Staff and PGR email move

This week (4 – 15 November) we’re moving the email service for staff and postgraduate researchers to Office 365.

Your access to your email and calendar will be interrupted when your mailbox is moved. Your whole mailbox including your online archive will be moved into Office 365.

Once moved, your email will continue to work using Outlook, although you may need to re-start it or log in again.

You’ll need to re-setup email access on your phone or tablet or personal laptop – see below for details. Once set up, you won’t notice much difference when using Outlook, OWA or your email client of choice.

What this means in more detail

Expect an interruption to your email access at some point between 4 – 15 November. We can’t be more specific about exactly when interruptions to individual mailboxes will happen.

When composing emails, you should regularly ‘Save as draft’. If your access is then interrupted, your latest draft will be in your Drafts folder.

Access to shared calendars and shared mailboxes may be disrupted. Your email address will remain the same.

  • Policies (such as auto-archiving and auto-deletion) won’t be transferred over so you might want to re-do them.
  • Mailbox rules such as routing mail into specific folders and forwarding will be copied over automatically.

Accessing your email and calendar once it has moved

Log in to email online at

  • Go to
  • Log in with your Kent username followed by (not your full email address). For example, it will look similar to this:

If you use Outlook on campus you may need to restart Outlook or re-sign in. Your access should then resume as normal.

You’ll need to re-setup email on your phone, laptop or tablet.

Calendar and visibility

Students might be able to see your calendar, so check your calendar visibility settings:

Contacts and address book

Students will be in the University address book for the first time, so choose contacts with care. As there will be one single address list for Kent, you will need to make sure you select the right recipient when sending email. This will be particularly important if content is sensitive.

Help using email

If you have any other questions or want help, contact us.

Why we’re moving email

The benefits of moving the staff and PGR email service to Office 365 include:

  • more storage allowance in your mailbox
  • ability to work seamlessly between email and other Office 365 applications
  • access to new software for collaborative working: we’ll be sharing more about the new tools shortly
  • postgraduate researchers will be able to access free Microsoft Office for their own device

Students already use Office 365 email, and so this change will mean that students and staff are on the same email system.

5 responses to “Staff and PGR email move

  1. Can this information please be widely shared with all our students and a suitably high profile information campaign rolled out to prepare them for it as well, so they are fully aware that there may be delays in replying to their emails?

    1. Hi Stuart, if you have set up mail forwarding as a rule in Outlook, it will continue to work after your mailbox has been moved.

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