Steps to switching email accounts to Office 365

First, we need to become familiar with the Office365 Admin Console

For our task we will be in the Active Users section of the Admin. This lists every person in the company.

When you highlight a username you can see a picture of a Key. This is your reset password option.

You will see these options to reset passwords:

Leave both boxes checked. This will let O365 create a password and show it to you, and when the password is used, they will be asked to create a new password.

We have slightly different steps for Exchange users and POP users.

Now for the steps in Outlook. Most users in the company are using Outlook 2016 and later so even if you run into a different version of Outlook these steps will be similar.

For Exchange Users

To start we’re going to click File in the top left corner of Outlook.

We’re going to click on Manage Profiles:

Then Show Profiles:

Add a new Profile and name it something like Office365, something easy to recognize.

We won’t be deleting the Old Profile. Incase we need to switch back. Next select the new profile in the dropdown menu in the Always use this profile selection. Outlook will now restart with a blank Profile.

Next this window will pop up.

We are going to select Manual setup or additional server types.

Microsoft Office 365 is right there at the top. From there you can input the person’s email.

Once you use the Temporary Password it will ask the user to create a new one.

After that Outlook will close and you may need to open it again and it will load the new email.

And we are DONE with this Exchange account.

FOR POP USERS

1. First we are going to File in Outlook.
2. We will be adding the new account. Click Add Account

3. For O365 accounts it will be as easy as typing in the users email address

4. Select Advanced Options and check Let me set up my account manually.

5. Enter the Temporary Password and the user will be prompted to create their own.

6. After this is done you may need to Close and reopen

STOP HERE IF YOU’VE COPIED CALENDARS AND CONTACTS ALREADY

7. Now we need to copy over people’s Contacts and Calendars.

The bottom left corner of Outlook has these items

              ^Calendar ^Contacts

For this step we are going to focus on Calendars

This will most likely look different for everyone. But for me I’m going to be using My Calendars as the Office 365 Calendar and the Old Calendar as my old POP calendar

8. Right clicking on the Old Calendar, in this case Office 365 Transistion brings up this menu
9. We are going to select Copy Calendar.

You will next be greeted by this window

10. Here is where we select where the Calendar should go. You should find the new O365 account and Click ok.

Best way to recognize that it is the correct account is that the calendar selections will be EMPTY.

Contacts

This is essentially the same process as the calendars

11. You select Copy Folder

12. Then select where you want the contact list to go

13. the old account from Outlook settings

14. Now Remove the email account you just set up by going back to File > Account Settings and close the Window.

15. You may have to close and reopen Outlook for the new Mailbox to show up.

And that’s it! You’re done!