MS Office 365 Email Cloud Environment General Inquiry and FAQs
York College is actively in preparations to replace the current York-hosted Microsoft Exchange email system for all staff and faculty with Microsoft Office 365 cloud base Outlook environment.
Hosting Outlook email in the Microsoft Cloud provides valuable benefits, including the desired ability to integrate email with the other applications in the Microsoft 365 family (formally known as Microsoft Office 365 for Education), such as Teams, Teams calendar, OneDrive, and SharePoint. In addition, logging in will be streamlined by adding email and calendar to your CUNY Login, thereby allowing users to log in the same way as is currently done for Teams and OneDrive. Other benefits include multifactor authentication protection, additional spam, and malware protection, and improved resiliency through the Microsoft Cloud. We will enhance our ability to communicate and collaborate seamlessly with our students, fellow employees, and educators.
We expect to have the new system ready for Fall 2022 with all the different applications that Microsoft Office 365 offers. During the transition, there will be a window to continue to use the old email address for purposes of moving your inbox so you can start to use the new Office 365 cloud-based Outlook.
What is being done?
The York College email system will be replaced and transition to the Microsoft 365 cloud-based email system for all staff and faculty by the Fall 2022. This period can be considered a cutover between our old email inbox and the new email inbox.
Why are we transitioning?
The benefits that come from participating on a cloud platform far out weigh those of our currently locally hosted environment. Since most of the other campuses are also taking advantage of this opportunity it makes sense to finally be on the same platform as student email. This will expand capabilities for collaboration and continue to build on the goals for single sign on. The ability to maintain a higher level of security against cyber threats and response is another reason to move ahead. There are also other factors that play a role in the decision to transition including the savings on supporting a local infrastructure which allows opportunities to grow other areas of need in technology.
What are the benefits?
The transition to Microsoft 365's cloud-based email system provides increased reliability, enhanced cybersecurity features, efficient single sign on (using CUNYfirst credentials), 24/7 Microsoft support and accessibility features. As well as a host of other Microsoft 365 applications all under a single sign-in.
What accounts will this affect?
This will only affect how you access your email. This will not affect your York Username (Network account), CUNYfirst, VPN or Blackboard access.
Will my Inbox/folders/emails from @york.cuny.edu automatically be migrated to the new system?
No, your old emails will not automatically be migrated to the new system O365. If you wish, you may copy some or all of the content to Office 365. After the cutover (Transition to new system) IT will Allow for an acceptable amount of time to allow you to move over your inbox/folders/emails as depending on the size, can take several minutes to several hours. IT will provide information on this process in the future so that you will learn how to quickly and efficiently move your Inbox folders to the new mailbox as well as other content you might need. Microsoft provides an abundance of resources to help you navigate through premium Office applications.
What happens to new email messages addressed to my @york.cuny.edu address “before” and “after” the cutover?
All new incoming email addressed to any of your existing email address(es) will ONLY be sent to your cloud mailbox after cutover. You will know that cutover has happened for you when you receive a final email, specifically to you, in your York mailbox, stating where to find new messages addressed to you. (To clarify, email sent to your @york.cuny.edu before the cutover will be sent to your York Mailbox. Any email sent to your @york.cuny.edu after the cutover will send to your O365 Cloud Mailbox.)
Will my email address(es) change?
No. The system and login credentials you use to access your email will change. You will no longer use your York network Username and credentials to access your email. You will use your CUNYfirst login credentials (firstname.lastnameNN@login.cuny.edu).
What if I do not have a CUNYfirst account?
We are working closely with CIS to provide a full list of individuals associated with York College that may not have a CUNYfirst account. These individuals will have email accounts configured in the new system. We will provide updates regarding this process.
Can I still send email from my york.cuny.edu after the cutover?
On the date of cutover, you can only access new content and send email from your Microsoft 365 account for conducting college business. However, there will be a window of opportunity for you to migrate emails before the cutover date from your previous email account so that you can forward to you cloud account those emails you need. This window of time will be shared before the cutover date as part of the plan including instructions on how you can do this.
Will we lose our old emails?
Are we able to keep all emails we have stored? You will not lose old emails. You will retain and have access to your old emails. However, you must manually move it over to the new email account within the window of opportunity that will be indicated as part of this transition.
In order to migrate email from the old account to the new system, which email clients will be able to use? Can these changes be completed via a browser (OWA)?
Changes must be made using the desktop or MAC Outlook client only. They cannot be made using OWA (web browser version). We recommend using the latest version of Outlook (2019).
Is this system CUNY wide?
Microsoft 365 is currently available to all CUNY students, staff and faculty. The cloud-based email is available to all students. Other CUNY colleges have either completed the transition (Lehman and Queens) to the cloud-based email system or are in various stages of their transition plans.
When will I have access to the new Microsoft Office 365 cloud mailbox?
York has plans for the cutover to occur around the Fall 2022. We will have updated information here as the plans move forward
Will contacts be transferred too?
Yes, contacts will transfer.
Will the rules I’ve set up in my inbox for different accounts transfer as well?
Yes, but you will need to do this via the export and import out option. This may also give you an opportunity to clean up unclear or weird rules.
Will student (whose student cloud access was already available to them) accounts combine after the transition with their staff/faculty email?
No, they will remain separate. you'll log into your student account with at @yorkmail.cuny.edu And to your staff/faculty account with your at @login cuny.edu.
How do I access my Office 365 Cloud Mailbox?
When live, to access your Office 365 cloud mailbox, you will go to office.com, and login using your CUNYfirst Login credentials: FirstName.LastNameemail@example.com (XX being the last 2 or 3 digits of your EMPLID). Open your OUTLOOK app to view new email. Please note that you will no longer receive mail in your old York mailbox after cutover. You will be able to access the cloud mailbox a few days before cutover.
What if I do not have CUNYfirst credentials?
Faculty or staff like RF staff who may not have CUNYfirst credentials or even participate in a York email are being identified and a process is being created to insure they have the necessary credentials to participate in this transition. There will be more information on this as we move forward.
Will this transition be difficult for me?
Only for your IT team, for you it will still be Outlook with one less password to remember for email access.
Will I need to reconfigure my cell phone for email?
Yes, once the cutover happens you will need to update the configuration information on your cell phones if you are using York email on them. This is also true of any other types of wifi devices which have email applications installed which require configuration to route email to them. iPads, tablets like MS Surface and Android devices will need to be updated. Laptops which use OWA to access email will not need updating as you will be accessing the new email by using Office.com. As we get closer to transitioning we will release information on how to make the necessary changes for your devices which access your York email.
Will training be offered?
If necessary, IT will evaluate this need as the transition plans take shape. We will however provide full documentation, training video and additional resources. There are also many current resources available from Microsoft, CUNY and the CIS knowledge base. However, stay tuned for more information on how this transition will provide better long-term services to our faculty and staff user community. We will make all the necessary resource available very soon.
Is this system accessible?
Yes! One of the wonderful features of Microsoft 365 is the accessibility. Read more about accessibility features at Microsoft Office 365 Accessibilities Page.
There are a few steps that you can take to prepare for the transition to the Microsoft 365 cloud-based email:
- Familiarize yourself with Microsoft 365 for Education.
- Use your CUNYFirst credentials (firstname.lastnameNN@login.cuny.edu + password) to access and explore Microsoft 365 collaboration tools. All active faculty and staff have access.
- Take advantage of up to five no-cost downloads of Microsoft Office 365 Pro Plus on personal devices (active faculty and staff).
- Empty your junk mail and deleted email folders.
- Print out your calendar for the week of the transition and the following week in case there are any issues.
- Save your email signature.
- Microsoft Office 2016 and newer versions (Microsoft 365) are recommended. Ensure that your web browsers are current. This will ensure that you have the best experience with Outlook email and Microsoft 365 applications.
- For faculty: While interruptions are not expected, please alert your students that there may be a brief gap during the email cutover.
- Use the Microsoft links below to become familiar with Outlook online email and Microsoft 365.
Microsoft Office 365
CIS Knowledgebase Information to help you prepare
At this time we are all learning the new system but do not hesitate to send any questions you have to our YConnect hot form at:
Microsoft will be permanently disabling legacy “basic authentication” email protocols in M365 in favor of modern authentication (OAUTH2) as of October 1, 2022.
Basic authentication protocols include legacy POP, IMAP, Exchange Web Services, Exchange ActiveSync, Remote PowerShell and others.
Microsoft is doing this because basic authentication bypasses MFA and has other insecurities that are abused to compromise M365 accounts across its platform and at CUNY. Microsoft initially intended to do this in 2019 but postponed due to the pandemic. There is no option to opt out of the October Microsoft deadline.
This change will affect not only your Yorkmail configured account on your mobile devices but versions of the Outlook client that will not support the basic authentication protocols pass October 1st, 2022.
In order for you to be prepared for this starting now, take the necessary actions from the information provided below:
What are the Systems Requirements and Supported Email Applications required in Modern Authentication?
How do I install the Office 365 software and set up email on mobile devices?
Microsoft Outlook app is the recommended way to access your email on your mobile devices. In order to insure you are not cut off when the deadline for removing "Basic Authentication" occurs you will want to *remove your existing account (configured to use IMAP/POP3 protocol) and add a new Exchange account.
Please backup a copy of your email before attempting any changes and or removal of your email account.
To delete an existing M365 Yorkmail account from an iPhone or IOS device:
1. Go to your device settings
2. Go to mail and click on accounts
3. Select the Yorkmail account you have configured and click on delete.
To delete email from an existing Outlook app account on and IOS device:
1. Start Outlook
2. Tab the menu button on the upper left corner
3. Tab the Settings button
4. Select the account that you want to remove
5. Tab Delete Account
To add your Exchange Online email account:
1. Download a current copy of the Outlook app and Start the app
2. Tab the menu button on the upper left corner
3. Tab the Settings button
4. Tab Add Account and then select Add Email Account
5. Enter your email address (i.e., firstname.lastname@example.org) and Add an account
6. Enter your password when prompted to sign-in
7. Approve the MFA login request
Please enter your email address/password during the first sign-in and then approve the MFA sign-in request when prompted.
Here are additional M365 resources related to requirements and other installations methods for devices in regards to authentication changes:
Hardware requirements for Microsoft Office 365 - M365 and Office Resources
Additional installation instructions for PCs, Macs, and mobile devices: