Conversion Update Archive
Below is a recap of conversion updates beginning 6/5/25 & tips to be aware of about the conversion.
Conversion Details & Reminders
Emails moved or deleted after the migration tool worked the mailbox need manually updated in Outlook. (i.e. they didn’t move/delete)
Preferences such as Out of Office replies, forwarding and mailbox rules will need set in Outlook directly.
Follow-up flags on emails transition differently; users will need to reflag emails for follow-up (if you use email follow-up flags to track messages).
HTML in calendar events is not converting.
A notable impact is MS Teams join meeting links are missing. The meeting organizer will need to send a new invite.
Message contents for Zoom and other meetings also has lost formatting, but the links converted.
Email over 35mb will not be migrated for student, retiree, and alumni accounts.
Duplicate copies of the same email in a mailbox are not copied. This may happen if an email is saved in the sent folder & another folder because the sender cc’d themselves. Our testing shows the migration moved the email once instead of multiple times.
Shared folders, emails, and calendars will need shared again from within Outlook.
Remote calendars (syncing from a URL) will need added again within Outlook.
Zimbra tags, folder colors, calendar tags/colors do not migrate.
Access to shared/department mailboxes may be delayed until Monday, June 23.
ITS is tracking some data migration issues. Details at: Data Migration Issue Log
6/19/25
Earlham’s transition from Zimbra to Outlook for email has completed. Access and manage your email via https://outlook.com/earlham.edu. Use your Earlham email and password to log in.
A few reminders:
FAQ & Full list of reminders / conversion known behavior
Add your preferences in Outlook (rules, Out of Office, forwarding, etc)
Voicemails left on 6/19 may not deliver to email and will need retrieved from a phone.
Zimbra is available in a read only state for reference and will not be updated.
The migration tools did not move and delete messages after they are copied; this means if you moved or deleted an email after it was copied – it will need moved/deleted again in Outlook
The data migration has completed. ITS is investigating a few issues that impact some user(s). Details and updates are here.
Please reach out to the ITS HelpDesk (helpdesk@earlham.edu 765.973.2000) with any questions or concerns.
6/18/25
Earlham’s transition from Zimbra to Outlook begins tonight at 5 p.m. Your new Outlook email account will be available Friday, June 19. This will impact all users, including faculty/staff, alumni and students, including graduating seniors. Please note, your username and password remain the same. When logging in to Outlook include @earlham.edu as part of your username.
Here’s what to expect and how to prepare for the transition:
Wednesday, June 18: Use Zimbra as usual until 5 p.m. 🛑
Thursday, June 19: AVOID USING EMAIL. ITS will be migrating emails for all Earlham employees and emeriti, students/retirees, and alumni. Emails sent or received on this day will not be accessible but will be available in Outlook on Friday.
✅ Friday, June 20: Begin using Outlook for all email communications.
Access your Outlook email:
On the web from any device at: https://outlook.com/earlham.edu
Via email apps or software (optional):
Windows computer: If Outlook is not already installed, contact the helpdesk to request installation. Add an email account to Outlook for Windows (Microsoft Support).
Mac computer: Remove and re-add your Earlham email account in the Mail app (Apple support).
iOS smartphone or tablet: Remove and re-add your Earham account on the iOS Mail app (Microsoft Support).
Android smartphone or tablet: Remove and re-add your Earlham email in your Android email app (Microsoft Support).
Set your preferences via https://outlook.com/earlham.edu, as they will not carry over automatically. This includes:
Out of Office replies
Shared or delegated mailboxes
Filters, forwarding, and inbox rules
o Students: Migrate your 📅 calendar and 👤 contacts if needed (details in FAQ). Calendar and contacts will be automatically migrated for employees.
A few additional notes:
Zimbra will be available as a read-only reference until September.
Access to shared and departmental email accounts may be delayed until early next week.
Still not sure how to use Outlook? Check out the Outlook training for a step-by-step guide to your new email.
For other transition questions or progress updates, visit our FAQs.
For previous updates and known migration inconveniences, visit the conversion update archive.
Get support: If you have questions or need help, please reach out to the HelpDesk at 765-973-2000 or helpdesk@earlham.edu.
6/17/25
Email transition to Outlook on Thursday, June 19. Starting Friday, log in to your email via https://outlook.com/earlham.edu
Continue to use Zimbra normally until end of day on Wednesday, June 18. Avoid email on Thursday. On Friday, June 20, start using Outlook.
On Friday, Earlham email will need readded to any clients (on a computer, tablet, or phone) in order to connect to the email via Outlook.
Reminder: On Friday - Out of Office, mailbox delegation & shares, filters, forwarding, and rules need configured in Outlook. They will not migrate for any account.
Shared/Department email accounts may take until next week to be accessible.
6/5/25
Tomorrow, Friday, June 6, ITS will initiate the two-week transition of data from Zimbra to Outlook. Below are several updates based on our testing.
🛑 Don’t open Outlook yet.
📬 Avoid email cleanups in Zimbra. Use it like normal, but be aware email moves (to the trash or a folder) do not update.
📅 Calendar edits may not work. Cancel and create a new event instead.
⚙️ Preferences won’t migrate. Out of Office, filters, forwarding, and rules need configured in Outlook.
📁 Contact and standard folders are different. All Zimbra contacts are moved into Outlook’s “Your Contacts”. Sent, Junk and Trash mail folders have different names.
📢 Full switch to Outlook: Thursday, June 19
📄 Progress updates posted on the FAQ page.
❓Questions. Please reach out to the ITS HelpDesk (helpdesk@earlham.edu), 765.973.2000.
Bonus notes:
HTML in calendar events is not converting. A notable impact is MS Teams join meeting links. We are investigating the issue.
Email over 35mb will not be migrated for student, retiree, and alumni accounts.
Bethany is coordinating a different process for their employees, students, and alumni. Reach out to support@bethanyseminary.edu for assistance.