My Microsoft 365 Email Account is Closing - What Should I Do Checklist


If your Microsoft 365 account is closing because of graduation, retirement or leaving the university, there are steps you can do to take your email with you.

  1. Exporting email - Microsoft Outlook on the web doesn't provide a direct feature to export or download emails to a PST (Personal Storage Table) file. PST files are more commonly associated with the desktop version of Outlook. If you are using Outlook on the web, and you want to create a backup or export your emails, you will need to use the desktop version of Outlook to do so. Here's a link to the guide provided by Microsoft. 

    To export to .olm file using Outlook for Mac please visit this link provided by Microsoft.

    NOTE: These steps need to be done BEFORE your account closes and while you have access to a Microsoft Office license if you are using Outlook to move the email.
     
  2. Update any accounts, subscriptions or email lists that are using, or are in any way connected, to your @ucf.edu address before your account closes. For example; any accounts that are using your UCF address to login or as a recovery or billing account. This includes an Apple ID, Windows or Android login account,  Facebook, Instagram, other social media, banks, credit cards, Amazon, other shopping sites or stores, newsletters, even Gmail accounts using your UCF address as their recovery account, etc.
     
  3. If you are the owner of any Listserv lists, you should transfer ownership to the new owner. You should also unsubscribe from any Listserv lists that are no longer needed. 
     
  4. If you own any shared departmental accounts, resources or student organization accounts, contact your IT support or the UCF IT Support Center to change the owner of those accounts.
     
  5. If you have created any recurring meetings, you should have someone else schedule new meetings for the same time and then delete the meetings and send update to attendees.  Otherwise, the meetings can't be edited or deleted when your account closes.
     
  6. OneDrive -- copy all needed files from OneDrive to an external source.  This support article provided by Microsoft will provide assistance.

NOTE:  When your Microsoft 365 account closes, you also lose access to Microsoft Office licensing so any installed Office app (Word, Excel, Outlook, etc.) will quit working and you will lose access to those apps in Outlook on the web.

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