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Email, Calendars, & Instant Messaging

Transition to Microsoft


Decorative banner about the transition from Google Workspace to Microsoft 365

After careful consideration, the University has decided to transition to Microsoft as our only university-wide platform for collaboration and productivity tools. Moving to a single platform will provide a more reliable and consistent experience for all faculty, staff, and students. A major consideration in this decision was continuing the university’s commitment to security and privacy and addressing the rising costs of maintaining multiple platforms.

We understand that transitions can be challenging; our team is available to assist you with the transition to make this as easy as possible. Read on and watch the video for more information.

Between now and January 2026, the Knoxville-area Campus and Institutes will transition from Google* to Microsoft.

OIT will help faculty and staff move their files and email to Microsoft. OIT will coordinate with colleges and departments to schedule their faculty and staff transition for email and Google Drive*.

OIT will help students move their email to Microsoft Outlook. OIT continues to evaluate other Google resources (such as Drive, Photos, etc.) and will provide guidance for those transitions as well. In some cases, you may need to take action to move to non-Google alternatives. 

*Some non-core apps may be limited before January 2026. OIT will provide additional information before any deadlines are announced.

To provide feedback about this new initiative, please use our online form.

 

 

How to Prepare

This change will take time, but you can take several steps to get ready for the transition.

  1. Use Microsoft resources for new projects, initiatives, and files.
  2. Identify where you are using UT Google services in your daily work.
  3. Clean up your Google Drive by deleting files you no longer need.
  4. Clean up your Gmail account by deleting old emails that you no longer need from your Gmail account.

Timeline and Resources

This is a complex project, and we want to limit the disruption to teaching and learning. We will have separate timelines and resources for faculty, staff, and students. Select the page below for more information:

Benefits of using Microsoft as the University-wide platform

There are many benefits to having everyone use the same systems…here are just a few:

  • Better Spam Protection: The move to Outlook for all faculty, staff, and students will keep UT email out of students’ Gmail spam folders.
  • Integrated Calendaring: Scheduling appointments will be easier when everyone uses the same system.
  • Access Microsoft Apps Anywhere: Microsoft 365 includes a robust collection of applications such as Word, Excel, PowerPoint, and Outlook, essential for daily operations.
  • Cloud Storage: OneDrive will provide secure cloud storage with seamless synchronization across devices.
  • Advanced Security: Microsoft’s advanced security features, including Advanced Threat Protection (ATP) and Data Loss Prevention (DLP), enhance our email and data protection.
  • Streamlined Workflows: With all tools under one umbrella, workflows become more efficient and less fragmented.
  • Improved Collaboration: Teams can collaborate more effectively using integrated tools like Teams and SharePoint.
  • Consistent User Experience: A unified platform ensures a consistent experience across all devices and applications.
  • Simplified IT Management: Managing one platform simplifies IT administration and support.

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