Starting May 17, 2022, Exchange Online will be the official university email for all IU students.
Why is IU switching student email providers?
There are several reasons we are making this change:
- Currently students use a different email platform than faculty and staff. That leads to issues with calendaring, address books, and spam filtering. Having all students, faculty, and staff on the same email platform will allow students to make appointments more easily with faculty and staff in Exchange (aka Outlook).
- Additionally, the move to Exchange Online will prevent the IU email system from delivering student emails to faculty/staff spam folders.
- Microsoft’s email comes with advanced cybersecurity protection and is built into Microsoft 365 at IU.
Can I continue to use Google at IU for storage and document collaboration?
Yes! You can still use Google Apps, including Drive, Docs, Sites, Slides, Sheets, Jamboard, Chat, and Meet with your Google at IU account.
Will I keep my current IU student email address?
Yes! You will use the same username and passphrase, and you won’t have to worry about signing up for a new account.
Will all my old messages be saved?
Yes! UITS will move your Gmail data to Exchange email.
What if I currently have both a Gmail and an Exchange Online account through IU?
The accounts will be merged. All your data will move to Exchange Online.
Important note: During the migration, if you log in to your Exchange Online account via the web, you may see a popup in the upper right-hand corner of your web browser that indicates your email is being forwarded to username@xmail.iu.edu. Please DO NOT click the “Turn off” option within this popup; you may safely ignore it.
When will the change happen?
March 12, 2022: UITS will stop creating new Gmail accounts for new students. New applicants and students coming to IU and creating accounts will receive Microsoft Exchange Online (aka Outlook) accounts.
March 13 to May 16: Continue using Gmail to access your email.
May 17, 2022: The change will be complete, and you will log in to your new Exchange account to read your email.
I’m graduating or leaving IU after the spring semester. Will this affect me?
Yes. If you are enrolled as an IU student on any campus, access to your IU computing accounts remains active. After you have not been enrolled in any courses through the IU registrar for two consecutive terms (fall, spring, and summer are each considered one term), your IU computing accounts will become inactive. On May 17, if you are a current student, or have been out of school for less than two full terms, your account will be moved to Exchange Online. We will send you an email to let you know when your migration to Exchange Online is complete.
Any soon-to-graduate student (spring 2022) or former student (with an active Gmail at IU account) is eligible to create an email account with the IU Alumni Association. These accounts are based on the Gmail platform. If you would like to opt out of the move to Exchange Online because you will no longer be a student, fill out this form by April 15. After this date you will be emailed instructions on how to set up your IU Alumni account and forward your IU email address to that account. This will result in a smoother migration experience from your IU student email account to your IU Alumni email account. Learn more about IU Alumni Association email accounts.
Do I need to do anything now?
No. We’ll let you know when you can start setting up your devices for a smooth transition to Exchange Online.
On May 17 and after, how will I access my email?
- For short, how-to videos about how to access your new Exchange account on the web, mobile, or desktop, bookmark emailmigration.iu.edu.
- The gmail.iu.edu URL will redirect to the new service, so don’t worry if you have it bookmarked.
- UITS recommends that you use the Outlook app for your mobile device. You can continue to use the Gmail app, but you will need to delete your IU profile and then re-add the profile.
- You can access your email via a web browser by visiting mail.iu.edu.
- If you are using any email app to read your Gmail email, you will need to reconfigure it to access Exchange Online. Videos and links to detailed instructions for different devices and operating systems can be found at emailmigration.iu.edu.
Are there any other advantages to switching to Microsoft 365?
- Students will have improved access to collaboration features of Microsoft Teams and will now be able to schedule meetings in it.
- The Canvas company (Instructure) plans to integrate with Microsoft products like Teams for videoconferencing. This will make working in Canvas easier for students and instructors.
- Many companies use Microsoft Exchange Online, so becoming familiar with the platform Is another way to make IU students workforce ready.
