Student Microsoft 365 Migration

Most student accounts will be moving from Google Workspace to Microsoft 365 on Monday 6 November 2023 as part of a University-wide move to Microsoft.

A small number of students are migrating on a later date of 4 December 2023.

Instructions for students migrating on Monday 6 November and Monday 4 December

  • Look out for an email confirming the completion of your University Gmail and Google Drive migration by around 9am on the day of your migration (Monday 6 November or Monday 4 December).
  • To access your University email, calendar and files, and other Microsoft 365 apps like Word, Excel and PowerPoint there are a few essential steps you now need to complete.
  • Click to follow the steps in this Quick Start Guide only after receiving the "Migration Completed" in your Google email or any time after 10.00am on your migration day (Monday 6 November or Monday 4 December).

Please note after migration:

  • Your University Google Calendar will no longer be accessible.
  • Your University Google mailbox will be disabled after 48 hours.
  • If you're away during migration, your mailbox will only be disabled after you log in for the first time.
  • Your University email and calendar will now be accessed via Microsoft Outlook and your files will be stored in Microsoft OneDrive. Your login details are the same.
  • Once you are migrated and have logged in to Microsoft 365 for the first time, you can continue working.

What is Changing? 

The University is making an organisation-wide move from Google Workspace to Microsoft 365. This means all staff and student accounts will be Microsoft 365 accounts.

  • Your University email address will remain the same.
  • If you access your University account and use Gmail, Google Calendar, Drive and other Google Workspace apps, the content of these applications will move to Microsoft Outlook, OneDrive and their associated Microsoft Office apps.
  • Any documents you have in your University Google Drive will move to your new Microsoft OneDrive file storage.
  • You will continue to receive email from the University as normal, whether that’s to your preferred personal email or to your University student email.
  • If you have automatic email forwarding set up on your University email address, this will continue when your account is moved to Microsoft.
  • For security purposes, when you access Microsoft 365 online, you will be required to use Multi Factor Authentication via the Microsoft Authenticator app on your chosen device.
  • Zoom remains for online activities.
  • This migration will give all students access to even more Microsoft apps and will provide an improved, more cohesive digital experience for everyone.
  • This diagram shows the Microsoft 365 apps that will replace all Google Workspace apps:

Help and Support

If you need help or support with Microsoft 365 the following options are available. This table will be updated regularly and we’ll provide details for support for the beginning of H and A Trimesters 2024 closer to the time.

CampusLocationDates & HoursSupport Provided
HamiltonThe Tech Desk
  • Monday 4 - Friday 8 December
  • 8.30am - 5.00pm
In-person assistance
TaurangaThe Hub Tech Desk
  • Monday 4 - Friday 8 December
  • 8.30am - 5.00pm
In-person assistance
[email protected]
  • Anytime
  • 8.30am - 5.00pm
Support via email
PhoneService Desk
07 838 4008
  • Monday-Friday
  • 8.30am - 5.00pm
Support via phone
MoodleWhen logged into Moodle
  • Anytime
A self-enroll paper with  short, self-help videos and info

Access and Authentication

  • For security purposes after migration, access to University-provided Microsoft 365 services will require authentication using the Microsoft Authenticator app on your chosen device.
  • You will need your Apple or Android Play Store ID and password so that you can download the Microsoft Authenticator app.
  • If you don’t have a mobile phone or tablet to install Microsoft Authenticator on, the cheapest option is to buy a mobile phone without a Sim card and connect to Wifi to authenticate.
  • Access University-provided Microsoft 365 apps from the icon on the Student Portal or by going to and logging in with your University account details. View detailed instructions in our Quick Start Guide.
  • You will need to use the Microsoft Authenticator application whether on or off campus.

How do I access M365 after Migration?

This is a step by step process of how your login to M365 will be different to logging into Google Workspace

Downloading the Microsoft Authenticator Application

To ensure you download the correct Microsoft Authenticator app:

  • Identify the correct app by its name Microsoft Authenticator, made by Microsoft Corporation, and its app icon.
  • The Microsoft Authenticator app is FREE. If an app asks for payment, it is not the right app.
  • Use your phone to scan the QR codes below to go directly to the Microsoft Authenticator app in the App store OR click on the relevant link below:
  • Do NOT create an account on Microsoft Authenticator until after we email you to confirm you have been migrated.

Training Videos

Installing the Authenticator Application

Setting up Microsoft Authenticator

Logging in for the first time

Where do I find my stuff after Migration