Email Migration Information for Staff

Important points

Your @student.hkcc-polyu.edu.hk becomes @common.cpce-polyu.edu.hk account.
No "ccstd_" prefix in new login name, e.g., "ccstd_pfjohnc" will become "pfjohnc" when login @common.cpce-polyu.edu.hk.
No change on @student.speed-polyu.edu.hk account including login name.
Please backup data from @student.speed-polyu.edu.hk before 31 Dec 2021.
Creating MS teams meeting by SPEED student account is disabled.
Different password is recommnended for @cpce and @common account to minimize confusion during SSO Login.
Beware of wrong email cache, e.g., old student account. Please use input full student email address instead of student ID for sending email / appointment to student.

Reference information (Notice on 28 May)

To : All Staff

From : Information Technology Unit

Date : 28 May 2021

Subject : Update on Student Email Account Migration Exercise for Teaching Staff

Video Briefing to this Notice : Link

Referring to ITU announcement dated 8 Jan about the captioned exercise, it is to announce we shall start email migration exercise shortly.

Task	Description	Start Date	Action By
1.	Announce email migration exercise	December 2020	ITU
2.	Update OneDrive share link settings	18 Jan 2021	ITU, OneDrive Users
3.	Release user guide and update details of exercise on June	Early June 2021	ITU
4.	Start account and data migration	Early June 2021	ITU, Users
5.	Share file with students by using @common.cpce-polyu.edu.hk	9 June 2021	ITU, OneDrive Users

Q&A on Email migration

Q1: What is the impact on administrative staff?

A1: There is no impact on administrative staff using their @cpce-polyu.edu.hk / @hkcc-polyu.edu.hk / @speed-polyu.edu.hk email account

Q2 : I manage a separated student mailing list, e.g., Excel, using @student.hkcc-polyu.edu.hk or @student.speed-polyu.edu.hk, what do I need to do after migration?

A2 : You need to change student email to @common.cpce-polyu.edu.hk

Q3: As a teaching staff using @student.speed-polyu.edu.hk, what actions do I need to take before and after migrating to @common.cpce-polyu.edu.hk?

A3:

· avoid using @student.speed-polyu.edu.hk email, its OneDrive and related Microsoft 365 services during 1 – 7 June or you may experience service interruption

· setup @common.cpce-polyu.edu.hk in your mobile or PC on 9 June

· setup auto-reply at your @student.speed-polyu.edu.hk account, informing sender will change to @common.cpce-polyu.edu.hk after 8 June

· configure forwarding your emails from @student.speed-polyu.edu.hk to @common.cpce-polyu.edu.hk after 9 June 2021

· migrate your files from @student.speed-polyu.edu.hk to @common.cpce-polyu.edu.hk before 31 Dec 2021

Q4: As a teaching staff using @student.hkcc-polyu.edu.hk, what actions do I need to take before and after migrating to @common.cpce-polyu.edu.hk?

A4:

· avoid using @student.hkcc-polyu.edu.hk email, its OneDrive and related Microsoft 365 services during 1 – 7 June or you may experience service interruption

· setup @common.cpce-polyu.edu.hk in your mobile or PC on 9 June

Q5: As a teaching staff using Zoom as primary platform for conducting online teaching, do I need to setup account in @common.cpce-polyu.edu.hk?

A5: It is strongly suggested all teaching staff setup @common.cpce-polyu.edu.hk, please configure forwarding your incoming emails from @common.cpce-polyu.edu.hk to @cpce-polyu.edu.hk when necessary.

User Guides for SPEED student account (@student.speed-polyu.edu.hk) data migration

There are the following guides for SPEED student account users (HKCC student account data will be migrated to @common account automatically).

Do not carry migration work before 9 June.

Guide	Link
Written Guide on data migration (Email, onedrive and MS Stream content)	Link
Video Guide on email content migration (Windows)	Link
Video Guide on email content migration (Mac)	Link
Video Guide on onedrive data migration (Windows)	Link
Video Guide on onedrive data migration (Mac)	Link
Video Guide on Downloading MS Stream video for backup	Link

Reminder on Zoom user

For student Zoom account, please archive all chat messages created in Zoom before 1 June if needed. All chat messages will be deleted after the email migration.

Login and reminder after email migration

User

After Migration (Upon receive notification from ITU about the migration completed)

Academic Staff Teach SPEED Programme

1. Access the account

Old SPEED account

New COMMON account

Password: the previous password of your ccstd_[CPCE Login Name]@student.hkcc-polyu.edu.hk

2. Data is NOT migrated from Old SPEED account to New COMMON account. Academic staff may need to migrate the data (e.g. email and calendar, files stored in OneDrive and sharing permission, video files in Stream, Teams group and membership, etc.). The Old SPEED account will be terminated on 31 Dec 2021.

3. Staff are advised to setup the ‘Automatic Replies’ at Old SPEED account to inform the sender your email new email address is changed to [CPCE Login User Name]@common.cpce-polyu.edu.hk

4. Staff are advised to configure email forwarding from Old SPEED account to New COMMON account to avoid email loss.

5. The previous shared links of OneDrive/SharePoint under your Old SPEED account are not accessible if the student use the New COMMON account to login Microsoft 365. Staff are advised to share the files in OneDrive/SharePoint from your New COMMON account again.

6. Check the unread email in the Old SPEED account

7. Setup the New COMMON account in your PC or mobile devices

Academic Staff Teach HKCC Programme

1. Access the account

New COMMON account

2. Data should be retained. Academic staff SHALL verify the data (e.g. email and calendar, files stored in OneDrive and sharing permission, video files in Stream, Teams group and membership, etc.) in Microsoft 365 account.

3. The primary email address is [CPCE Login User Name]@common.cpce-polyu.edu.hk. Email sending to ccstd_[CPCE Login User Name]@student.hkcc-polyu.edu.hk will be received in COMMON mailbox.

4. The previous shared links of OneDrive/SharePoint are not accessible. Staff are advised to share the files in OneDrive/SharePoint again.

5. Sign out and login the related Microsoft Apps (e.g. Outlook, Teams, OneDrive, etc.) with New COMMON account again in your mobile devices if you are using this account for teaching.

You are welcome to visit Email Migration Web https://emig.cpce-polyu.edu.hk for announcement and reference information of this exercise. Should you have any questions, please contact ITU Helpdesk at 3746-0818 (HHB) / 3746-0819 (WK) or email to pfitoper@cpce-polyu.edu.hk.

Thanks for your attention,

John Cheung

User Support Team

Information Technology Unit