O365 Migration

Staff, Associate & Departmental Account

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The Migration Arrangement

The University will move the email service and online cloud storage to Microsoft Office 365 platform for staff, associate & departmental account. A brand new, full featured O365 account will be available to existing users as below.

Account Type
Migration Details

Staff, Associate, Department and Project Accounts

  • SSOid @hkbu.edu.hk

  • SSOid @associate.hkbu.edu.hk

  • SSOid @project.hkbu.edu.hk

Migrated to Office 365 in phases by ITO

Google account for BUniPort Services

  • SSOid @staff.hkbu.edu.hk

End of service by 31 August 2022.
All data will be permanently REMOVED by 31 August 2023.



If you have uploaded data, and/or send/receive emails with the account, you should export data/complete the self-service migration by 31 August 2022 according to your needs.

What Should I Do?

To complete the followings by 31 August 2022:

  1. Acknowledge and accept the new O365 services online using Self-service Switch-Over function.
  2. Check the integrity of email and data migrated to O365 (compare with the data in Gmail/GDrive).
  3. [Optional] Sign out HKBU Google account on your PCs and mobile devices.
  4. [Optional] Re-configure Microsoft Outlook application in your office PC (if applicable).
  5. [Optional] Download and Configure Outlook App for your mobile devices (if applicable). 
  6. [Optional] Download and Configure OneDrive Sync Client for your Windows / Mac PCs (if applicable). 
  7. [Optional] Download and Configure OneDrive App for your mobile devices (if applicable). 
  8. [Optional] Use Outlook webmail for sending/receiving email with your HKBU O365 account.

The Transition Plan

timeline-staff timeline-staff


* Users will be informed by individual email, to perform self-service switch-over.

Important Dates

Action dates

May 2022 - 31 August 2022

You will receive an email notification to perform Self-service Switch-Over to O365 at your convenience during the period. After the switch-over, all your incoming emails will be delivered to Outlook webmail (instead of Gmail).  Note that the latest email messages and files in Google will be automatically synchronised to O365 within 24 hours after the switch-over.

Action dates

After 31 August 2022

Your HKBU Google account will become READ-ONLY until the end of service.

Action dates

After 31 August 2023

Your HKBU Google account(s) will be terminated and inaccessible. All data including email messages and files in Google Workspace will be deleted permanently.

Google Workspace (WS) MS Office 365 (O365) Migration Guidelines

Gmail Calendar

Outlook Migrated to Office 365 by ITO (Please see the Limitation of Email/Data Migration)

Google Drive Google Docs

Google Photo Google Keep OneDrive Self-service Migration Guide for Google Photo
Download PDF

Self-service Migration Guide for Google Keep
Download PDF

Google Meet Chat

Google Forms

Teams Meeting / Chat

Microsoft Forms

Data migration is not supported

For details: "Google Help Center: Manage your information"

Other Google services, such as

Chrome settings
(e.g. bookmarks, saved password)

Google Maps
(e.g. stared places / review)

YouTube and YouTube Music
(e.g. playlist, uploaded video)

Google Play Store for Android

N/A Data migration is not supported

For details: "Google Help Center: Manage your information"

Google Authentication for other Cloud Service/App (“Sign in with Google”) N/A Please contact related service providers or update authentication method.

For details: "Google Help Center: See devices with account access"

User Guidelines

Outlook Email Client Setup Guides

MS Outlook on Windows [Guideline]


MS Outlook on Mac [Guideline]


Outlook Mobile App for iOS [Guideline]


Outlook Mobile App for Android [Guideline]

OneDrive Sync Client Setup Guides

OneDrive for Windows [Guideline]


OneDrive for Mac [Guideline]


OneDrive for iOS [Guideline]


OneDrive for Android [Guideline]

Self-service Data Backup, Export / Migration

IMPORTANT: ITO will migrate your email and data in Gmail, GDrive, Calendar and Contact.


Google Keep to Microsoft Word [Guideline / Video]


Google Photos to OneDrive [Guideline / Video]


Google Drive to OneDrive [Guideline / Video]


Google Keep to Microsoft Word [Guideline / Video]


Google Photos to OneDrive [Guideline / Video]


Gmail to Outlook Mail [Guideline / Video]


Google Calendar to Outlook Calendar [Guideline / Video]


Google Contacts to Outlook People [Guideline / Video]

Files and folder permissions checking

Google Drive Auditor  [Guideline]

Other References for Data Export and Migration

Google Help Center: Manage your information



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



Google Help Center: See devices with account access



Email: 50GB; OneDrive: 1TB.

The access is permanent.

Office 365 is supported on: PCs and Windows tablets running Windows 8 or higher. Macs with Mac OS X 10.6 or higher. iPads running iOS 7.0 or higher.

HKBU current students are entitled to install Microsoft Office 365 in their personal Windows/Mac computers, tablets and phones for free, with a maximum of 5 machines for Microsoft Office 365.

Please click here to follow the online instructions.

You will not receive any email starting from 1-Sep-22. But you still have the access of read-only during 1-Sep-22 to 31-Aug-23. After this period all the contents will be deleted, and you cannot access the Gmail or Google account anymore. 

There is no Labels in Outlook. But there are 2 solutions for managing emails: Folders and Categories.



Folders in Outlook will let you group emails for easier sorting:

On the File menu, point to New, and then click Folder.

In the Name box, enter a name for the folder. 

In the Folder contains box, click the type of folder you want to create.

In the Select where to place the folder list, click the location for the folder. 


Categories allow you to easily identify and group items. To assign a color category to a message from the message list, right-click the message. Select Categorize, then select a category from the list. You can rename the categories to something more meaningful to you or choose different colors for the categories.

Select “File”. Next halfway down the page it will list the size of the outlook mailbox and what has been used.

  1. Select Calendar > Share Calendar.

  2. Choose a calendar to share.

  3. Select Add, decide who to share your calendar with, and select Add.

  4. Select OK and you'll see the added people with a default permission level.

  5. Choose a name, select the access level to give, and select OK.

  1. Sign in to Outlook.com and select Settings. > View all Outlook settings at the top of the page.

  2. Select Mail >Compose and reply.

  3. Under Email signature, type your signature and use the available formatting options to change its appearance.

  4. Select Save when you're done.

  1. Click on the File tab. Select Automatic Replies (Out of Office). A dialogue box will open.

  2. In the Automatic Replies box, select Send automatic replies.

  3. Select the Inside My Organization tab, and enter your message.

  4. Under Choose default signature, select your email account with which to associate the signature. Make any necessary changes under Choose default signature.

  5. Once you are finished, click OK. 

  1. Go to toolbar and select File, then select Office Account.

  2. Under Office Theme, select Black.

  3. Select the back arrow at the top to return.

Focused Inbox separates your inbox into two tabs—Focused and Other. Your most important (by Outlook intelligence) email messages are on the Focused tab while the rest remain easily accessible.

Open the Settings pane in Outlook. Move the toggle next to Focused Inbox to off. 

There is a limit of 250GB for a single file.

File upload and download sizes







Individual files



Files within a zip



To restore a document previous version on OneDrive:

1. Select the document for which you want to restore an earlier version. 

2. Right-Click Files.

3. Select “Version history”. 

4. Open the drop-down menu for the document version you want to restore.

5. Click Restore.  

6. Click OK.

Please refer here.

The files under Google workspace will be changed to eligible format in Office and OneDrive through Google Take Out or Mover.

Google Docs > Microsoft Word 

Google Spreadsheets > Microsoft Excel

Google Slides > Microsoft PowerPoint 

Google Keep > Microsoft OneNote

  1. Select the files or photos you want to share, and then select Share.
  2. Choose if you want to allow editing.
  3. Select Email.
  4. Enter the email addresses of the people you'd like to share with and add an optional message.
  5. Select Share. Everyone you share with will receive an email.

You still have the access of read-only during 1-Jul-22 to 20-Jun-23. After this period, all the contents will be deleted, and you cannot access the Google Drive or Google account anymore. 

OneDrive desktop sync app help you to work with the OneDrive files in File Explorer or Finder. It can also easily save files and sync to Microsoft OneDrive from the programs they use.

The system requirement on this app is 32-bit or 64-bit version of Windows 11, Windows 10, Windows 8, Windows 8.1, or Windows 7 (not supported for Windows XP or Linux), Mac OS X 10.12 or later.

OneDrive has a maximum URL path length of 260 characters. You cannot sync the file if the path exceeds 260 characters.

OneDrive will keep up to 5 versions.

No, OneDrive does not support one identical name for more than 1 folder. Therefore, after migration, folders in identical name will be merged as a single folder. All relevant files will be kept in the merged folder.