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Email, Calendars, & Instant Messaging

Transition to Microsoft


Decorative banner about the transition from Google Workspace to Microsoft 365

The University is switching to Microsoft as the primary university-wide platform for collaboration and productivity tools, reducing the use of Google services on campus. This change aims to provide a consistent experience, enhance security and privacy, and manage costs more effectively.

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.

Knoxville-area Campus and Institutes to minimize Google services usage 

Faculty and Staff: Use Microsoft Outlook for email and calendaring: 

As of November 2025, existing faculty and staff Gmail accounts have been migrated to Outlook.

Changes to Google Drive: While Google Drive and Forms will remain available to faculty, staff, and students, OIT will significantly reduce the amount of available storage.

  • OIT will help faculty and staff move their files from Drive to OneDrive and Teams. 
  • If your department wants assistance transitioning to OneDrive, please get in touch with us online, and our project team will contact you to discuss the timeline. 

 

 

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.
  5. Request Departmental Training for customized workshops on our supported Microsoft 365 applications.

Resources

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 transition to Outlook for all faculty, staff, and students will prevent UT email from being directed to students’ Gmail spam folders.
  • Integrated Calendaring: Scheduling appointments will be easier when everyone uses the same system.
  • Access Microsoft Apps Anywhere: Microsoft 365 offers a comprehensive suite of applications, including Word, Excel, PowerPoint, and Outlook, which are 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 a single platform streamlines IT administration and support.

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