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The materials outline updates for posters and reminders, key timing for the cutover notification, when new messages will start arriving in Office 365, and how to access email during the conversion weekend via web or mobile. Additional instructions cover smartphone setup, PC Outlook contingencies, shared calendar ownership updates, and an optional short daily conference call, plus links to the communications and help resources site.",{"@graph":63,"@context":118},[64,80,101],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":41,"@type":70,"position":76},"https://docshare.wps.com/template/letters/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/2-3-days-before-cutover-friday-email-and-template/165859/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/2-3-days-before-cutover-friday-email-and-template/165859.png","ImageObject",442,249,{"name":88,"@type":89},"Clementine","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/vnd.openxmlformats-officedocument.wordprocessingml.document","2026-09-24","2026-08-31",true,{"@type":98,"interactionType":99,"userInteractionCount":73},"InteractionCounter",{"@type":100},"ViewAction",{"@type":102,"mainEntity":103},"FAQPage",[104,110,114],{"name":105,"@type":106,"acceptedAnswer":107},"When will users receive the cutover notification email, and what will it include?","Question",{"text":108,"@type":109},"About 15 minutes before the cutover time on the cutover date, a message will be sent to users in the validated migration group. It states the old email system is discontinued, provides basic information, and directs users to the project communications and help resources site.","Answer",{"name":111,"@type":106,"acceptedAnswer":112},"How should staff access email during the conversion weekend?",{"text":113,"@type":109},"Only Office 365 email should be used to send new emails during the weekend. For viewing new emails, staff should use the web-based Office 365 access, and they should configure smartphone access ahead of the cutover time if needed.",{"name":115,"@type":106,"acceptedAnswer":116},"What steps apply to Outlook users and shared calendars after conversion?",{"text":117,"@type":109},"Outlook users should follow the checklist item on Monday or their first day back, using the web-based Office 365 email if they must use email over the weekend. 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Thanks for your work in getting us ready to this point. Here are a few updates for you as project liaisons plus a separate sample email (below) you can modify and send to your staff.\nUpdates/Notes for Project Liaisons:\n1) Now is a good time to put up posters/flyers reminding your staff of the change. You can  download and print your own flyers and posters from “Communications Resources” on our Office 365 Email - Communications and Help Resources Site linked below.\n2) At about \u003C\u003C15 minutes before cutover time>> on \u003C\u003Ccutover date>>, we will be sending an email to all users who are part of this migration group (as validated by you) that advises them that their old email system is discontinued and provides some basic information and refers them to the project Communications and Help Resources site.\n3) At about \u003C\u003Ccutover time>> on \u003C\u003Ccutover date>>, all new emails will arrive in Office 365 Email (not to Alpine or Deskmail or your existing Outlook set-up).\n4) If someone must access email over the weekend using their smartphone they should go ahead and follow the instructions for setting up their iPhone or Android phone now so it is ready to send and receive new emails. It is quick and easy to do and is under Post-Migration section of the checklist.\n5) We will be on-site at \u003C\u003Cyour department location(s)>> on \u003C\u003Cgo-live date>>. Members of the project team will be dropping by your areas to see if you need any help. If you need help and we aren’t on your floor, please call \u003C\u003Cyour department support team>> or send an email to: \u003C\u003Cyour department support email>>.\n6) You all should have received an email/invite to attend an optional quick conference call at 12 noon each day next week (30 minutes or less). If you don’t have this, let me know. This is our opportunity to share anything that you should be aware of AND for you to share your experience with others. This will allow you to help each other and give our project team ideas on refining our communications and help guides. This call will likely be shorter and shorter as the week progresses.\n7) For the people who use “Outlook” on their PC, the checklist has an item they need to do first thing on Monday or first day back at work after the conversion. If Outlook users need to use email over the conversion weekend, they should use the web-based Office 365 Email (using the icon on the UW Medicine PC or directly at \u0013 HYPERLINK \"https://outlook.com/uw.edu\" \u0014https://outlook.com/uw.edu\u0015 or via their smartphone.\n8) Please ensure the “owners” of any shared calendars have made the other users of that calendar aware of the new name of the calendar in Office 365 Email. The “owner” should probably plan to look at that resource first thing on Monday to ensure the content is as expected and they have the ability to make updates, etc.\nOffice 365 Email - Communications and Help Resources Site: \u003C\u003Cyour website>>\nSAMPLE EMAIL FOR STAFF ON POST-MIGRATION STEPS (recommend sending on \u003C\u003Ccutover date>> – be sure the attached checklists (in Excel and PDF format) are also attached to the email you send to them\n============\nSubject: Office 365 Email Conversion This Weekend and Post-Migration Steps Required\nWe will be converting our email over to Office 365 Email this weekend. All new emails received after \u003C\u003Ccutover date, time>> will go to Office 365 Email while the copying of our old emails completes (by \u003C\u003Cgo-live date>>, 6am). Avoid the use of emails and calendars over the weekend and hold off on any changes to folders or any email clean-up activities.\nIf You Need to Access Email During the Conversion Weekend\nHere is what you need to know about use of email after \u003C\u003Ccutover date, time>> and over that weekend:\n· Any new emails received will only appear in Office 365 Email. If you need to be able to see new emails over the weekend, start using Office 365 Email using the web-bas","cbCaiex8Ul8LpEfB","https://ap.wps.com/l/cbCaiex8Ul8LpEfB","docx",15161,"English","# Updates/Notes for Project Liaisons\n## Conversion cutover timing and user notification\n## Email access during the conversion weekend\n## On-site support and conference call schedule\n## Outlook PC and shared calendar guidance\n# Sample Email for Staff on Post-Migration Steps","[{\"question\":\"When will users receive the cutover notification email, and what will it include?\",\"answer\":\"About 15 minutes before the cutover time on the cutover date, a message will be sent to users in the validated migration group. It states the old email system is discontinued, provides basic information, and directs users to the project communications and help resources site.\"},{\"question\":\"How should staff access email during the conversion weekend?\",\"answer\":\"Only Office 365 email should be used to send new emails during the weekend. For viewing new emails, staff should use the web-based Office 365 access, and they should configure smartphone access ahead of the cutover time if needed.\"},{\"question\":\"What steps apply to Outlook users and shared calendars after conversion?\",\"answer\":\"Outlook users should follow the checklist item on Monday or their first day back, using the web-based Office 365 email if they must use email over the weekend. Owners of shared calendars should inform other users about the new calendar name in Office 365 and review the resource first thing Monday.\"}]","2-3 DAYS BEFORE CUTOVER - FRIDAY EMAIL AND TEMPLATE | DOCX",1788177826]