Mail Migration to Microsoft Exchange Online (EXO)

When does it start?

Your personal mailbox at ETH will be moved to the cloud in calendar week 49 (02.12.2024 to 06.12.2024). You should receive an email from central IT with your personal migration date one week before.

What do I need to do after the migration

• Windows users using Outlook will not notice anything from the migration as everything keeps working seamlessly
• IMPORTANT: All other users who use another email client, such as Mac Outlook, Apple Mail, Thunderbird, Evolution, iOS Mail, Android Mail, etc.
  will need to delete the email account and add it again with the new settings. More info can be found below
• Note: Outlook for Android and iOS can be used after the migration

New links to remember

• Webmail: https://outlook.office.com/mail
• New spam and malware filter, defender and quarantine: https://security.microsoft.com

New settings to remember

• Incoming server: outlook.office365.com (Port: 993 with SSL/TLS)
• Outgoing server: smtp.office365.com (Port: 587 with STARTTLS)
• Username: ETH_username@ethz.ch (Authentication: OAuth2)

Please see also Configure Email Clients and the ETH IT knowledge base article about the migration

Known problems

• Outlook search function: The search function in Outlook is no longer working properly after the migration to Exchange Online, or is not displaying all expected search results. We are working with IT Services to find a solution to the problem. In the meantime, as a workaround, you can open the mailboxes in Webmail (https://outlook.office.com/mail/), where the search still seems to return a complete list of results.
• At the moment ETH has no backup of your Mails after the migration. The IT services are looking for a backup solution
• The calendar app in MS Teams may disappear for a few days after the migration

How to delete the old account and configure mail clients after the migration

Mac Outlook

• Open System Settings
  

• Click "internet accounts" then your on ETH account
  

• Click "Delete Account" then confirm with OK
  

• You also have to remove the mail account from Outlook. Click on Outlook and choose "Settings"
  

• Click on "Accounts"
  

• Click on the account you want to remove then on "-" below, then on "Sign Out" to remove the account
  

• Add your account again in both "Internet Accounts" and Outlook

• See instruction to add an account

Mac Mail

• Remove your account from "Internet Accounts" as described above.
• Add new account, please see https://unlimited.ethz.ch/spaces/itkb/pages/248222240/Apple+Mail+on+macOS

iOS Mail

• Go to Settings > Mail> select the account you want to remove and click "Delete Account"
  

• To add your account again, please see https://unlimited.ethz.ch/spaces/itkb/pages/248222240/Apple+Mail+on+macOS

Thunderbird

• Go to account settings, either Tools Account Settings OR Edit Account Settings
• Highlight the account and slightly below in left column is a menu called Account Actions Click that and an option is Delete Account or Remove Account.
  
  
  
  Select Remove message data. This will remove all messages, folders and filters associated with this account from your local disk. Your messages and folders are still kept on the server

• Now configure Thunderbird by adding a new account. See https://unlimited.ethz.ch/spaces/itkb/pages/248222296/Thunderbird for step-by-step configuration

• NOTE If you have to disallowed before, Thunderbird needs to allow cookies. Open Thunderbird Preferences / Settings. Navigate to Privacy Settings. Accept cookies
  

• Use TbSync and Provider for Exchange ActiveSync add-ons in Thunderbird to sync calendar, tasks and contacts. First you have to remove the old account in TbSync ( Add-ons Manager TbSync Settings Account actions) and add a new
  
  

• Under Calendar right click on the new calendar Properties assign an email identity