Nexus email accounts will be migrated to the new Nexus365 cloud-hosted service between April and August 2018.
Accounts will be migrated in batches according to their primary affiliation (which is visible in the 'company' section of the global address list that is accessed through your email). If your email account is not moving to Nexus365 at the same time as your colleagues’ this is most likely because your primary affiliation remains with a unit you previously worked for. Your email account will be migrated with that unit.
You will receive a series of countdown emails about the migration of your email account to Nexus365 as follows:
4 weeks before migration (except for undergraduate and taught postgraduate students)
2 weeks before migration
Day before migration (email is migrating that night)
Day after migration (email was migrated the night before).
BEWARE of phishing attacks so please note that:
You will never be asked to provide any information or to verify any account details as part of the Nexus365 migration process
Migration will occur overnight and your email account will be unavailable for a short period between 6pm and 5am.
In the unlikely event that there is an issue moving your email account to Nexus365, you will be contacted by the project team. Such issues are expected to be limited to very few accounts. If this happens, you will continue to have access to your emails and calendar using the current service.
What do I need to do before my email account is moved to Nexus365?
Shut down your email before 6pm on the night your mailbox is due to be migrated.
If you know you are going to be away on the day of migration, please ensure you have printed out the Getting Started Guide or saved it to your computer/device in advance.
How do I access my email account after it has been migrated?
How you sign in to your email account after migration depends on how you usually access your emails. This could be either via an email programme (client) on your computer (e.g.Outlook) or via a web browser.
To sign in via an email programme/client: use your Oxford username with the suffix @OX.AC.UK (making sure OX.AC.UK is capitalised) e.g. admn1234@OX.AC.UK. Use your existing SSO (Single Sign-On) password (this is your global University password that you use for your current email. It is not your Eduroam password.) For help with your Oxford username and understanding SSO visit http://help.it.ox.ac.uk/webauth/oxfordusername
To sign in via a web browser go to https://outlook.office.com. Use your Oxford username with the suffix @OX.AC.UK (making sure OX.AC.UK is capitalised) e.g. admn1234@OX.AC.UK, you will be redirected to the University's Webauth login screen.
If you are accessing your email via an email client there might be a delay between signing in and your email account being available in Nexus365. If this happens, please check you have signed in correctly (using your Oxford username with the suffix @OX.AC.UK in capitals). If you still have problems, you should access your email account via https://outlook.office.com as above.
You might also receive repeated requests to sign in. Each sign-in relates to an individual mailbox to which you have access. You should sign in as requested.
You might also see a message asking you to re-start your email account, which you should do.
What will change?
You will not lose anything from your account; all your email and calendar information will move to Nexus365.
Any forwarding rules you have set up will continue to operate.
If you find other rules on your email account are not functioning as you expect, the quickest way to resolve this is to delete them and re-create them.
When using Nexus365, if you reply to an email in Outlook via a web browser the default is Reply All, which could cause the inadvertent sending of private data more widely than intended. Please change the default to Reply by following the instructions at http://help.it.ox.ac.uk/nexus365/change-reply-all.
If you access email via a programme on your computer (an email client), e.g. Outlook, you will see little difference with Nexus365.
The appearance of your email and calendar may well look different if you access them via the web. It is difficult to detail what the differences will be because the experience will depend on each account’s unique set-up and configuration. A reduced number of emails and folders may be visible to you when you first open your mailbox. You will need to click on ‘more’ to see the rest.
If you share a calendar with someone whose account is migrated to Nexus365 at a different time to your email account, you may only be able to see free/busy information in each other’s calendars until both accounts are on Nexus365. At that point full visibility of both calendars will be restored.
If you have delegated access to another email account you will experience some issues using and accessing the other mailbox until your own account has been migrated to Nexus365. Please see the guidance for managing this at Nexus365 delegated mailboxes.
Where can I get help?
The experience of accessing and using Nexus365 varies considerably depending on the set-up and configuration of each individual email account. Support materials have been developed to cover as many of these different scenarios as possible.