Office 365, Email, Migration, Template for IT Pros to Customers

Template for communication from IT Pros to customers regarding email migration for Exchange migration project 2018.

Below is a suggested template for IT Pros to send to their customers before email migration to Office 365.
Please note there are fields below that should be updated with relevant information before sending to your unit.



Subject: IMPORTANT – [[Unit Name]] mailboxes are migrating to Exchange Online (Office 365)

[[Unit Name]] Exchange users, 

Technology Services is happy to announce the availability of Microsoft Exchange Online(Office 365).  This system will replace the Microsoft Exchange 2010/2013 system currently used by faculty, staff, and graduate students for email, contacts, and calendaring.  The new system is faster and offers some improvements in the web and mobile clients such as the ability to create online meetings with Skype for Business and Office 365 Groups. 

When will my mailbox be migrated? 
Your mailbox will be switched to the new system on [[day/time]] 

What is being migrated? 
We will migrate all Exchange 2010/2013 data, including: 
  • Messages in your Inbox (including subfolders), Sent items, and other email settings like signatures ,rules, alerts, and categories 
  • Scheduled events in your Exchange calendar 
  • Tasks and reminders 
  • Contacts in the address book 
What do I need to do? 
BEFORE your mailbox is migrated ensure your operating system and mail client software are up to date. 
AFTER your mailbox is migrated close and reopen your mail client.  Some clients may need the account removed and re-added.

If you are having trouble getting your mail client to work after migration, Outlook on the Web can be used until we visit you to help troubleshoot the problem.  Outlook on the Web can be accessed from any browser at:


If you have questions or need assistance prior to or during the migration process, please contact [[UnitIT Support Contact]] or the Technology Services Help Desk at 244-7000 or consult@illinois.edu. 



Keywords:Exchange, migrations, office 365, email, template   Doc ID:81377
Owner:Office 3.Group:University of Illinois Technology Services
Created:2018-04-04 09:00 CDTUpdated:2018-04-30 10:52 CDT
Sites:University of Illinois Technology Services
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