Microsoft 365 Migration2025-12-25T22:46:52-05:00

Microsoft 365 Migration Overview

Instructions for How To Sign Out of Microsoft Applications: Click here to How to Sign Out of Microsoft Applications

Login Tutorial

Shared Mailbox Tutorial

If you have an email address with capabilities to email external domains (non-BAPS domains), please follow the instructions at the links below, or by watching the Video tutorials to add your email account as a shared mailbox to either Outlook on the Web, or to Outlook on your mobile device.

Instructions for Outlook on the Web at the following Link: Outlook on the Web

Instructions for Outlook for Mobile Devices Link: Outlook for Mobile Devices

Export and Import from Old account

Export and Import Contacts

Go to the following link and follow the instructions for how to export and import contacts:

https://support.microsoft.com/en-us/office/import-or-export-contacts-in-outlook-bb796340-b58a-46c1-90c7-b549b8f3c5f8#PickTab=Web

Export Calendar

Follow the instructions below to export your calendar(s) from your old account.

Here are the detailed steps to export your calendar in .ics format from Outlook on the web:

1. Open Outlook on the web: Go to office.com and sign in with your Microsoft 365 account.

2. Navigate to the Calendar: Click on the calendar icon in the bottom left corner to open your calendar.

3. Select the Calendar to Export: In the left pane, select the calendar you want to export. If you have multiple calendars, make sure the correct one is highlighted.

4. Open Calendar Settings:

– Click on the gear icon (Settings) in the top right corner.

– Select View all Outlook settings at the bottom of the settings pane.

5. Go to Shared Calendars:

– In the settings menu, select Calendar.

– Then, click on Shared calendars.

6. Publish the Calendar:

– Under the Publish a calendar section, select the calendar you want to export from the dropdown menu.

– Choose Can view all details to ensure all event details are included.

– Click Publish.

7. Get the ICS Link:

– After publishing, you will see two links: an HTML link and an ICS link.

– Copy the ICS link.

8. Download the ICS File:

– Paste the ICS link into a new browser tab and press Enter.

– This will download the .ics file to your computer.

Import Calendar

Follow the instructions at the link below to import your calendar(s) to your new account:

https://support.microsoft.com/en-us/office/import-or-subscribe-to-a-calendar-in-outlook-com-or-outlook-on-the-web-cff1429c-5af6-41ec-a5b4-74f2c278e98c#ID0EDD=Work/school_account

Changing Phone Device for Microsoft 365 MFA (Microsoft Authenticator)

Purpose

This SOP explains the correct steps users must follow before changing their phone to ensure uninterrupted access to Microsoft 365.

✅ Prerequisites

  • You must still have access to your old phone
  • Internet access on both devices
  • Microsoft Authenticator app installed

 

Step 1: Sign in to Security Info

  1. Open a browser on your computer
  2. Go to: https://mysignins.microsoft.com/security-info
  3. Sign in with your Microsoft 365 account

 

Step 2: Add Microsoft Authenticator on the NEW phone

  1. Install Microsoft Authenticator from:
    • iOS App Store
    • Google Play Store
  2. On the Security Info page, click Add method
  3. Select Authenticator app
  4. Choose Add
  5. Scan the QR code using the new phone
  6. Approve the test notification

✅ Do NOT remove the old phone yet

Step 3: Test sign-in using the new phone

  1. Sign out of Microsoft 365
  2. Sign back in
  3. Approve MFA using the new phone
    • This confirms the setup is successful

Step 4: Remove the old phone (after testing)

  1. Return to Security Info
  2. Remove:
    • Old Microsoft Authenticator entry

🆘 If your old phone is lost or unavailable

Please submit a request on HelpDesk. MFA will need to be reset by an administrator.

FAQs

In my Teams, I don’t see the historical Teams posts properly2024-12-31T21:48:01-05:00

To view older messages in Teams, go to the “Message History” tab. It’s specifically designed to help you locate previous conversations. 

Image 1: Post history distorted 

Image 2: Post history properly formatted in ‘Message History’ (message content hidden for security reasons) 

I am not able to add a Shared Mailbox in the Apple Mail app2024-12-31T21:48:01-05:00

Unfortunately, Apple Mail does not support Shared Mailboxes. Please use the Outlook app, which is compatible with Shared Mailboxes. 

My email account doesn’t work with the Outlook app on my desktop or laptop, but it works on my phone and tablet2024-12-31T21:48:01-05:00

Currently, karyakars cannot use the Outlook app on their desktops or laptops. However, you can still access your emails using the Outlook app on your phone or tablet or by logging in through a web browser. Microsoft requires an additional software license to use the Outlook app on a desktop or laptop.

I am an Admin Secretary. If I store files in my BAPS ID OneDrive and my seva changes, what will happen to those files?2024-12-31T21:48:01-05:00

To prepare for seva changes, we recommend creating separate folders in your OneDrive for each seva. Store files related to each seva in their respective folders. When your seva changes, these folders can be easily transferred to the new karyakar’s OneDrive. 

I am not able to access the files that were shared with me before the migration2024-12-31T21:48:01-05:00

Files shared with you before the migration will need to be shared with you again by the karyakars who originally shared them. Kindly request them to re-share these files.

I am not able to see the ‘Shared with me’ files in my OneDrive2024-12-31T21:48:01-05:00

Files that were shared with you before the migration need to be re-shared by the karyakars who originally shared them. Please contact them to share the files again.

How can I send an email from the Shared Mailbox instead of my BAPS ID account in Outlook (app, browser, or phone)?2024-12-31T21:48:01-05:00

Follow these simple steps to send an email from your Shared Mailbox instead of your BAPS ID account: 

  1. Access Settings: Click on the Settings icon (gear-shaped icon). 
  2. Navigate to Mail Options: Select the ‘Mail’ tab in the settings menu. 
  3. Update Compose Settings: Go to ‘Compose and Reply’, and enable the options ‘Always show BCC’ and ‘Always show From’ by checking the boxes.
  4. Change ‘From’ Address:
    • When composing an email next time, click on the ‘From’ field (now visible).
    • Select the Shared Mailbox address (in the format na.baps.org) instead of your BAPS ID (in the format na.baps.id).
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