HANDLING CONSOLIDATION OF DUAL MAILBOXES (WINDOWS VERSION)

This document is geared towards Windows and Outlook 2016 users. For Mac users, our best

suggestion is to work with your Departmental IT Support staff to do this on a Windows

system, rather than try to do it with Outlook for the Mac. That Mac Outlook application does

not behave the same as the Windows version.

If you have two WSU Mailboxes, one in the On-Premise Exchange, the other in Office 365, the Mailbox

Migration will be more complicated than for people who have just one mailbox to deal with. Prior to

the scheduled migration, your mailbox contents will have to get consolidated and one of your mailboxes

eliminated so the migration can take place with the other people in your Area. There are two methods

for this.

Method 1, where ITS will merge your On-Premise mailbox into the cloud, does not take much effort on

your part, but the down side is that this method will NOT preserve your current Mailbox settings as far

as Rules, Permissions, Sharing of Folders and Calendars. So if you have a lot of Rules, Sharing,

Delegations etc. set up, this method may not be advisable.

Method 2, where you will have to do some prep work and use your Outlook Client to point to your

existing Office 365 Mailbox, then Export the entire Office 365 Mailbox to a Local PST file on your

computer, may be a better choice if you have many Rules, Permissions, Sharing, Delegations etc. set up

with your On-Premise mailbox. The down side is there is some work and time involved on your part in

doing this, and that you may need assistance.

EACH METHOD HAS PLUSES AND MINUSES.

With Method 1, ITS will consolidate the mailboxes for you, but this method will only move mailbox

folders and sub-folders for Mail, Calendars, Contacts, but NOT mailbox settings such as Rules,

Permissions, Signatures, Out of Office Assistant Notifications, Send on Behalf of, Send As Permissions,

etc.

• Just prior to the migration, you will need to make note of all these settings so that you can re-create

them after the migration to Office 365

Alternatively, you can choose Method 2 where you do most of the work, but it preserves most of your

settings. You can start these steps now. This work needs to be completed by you by March 31st.

IF THIS WORK FOR METHOD 2 IS NOT COMPLETED BY THE DEADLINE AND YOU HAVE NOT INFORMED

ITS, WE WILL TREAT THIS MAILBOX AS METHOD 1 AND MERGE INTO THE CLOUD, BUT YOUR SETTINGS

AND PERMISSIONS WILL BE LOST.

General outline of steps you will need to perform for Method 2:

• Set forwarding up on your Office 365 Mailbox to send new mail to your on-premise mailbox

• Point your Outlook Client to your Office 365 Mailbox (you will then see both your On-Premise

Mailbox and your Office 365 Mailbox at the same time.), and from that mailbox, Export your entire

Office 365 (Student) Mailbox (mail folders, calendars, contacts, etc.) to a Local PST file.

• When you have completed the Export, you need to let your IT Support Staff and ITS know you are

ready. Then we can remove your Office 365 Mailbox, and migrate your On-Premise mailbox like we

will do for others in your Area.

• Once your mailbox has been migrated, you can then Import the Local PST folder you exported in the

above step to your newly created Office 365 mailbox as you see fit. This method WILL preserve

most of the settings you had with your On-Premise mailbox (Permissions, Rules, etc.) but it relies on

you doing the work. This will allow you to merge Inboxes, Sent Items, Calendars Contacts into

existing folders of the same name.

DEALING WITH DUAL MAILBOXES

THIS SECTION ONLY APPLIES TO PEOPLE WITH DUAL MAILBOXES WHO ARE IN CATEGORY 3

People with Dual Mailboxes have been advised the problems we are faced with in dealing with the

migrations when they already have an Office 365 Mailbox in addition to their On-Premise Exchange

Mailbox.

Most people in this situation have chosen to have us delete either their Office 365 Mailbox in the

Cloud, or their Exchange Mailbox on-premise. But some are actively using both mailboxes and will

need to choose which method they want to handle the consolidation of their two mailboxes.

Method 1, Handled by ITS, Loss of Settings

This method will be done via the Microsoft solution called the Office 365 Import service and is outlined

below. These will be handled by IT Services. Note that while the actual migration work will be done by

ITS, the Loss of Settings make cause headaches for people who have an intricate set of Rules, Shared

Folders, Permissions etc. Users will have to manually re-create these settings themselves after the

merge.

1. ITS will notify the customer of the change schedule

2. NOTE: Users should go through their On-Premise setup in Outlook, and make note of their

Shared Calendars, People they Share with, Delegates, Rules, Signature blocks, Out of Office

Assistant settings, Send on Behalf of and Send As Permissions, and any other settings, and any

other mailboxes and folders they share with others or others share with them. Some settings

such as Rules they may be able to Export, then Import into the Office 365 mailbox when

migration has completed.

3. ITS will export On-Premise mailbox (connect.wsu.edu) to a .PST file. (This will include all folders

and subfolders for Mail, Calendars, Contacts, etc.)

4. ITS will preserve on premise proxyAddresses SMTP and X500 values

5. ITS will delete on-premise mailbox

• Note: With this method, they will lose existing on premise rules, calendar permissions,

signatures, delegations, Out of Office Notifications, Send on Behalf of and Send as

permissions. All that will be moved is mailbox folders and contents

6. ITS will create a remote mailbox user on premise

7. ITS will add preserved proxyAddresses SMTP and X500 values to remote mailbox user

8. ITS will update NID email forwarding

9. ITS will upload the .PST file to the Office 365 Import service

• Note: Mailbox post items (email, calendar entries, contacts, journal, notes, and tasks)

are merged into the corresponding folders for the mailbox in Office 365

10. ITS will notify the customer that their mailbox contents have been merged

11. At this point, users will need to manually re-establish their various permissions, shared

calendars, signatures, and rules for their Office 365 Mail.

Method 2, Handled by end-user, much work involved on their part, but NO Loss of Settings

This method would be for those of you who have many Rules, Permissions, Configurations that you wish

to preserve. It will take some work on your part to move mail items around, but various settings of

Rules, Permissions, Shares that they have with your On-Premise mailbox WILL be preserved for them.

The steps outlined below must all be done correctly as shown so you don’t lose any mail from your

Office 365 Account.

NOTE: User’s On-Premise Mailbox may not have enough Quota to hold all the consolidated mail that is

brought down from Office 365, so you should plan on creating a Local PST file on your computer to hold

the mail Exported from Office 365; remember you will need to have enough free disk space on your

computer to hold all the mailboxes locally.

1. You will need to use the Outlook 2016 or 2013 client application for this method.

2. First, you want to set Mail Forwarding on your Office 365 Mailbox so that any new items get

forwarded to your On-Premise mailbox, so that you don’t lose any mail during the transition.

To do this, you should log into their Office 365 Mail via a Web Browser (sign into outlook.com or

outlook.office365.com or whatever you normally use to log into your ‘Student’ mailbox. Once

signed on, click on the Mail icon (should be a blue square with Mail or Outlook). Once in Mail,

click on the Settings icon (looks like a Gear or Circle with Spikes) on the right side of the Black

band across the top. Either click on the Options link (or if you see a drop down under the

Settings icon, scroll down to the section heading ‘Your app settings’, then click on the Mail link

below that).

This brings up the Mail Options. On the left side, under Mail, look for Accounts, then below

that, click on Forwarding. Verify or set the forwarding as follows. Check the Start forwarding

radio button, then enter your full On-Premise mailbox address as wsunid@ad.wsu.edu (where

wsunid is your WSU Network ID). The @ad.wsu.edu is important. Click on Save. At this point,

any new mail that would have gone to your ‘Student’ mailbox should forward to your On-

Premise (connect.wsu.edu) mailbox.

3. You should then TEST the forwarding by simply sending an E-Mail to your student account

addressed as: wsunid@email.wsu.edu (where wsunid is your WSU Network ID). This should

arrive back at your connect.wsu.edu on-premise mailbox. If it does not, you should check the

forwarding settings in the previous step to ensure you have specified the correct mailbox (the

@ad.wsu.edu is important). If it works, you are ready to move on.

4. Now start your Outlook client, and define your Office 365 Mailbox as another mailbox account

in Outlook (click on File menu, Info section, click on Add Account).

The E-Mail address to enter is your Office 365 Student Mailbox, so this would be entered as

something like wsunid@email.wsu.edu (where wsunid is your WSU Network ID). You should

enter your WSU Network ID password (twice) that you use for your mail account. Click Next

The Auto Account Setup should find the Office 365 Mailbox and take a few minutes to configure

things, and may ask for the Password again. Click Finish when the process completes.

You will need to re-start Outlook once the setup process completes to have the Office 365

appear on the Mailbox list.

5. Restart your Outlook client, and you should see their Office 365 folders under the

wsunid@email.wsu.edu (where wsunid is your WSU Network ID) group on the left side

navigation pane.

6. THIS NEXT IS AN IMPORTANT STEP: YOU NOW MUST CHANGE YOUR OFFICE 365 ACCOUNT

SETTINGS IN OUTLOOK TO DOWNLOAD ALL YOUR MAIL INTO YOUR LOCAL CACHE. FAIILURE

TO PERFORM THIS STEP WILL MEAN YOU LOSE YOUR OLD MAIL,

So go to File Info and click on Account Settings.then select Account Settings

Highlight your Office 365 Account in the list (should end with @email.wsu.edu), then click the

Change Button above the list:

IMPORTANT: This brings up a window with a Slider control for Mail to keep offline. Slide it all

the way to the right to ALL (default may be something like 12 months). You want to

download ALL mail items. Click Next.

You should see this next screen, but you will have to wait for all mail items to sync.

7. NOW YOU WILL NEED TO WAIT UNTIL OUTLOOK HAS FULLY SYNCED WITH YOUR OFFICE 365

MAILBOX. DEPENDING ON THE SIZE OF YOUR OFFICE 365 MAILBOX IT MAY TAKE MINUTES OR

HOURS TO FULLY SYNC UP. CHECK THE WINDOWS TASKBAR AT THE BOTTOM OF THE SCREEN

ON THE RIGHT. YOU MAY HAVE TO CLICK ON THE UP ARROW TO SHOW THE HIDDN ICONS,

AND HOVER OVER THE OUTLOOK ICON AND SE IF IT STILL SAYS IT IS SYNCRONIZING FOLDERS.

ONCE THE SYNCHRONIZING IS FINISHED., MOVE TO NEXT STEP

.

8. Once you mail is synchronized completely, scroll down the Outlook Mail Navigation pane on

the left a bit to see if a Local Folder is already defined (this is just to check if you have any other

local folders).

9. You will create a new local folder (Local PST) just for this purpose in the next step.

10. Now comes the Export/Downloading. The easiest way to download the full set of ALL your

Office 365 Mailbox folders (Mail, Calendars, Contacts, etc.) into the Outlook client is do a File

Open & Export then click on the Import/Export button (Import or export files and settings).

This brings up the Import and Export Wizard window. Select Export to a file then click Next.

On the next window (Export to a file), select Outlook Data File (.pst) then click Next.

This brings up another window (Export Outlook Data File). Select the top level of the Office 365

Mailbox that was added to Outlook above (usually identified as wsunid@email.wsu.edu(where

wsunid is your WSU Network ID). Select this so that the whole mailbox and all folders are

exported. Make sure the check-box Include subfolders is checked. (You probably don’t need to

set any Filters at this time.) Click Next.

Now specify where to put the PST file and what to name it. You should probably give it a name

like Office 365 Mailbox Copy.pst, and note which local folder it is being sent to. As this will be a

new PST file, you shouldn’t have to worry about Replacing or Allowing Duplicate items. Click

Finish.

You will be prompted to create or set an optional password to the Outlook Data File. You do not

need to create a password (but if you set one, you need to remember what you specified.

Unless you really need to password protect this file, leave these field blank and press OK.

11. The Export/Download will now start. Depending on how big the Office 365 Mailbox is, it may

take seconds, minutes or hours to complete the export. When it is completed you will have

pulled down all your Office 365 mailbox folder contents to the local drive.

12. If this new Local Outlook folder does not automatically get added to your Navigation Pane, you

may need to manually add this PST to the Navigation Pane (On the Mail Home screen, click New

Items More Items Outlook Data File and select Outlook data file (.pst), click OK, then

navigate to the .PST created above that has the Office 365 mailbox contents (such as Office 365

Mailbox Copy.pst). Click OK to add this file to the Outlook Navigation Pane.

You should now find the Outlook Data File in the Outlook Navigation Pane for Mail at the

bottom of the list.

13. When done with the above steps, there will be a local copy of all the contents of your Office 365

mailbox, and if the Forwarding is set correctly, all new mail should come from and to your

connect.wsu.edu on-premise mailbox, so we should be ready to delete the Office 365 mailbox.

14. Please then advise your Departmental or Area IT Support Staff and ITS when all these steps are

completed and it appears everything is working correctly, so we know we can delete the old

Office 365 mailbox. The above steps should be completed by March 31, 2017.

15. ITS will schedule the deletion of the Office 365 mailbox prior to the Area migration time and will

move the On-Premise mailbox folder etc. to Office 365 Mail when they move the other

mailboxes for the Area.

16. Note: This migration method should preserve the various configurations you had for your on-

campus mailbox, such as rules, sharing, permissions.

NOW YOU NEED TO WAIT UNTIL MIGRATION DAY.

17. AFTER MIGRATION DAY, when the On-Premise mailbox (including all folders and sub-folders for

Mail, Calendars, Contacts, etc.) has been fully migrated, you can then use the Outlook client to

Import the .PST contents back into your new Office 365 Mailbox in the cloud. (You may not be

able to merge the .PST into your existing On-Premise Mailbox prior to the Migration if you don’t

have sufficient mailbox quota in your on-premise Exchange mailbox to hold all the combined

mailbox contents, so we suggest waiting until AFTER the migrations to do this next step.) To

accomplish this, AM SUGGESTING THAT FIRST YOU WAIT A DAY TO MAKE SURE OUTLOOK IS

FULLY SYNC’ED WITH OFFICE 365 AND ANY OTHER PROBLEMS ARE RESOLVED. Then you

should first CLOSE the Local Folder (Office 365 Mailbox Copy (.pst)) in the Navigation pane by

Right-Clicking on it and doing a Close Office 365 Mailbox Copy or Close Outlook Data File. This

releases the .PST from the profile so it can be imported.

Then go to File Open & Export and click on the Import/Export button (Import or export

files and settings).

This brings up the Import and Export Wizard window. Select Import from another program or

file, then click Next.

On the next window (Import to a file), select Outlook Data File (.pst) then click Next.

This brings up another window (Import Outlook Data File). Here you will need to specify the

folder location and file name of the PST created with the Export above (like Office 365 Mailbox

Copy.pst). You may need to click on the Browse button to locate it (highlight the filename and

click Open in the Browse Open Outlook Data Files screen). It is likely you will want to check

Replace duplicates with items imported so you don’t end up with a lot of duplicated or identical

items, then click Next.

In the next screen you will Select the folder to import from: You will likely want to select the

topmost level of the .PST and Include subfolders, then check Import items into the same folder

in: and then below that select the NEW Office 365 mailbox (may be named something like

wsunid@email.wsu.edu or something else (where wsunid is your WSU Network ID). Then click

Finish. (If you put a password on the .PST file when you created it in the Export step, you will

likely be prompted for it. Let’s hope you remember it if you did.)

18. Depending on how big the Office 365 Mailbox is, it may take seconds, minutes or hours to

complete the Import. When it is completed you will have merged your two mailboxes’ contents

together into your one Office 365 Mailbox.

We recognize Method 2 contains a lot of detailed steps, but is the only way to preserve most of your

mailbox settings from the On-Premise Exchange Mailbox.

In Summary:

WITH METHOD 1 – ITS WILL MERGE YOUR ON-CAMPUS MAILBOX INTO YOUR OFFICE 365 MAILBOX<

BUT YOU WILL LOSE SETTINGS, PERMISSIONS, DELEGATIONS, SHARING.

WITH METHOD 2 – YOU TAKE ON THE JOB OF GETTING YOUR OFFICE 365 MAILBOX EXPORTED INTO A

LOCAL .PST FILE, BUT THEN WHEN WE MIGRATE YOUR ON-PREMISE MAILBOX, MOST SETTINGS,

PERMISSIONS, ETC. WILL CARRY OVER. AFTER YOUE ON-PREMISE MAILBOX HAS BEEN MIGRATED,

YOU THEN CAN IMPORT YOU LOCAL .PST CONTENTS BACK UP INTO OFFICE 365 AND MERGE THE

CONTENTS.