Office 365 staff email upgrade

All Staff and Postgraduate Researchers (PGR) email accounts have been upgraded to Office 365 email.

Office 365 Mail tile

The staff email upgrade is part of the Digital Campus improvements and is one of the key strands of our Strategic plan.

Your University email account has been moved into Office 365 email and allows you to use many of the other great features of Office 365 currently available and planned in the coming months.


Students have been using Office 365 since summer 2012. Office 365 has seen many improvements over the last few years and we have completed our security assessments for using Office 365 email to store staff email and are confident this can now be used more widely by staff and PGR students.

Office 365 email will allow staff and students to gain from many of the other features and benefits of Office 365, such as collaborative working on documents.

The current email system used by staff and PGRs is at its end of life and so upgrading is essential.


The staff email upgrade caused minimal disruption to staff and PGRs, with very few issues being reported. Existing emails, calendar appointments and contacts were migrated automatically.

Staff may have needed to make changes to their personal device, if it connects to their University email account or if they use shared mailboxes.

Outlook 2013 continues to be provided on University PCs for now, as this project concentrates on where your email is stored. By the end of the project all University email accounts will now be in Office 365 email. Office 2016 is planned to be introduced as part of the Windows 10 upgrade.

Public folders

Public Folders have been used by some departments for shared calendars and contact lists. However they are no longer a strategic product for Microsoft and whilst they still provide some support for them, Office 365 Groups and other tools provide superior functionality.

The University has around 2,000 Public Folders, the vast majority are not actively used and in many cases the owner has left. This may represent a significant information assurance risk, which we need to address.

IT Service are in contact with departments to understand how they are currently using Public Folders and help them to transition to using other tools. Public folders will no longer be available from the end of July 2017.


As part of the University's ongoing initiatives to protect the security of our data, IMAP access is no longer enabled by default. IMAP will only be available to those users who have a genuine business need.

Following consultation with those who use IMAP a new Email Security policy has been published. Staff who require IMAP for their work can request access by completing the IMAP Access Agreement (login required). Read the new email security policy news item for more information.

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