Onboarding | Project Phases | Best Practices | User Communication

Microsoft 365 User Communication Template

When migrating your organization to Microsoft 365, it is critical users are properly prepared for the transition. Below is a user communication template that can be customized to align with your business processes and operations. You may also want to include notification about any other platforms or services that may be impacted during the transition to the new platform.

This is a general guide that identifies to common issues, but should be customized to include anything unique about your organization.

Most organizations send the below email to users about 1 week to a few days before the Cutover.

Subject: Upcoming Email Migration to Microsoft 365 – What to Expect

Hello,

We are preparing to migrate your email mailbox [AND FILES, IF IN SCOPE] to Microsoft 365 (Exchange Online) as part of an upgrade to improve reliability, security, and collaboration.

Please review the information below to understand what to expect and how to prepare.

Migration Schedule

  • Migration date: [DATE]
  • Migration window: [TIME RANGE, TIME ZONE]

What You Need to Do Before Migration

Please complete the following before [DATE]:

  • 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 Will Be Migrated

[CUSTOMIZE AS NECESSARY]

  • Email messages and folders
  • Calendar items
  • Contacts
  • Tasks
  • Files in [ONEDRIVE or YOUR GOOGLE USER DRIVE]
  • Files in [SHAREPOINT or GOOGLE SHARED DRIVES]

What Will Not Be Migrated

Below includes select, but not all, items that will not migrate. This is not a comprehensive list.

  • Your custom mailbox settings (i.e. mail rules)
  • Email signatures (Outlook or web)
  • Auto-complete / nickname cache
  • Locally stored data (i.e. local PST files)
  • Mobile device data that is not synced to the source server (i.e. Contacts that only are stored in your iPhone/iCloud)

What to Expect During Migration

  • 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 Migration (Important)

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.

Mobile Devices

You may need to remove and re-add your email account on your mobile phone or tablet after migration.

Support

If you experience issues after migration:

  • Contact: [HELPDESK EMAIL / PHONE]
  • Please include screenshots or error messages if possible

Thank you for your cooperation during this upgrade.

Best regards,
IT Team

Day of Reminder

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