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Employee email migration to Microsoft Exchange Online (Exchange 365)

McLennan Community College is moving employee email and calendars from on-campus Exchange 2019 servers to Microsoft Exchange Online (Exchange 365), part of our existing Microsoft 365 environment. This article explains what is changing, when it is happening, and what you may need to do.

Overview

Who is affected: All MCC employees using @mclennan.edu email accounts.

What is changing:

  • Your @mclennan.edu email and calendar are moving from on-campus Exchange 2019 servers to Microsoft Exchange Online (Exchange 365).
  • Your email address and password will remain the same.
  • Outlook and Teams calendars will be fully integrated so that meetings and Teams invitations use the same calendar.
  • You will be able to use the latest Outlook experiences, including Outlook on the web and the “New Outlook” for Windows.

When it is changing:

  • Migration window: December 13–15, 2025
  • Work will be performed outside regular business hours.
  • We expect the migration to be completed before the start of business on December 16, 2025.

Email security and spam filtering: Email will continue to be filtered through Barracuda. There is no change to spam filtering or email security as part of this migration.

Before the migration

Most employees will not need to do anything. However, we recommend the following checks:

  • Verify that you can sign in to https://www.office.com with your MCC credentials.
  • If you use Outlook on a personally owned computer, confirm that you are running a supported version (Microsoft 365 Apps, Office 2019, or Office 2021).
  • If you have locally stored items (such as PST files), ensure they are backed up in accordance with your department’s practice.

During the migration window

The migration is designed to be as seamless as possible. Mail sent to you during the maintenance window will be safely queued by the Barracuda spam filter and delivered after the cutover.

During short portions of the window, you may notice:

  • Outlook disconnects or briefly shows “Trying to connect…” status.
  • A prompt to restart Outlook or sign in again after the migration is complete.

No action is required during the migration window unless you are contacted directly by ISS.

After the migration

Access on MCC computers (Outlook for Windows)

  1. Close Outlook completely.
  2. Wait a few seconds.
  3. Reopen Outlook.

Outlook should automatically find your new Exchange Online mailbox. You may be prompted to sign in with your MCC email address and password. If prompted, choose your Work or school account.

Access in a web browser (Outlook on the web)

You can access your mailbox from any modern web browser using Outlook on the web:

Webmail URL: https://outlook.office.com/mail

The “Employee Webmail” links on MCC websites will be updated to point to this address after the migration.

Access on mobile devices (Outlook mobile)

If you use email on a phone or tablet, we recommend the Outlook app for the best experience.

  1. Install the Microsoft Outlook app from the Apple App Store or Google Play Store.
  2. Open the app and select Add a new account.
  3. Select Office 365 or Work or School account.
  4. Enter your MCC email address (for example, username@mclennan.edu) and password.

Outlook mobile will connect directly to Exchange Online and show your email and calendar.

Benefits of Exchange 365 for employees

  • Improved reliability: Cloud-based mailboxes with a 99.9% uptime service level from Microsoft.
  • Integrated tools: Email, calendar, Teams, OneDrive, and other Microsoft 365 apps work together more seamlessly.
  • Enhanced security: Modern authentication, multi-factor authentication (MFA), and advanced spam and malware protection.
  • Modern Outlook experience: Access to Outlook on the web and eligibility for the “New Outlook” for Windows.
  • Appointments and scheduling: Eligibility for tools like Microsoft Bookings for departments that need to schedule appointments with students or external stakeholders.

Frequently asked questions

Will my email address change?

No. Your @mclennan.edu email address will stay the same.

Will my old email, calendar, and contacts be moved?

Yes. Your existing mailbox (including email, calendar items, and contacts) will be migrated to Exchange Online as part of this project.

Do I have to reconfigure Outlook on my MCC computer?

In most cases, no. Closing and reopening Outlook is all that is required. Outlook should automatically discover your new mailbox in Exchange Online.

What about shared mailboxes and resource calendars?

Shared mailboxes and resource calendars (such as conference rooms) will also move to Exchange Online. Your existing access will be preserved. If you are unable to access a shared mailbox or calendar after the migration, contact the Help Desk.

Is spam filtering changing?

No. Email will continue to be filtered by Barracuda. The migration does not change spam filtering or quarantine behavior.

What if Outlook on my home computer stops working?

You can always access your email using Outlook on the web at https://outlook.office.com/mail. If Outlook on your personal computer will not connect, check that you are using a supported version and recreate your mail profile if needed. Contact the Help Desk if you need assistance.

Need help?

If you have questions or need assistance before, during, or after the migration:

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