• Information Technology Services

David Zittlow
Manager of IT Services

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Office 365

Exchange GoLive! - What to Expect

During a migration from on-premise Exchange to Office 365, there is a point where your mailbox will be cutover from the current mail server to the Microsoft cloud.  To prepare you for this migration, ITS has provided this short email to inform you on what to expect and when you can do to be ready. You will receive a “reminder” email before the process starts.

Wednesday, January 3rd:

  • Before you leave for the day, save all Office documents you are working on and shutdown your desktop/laptop. If you work tonight, we ask that you DO NOT use Outlook installed on your desktop/laptop.  You will still be able to access your email using the Outlook Web App.  See section on Outlook Web App (OWA).

Starting Wednesday, January 3rd at 9:00pm:

  • The migration of 400 mailboxes from on-premise Exchange to Microsoft-hosted “cloud” Exchange will begin at 9pm Wednesday, January 3rd and will complete by 6am Thursday, January 4th.
  • When the cutover of your mailbox occurs, there is a 30-120-minute period where your mailbox will be inaccessible.  After a short time, however, you should be able to access your mailbox on the web by logging in to https://portal.office.com with your email address and the same password you use to log in to your computer.

Thursday morning, January 4th:

  • When you first open Outlook, you may see a message saying your administrator has made a change and that requires you to restart Outlook.  After restarting Outlook, you may be prompted for credentials.  Enter your email address as the username (email@fdl.wi.gov) and the password you use to log in to your computer.  We no longer use the domain ci.fond-du-lac.wi.us, the default domain is fdl.wi.gov. Check the box to remember credentials and click OK.  Make sure the username is listed as your email address.

If you receive a prompt of if Outlook hangs or disconnects, simply close out of Outlook completely, wait 30 seconds and reopen Outlook.  You may see a warning a 2nd time.  If so, repeat the process.  If you don’t see these prompts and Outlook won’t connect, please reboot your PC and try again as Outlook may still be open in the background.

At this point, Outlook should begin working.  After a few minutes, you should see “All Folders Are Up To Date” and “Connected To: Microsoft Exchange” in the bottom right-hand corner of Outlook.

If you run in to issues, don’t panic, you can still access your mailbox by logging in to https://portal.office.com with your email address and the same password you use to log in to your computer.  Once logged on, open a support ticket by emailing support at helpdesk@fdl.wi.gov and we will get to you as soon as we are able.

Outlook Web App (OWA):

Throughout the migration process, users will continue to have access to Outlook Web Access. Prior to your mailbox being completed, you can access your email at https://webmail.fdl.wi.gov

  • After your mailbox migration has completed, you can access your email at https://portal.office.com
  • How do I you know when your mailbox has been migrated?   If you go to https://webmail.fdl.wi.gov and sign in after your mailbox migration has completed, you will be provided a link to the new web address.

Android/Apple Cell phone and tablet users:

  • During the migration, email will not be available on your City-managed Android or Apple device.  City-managed devices will need to be reconfigured after 6am on Thursday, January 4th.  Additional communications and directions will be sent to users that have a City-managed Android or Apple device. 


  • For any issues you encounter following the Exchange Online Migration, contact the ITS Help Desk at x3600 or by email at helpdesk@fdl.wi.gov
Office365 is on it's way!

What is Office 365?

Office 365 is a set of applications that the City of Fond du Lac will be deploying to include: email, document and file creation, and collaboration tools. 

The good news is you have been utilizing these tools for years. The difference for many of us is the introduction of new versions of your old favorites. This includes the Outlook application for accessing email; Microsoft Office (Word, Excel, PowerPoint, and Access); OneNote, a note-taking function; and SharePoint, a storage and application platform that permits file storage, application development, and collaboration.Office 365 is a cloud-based service, and many of the tools are accessed over the Internet. For the majority, the Microsoft Office application you use regularly will continue to be accessed through your computer; however, once you have migrated to Office 365, those applications and files will also be accessible over the Internet and from alternate locations.

Why Office 365?

Microsoft is moving toward a subscription model and cloud-based delivery for its Office suite of products. Users are increasingly becoming more mobile and need an easier way to collaborate, share, and work on documents outside of the traditional PC-only experience. Several other municipalities have already migrated or are in the process of migrating their Office suite to Office 365 solutions. Licensing and patching are much easier to maintain with the Office 365 solution.

How does it impact me?

The impacts to you are relatively minor. For example, to access your Outlook email today, your email comes from an Exchange server in the IT Services data center. When you move to Office 365, you can access Outlook from an Exchange server in the cloud – or more specifically, in a Microsoft data center.

The Outlook Web Application (OWA) also has a new and different look for. Microsoft re-designed OWA 2016 and renamed it “Outlook on the Web.” The former OWA user interface has been updated and optimized for tablets and smartphones with the functionality that comes close to the full Outlook client experience.

One significant enhancement is all personal mailboxes will have a default 2GB if you use shared computer or 50GB if you have your own workstation.

When can I start using it?

Rollout of Office 365 (Exchange Online mailbox migration) for you is scheduled to be completed after January 3rd, 2018. You will be notified via email prior to migration and on your migration day.
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