This article provides guidance to the end user on a managed migration / onboarding to NHSmail, including details on what is in scope.
1.1 Mail & O365 Migration
The migration process involves 2 stages.
1. Copying items (emails, files & folders) from legacy account/environment to your @nhs.net account/environment. This process continues until switchover to ensure all edits, and changes are replicated in NHSmail/ new environment.
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- Mail – Please note, this process takes a few weeks to complete, depending on the size of your mailbox and it might take a while until you see items coming through. During this stage, please continue to use your legacy email account as normal. Please do not manually move emails between both accounts as doing so may result in duplication of emails in your @nhs.net mailbox.
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- O365 – Once Copy starts do not make any folder structural changes in the legacy environment, this may result in duplicates after switchover. You will be able to edit existing documents and create new documents throughout the Copy Stage .
2. Switchover when the migration has been completed from legacy environment to new environment is:
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- Email Switchover – This is when your email and any shared mailboxes that you & your colleagues use will be switched over to NHSmail (nhs.net).
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Your migration has completed meaning that emails and meeting invitations sent to your legacy email account will be forwarded to your @nhs.net account.
Please consult guidance on how to add an email account to Outlook for more information.
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- O365 Switchover – This is when specific SharePoint sites, Teams (dependant on Trust) and your OneDrive have migrated to the shared nhs.net environment.
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1.2 NHSmail Migration Specifics
The table below provides details on what is migrated and key considerations.
| Item | In Scope? | Key Considerations |
| Emails and Folder Structure | ü | All emails in your mailbox (folders and sub-folders) will be migrated to your new mailbox. |
| Shared Mailboxes | ü | Shared mailboxes will be migrated to NHSmail along with user mailboxes. Each migrated shared mailbox will be provided a new @nhs.net email address and will retain its current owners and members. |
| Distribution Lists | ü | Each distribution list will be provided a new @nhs.net address and will retain its current owners and members. |
| Calendar Invites, Meeting, and Appointments | ü | All meetings and appointments will appear in your calendar, and you will be able to join online meetings previously scheduled.
If you need to make changes to already-scheduled meetings after migration, please schedule a new occurrence/recurrence using your NHSmail account. |
| Journals | ü | |
| Notes | ü | |
| Tasks | ü | |
| Calendar Permissions | ✕ | Sharing of calendars with colleagues will need to be re-applied accordingly.
Follow guidance: |
| Calendar Customisations | ✕ | Your previous custom calendar settings such as making your own updates to Free/Busy statuses, calendar colours, calendar tags, and more will not be auto-migrated to your NHSmail account.
Please consult the user guide on Microsoft Outlook calendar to reapply previous customisations. Assign a colour category to a calendar appointment, meeting, or event |
| Mailbox Rules | ✕ | Follow guidance: |
| Outlook Categories | ✕ | Follow guidance: |
| Email Signatures | ✕ | Please update your email signature to ensure it contains your new @nhs.net address. |
| Mailbox Delegation | ✕ | Mailbox delegation (where one user provides another user access to their mailbox/folder) will not be auto-migrated.
Please switch off delegation when you return to work. Please follow guidance to User guide: Admin guide: |
| Outlook Customisations | ✕ | Please consult the user guide on how to create, change, or customise a view in Outlook. |
| Contact Groups (Personal Distribution Lists) | ✕ | Follow guidance: |
| Mailbox Exchange (only users migrating from on-prem legacy service) | ✕ | Follow guidance:
NHSmail- Bring Your Own MX Guide (users migrated from legacy on-premise service) |
1.3 O365 Migration Specifics
The table below provides details on what is migrated and key considerations.
| Application | Item | In Scope? | Key Considerations |
| OneDrive | Folders & files |
ü |
All files/folders in your OneDrive will be migrated to nhs.net. |
| Permissions |
✕ |
Users who have shared files/folders from their OneDrive will need to reshare as necessary.
Follow guidance: |
|
| Links |
✕ |
New links need to be shared.
Follow guidance: |
|
| Recycle bin |
✕ |
Please save any required files/folders in the recycle bin back to OneDrive or SharePoint ahead of the migration.
Follow guidance: |
|
| SharePoint | Folders & files |
ü |
All SharePoint sites confirmed to be in scope will be migrated.
Post-migration, a list of the new locations for SharePoint sites will be shared. |
| Permissions |
ü |
Permissions are automatically copied to NHSmail.
Please note, when sharing permissions, the default setting is ‘can view’. This can be customised where necessary. |
|
| Links |
✕ |
New links need to be shared.
Follow guidance: |
|
| Recycle bin |
✕ |
Please save any required files/folders in the recycle bin back to OneDrive or SharePoint ahead of the migration.
Follow guidance: Restore important deleted items from the site collection recycle bin |
|
| Document library settings |
✕ |
Document library settings should be re-implemented in NHSmail.
To view your library settings: 1. Select the settings cog (top right of the SharePoint site) 2. Select ‘Library settings’. |
|
| Retention labels |
✕ |
Retention labels do not persist if the content is moved outside your Tenant.
Follow guidance: |
|
| Site logos & customisation |
✕ |
Site logos & customisations cannot be migrated and if required, should be re-implemented.
Follow guidance: |
|
| Teams
Visit MS Teams Migration Guidance for more details |
Team private channels |
ü |
All Team private channels within a migrated team will be migrated. |
| Team shared channels |
✕ |
Shared channels need to be recreated & permissions reshared.
Follow guidance: |
|
| Team channel chats |
ü |
All channel chats within migrated Teams are migrated.
Private 1:1 and group chats are not migrated. |
|
| Teams private 1:1 and group chats |
✕ |
Before migration, make sure to save any important private 1:1 and group chats to your OneDrive. This way, you can keep them safe and accessible even after migration. Only channel chats within migrated Teams are migrated. Follow guidance: Take a copy of key private chats (private chats are not migrated) |
|
| Team files & folders |
ü |
All Team files/ folders within a migrated team will be migrated. | |
| Sharing links |
✕ |
Please note that users who have created sharing links for files/folders in Teams will need to reshare as necessary. | |
| Custom Teams settings |
✕ |
Follow guidance: | |
| Profile pictures |
✕ |
Follow guidance: | |
| Pinned chats |
✕ |
Follow guidance: | |
| Pinned channels |
✕ |
Follow guidance: | |
| Pinned tabs |
✕ |
Follow guidance: | |
| Pinned channel post |
✕ |
Follow guidance: | |
| Mute chats |
✕ |
Follow guidance: | |
| Mute channels |
✕ |
Follow guidance: | |
| Hidden channels |
✕ |
Follow guidance: | |
| Status messages |
✕ |
Follow guidance: | |
| Guest users |
✕ |
Guest users will have to be added by the Trust post migration.
Follow guidance: |
|
| Planner |
✕ |
Follow manual migration: | |
| Request for Leaver and Joiner |
✕ |
Follow guidance: | |
| Power BI |
✕ |
Follow manual migration guidance: | |
| Power Apps & Flows |
✕ |
Follow manual migration guidance: | |
| OneNote |
ü |
Your OneNote notebooks will be migrated. | |
| Forms |
✕ |
Follow manual migration guidance: | |
| Shifts Data |
✕ |
Follow manual migration guidance: | |
| Wiki |
✕ |
Since Wiki can only be accessed via MS Team Tabs and will not be migrated, we recommend that you copy and save your Wiki content on OneNote ahead of the migration.
Follow guidance: |
|
| Whiteboard |
ü |
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| Last Reviewed Date | 26/07/2024 |
