Onboarding | Project Phases | Best Practices | User Communication

Microsoft 365 (Exchange Online) – Day-Of Migration Reminder

The below templated can be customized and sent to users the morning of Cutover (or ~1–2 hours prior).

Subject: Today: Email Migration in Progress – Action Required

Hello,

This is a reminder that your email mailbox transition to Microsoft 365 begins today.

Migration Window

  • Today: [DATE]
  • Time: [TIME RANGE, TIME ZONE]

What You Need to Do Now

Please complete the following before the transition window begins:

  • Close Outlook and any other email applications before the migration window
  • Avoid making mailbox changes (rules, folders, signatures) or moving messages between folders during migration
  • [IF FILES IN SCOPE] Avoid changing file names or moving files to a different location during migration
  • Ensure you know your current email password

What to Expect Today

  • Potentially temporary loss of access to email
  • Incoming messages will queue and deliver once migration completes
  • You may be prompted to sign in again when opening Outlook or webmail

After You’re Notified Cutover Is Complete

Once notified that the Cutover is complete log into your new account in a web browser. It is critical you verify data in a web browser, and not in a local Outlook client or mobile device.

  • Go to https://outlook.office.com
  • Sign-in using your email address and [EXISTING PASSWORD] or [NEW TEMP PASSWORD]
  • Verify data fidelity [Note: depending on when you log-in in relation to the cutover, your data migration may not be complete]
  • Recreate your email signature, if needed
  • Outlook may automatically reconfigure your profile. If prompted, allow it to do so.
  • If you are having issues with your Outlook client syncing to the new account, contact your administrator and access email on in the web browser.

Support

If you experience issues after migration:

  • Contact: [HELPDESK EMAIL / PHONE]

Thank you for your cooperation today.

Best regards,
IT Team