Preparing to Offboard – Microsoft
When to Save
Save your research or personal content from your University Microsoft account (email and online documents) before you leave. (Even if you change to a CatMail account, email messages will not migrate.)
Employees, share your work content in a shared space if your team will need it after you leave. If you and/or your team use Box to store and share work, be sure you have shared any necessary Box content, as well (How-To's). Make sure that your contacts know whom to reach out to in your department after you leave.
Remember that you will lose other University access as well, such as University computer login, UAWiFi, UA VPN, HPC account, and U-System account.
- Students: You will lose access to your University account with Microsoft Office 365 when you are no longer a student here. You do not have Microsoft email, but see the information regarding Microsoft documents and software, below. You will keep your CatMail email address and Google services.
- Student Employees: If you have employee email, you will lose access to it when you are no longer an employee. You will retain access to Office 365 as long as you are a student.
- Faculty/Staff/DCCs: You will lose access to your University email and Microsoft Office 365 account when you are no longer an employee/DCC here. See below to prepare before your last day.
- If you have been a student at the University, your email address will automatically re-route to CatMail after you leave, otherwise you will no longer have a University email address. (If you were a student prior to campus email, you may want to get a University Google account at account.arizona.edu while you are still actively affiliated to keep email service..)
- If you were laid off with the right to return, you will retain access for one year in anticipation of re-hire.
- Employees who are Retiring: You will lose access to your University email and Microsoft Office 365 account after a 60-day grace period following your retirement. See below to prepare before your last day of access.
- If you have been a student at the University, your email address will re-route to CatMail at the end of your grace period. (If you were a student prior to campus email, or if you want to switch email delivery to CatMail before 60 days, you may want to opt in at the link below.)
- If you have never been a University of Arizona student, you may opt into CatMail as a retiree within the 60-day grace period to keep a University email address. Routing will change 24 hours later.
- There is no grace period for loss of access to Box.
- Retiring Faculty applying for Emeritus: You will retain access to the same Microsoft services as when Active Faculty once your Emeritus status is approved. If your Emeritus application looks like it will take longer than 60 days, speak to your department about getting DCC status (Affiliate or Associate DCC) to ensure you maintain access to your email.
Microsoft Office Software and O365 Documents
How to Save Online Docs
If you create and edit documents online at office.com, download your research or personal material. You can store it on a personal computer, thumb drive, hard drive, and/or upload it to a personal cloud storage. If you have an Arizona student or retiree CatMail account, you can upload to Google documents/Google Drive.
- NOTE: Do not upload research that contains HIPAA-protected or other regulated data to CatMail (email, documents, or Drive), or any other cloud storage that isn't specifically approved for regulated data.
About Downloaded Software
If you have downloaded Word, Excel, PowerPoint and Outlook onto your personal laptop or desktop computer, it will go into “reduced functionality mode” sometime within 30 days after you no longer have a University account. (Microsoft validates that you have a current account every 30 days.)
Reduced functionality means you can only view or print your documents. All features for editing or creating new documents are disabled, and you will see a message that asks you to enter a product key or add your computer to an active Office 365 account.
Your options to continue to be able to edit or create documents are:
- Starting work or school at an institution that provides you with a Microsoft account. You will then be able to validate your software with those credentials.
- Purchasing a Personal Office 365 annual subscription account from Microsoft. This is for your desktop software. It will not retain your University online documents or email.
- Uploading your Word, Excel, and PowerPoint files into Google (either CatMail or your personal Gmail account). You’ll be able to edit the files with Googles Docs, Spreadsheets, and Presentation, and even download later as Word, Excel, and PowerPoint files later, if needed. Find out how: Upload Microsoft Office Documents to Google Drive
Microsoft Outlook Email
How to Export Contacts
Need to save your contact list? See:
- Windows desktop: Export Contacts from Outlook
- Mac desktop: Export items to an archive file in Outlook for Mac
- Outlook Online: Export contacts from Outlook.com to a CSV file
How to Forward a Message
To continue access to your existing personal or research emails, forward the messages you need to keep. Emails will not automatically migrate. You may forward them to a personal address.
- If you are a former student/retiree and wish to start forwarding messages to CatMail while you are still getting emails in Microsoft Outlook, use your NetID @catmail.arizona.edu as the address.
You may also need to forward emails to your team for their continued reference.
See information on forwarding email from Outlook for Windows, Mac, or the Outlook online application: Forward Outlook Emails to Another Email Address
- NOTE: Do not forward email or attachments that contain HIPAA-protected ot other regulated data to CatMail, or any other service that isn't specifically approved for regulated data.
How to Forward Multiple Messages
If you you use Outlook for Windows and have a large number of personal emails to move to CatMail or Gmail, you can collect them in a folder and use an application to move them:
Send As a Different Email
If you are a retiree moving to CatMail, your Send As email will be the default CatMail address. If you want to change your Send As address to something different, such as a departmental email, see Send emails from a different address or alias. After you first add the different address, you can set it to always send from that address.