Email System Upgrade

Email System Migration to Exchange Online

The Integrated Technology Department (ITD) is upgrading the district's email system by migrating all staff mailboxes to Microsoft Exchange Online. This migration is currently underway and will be completed for all staff in the coming months.

Key Benefits of This Upgrade

  • Increased reliability and faster performance
  • Improved security and compliance
  • Larger mailbox storage (50 GB per mailbox)
  • Seamless integration with Microsoft 365 apps and services
  • Access to new features like Microsoft Bookings (replacing third-party scheduling tools)

This migration will apply to all District staff email accounts

For most users, all mail, calendar, and contact items will appear in Outlook as they did before.

What This Means for You

  • Your email address, username, and password will stay the same.

  • Outlook on the Web (OWA) will have a new modern interface.

  • If you are using an unsupported version of Outlook, you may need to update your Outlook client. (see supported versions below)

  • While the most commonly used features will continue and new enhancements will be available, a few rarely used legacy features have been retired as part of Microsoft's platform improvements.

Public Folder Calendars:

  • Department and site calendars will be migrated separately.

  • You will need to re-add calendars from public folders after the migration.

Important Changes

  • GoSecure will be decommissioned.

    • To report phishing or spam emails, use the Microsoft "Report Message" button now built into Outlook and OWA.

  • Public Calendars will not automatically carry over. Users will need to re-add them manually.

  • Microsoft Bookings is now available and is recommended for scheduling appointments instead of third-party tools like Calendly.

 

Migration Timeline

  • Mailbox migrations are occurring in phases throughout 2025.

  • Sites and departments will be migrated together whenever possible to minimize issues and ensure a smooth transition. 

  • You will receive a notification email with your scheduled migration date and instructions before your migration.

Supported Clients

Provided SDUSD Windows staff equipment should already have supported Outlook versions installed.

Platform Supported Versions
Windows Desktop Outlook 365
Mac Desktop Outlook 365
Mobile Devices Outlook App (iOS 17+/Android 10+)
Browsers Microsoft Edge, Chrome 90+, Firefox 52+, Safari 10+
Important: Internet Explorer is no longer supported

 

Frequently Asked Questions (FAQ)

Q: Will my email address or login credentials change after the migration?
A: No. Your email address and login credentials will remain the same.

Q: Will I still have access to my old emails, calendar, and contacts?
A: Yes. All your existing email, calendar events, and contacts will be migrated and available after the transition.
Note: A two-year retention policy applies.

Q: Will I need to reconfigure my email on my phone or other devices after the migration?
A: In most cases, your mobile device will automatically reconnect. If not, you may need to remove and re-add your account.

Q: Will the Outlook app still work on my phone?
A: Yes, if you currently have the Outlook app working on your phone, it will continue to work after migration. However, you may need to restart your device or re-add your account. Supported devices must be running iOS 17+ or Android 10+ or newer.

Q: Will the look and feel of my Outlook client change after the migration?
A: The look and feel will remain largely the same (Outlook Classic). You might notice some minor differences or new features, but your overall experience should be familiar.

Q: Will I need to update any settings for my email rules after the migration?
A: It’s recommended that you review your email rules after the migration, as not all settings may migrate perfectly. In most cases, they will remain intact, but it’s best to double-check.

Q: Will there be any downtime during the migration that will affect my ability to send or receive emails?
A: There’s no significant downtime, but you might need to restart your Outlook client or re-login during a brief transition period of about 20–30 minutes.

Q: Will public folder calendars be available?
A: Yes, but you will need to re-add public folder calendars manually after the migration.

Q: Will I lose access to any of my shared mailboxes or resource calendars after the migration?
A: No, you won’t lose access. However, public calendars will need to be re-added after the migration by going into public folders and adding them as a favorite. In some rare cases you may need to reset delegate permissions.

Q: Will my mailbox quota or storage limit change after the migration?
A: Yes! After the migration, your mailbox quota will increase to a 50 GB limit, which is a significant upgrade from the current lower storage capacity.

Q: How do I report spam or phishing emails after GoSecure is retired?
A: Use the built-in Microsoft "Report Message" button in Outlook or Outlook on the Web (OWA).

Q: Are any features going away?
A: Most commonly used features will continue, and new enhancements will be available. A few rarely used legacy features have been retired by Microsoft to improve the platform.

Q: Will my department or site be migrated together?
A: Yes, sites and departments will be migrated together whenever possible to help prevent issues.

Q: Will third-party calendar apps like Calendly be supported?
A: We recommend using Microsoft Bookings, which is now available and fully integrated with Exchange Online. Third-party calendar apps, including Google Calendar, are not currently supported by IT.