I didn't know I had a University email address, where do I find it?  

Your University email address is your [email protected].

You can find your username on the email titled ‘Your University of Waikato username and password link’ which you would have received when you accepted your offer of place.

Does this apply to my University Google or my personal Google account?

The migration affects your University provided Google account only.  Your personal Google accounts will not be affected by this migration.

What is OneDrive?

OneDrive is Microsoft’s online file storage service where you can store your documents, videos, pictures etc, and is the University’s replacement service for Google Drive. OneDrive is where you find your documents and shared files/folders after migration to Microsoft 365.

If I'm not back until February 2024 do I need to do anything?

You can follow the instructions to set up your Microsoft account now or when you return in February.  If you do not plan on resuming your studies at the University you do not need to complete the steps.

I do not want to install the Microsoft Authenticator app on my mobile, what do I do?

Microsoft 2 factor authentication has multiple authentication methods such as SMS, Email or Telephone calling options.

Can I share a folder from OneDrive to give people access to everything in the folder?

Yes. You can share a folder in the same way you share a file. Select the folder you want to share. Choose "Share" from the toolbar. Select who you want the sharing link to give access to. Choose if they have access to view or edit. You can copy the sharing link and share it in another app. Or you can send an email directly from the sharing window.

See Share OneDrive File and Folders for more information.

Is there any data limit to the document storage in OneDrive?

50GB. If you require more then you need to create a service request in Kuhukuhu to get more space.

I am using a Google Form for my studies or research, can I keep using this after migration?

In most cases Google Forms will continue to work after your migration. There are some cases where your form may not work after the migration, e.g. if you require people filling out the form to upload files.

If this is the case, you have a couple of options:

• Transfer the ownership of the Google Form to your personal Google Account. See related video.
• Contact the Service Desk and we can help investigate the issue.

How long will my Google content remain available after I've been migrated? (chats, emails, Google Drive folders, mailbox, photos, etc.)

By default, all content on Google Drive becomes read-only once migrated to Microsoft 365. UoW Google accounts will still have access to Google Drive but in read-only mode.

If a Google Shared Drive or Google Drive folder/document has been shared with external parties, those external parties will still have access to the drives and documents, in read-only mode. All content will remain available as read-only mode.

At some point in 2024, after all the university has migrated to Microsoft, we will take Google content offline. The content will not be deleted but archived for data retention policies.

Existing Google Drive content will be migrated to OneDrive and you will need to re-share those documents with external parties from OneDrive.

Will UoW Students still be able to access and edit Google Shared Drives and Google Drive folders/documents that are hosted externally with other users or organisations?

Yes, UoW students will still be able to access and edit Google Shared Drives and Google Drive folders/documents that are hosted externally with other organisations, just like you do today.

I am missing some of my Google Drive files after the migration: they don’t appear in OneDrive

Your Google Drive files will be migrated to OneDrive. If you cannot find a certain file owned by yourself, you can try the following options:

• Go to Google Drive and download the file or folder from there and save them somewhere else (like OneDrive) to continue editing them. You will have read only access to Google Drive to locate files you previously stored there
• Contact the Service Desk and we can help investigate the issue.

I downloaded the wrong Microsoft Authenticator Application, what do I do?

You will need to uninstall the incorrect App and install the correct Microsoft Authenticator Application. The official Microsoft Authenticator app is published by Microsoft Corporation.

The Microsoft Authenticator app is FREE. If an app asks for payment, it is not the right app.

Please watch our ‘Installing the Authenticator Application’ video for more information.

I can’t download the Microsoft Authenticator Application because my phone is too old or has an outdated operating system.

If your phone is too old or has an outdated operating system, you might face challenges downloading or running the latest version of the Microsoft Authenticator app. Here are some alternative solutions to ensure you can still set up multi-factor authentication (MFA):

• Update your phone’s Operating System
• Use an alternative device (e.g., tablet)
• Contact ITS Support Services

My phone’s camera can’t read the Microsoft Authenticator’s QR code so I can’t proceed with two-factor verification.  

If your phone’s camera or QR code reader is unable to capture the QR code, select ‘Can’t scan the QR code’ and manually enter the code and URL into the Microsoft Authenticator App for two-factor verification.

I can no longer find files and folders that have been shared with me after my migration

• You will need to contact the owner of the file and ask them to reshare the file with you.
• Go to Google Drive and then go to folder and click on the folder. To the right the details of the folder will display the owner’s name.
• If the folder owner has left the university, you can contact Service Desk to request getting access to the folder.
• Or you can go to the folder in the old google drive folder, download it, and save it somewhere else like OneDrive.

I have a Google Site for my Student Portfolio, can I continue using this?

Your Google Site will remain active during your studies at the University of Waikato. We recommend after your studies taking ownership of your Google Site following these instructions:

1. Open your Google Site and select the ‘Share with others’ button.

2. Enter your personal email address and give yourself editor rights.

3. Log into Google Sites using your personal account.

4. From your personal account, open the Google site.

5. Select the ‘more’ icon (looks like three vertical dots) and select ‘Make a copy’.

6. Choose the location to save the copy on your Google Drive.

This will make a copy of your Google Site on your personal Google account. Making a copy of the site is the step required to transfer ownership of the site to your personal account.

Ensure your new Site is shared as you would like it to be and then publish it if you want it to be visible publicly. You will need to re-share the URL to your Published Google Site as it will be different.

How do I connect email on my mobile phone using Outlook?

We have a guide for Apple iOS phones and Android phones. See related links for each guide. Follow the guide closely until the end. If while signing in you see a Gmail prompt, follow the extra instructions for manual configuration.

Outlook for iOS setup

Outlook for Android setup

Will UoW students will still be able to access and edit Google Shared Drives and Google Drive folders/documents that are hosted externally with other organisations?

Yes, UoW students will still be able to access and edit Google Shared Drives and Google Drive folders/documents that are hosted externally with other organizations, just like you do today.

For students studying in China, Microsoft Authenticator Application works differently, so please follow the steps in this Quick Start Guide-China.