Student email migration

Our intention is to alert you once your email is migrated using your alternative email address.  

If you recently confirmed your alternative email as part of the 2-factor authentication introduction, you may skip this step.  

You can check your alternative email and update it, if necessary, in my.UQ.

1. Log in to my.UQ.
2. Click 'My profile'.
3. Under 'Personal contact details', review your personal email.
   
   
    
4. Update your email if necessary.

You may skip this step if:

• Your legal name has not changed since you enrolled at UQ
• Your legal name is your preferred name

Outlook will use student information in mySI-net to populate display name fields in Microsoft 365.

Example: Personal details in mySI-net

Preferred name exists in mySI-net

If you have a preferred name set in mySI-net, your Outlook Display Name will be in the following format: <preferred first name> + <legal last name>, e.g. Jack Smith.

No preferred name exists in mySI-net

If you do not have a preferred name set in mySI-net, your Outlook Display Name will be in the following format: <legal first name> + <legal last name>, e.g. John Smith.

If your legal name has changed since you began at UQ, or your preferred name is different to your legal name, it is important that mySI-net reflects this so that your correct first name will be used in Microsoft 365 applications like Outlook.

To check your names in mySI-net:

1. Log in to mySI-net.
2. Select the 'Personal Data' section.
   
   
    
3. Review your legal name and preferred name
   • If your legal name (in the Official Name field) needs to be updated, you can request an update in my.UQ. You will need to provide an ID document to verify your name change.
   • If your preferred name needs to be updated, you will need to complete a ‘Request to add a preferred name to student record’ form. The completed form will need to be uploaded at AskUQ.

Outlook rules and email signatures will not be migrated, meaning you will need to manually back up rules or signatures you wish to continue using before your account is migrated.

You may skip this step if you do not use Outlook rules.

Watch: How to export your Outlook rules in Outlook for Windows

To export your rules using the Windows Outlook desktop client:

1. Click the 'File' tab.
2. Click 'Manage Rules & Alerts'.
   
   
    
3. Click 'Options'. 
   If you have more than one email account, make sure you select your UQ email account in the 'Apply changes to this folder' field.
   
   
    
4. Click 'Export Rules'.
   
   
    
5. Select the folder where you want to save the rules file, then in the 'File name' box, type a name for the set of rules that you want to export.
   
   
    
6. Click 'Save'.

You can restore your Outlook (anchor) rules after the email migration.

To back up your email signature using the Windows Outlook desktop application:

1. Either close Outlook or check that it is closed.
2. In the Start menu search box, type %APPDATA%\Microsoft and press Enter.

The folder will open in the File Explorer.

3. Find and copy the 'Signatures' folder.
4. Paste the copied folder where you would like to create your backup, e.g. your desktop.

You can restore your signature after the email migration.

If you use the online version of Outlook, to log in:

1. Visit https://outlook.office.com/
2. Enter your UQ account username in the format username@uq.edu.au, e.g. s1234567@uq.edu.au.
3. You will be redirected to the UQ Authenticate page where you need to log in with your student UQ credentials. See the example below.
   
   

If you use a desktop or mobile app to access your emails, your previous email account will no longer work following the migration.

You will need to:

1. Delete your existing UQ email account from the application.
2. Add your student UQ account, using the format username@uq.edu.au, e.g. s1234567@uq.edu.au.

Deleting your existing UQ email account from the Windows Outlook desktop app

1. Select 'File' in the top left of the screen.
   
   
    
2. Select 'Account Settings', then 'Account Settings...'
3. Select your UQ account, then select 'Remove'.
   
   
    
4. You'll see a message warning that all offline cached content for this account will be deleted. This only affects content downloaded and stored on your computer. Click 'Yes' to confirm.
   
   

Adding your UQ student account to the Outlook desktop app

1. Select 'File' in the top left of the screen.
   
   
    
2. Select 'Add Account'.
   
   
    
3. In the 'Email address' field, type your email in the format username@uq.edu.au, e.g. s1234567@uq.edu.au
4. Click 'Outlook'.
5. You will be redirected to UQ Authenticate. Enter your UQ student username and password.
6. Authenticate your log in using your chosen multi-factor authentication method.

If you did not previously export your Outlook rules before the migration, you may skip this section.

Once your account has migrated, you can restore your Outlook rules by importing them.

1. In the Windows desktop Outlook application, click the 'File' tab.
2. Click 'Manage Rules & Alerts'.
3. Click 'Options'.
4. Click 'Import Rules'.
   
   
    
5. Select the rules file you created previously.
   
   
    
6. Click 'Open' to finish importing the rules.

If you did not export y our Outlook email signature before the migration, you may skip this step.

To restore your signature to the Windows Outlook desktop application once your email account has migrated:

1. Either close Outlook or check that it is closed.
2. Copy the 'Signatures' folder created previously.
3. Paste the folder to %APPDATA%\Microsoft.
4. Open Outlook - your email signature should be restored.