O365 Migration

Students, Alumni and Student Organisations

O365-banner-itoweb-mobile-03 O365-banner-itoweb-mobile-03

The Migration Arrangement

The University will continue to provide a life-long online email service by Outlook webmail to all students, and alumni after graduation.  A brand new, full-featured O365 account (with a downloadable O365 PC application) will be available to all students.

Account Type
Migration Details

Student, Alumni, Student Organisation

  • SSOid @life.hkbu.edu.hk 

  • SSOid @so.hkbu.edu.hk

Self-service Data Backup, Export / Migration

Notes: O365 login user name, password and email addresses (including the personalised alias, if any) for student and alumni will remain UNCHANGED.  E.g., MyName @life.hkbu.edu.hk 

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. [Optional] Perform a “Self-service Data Backup, Export / Migration” to transfer the existing mailbox content, data/files in Google account to the O365 platform.
  3. [Optional] Sign out HKBU Google account on your PCs and mobile devices.  
  4. [Optional] Download and Configure Outlook App for your mobile devices.
  5. [Optional] Download and Configure OneDrive Sync Client for your Windows / Mac PCs. 
  6. [Optional] Download and Configure OneDrive App for your mobile devices. 
  7. [Optional] Use Outlook webmail for sending/receiving email with your HKBU O365 account. 

The Transition Plan

timeline-student timeline-student


* All incoming emails will be delivered to Gmail and Outlook webmail simultaneously.

Important Dates

Action dates

15 to 30 June 2022

Your O365 account is ready for use. All incoming emails will be delivered to Gmail and Outlook webmail simultaneously.  During the two weeks’ period, you may start using O365 any time at your convenience. Please (1) use Outlook webmail to send/receive emails, and (2) start the “Self-service Data Backup, Export / Migration” according to your needs.

Action dates

1 July 2022

All incoming emails will NOT be delivered to Gmail.

Action dates

31 August 2022

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

Action dates

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.

Self-service Data Backup, Export / Migration

Recommended migration schedule and high-level tasks:
(1) 15 to 30 June 2022: Perform self-service migration
  • Stop adding new data to the Gmail, Google Drive and Google Workspace
  • Perform Gmail, Calendar and/or Google Drive migration
  • Perform Google Photo and Keep Data Backup / Export
(2) Sign out HKBU Google account on your PCs and mobile devices.

(3) Re-configure Account Profiles and/or install Outlook App on your mobile devices (Setup Guide)
Google Workspace (WS) Microsoft Office 365 (O365) Self-service Migration Steps/Guidelines



Outlook Gmail:
Guide for Windows
Guide for Mac OS
Download PDF
Download PDF

Google Drive

Google Photo

Google Docs

OneDrive 1. Google Takeout + Manual Upload
Download PDF
Google Keep OneDrive 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

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]

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.

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

  • Select Mail >Compose and reply.

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

  • Select Save when you're done.

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

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

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

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

  • 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

    Applies to: 







    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.