Frequently Asked Questions
This section outlines a few of the common issues that students have reported so far during the migration process from Gmail to Microsoft 365. ETS wants to remind all users that their student email and a myriad of applications that students use on a daily basis, is always accessible through AccessHU.
One of the most common issues that students are facing is not being able to see emails inside of their outlook app. Please look at the material below in order to learn how to add the new Microsoft 365 profile. This issue commonly shows up as students reporting that they stopped receiving emails to their outlook after a certain date, or students seeing a Gmail prompt inside of their Outlook Application. This likely means that your active outlook profile is still pointing to the old Gmail inbox. Please look at the documents in this section to fix this issue.
Another issue is once student mailboxes are migrated from Google to Microsoft 365, students are having issues finding their migrated google documents inside of OneDrive. Please look at some of the material below as well, to learn how to navigate to this folder inside of OneDrive.
Also please take a look at the documents listed below as many of them will be able to assist you getting used to the Microsoft 365 environment, the self-help guide is listed below as well for common issues we have found during this process.
What is happening?
Howard University is transitioning students from Google Gmail and Google Drive to Microsoft Outlook and OneDrive, respectively! As a Howard University student, you will now be using Outlook for email and OneDrive for file storage. Current emails and files will be migrated from Gmail and Google Drive to Outlook and OneDrive, respectively. Students participating in Summer Session I and II will have their accounts migrated starting Wednesday, May 1st, through Tuesday, May 22nd. For all other students, accounts will begin to be migrated on Saturday, June 1st, through Friday, August 30th. Students will be migrated alphabetically by last name in batches, meaning that some students will have access 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 your account and safeguard sensitive information, a comprehensive suite of productivity tools to streamline your workflow and enhance collaboration, and seamless integration with other Microsoft applications, ensuring a smooth and efficient user experience.
Will I still use my bison.edu email to sign-in?
Yes, your email address will stay the same!
Will I need to change my password?
No, this change does not require a password reset!
How will I know when my emails and files are being migrated? How will I know when I have my access?
You will receive two separate notices from ETS via email, one for migration initiation and one for migration completion.
Where will I find my files that I previously stored in Google Drive?
Within OneDrive, there will be a folder titled “GDriveMigration.” All files previously stored in Google Drive will be located in this folder. The steps to locate this folder are listed below:
Step 1: Go to top-left corner and click the waffle icon.
Step 2: Scroll and select OneDrive.
Step 3: Scroll and click “My files”. Under “My files”, there is a folder titled “G-Drive” that will contain all of your previous Google Drive documents.
What if my emails and files get lost or deleted?
ETS is conducting a thorough testing process with numerous students to ensure that all emails and files will be successfully and securely migrated. Students in need of assistance should contact the helpdesk via huhelpdesk@howard.edu or 202-806-2020.
Aren’t we already using Microsoft Office 365 at Howard University?
As a student you have had access to numerous Microsoft 365 applications such as Word, PowerPoint, and Excel. However, you have not had access to Outlook for email. Soon you will!
Where will I access Outlook and OneDrive? Is there a link?
There will be numerous ways to access Outlook and OneDrive, including the Microsoft 365 Portal, desktop and smartphone apps, and AccessHU. However, Howard University strongly recommends that you use AccessHU to access Outlook and OneDrive.
Will I still have access to Gmail and Google Drive?
Once your account has been completely migrated, you 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 you will no longer be able to access Gmail.
What will happen if I try to access Gmail after my access has been revoked?
You will receive the following error message:
"Your sign-in settings don't match the organization's 2-step Verification policy. Contact an admin for more info"
I have work in Google Docs and Google Sheets. Will that 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.
My files in Google Drive is organized based on the classes that I am taking. Will I have to reorganize in Outlook?
No, your file organization will remain consistent after the migration.
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!
How can I support 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.
What will happen to any shared links that I 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.
Will I still have access to Gmail and Google Drive?
Once your account has been completely migrated, you will no longer be able to access Gmail and Google Drive.
Will I still be able to access other Google Applications?
Anything, including browsers, applications that use Google for SSO, and more, that you used your Google account to access or authenticate, you will no longer be able to access. This includes Google Meet, among other applications.
How do I sign in to Microsoft Edge using my M365 account?
Follow these steps to sign in to Microsoft Edge using your M365 credentials:
1. **Open Microsoft Edge**: Launch the Edge browser on your device.
2. **Click on the Profile Icon**: Look for your profile picture or initials in the top-right corner of the browser window.
3. **Select "Sign In"**: Click on "Sign In" to initiate the sign-in process.
4. **Choose "Work or School Account"**: If prompted, select the option to sign in with your work or school account.
5. **Enter Your M365 Email Address**: Provide your full M365 email address (e.g., username@yourcompany.com).
6. **Enter Your Password**: Type in your M365 password.
7. **Two-Factor Authentication (if enabled)**: If your organization uses two-factor authentication (2FA), follow the additional prompts to complete the sign-in process.
8. **Sync Your Data (Optional)**: You can choose to sync your browsing data (bookmarks, history, etc.) across devices by enabling sync.
Will I still use Canvas at all?
Yes, this change is not related to Canvas as the learning management system.
I use my Howard account for both my Howard email and my personal email. Does that mean that I’ll miss these notifications?
To avoid this, we will send the migration initiation notification to your Gmail and then send the migration completion notification to your new Outlook account. Additionally, please make sure your personal email is not your Howard Bison email.
What happens if the formatting and style of my documents and spreadsheets change?
We do advise that you be prepared that some of your formatting may not remain consistent after the migration. Make sure to review important documents to save a copy of these documents for yourself! Once the migration is completed, double-check the document or spreadsheet after conversion to ensure everything appears as intended. Adjust as needed. Please, refer to the Self-help Guide for assistance.
Can I just use the normal mail app on my devices to access Outlook?
Although we recognize that the mail app is convenient, it is a security risk to use it. Make sure you download the Outlook mobile app from the App Store and use that instead!
If I am a graduating senior student. Will I be impacted?
The Microsoft 365 migration excludes graduating seniors. A specific communication regarding your account status will be provided shortly and will contain the next steps for the future.
If I am an alumnus. Will I be impacted?
The Microsoft 365 migration excludes Alumni. The University has made the decision to terminate the Google Tenant effective June 1st, 2024. If the individual is an alumnus, please focus on saving emails, important files, and other data before the June 1st, 2024 cut-off date. Alums should reach out to howardalumni@howard.edu if they have any questions or need further assistance.
What else do I need to know about this transition to Outlook and OneDrive?
To ensure adoption of this new technology and applications, ETS has created numerous training resources (Job-aids, How to Videos, Change Guide, and Sel-help Guides). Please utilize these resources as needed. Please refer to the Training and Resource page!
What should I do if I encounter any issues?
Please refer to the Self-help Guide for assistance. This guide was built to provide you with the common issues related to the migration project and guidelines on how to resolve them.
How do I access my student email after the migration?
After the migration, all student emails are now hosted on Microsoft 365. You can access your email through the Outlook app or by logging into AccessHU and selecting the Outlook icon. If you are having trouble accessing your email, make sure you are logged in using your new Microsoft 365 credentials.
Why am I not receiving new emails in Outlook?
If you’re not receiving new emails in Outlook, it may be because your profile is still linked to your old Gmail account. To fix this, you need to update your Outlook profile to point to Microsoft 365. Follow the steps in our troubleshooting guide on how to add your Microsoft 365 profile to Outlook.