Frequently Asked Questions
What is happening?
Howard University is transitioning students from Google Gmail and Google Drive to Microsoft Outlook and OneDrive, respectively!
What is changing for me and why do I care?
Students will now be using Outlook to communicate with you via email, and they will also be able to utilize Teams and Stream for communication and meeting purposes. Additionally, they will be using Microsoft applications such as Word, PowerPoint, and Excel to complete academic activities.
When will this happen?
All students participating in Summer Session I and II will have their accounts migrated starting on Wednesday, May 1st, with all Summer Session students being migrated through Tuesday, May 21st. For all other students, accounts will begin to be migrated on Saturday, June 1st, with all students being migrated through Friday, August 30th. Student accounts will be migrated alphabetically by last name in batches, meaning that some students will have access to Outlook and OneDrive before others do.
Why is this change taking place?
The transition to Microsoft 365 includes numerous benefits such as substantial mailbox storage capacity, allowing for better organization and management of emails, advanced security measures to protect student accounts and safeguard sensitive information, a comprehensive suite of productivity tools to streamline workflows and enhance collaboration, and seamless integration with other Microsoft applications, ensuring a smooth and efficient user experience.
Will students still have access to their old emails and files?
All emails previously in Gmail will be migrated over to Outlook and all files previously stored in Google Drive will be located in a OneDrive folder titled “G Drive.”
Will students still have access to Gmail and Google Drive?
Once an account has been completely migrated, the student will have 3 days to confirm that all emails, contacts, calendars and files have been fully migrated. After this 3-day period, access to Gmail will be revoked, and the student will no longer be able to access Gmail.
Will we still being using Canvas?
Yes, this change is not related to Canvas as the learning management system.
Students have work in Google applications like Google Docs and Google Sheets. Will that work be migrated over too?
Emails, contacts, and calendars within Gmail and files within Google Drive will be migrated. If work from applications like Google Docs and Google Sheets is stored in Google Drive, then it will be migrated over.
What will happen to any shared links and documents that students shared and stored in Google?
Disruption of access to shared links is expected due to users having access to Gmail and Outlook at different times. Only documents owned by the student being migrated will be transferred to OneDrive. Documents that were shared with them will not migrate over. Students will either have to wait for the student who shared the document to also be migrated to Microsoft 365 or download a copy of the document and upload it to OneDrive themselves. Alternatively, students can use OneDrive to share documents between themselves.
How will Echo360 be affected by this change?
If you are utilizing Echo360 through Canvas, there should be no issues. Additionally, Echo360 can be integrated with both Zoom and Microsoft Teams.
My office or department created its own Gmail address for administrative purposes, including housing operational and institutional actions, performing operational actions, and more. What will happen to that account?
Howard business should not be handled outside of a Howard tenant. It is essential that all offices and departments move all business processes over to the Microsoft account and utilize that moving forward.
Where can I get additional information regarding this change?
The ETS website will be updated with announcements, upcoming events, information about the Change Agent Network, and more!
Who can I contact with additional questions regarding this change?
How can I support this change? How can I support the students during this change?
If you would like to join the Microsoft 365 Change Agent Network, or if you would like to nominate someone to join the Change Agent Network, please complete this short MS Form. Additionally, you can disseminate project information to students and reinforce any important project dates and updates that will impact students.
What if I use my personal email to communicate with students and handle other business?
Assigned faculty are expected to use their HU email account while conducting official Howard business that includes, but it is not limited to, interactions with students, business partners, and research sponsors. Personal email accounts should not be used to conduct official HU business. Faculty email accounts will automatically disable after 120 days of inactivity. After 210 days of inactivity the account will automatically archive and be maintained in accordance with record retention guidelines. The Office of General Counsel (OGC) has the authority to request the retrieval of an archived account. If an account has been deleted, it cannot be recovered.
If I am not permitted to use my personal email for Howard business, am I permitted to use any personal networks for Howard business?
No, you are not permitted to maintain or store Howard University business information or data outside of the University’s enterprise network without proper approval.
Will students still have access to Gmail and Google Drive?
Once an account has been completely migrated, students will not have access to Gmail and Google Drive.
Will students still have access to their old emails and files?
All emails previously in Gmail will be migrated over to Outlook and all files previously stored in Google Drive will be located in a OneDrive folder titled “GDriveMigration.”