The following guide provides a checklist for former NHS Digital users on what they need to do before Switchover Day.
For a reminder of the key phases of the migration please visit the “What is migrating and when?” page.
ACTION 1: Continue to work from the current NHSD environment until Switchover!
It is only on Switchover Day where you will access your files, folders, Teams, sites and apps from the new nhs.net environment. Until then, continue to work on your files and use your apps in the current environment.
ACTION 2: Know when your content is moving!
Ensure you have read the migration approach content and are clear on what is migrating when. Visit What is migrating and when? to recap on the migration scope, Switchover approach and key dates. Look out for further communications ahead of Switchover Day.
ACTION 3: Ensure no structural changes to your files/folders
Please do not change folder structures during the Copy Commence phase, as any changes risk not being reflected on Switchover.
This applies to OneDrive, SharePoint and Teams locations.
ACTION 4: Know what items you may need to migrate yourself
The “What is migrating and when?” section provides details on items that must be self-migrated, such as Power BI, Power Apps and Power Automate flows.
Please note some actions for items that must be self-migrated are recommended to be completed before Switchover Day.
ACTION 5: Know what workloads are not migrating
The “What is migrating and when?” section provides details on apps/workloads that you will continue to access using your @hscic.gov.uk account.
ACTION 6: Take a copy of key private chats (private chats are not migrated)
Private individual and group chats in Microsoft Teams (those not in Teams groups/channels) will not be migrated to the nhs.net environment, so users should take a copy of any important chats they need to maintain a local record of.
To copy messages into a Word document:
- In Teams, scroll to the top of the conversation/chat you want to copy
- Use your mouse to highlight all of the text: select and scroll down until you have finished highlighting the area you want to copy
- Right-Click > Copy the message contents
- Right-Click > Paste it into a new Word document
- Save the document to your OneDrive.
To take a screenshot of a message:
- From your PC, go to the Start menu, in the search bar enter Snipping Tool
- Use the Snipping Tool to highlight the area you want to capture
- Save the screenshot to your OneDrive.
ACTION 7: Verify you can access nhs.net with your NHSmail account
Make sure ahead of Switchover Day that you can access the nhs.net environment using your NHSmail account. Go to https://portal.office.com and sign in using your @nhs.net address.
ACTION 8: Request Guest Access if you share files/folders with external recipients
Currently on the legacy NHS Digital environment, it has been possible to share files and folders with anyone externally, irrespective of the organisation they are from. As part of the move to nhs.net, former NHSD colleagues will be adopting the new Guest Access process, designed to enable collaboration with external organisations whilst maintaining the integrity and security of the environment we work in.
If you currently share files and folders with external contacts from your OneDrive, SharePoint or Teams, and believe you must retain this ability, you can apply for the Guest Inviter role be added to your nhs.net account. Colleagues can do this by Guest Inviter Role Application Form before Switchover, after which you will be provided with the Guest Inviter role.
ACTION 9: Setup your browser to be able to access both ‘nhs.net’ and ‘NHSD’ environments
As it is likely you may need to use your @hscic.gov.uk account to access areas which are not migrating, we recommend users setup their browser of choice to be able to access both nhs.net (@nhs.net) and NHSD (@hscic.gov.uk) Office 365 environments.
Steps for setting up an additional profile using Microsoft Edge:
5. Sign in with your net credentials (you may have to approve multi-factor authentication request).
6. Select ‘Sign in to this app only’. You will now have another window of Edge with your nhs.net credentials signed in. You will be able to use this to access your migrated data on browser.
8. Verify you can access the nhs.net Office 365 environment via https://portal.office.com.
9. You have now set up a secondary browser profile using your nhs.net.
Please note: Edge has a start/home page that is enforced by policy to direct you to the NHS England intranet; you will not be able to use this new profile to access the intranet, however you will now be able to access nhs.net locations.
Steps for setting up an additional profile in Google Chrome:
4. A new Chrome browser under the new profile will pop up. Then navigate to ‘https://portal.office.com’ and sign in with your nhs.net credentials (you may be need to approve multi-factor authentication request).
5. You can access the nhs.net browser profile from your desktop going forwards.
ACTION 10: Familiarise yourself with your Teams account on nhs.net
If you are an owner of a Teams channel, Please visit the Guidance for Teams Owners page understand the actions you will have to undertake post-switchover.
ACTION 11: Understand steps to follow on Switchover Day
Visit the Switchover Day guidance page for additional information.
|Last Reviewed Date||28/07/2023|