About Migration
Why do we migrate from Google to M365?

• Functions – M365 offers more, enterprise-grade and well-integrated functions (Office, Email, Teams, SharePoint, etc.)
• IT Skills – Large enterprises and all local universities have migrated to use M365. Students having M365 skills will help their careers.
• Security – M365 provides comprehensive information and document control settings.
• Single-sign-on – No need to maintain two separate accounts (Google/Microsoft).
• Mainland – M365 is accessible in Mainland China.

What is the migration plan?

1. Preparation – March to June 2023

• Set up website and help desk to support migration.
• Help departments, offices and student bodies to set up SharePoint and provide help to migrate shared documents, forms and shared links on websites.
• Help staff to migrate their personal emails and files (staff do not need to do anything).   Provide user guides for students to migrate their personal emails and files.
• Provide workshops on the use of M365 applications (Outlook, OneDrive, SharePoint).

2. Service switchover – June 2023

• Upon switchover, staff and students will login to Outlook to send and receive email, and OneDrive to use personal files.
• Department offices will use SharePoint to manage shared documents.
• Staff and students may still read old emails and files from their Google account.
• The Google shared links on websites will still work.

3. Migration – June 2023 to April 2024

• Staff and students may continue to migrate old emails and files to M365.
• Staff and students may read old emails and files from their Google account.
• Departments and offices may continue to migrate their shared documents to SharePoint and OneDrive.

4. Completion – June 2023 to April 2024

• Emails and files on Google will be removed.
• A small number of Google accounts will be kept upon requests.

What software and services will I use after migration?

• Outlook – email, calendar, and contacts
• OneDrive – personal files (vs. Google Drive)
• MS Forms – forms and quizzes (vs. Google Form)
• Teams – online chat and meeting (vs. Google Chat)
• SharePoint – document management for department offices, research centres and student organisations (vs. Shared Drive)

(You may refer to the service mapping on Migration site)

What items will be migrated to M365, and what will not?

Emails, files, contacts, calendars can be migrated.  However, there are some limitations:

• Google form, sharing links and access will not be migrated.  Users have to set up Microsoft forms and share links again.
• Google sheet, doc and slide needs to be downloaded via Google Takeout before migration.

Some emails and files with peculiar coding or attachments may have problems in migration.

How will staff, student and functional accounts be migrated?

• Staff and functional accounts – ITSC will help them migrate their email, drive, contacts and calendar.
• Student accounts – ITSC will provide guidelines and video tutorials for students to do self-migration. This will allow students to develop their IT skills.
• Department/office drives – ITSC will set up SharePoint sites for departments/offices to migrate their official documents.

Can I access to my old emails, files and links?

• After switchover, users may still access to old emails and files from their Google account. Google shared links on websites will also work.
• Nevertheless, HSUHK will terminate the use of Google service by the end of April 2024.  Users will have to migrate all their emails and files before this deadline.

Will functional accounts be migrated?

• ITSC will create functional accounts on M365 corresponding to those on Google.
• ITSC will migrate emails and files of the functional accounts from Google to M365.
• Departments and offices may use these M365 functional accounts to send and receive emails.

Will there be mail groups on M365?

• ITSC will create mail accounts on M365 corresponding to those of Google.
• Departments and offices may send emails to these mail groups.

How will users login to access emails and files?

Before Switchover, login to Google for email and files

• Email – https://mail.google.com
• Drive – https://drive.google.com

After Switchover, login to M365 for email and files

• Email, Calendar, Contacts – https://outlook.live.com
• Personal Drive – https://onedrive.live.com
• Department/Office Intranet – https://hsuhk.sharepoint.com/

What do users need to do before Switchover?

Staff

• Delete unneeded emails (<100GB) and files (<1TB)
• ITSC will migrate emails/files for staff
• Login and learn how to use Outlook and OneDrive (@myhsu.hk)

Student

• Delete unneeded emails (<100GB) and files (<1TB)
• Login and learn how to use Outlook and OneDrive (@myhsu.hk)
• Migrate emails and files to M365 (@myhsu.hk)

Department/Office/Centres/Student Bodies

• Work with ITSC to set up SharePoint Intranet
• Migrate shared drives and links to SharePoint

What do users need to do after Switchover?

• Staff: check and copy missing files from google.
• Student: check and copy missing files from google.
• Departments: check and fix missing files/links from google.

About M365 Service
What is the storage quota on Outlook and OneDrive?

• Outlook email – 100GB (another 100GB on archive)
• OneDrive for personal files – 1TB. (If user needs more, he/she may contact ITSC)
• SharePoint for department offices – no limitation (upon request)

What is the login account of the Microsoft 365?

Before switcher:

• username@myhsu.hk / sid@myhsu.hk

After switcher:

• username@hsu.edu.hk / sid@hsu.edu.hk

What software will I use in M365?

• Outlook – email, calendar, and contacts
• OneDrive – personal files (vs. Google Drive)
• MS Forms – forms and quizzes (vs. Google Form)
• Teams – online chat and meeting (vs. Google Chat)
• SharePoint – document management (vs. Shared Drive)

(You may refer to the service mapping on Migration site)

Can I use desktop/mobile apps for M365 services?

Yes, you may download and install M365 applications on your desktop and mobile devices.

• Desktop – https://office.com
• Mobile – Google Play / Apple App Store

Staff and students may also use web-based M365 applications:

• Outlook – https://outlook.live.com
• OneDrive – https://onedrive.live.com
• SharePoint – https://hsuhk.sharepoint.com

ITSC will provide user guides Web, Desktop and Mobile versions of Outlook and OneDrive.

Will there be mail groups and functional accounts on M365?

Yes, ITSC will create mail groups and functional accounts on M365 corresponding to those of Google.

• Departments and offices may send emails to these mail groups.
• Departments and offices may use functional groups to send emails and manage their files.

Will my email settings be migrated to Outlook?

No.  You need to configure mail setting (e.g. filter, signature, email templates) in Outlook

Will I use the desktop OneDrive, similar to Google drive desktop?

You may install and use OneDrive desktop.  However, it is not recommended as the file synchronization speed is slow.  You may find inconsistency in your online files.

Can I share files and folders on OneDrdive and SharePoint similar to Google?

Yes, SharePoint and OneDrive both allows you to share files and folders:

• Share – create a link to anyone on the Internet, to within HSUHK, and to specific people.
• Manage access – to assign specific people to co-work on folders and files.

About ITSC Support

How will ITSC support the use of M365 applications?

• ITSC will provide workshops, video tutorials and user guides to staff and students.
• Staff and students may contact ITSC for help if they have problems in using M365 applications.