Temple will be migrating all TU Gmail accounts to Microsoft Outlook 365.
Table of Contents
Over the course of the next year and a half, Temple will be consolidating all email accounts from Gmail to Microsoft Outlook 365. Microsoft Outlook 365 is a popular email and calendar service that is increasingly being adopted by colleges and universities throughout the country. It is well integrated with the Microsoft 365 suite of products and offers enhanced security and privacy features. We anticipate having all accounts migrated by December 2021.
For an overview of the transition process from Gmail to Outlook 365, please see the Moving to Outlook 365 video. Note that this video is geared primarily to faculty and staff.
For students, please see the Gmail to Outlook 365 Migration Overview Video.
Save or copy your TU Gmail signature so you can easily recreate it in Outlook 365.
To create your Outlook 365 signature, see instructions for Outlook on the web or the Outlook app for Windows or Mac.
- Email Rules and Filters
Document all rules or filters in TU Gmail that you use and want to continue using. For more information, see Create rules to filter your emails.
To learn about using rules to filter your email in Outlook 365 rules, see:
- Use inbox rules in Outlook on the web
- How to set up rules (Outlook app for Windows or Mac)
- Manage email messages by using rules (Outlook app for Windows or Mac)
- Import or export a set of rules (if already using Outlook with TU Gmail)
Make a note of any calendars you subscribe to along with who your calendar is shared with and any delegated access.
You can also watch our Preparing for Migration video to learn more.
- Migration Timeline
Your account will be migrated between 7:00 pm and midnight on your migration day. Please try to limit access to your mail during this time. Once the migration is complete, you will be able to log in to mail as you normally would and begin using Outlook 365 through the TUmail or TUportal websites.
- Accessing Your Email and Calendar
The Outlook Web Application will be available immediately once you gain access to Outlook 365. This means that you will receive new emails and calendar event invites through your Outlook 365 email.
You can also watch our Migration Day Video to learn more.
- Accessing your mail
You will still access your mail and calendar through the TUmail or TUportal websites. When you begin using Outlook 365, you will see your old emails, folders, calendar entries, and contacts. Your @temple.edu email address (and aliases) also will remain the same.
- Personalize Email
Learn how to recreate rules or filters to help organize your email. If you are not seeing all your messages, select the arrow to the left of the folder. Learn more...
- Personalize Calendar
Add tasks, and assign any colors or categories you previously had.
- Sharing Calendar
Reshare your calendar with colleagues or assign delegate access.
- Accessing Mail on a Mobile Device
You can access your mail on mobile devices, such as iOS and Android devices by setting up the Outlook Mobile App or the default mail app on your phone.
- Additional Help
Contact the Help Desk at tuhelp.temple.edu or call 215-204-8000.
- Learn More
For assistance with transitioning to Outlook 365, please check out Outlook 365 Getting Started.
You can also watch our Post-Migration video to learn more about these tips.
► Why did Temple decide to consider this change now?
The university has been working on this initiative over the past year to address the following issues:
- The university is using two email and calendaring platforms.
- Each platform works slightly differently in how email/calendaring is handled (e.g., rules around spam filters).
- Calendars do not synchronize or show availability between platforms.
- The university is using a third party application (TUsafesend) for sending sensitive/confidential data that has no integration with our other systems.
- Many Temple medical/clinical employees, currently have two separate email accounts, one on the university side and one on the Temple Health system. This is because the university email/calendaring is not HIPAA compliant.
- The university needs to pay for, manage and support on-campus servers specifically to route application emails to the appropriate email platform.
►What are the benefits of moving to Outlook 365?
- By standardizing on Microsoft Outlook 365, everyone at Temple will be able to easily share calendars, schedule appointments and meetings, and search a common directory of people and departmental email addresses. The system also provides the protections needed to safely email sensitive and confidential information.
- Outlook 365 provides much needed security and features being requested by many schools/colleges and administrative departments at the university. Microsoft uses 128-bit encryption, antivirus and anti-malware definitions are routinely updated with leading security technologies. To receive the same level of feature and security with Google would be more expensive.
- Microsoft is becoming more innovative and customer engaging.
- Microsoft has consistently had a faster adoption rate by public companies in nearly all industries. Using Microsoft products at the university will help students make an easier transition to the workforce.
- In researching trends in higher education, the Committee saw that the number of universities transitioning to Outlook 365 has increased considerably over the past several years. They include Penn State, Drexel University, the University of Pittsburgh, the University of Oregon, the University of Arizona and the University of Iowa.
►Can I still use Google Apps?
Exept for Google Calendar, access to Google Apps, including your Google Docs and Google Drive files, will not be affected. Once your account is migrated, you will no longer have access to Google Calendar.
►How did Temple make this decision?
An Email and Calendar Advisory Group, with representatives from across the university, was formed in Fall 2019 to study the feasibility and benefits of standardizing on one of our existing services. The Committee’s charter was to:
- Provide one robust and easy to use email/calendaring system that meets the needs of the university.
- Move to one platform to simplify IT support which will free up resources to work on other projects.
- Evaluate cost based on the best solution for the university
- Evaluate whether email and calendaring could be used for sensitive/confidential/HIPAA data
A group of volunteers offered to have their email migrated from Gmail to Outlook 365. Based on their feedback, as well as research and program comparisons, the committee recommended that the university standardize on Microsoft 365. The recommendations were then presented to the President, Provost and Cabinet and they approved.
►Will international students be able to use Outlook 365 email?
Yes. In fact, Outlook 365 is available in countries with significant TU student populations like China, where Gmail is not.
►Why doesn't Temple just use the Canvas Calendar?
While Canvas calendar is an important tool, it is not a replacement for a fully featured email and calendaring platform.
►Can I read my email from all of my devices?
Office 365 is accessible on the web. There are also apps for Macs, Windows, iOS, Android and Chromebooks. For setup instructions, see the Outlook 365 Getting Started page. To optimize Outlook 365 on your mobile phone click here.
►My account was migrated, but I no longer see all of my Gmail contacts. What happened?
Gmail has a suggested contacts feature that may appear when you start typing someone's name in the “To:” field of a new Gmail message. A suggested contact is not saved in your Gmail contact list and as a result will not migrate when your Gmail account is migrated to Outlook 365.
►I currently forward all my Temple email to a non-Temple account. Will I be able to continue to do this?
Students and Alumni
Although, not recommended students and alumni can continue to autoatically forward all their Temple email to another non-Temple account.
Faculty and Staff
Starting soon, faculty and staff will no longer be able to automatically forward all their Temple Outlook 365 mail to an external account. (Forwarding individual email messages to external and internal recipients will be permitted.) Just a reminder that it has been university policy to conduct all Temple-related business/correspondence via Temple’s email system.
Please note that Temple faculty and staff who forward their Temple email to the Temple University Health System(@TUHS.temple.edu), Fox Chase Center Center (@FCCC.edu) or Temple University Radio Technical Institute (WRTI.org), can continue to do so as these institutions are Temple-affiliated. If you are forwarding your email to any of the Temple-affiliated institutions, you do not have to do anything at this time.