Managed Migrations FAQs


What is the migration process?

The high-level technical process for copying/moving data and involves:

  1. Stage One (Copy Commence) – This involves the copying of files and folders to NHSmail. Colleagues will be notified once copy commences. You may start to see files and folders start to appear in your NHSmail account. Please do not edit in your NHSmail as your changes will not be retained whilst the copy continues throughout the following weeks. Continue to work in your current environment until the migration is completed.
  2. Stage Two (Switchover) – This is when you will be able to use NHSmail account after migration completes.

What is involved in Stage one: Copy Commence?

  • The migration takes a copy approach. This means at a certain date; your apps, files and folders will begin being copied across to NHSmail. This will process continues until switchover to ensure all edits, and changes are replicated in NHSmail.
  • As a result, when the copy begins, the process will identify where the documents and files currently sit and will replicate them in your new area. If you make 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 Commence stage.

Email Migration FAQs

What types of mailboxes are moved to NHSmail?

  1. The migration activities will focus on the following types of account:
    • User accounts – individual mailbox used by a single user
    • Shared mailbox accounts – a mailbox shared by multiple team members
    • Distribution lists – a list used to communicate in mass with colleagues

What will happen to my calendar? How can I attend Teams Meetings?

Calendar invites sent to your legacy mailbox will be copied to your NHSmail account. All meetings and appointments will appear in your calendar and you will be able to click and join meetings previously arranged.

When should I stop using my legacy account?

You should continue using your legacy email account during the email migration activities. However, please note, once the switchover has been applied, your email account will become your main mailbox.

What is auto-forwarding?

Automatic email forwarding (auto-forwarding) is a feature that automatically forwards all emails received in one inbox to another. After the switchover has been applied, an auto-forwarding rule will be enforced so that any emails sent your legacy mailbox are automatically delivered to your mailbox.

Do I need to do anything to restore calendar permissions?

Calendar permissions which you had access before the switchover are not copied to your Outlook calendar. To restore calendar permissions, please follow the below steps:

  • Contact your colleagues and ask them to share their calendar with you by following the user guide Share your calendar . Please note, you can also follow this user guide to update how colleagues view your own calendar.
  • Once the calendar has been shared, follow the steps to Open another person’s calendar.

Teams Migration FAQs

Will my private conversations & chat files be migrated?

No, previous private conversations are not migrated to NHSmail.

Will my user specific settings be migrated (e.g., pinned chat)?

No, all specific user settings should be recreated in NHSmail. See a quick refresher on how to change or update your settings.

Will my customised Teams settings (e.g., settings within Teams)?

No, all customised Teams settings should be recreated on your NHSmail account.

As a Team owner, will my MS Teams Tabs be migrated?

No MS Teams Tabs will be migrated.Follow guidance on how to re-pin tabs on Teams.

Will my pinned messages be migrated?

No, please re-pin your chats in the NHSmail Teams environment. See this link as a refresher on how to pin a chat message in teams.

Will my current meeting invites be migrated?

Yes, your current meeting invites will be in NHSmail, and you will also gain the ability to join via your Teams.

As a member of a Shared Channel, will I be able to access it following migration?

Members of a shared channel will need to re-request access using credentials following the migration.

After Switchover, why can I not see all of my Teams Channels?

If you are part of a large number of Teams groups, some channels may not be shown on the Teams interface. You can expand each group via the arrow next to the group to be able to view the channels within them.

After Switchover, why can I not see all of my Teams Channels?

If you are part of a large number of Teams groups, some channels may not be shown on the Teams interface. You can expand each group via the arrow next to the group to be able to view the channels within them.

SharePoint Migration FAQs

Will my SharePoint files and folders be migrated?

Yes, all files and folders in your SharePoint will be migrated.

I’ve seen there are two phases of SharePoint migration and I’m unsure when my specific SharePoints will be migrated?

In Phase 2, modern SharePoint sites will be migrated. These are connected to O365 groups. In Phase 3, classic SharePoint sites will be migrated. These are not connected to O365 groups. Most SharePoint sites are modern. To identify what type of site you are using, please see the guidance here: Classic versus Modern SharePoint sites. Please do not convert your sites from classic to modern, or modern to classic as this will cause a block to the SharePoint migration.

How will I access my new SharePoint sites once switched over?

Please look out for an email on your switchover day which will contain links to all the SharePoint sites you currently have access to.

How will my permissions be set-up in NHSmail?

Permissions are automatically copied to NHSmail.

Will my SharePoint site logos and customisation migrate?

No, site customisations cannot be migrated and if required, should be re-implemented.

Will my document library settings migrate?

No, document library settings should be re-implemented in NHSmail. To view your library settings, select the settings cog in the top bar of the SharePoint site and select ‘Library settings’.

Will items in my recycle bin be migrated?

No, recycle bins will not be migrated. Please save any required files/folders in the recycle bin back to OneDrive or SharePoint ahead of the copy commence.

Do I need to re-share links I previously shared with my colleagues to migrated SharePoint files?

Yes, if you would like to re-share migrated SharePoint files you will need to re-share the updated link. Please note, when you do so, the default setting shown as below would be ‘can view’ for this users but this can be adjusted where necessary.


OneDrive Migration FAQs

Will all my files or folders be migrated?

Yes, all files and folders will be migrated. The only circumstance a file will not be migrated is when it is above 60GB in size.

Will OneDrive permissions be migrated? ?

If you have previously shared OneDrive files and folders with both internal and external users, these permissions will not be migrated.

Will the old links I shared with colleagues and guest be replaced automatically?

No, please re-share new links of files or folder now located on OneDrive with colleagues and guests where necessary. Refer to your data sharing policy.

Other 365 Apps Migration FAQs

Will my MS Forms be migrated?

Forms will not be automatically migrated to NHSmail. Please follow guidance on moving MS Forms to NHSmail.

Will Microsoft Planner be migrated?

Unfortunately Microsoft Planner boards cannot be migrated.

Will Wiki be migrated?

No, 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 copy commence.

Will my OneNote be migrated?

Yes, your OneNote will be migrated to NHSmail. It is recommended that you use this for all your note taking, including Wiki.

What will happen to my Power BI dashboards?

You will need to manually update your Power BI workspaces.  Please follow guidance migrating Power Platform Solutions to NHSmail.

Last Reviewed Date 11/12/2023
Updated on 11/12/2023

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