O365 Migration

The university will switch from using Google Workspace to Microsoft Office 365 (O365) between June and August 2022. The "switch" is our response to Google’s new storage policy that significantly shrinks the storage space allocated to each user. With O365, each user will be allocated 50GB of email and 1TB OneDrive storage, which is sufficient for the majority of our university community.

The migration to O365 will involve the transfer of Google Workspace contents (e.g. Gmail messages, Google calendar events, Google Drive documents, and Google Photos) to the corresponding Microsoft services (e.g. Outlook and OneDrive).

Mapping between the Existing Contents and the New Services

Services	From: Google Workspace (WS)	To: MS Office 365 (O365)
Email, Calendar & Contacts	Gmail Google Calendar	Email (50 GB) & Calendar on Outlook.com and Outlook Mobile App
Cloud Storage	Google Drive	OneDrive (1 TB) on Web / App
Photo	Google Photo	OneDrive (as cloud storage only)
Online Meeting / Unified Communications	Meet Chat	Teams Meeting/Chat
Document Processing	Google Docs Editors	Word Excel PowerPoint
Online Form	Google Forms	Microsoft Forms
Website Building	Google Sites	SharePoint Site

Migration Arrangement and Suggested Action

Types of User Account		Migration		Suggested Action
Types of User Account		Start	End	Suggested Action
Staff	SSOid @hkbu.edu.hk⁽¹⁾⁽²⁾	16 May 2022	31 August 2022	Check Data Migrated by ITO
Staff	SSOid @staff.hkbu.edu.hk⁽³⁾ (Optional: only applicable to those who have uploaded files, or email messages in the account)	6 June 2022		Perform Self-service Data Export & Migration
Associate / Retiree	SSOid @assoicate.hkbu.edu.hk⁽¹⁾⁽²⁾	6 June 2022		Check Data Migrated by ITO
Department / Project	SSOid @hkbu.edu.hk⁽¹⁾⁽²⁾	16 May 2022
Department / Project	SSOid @project.hkbu.edu.hk⁽¹⁾⁽²⁾	16 May 2022
Student / Alumni / Student Organisation	SSOid @life.hkbu.edu.hk⁽⁴⁾ SSOid @so.hkbu.edu.hk⁽⁴⁾	15 June 2022		Perform Self-service Data Export & Migration

^Notes:

(1) ITO will perform the Email & Data Migration in phases. Users will be informed by email of the migration details in advance.

(2) Email will continue to deliver to Gmail until relevant staff/associate has performed the Self-service Switch-Over ON/BEFORE 31 August 2022.

(3) [SSOid @staff.hkbu.edu.hk] Google accounts for BUniPort services will RETIRE on 31 August 2022. Thereafter, all contents will be READ-ONLY and permanently DELETED on 31 August 2023.

(4) All incoming emails will be delivered to Gmail and Outlook webmail simultaneously on 15 to 30 June 2022.

User Guidelines

Outlook Email Client Setup Guides

For Staff, Associate, Department and Project Accounts

For Student, Alumni, Student Organisation Accounts

Self-service Data Backup, Export / Migration

For Staff, Associate, Department and Project Accounts

For Student, Alumni, Student Organisation Accounts

Other References for Data Export and Migration

Google Help Center: Manage your information

https://support.google.com/accounts/topic/7188671

Google Help Center: How to download your Google data (a.k.a “Google Takeout")

https://support.google.com/accounts/answer/3024190

Google Help Center: See devices with account access

https://support.google.com/accounts/answer/3067630

Frequently Asked Questions (FAQ)

FAQ for Staff, Associate, Department and Project Accounts

FAQ for Student, Alumni, Student Organisation Accounts

Training Materials

Microsoft Office 365 official Training provided by Microsoft