Welcome to Microsoft 365

La Sierra University will be moving email and calendar services from Google Workspace (Gmail/Google Calendar) to Microsoft 365 (Outlook/Exchange Online).

This guide explains:

• What to expect during the migration weekend
• How to access your new Microsoft 365 mailbox
• How to configure Outlook and mobile devices
• What to do if you currently use Apple Mail, iPhone Mail, or other third-party email applications
• Common questions and troubleshooting steps

What to Expect During the Transition Weekend

Before the Migration

Prior to the migration:

• Continue using Gmail as normal.
• Do not make changes to your email account settings unless instructed.
• Ensure you know your company username and password.

During the Migration Weekend

During the transition window:

Email Delivery

You may experience:

• Temporary delays receiving new email.
• Changes appearing in email or calendar data while synchronization completes.
• Brief periods where new mail may arrive in either system as mail routing changes.

Gmail Access

Your Gmail account may remain accessible during the migration, but it will no longer be your primary email system once the cutover is complete.

Calendar Updates

Calendar events will be migrated to Microsoft 365. During synchronization you may notice:

• Duplicate meetings temporarily
• Missing updates that later appear
• Calendars still populating

This is normal during the migration process.

After Migration Completion

Once the migration is complete:

✅ New email will be delivered to Microsoft 365.

✅ New calendar invitations will be managed through Outlook.

✅ Microsoft 365 becomes the official email platform.

❌ Gmail should no longer be used for daily email activity.

Logging Into Microsoft 365 via Web Browser

The easiest way to access your email is through a web browser.

Step 1

Open:

https://outlook.office.com

or

https://www.office.com

Step 2

Enter your La Sierra email address:

username@lasierra.edu

Select Next.

Step 3

Enter your company password.

If prompted:

• Complete Multi-Factor Authentication (MFA)
• Follow any additional setup instructions

Step 4

Once signed in, select Outlook from the Microsoft 365 apps menu.

You will now have access to:

• Email
• Calendar
• Contacts
• Tasks

Setting Up Outlook (Windows)

New Outlook Installation

If Outlook is already installed:

1. Open Outlook.
2. Select Add Account if prompted.
3. Enter your company email address.
4. Select Continue.
5. Sign in with your company credentials.
6. Complete MFA if required.

Outlook will automatically configure your mailbox.

No manual server settings are required.

If Gmail Is Already Configured in Outlook

Some users may currently use Outlook connected to Gmail.

After migration:

1. Open Outlook.
2. Add your Microsoft 365 account.
3. Confirm mail is syncing successfully.
4. Leave the Gmail account temporarily if instructed.
5. Once migration is verified, remove the Gmail account if desired.
   1. Note: you may keep your Gmail on Outlook if you want to keep them in Outlook, but do note that you will not be able to send or receive new emails from this account.

To remove Gmail:

1. Outlook → File → Account Settings.
2. Select the Gmail account.
3. Click Remove.

Setting Up Outlook (Mac)

1. Open Outlook for Mac.
2. Select Tools → Accounts.
3. Click Add Email Account.
4. Enter your company email address.
5. Sign in with company credentials.
6. Complete MFA if prompted.

Microsoft 365 should configure automatically.

Using iPhone or iPad (iOS/iPadOS)

Recommended Method: Microsoft Outlook Mobile App

We strongly recommend using the Outlook app.

Install

Download:

Microsoft Outlook

from the Apple App Store.

Sign In

1. Open Outlook.
2. Tap Add Account.
3. Enter your company email address.
4. Sign in with company credentials.
5. Complete MFA if required.

Using Apple Mail on iPhone/iPad

If you prefer Apple's built-in Mail app:

Remove or Disable Gmail (Optional)

If your old Gmail account is listed:

1. Open Settings.
2. Select Mail.
3. Select Accounts.
4. Choose your Gmail account.

You may:

• Turn off Mail synchronization
• Or remove the account entirely after migration

Add Microsoft 365 Account

1. Open Settings.
2. Select Mail.
3. Select Accounts.
4. Tap Add Account.
5. Select Microsoft Exchange.
6. Enter your company email address.
7. Tap Sign In.
8. Complete Microsoft sign-in.
9. Approve MFA if prompted.

Enable:

• Mail
• Calendars
• Contacts
• Reminders (optional)

Using Apple Mail on macOS

Many users currently have Gmail configured in Apple Mail.

After migration, your Gmail account will not automatically become a Microsoft 365 account.

You must add the new account separately.

Add Microsoft 365 Account

1. Open System Settings (or System Preferences).
2. Go to Internet Accounts.
3. Click Add Account.
4. Select Microsoft Exchange.
5. Enter your company email address.
6. Sign in using your company credentials.
7. Complete MFA.

Once added:

• Mail will sync through Microsoft 365.
• Calendars will sync through Exchange.
• Contacts will sync through Exchange.

Remove Old Gmail Account

After confirming all mail and calendar functionality:

1. Open System Settings.
2. Select Internet Accounts.
3. Select the Gmail account.
4. Decide whether to:
   • Disable Mail synchronization
   • Or remove the account entirely

If the Client Requests Server Information

Use:

Server: outlook.office365.com

However, most modern clients should configure automatically through Microsoft sign-in.

Mobile Device Users Currently Connected to Gmail

If your phone currently receives company email through Gmail:

Before Migration

You may see:

Company Email (Gmail)

configured in:

• Apple Mail
• Gmail App
• Samsung Email
• Other mail apps

After Migration

The existing Gmail configuration will continue looking for mail in Google.

New messages will instead arrive in Microsoft 365.

You must:

1. Add your Microsoft 365 account.
2. Verify new mail is arriving.
3. Update calendars and contacts.
4. Remove or disable the old Gmail account if instructed.

Failing to do so may result in:

• Missing new email
• Missing calendar updates
• Sending from the old Gmail configuration

Frequently Asked Questions

Will my email address change?

No. Your email address will remain the same.

Will my old email be migrated?

Yes. Existing email, calendar data, and other migrated content will be moved to Microsoft 365 according to the migration plan.

Can I keep using Gmail after migration?

No. Microsoft 365 will become the organization's official email system after cutover.

Do I need to know any mail server settings?

In most cases, no.

Microsoft 365 uses automatic account discovery and modern authentication.

What if Outlook keeps opening my Gmail mailbox?

Add your Microsoft 365 account first and verify it is working. If Outlook continues opening Gmail by default, contact the A-Team Help Desk for assistance with profile configuration.

Need Help?

If you experience issues after migration, please contact the A-Team Help Desk (https://helpdesk.lasierra.edu) and provide:

• Your username/email address
• Device type (Windows, Mac, iPhone, Android)
• Email application being used
• Screenshot of any error messages

This will help us resolve your issue as quickly as possible.

Thank you for your patience and cooperation during our transition to Microsoft 365.