse the migration, restoring your alumni mailbox to its previous state. 

Before the reverse migration occurs, we recommend that you consider the following tasks and take the appropriate action.

What you need to do before

1. Check if your personal email address in my.UQ is correct.

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

You can check your personal email and update it, if necessary, in the My profile section of my.UQ.

  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. Export your 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.

Watch: How to export your Outlook rules in Outlook for Windows

To export your rules using the Windows Outlook desktop client:

  1. Click the File tab. 
  2. Click Rules & Alerts
  3. Click OptionsNote: If you have more than one email account, make sure you select your UQ email account in the Apply changes to this folder field. 
  4. Click Export Rules
  5. Select the folder where you want to save the rules file, 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 mailbox migration. 

3. Backup your email signature that you wish to continue using after your mailbox is migrated.

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 mailbox migration.

4. Export and save data from Microsoft Forms.

If you used forms, you need to export and save this data before your mailbox is migrated. For guidance, refer to How do I export my form responses?

5. Save OneDrive files.

If you have saved any files to your OneDrive account, choose the files you want to keep and save them to a personal storage device.

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What you need to do after

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

If you receive a "mailbox not available" messge after receiving the message that the migration has finished, check again in 30 minutes.

If you require assistance with any of the steps below, contact AskUs.

Access your alumni email account either via my.UQ or follow the steps to access it via Outlook.com or Outlook on your desktop.
Ensure you clear the browser cache before accessing your email via Outlook.com.

1. To access your email using Outlook.com

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

  1. Open your web browser and clear the browser cache
  2. Go to https://outlook.office.com/
  3. For the Sign In, enter your UQconnect account (firstname.lastname@uqconnect.edu.au)
  4. You will be redirected to the UQ Authenticate page where you need to log in with your UQ credentials. See the example below.

Your Outlook email will display. 

2. To access your 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. To set up your email after the migration, complete the relevant steps. 

You will need to:

  1. Remove your existing Outlook user profile or UQ account if there are multiple email accounts in your Outlook user profile.
  2. Depending on your action in the previous step, create a new Outlook user profile or new UQ account using your UQconnect account  (firstname.lastname@uqconnect.edu.au)

iPhones and iPads (iOS)

Remove existing profile from Outlook (iOS)
1.    Open Outlook application
2.    Select the face or 3 horizontal line icon in top left next to Inbox depending on your iOS version
3.    Tap the "Settings" gear icon located at the bottom left corner of the app
4.    Tap on Accounts and select what you want to remove. 
5.    Scroll down until you see the "Remove Account" option. Tap on it.
6.    Confirm that you want to delete the account.

Adding alumni account to Outlook (iOS)
1.    Open Outlook application
2.    Click on Add Account
3.    If the old account details or another email address populates, click on Skip
4.    Enter your UQconnect account (firstname.lastname@uqconnect.edu.au)
5.    Sign into UQ Authenticate as usual
6.    Authenticate with MFA
7.    Select Maybe Later 
Your alumni account is now set up.

Android devices
Remove existing profile from Outlook (Android)
1.    Open Outlook application
2.    Click on account initials or image icon in top left corner next to Inbox
3.    Select Settings Cog
4.    Go to Accounts
5.    Select account to remove
6.    Scroll down and select Remove Account and Select Remove again.

Adding new student account to Outlook (Android)
1.    Open Outlook application
2.    Select Settings Cog
3.    Select Accounts > Add account
4.    Select Add an email account
5.    Enter your UQconnect account (firstname.lastname@uqconnect.edu.au)
6.    Enter credentials in UQ Auth
Your student account is now set up

Macbooks (OSX)

Remove existing profile from Outlook (Mac)
1.    Open Outlook
2.    Select Tools and click on Accounts
3.    Highlight the student account and click the – sign at the bottom of the pane
4.    Click Sign Out in the popup
5.    Close Outlook
For more information, visit Sign out of an email account in Outlook for Mac

Adding new student account to Outlook (Mac)
1.    Open Outlook
2.    Select Tools > Accounts
3.    Select Add email account
4.    Enter your UQconnect account (firstname.lastname@uqconnect.edu.au)
5.    Enter your UQ credentials at the UQ Auth prompt

Windows devices

Remove new student account to Outlook (Windows)
The process for removing your account from Outlook will depend on how many accounts you have set up in the application.
If you have two or more accounts:
  1. Check your drafts to see if there are any emails you need to keep. If there are, save the content outside of Outlook. 
  2. Select File in the upper left corner of the screen. 
  3. Select Account Settings > Account Settings
  4. Select the account you want to delete
  5. Select Remove.
 
If you only have your school account set up:
  1. Check your drafts to see if there are any emails you need to keep. If there are, save the content outside of Outlook.
  2. Click File > Account Settings > Manage Profiles
  3. Select Show Profiles.
  4. Select a profile
  5. Select remove and ok
For more information, visit Remove a profile

Adding existing profile to Outlook (Windows)
  1. Open Outlook and select File > Add Account.  If you haven't launched Outlook before, you'll see a welcome screen.
  2. Enter your your UQconnect account (firstname.lastname@uqconnect.edu.au) and select Connect.
  3. If your screen looks different, enter your name, email address, and password, and select Next.
  4. Enter your UQ credentials in the UQ Auth window
  5. Select Finish.

Clear the Auto-complete list

This is a list of previously used email addresses you frequently send emails to. Outlook suggests email addresses when typing in the To, Cc and Bcc lines. It may contain email addresses from the old Microsoft environment that contained your mailbox.

Note: the auto-complete list is not your contact list.

To clear your AutoComplete list on Outlook: 

  1. Open Outlook
  2. On the File tab, select Options.
  3. Select the Mail tab.
  4. Under Send Messages, select Empty Auto-Complete List.
  5. Select Yes.

3. Changing Microsoft account and licenses alumni account

Windows devices

Sign out of M365 Applications (Windows)
  1. Open Word
  2. Click on File > Account
  3. Select Sign out
  4. Close Word
For more information, visit Sign out of Office.


Activating your new license details

  1. Open Word.
  2. Click File > Account > Sign In.
  3. Sign in with your your UQconnect account (firstname.lastname@uqconnect.edu.au).
  4. Reconnect any online drives.

Macbook and Air

Sign out of M365 Applications (Mac)
  1. In any Office app, select the name of the Office app in the top menu.
  2. Select Sign Out.
  3. Quit out of all Office apps.
For more information, visit Sign out of Office.

Activating your new license details
  1. Open Word
  2. Click on Sign In
  3. Sign in with your your UQconnect account (firstname.lastname@uqconnect.edu.au)
  4. You may need to activate the license twice for Macs.

Dissociate Work/School Accounts from Windows

  1. Click on the Windows icon and type Work
  2. Choose Access work or school 
  3. Drop arrow down next to each listed account and select Disconnect.
For more information, visit Add or remove accounts on your PC
 

Backup Passwords and Favourites in Ms Edge

Back up your Microsoft Edge passwords
  1. Within your Microsoft Edge browser, open Settings.
  2. Navigate to Profiles > Passwords.
  3. Select the ellipses (…) next to Passwords.
  4. Select Export passwords.
  5. You’ll be prompted to choose a location to save your list of passwords. Once you’ve made your selection, select Save.
Back up your Microsoft Edge favourites    
  1. On your Microsoft Edge browser, open the Settings and more menu by selecting … in the upper-right corner of the window.
  2. Navigate to Favorites.
  3. Open the More options menu by selecting … above the list of favorited websites.
  4. Select Export favourites.
  5. Indicate a saving location, give the file a name you’ll remember, and choose Save.

For more information, visit Microsoft Edge - Backup


Remove a UQ Connect online account from Windows and sign in using a local account

Note: Ensure you backup (preferably to external usb), all of your content prior to these steps 
Windows 10 – switch to a local account 

  1. Select Start, select Settings  > Accounts  > Your info.  
  2. Select Sign in with a local account instead.
  3. Type the username, password, and password hint for your new account. The username must be different than any others on the device.
  4. Note: If you’re using Windows 10, version 1803, you can add security questions—instead of a hint—to your local account to help you reset your password in case you forget it. Check your version of Windows 10
  5. Select Next, then select Sign out and finish. Sign back in with your new local account.

If you didn’t add security questions to help you reset your password, it’s a good idea to create a password reset disk. If you don't do this and then forget your password, you won't be able to recover it.
For more information, visit Microsoft Support

Windows 11 - Create a local user account 
  1. Select Start  > Settings  > Accounts and then select Family & other users. (In some versions of Windows you'll see Other users.)
  2. Next to Add other user, select Add account
  3. Select I don't have this person's sign-in information, and on the next page, select Add a user without a Microsoft account.
  4. Enter a username, password, or password hint—or choose security questions—and then select Next.
  5. Sign back in with your new local account.

For more information, visit Microsoft Support

4. Recreate your Outlook automatic reply

If you use an automatic reply, you need to recreate it as follows. 

  1. In Outlook, select File.
  2. On the Info page, select Automatic Replies to open the Automatic Replies window.
  3. Select Send automatic replies.
  4. On the Inside My Organisation tab, type the response that you want to send to people in the University of Queensland.

5. Import 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. 

6. Import your email signature

If you did not export y our Outlook email 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.
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