Introduction
Bryan University will migrate from Google-based software to Microsoft platforms on January 9th, 2026 to modernize its digital environment and better support its fully online student and staff community. The purpose of this transition is to standardize collaboration, communication, and data management tools while improving security, scalability, and integration across academic and administrative functions. Key benefits include enhanced cybersecurity and compliance, deeper integration with enterprise systems, improved collaboration through Microsoft 365 and Teams, and long-term cost and license management efficiencies. The migration will take place on January 9th, 2026, with planning, data migration, user training, and post-migration support structured to minimize disruption to ongoing academic and operational activities. This initiative is intended for all Bryan University stakeholders, including students, faculty, staff, and administrators, who will rely on the new Microsoft-based tools for daily learning, teaching, and institutional operations.
Frequently Asked Questions
To ensure a smooth and well-understood transition, the following Frequently Asked Questions address common topics related to the Microsoft migration, including what will change, what actions may be required, and where to find support. This section is designed to provide clear, practical answers and help students, faculty, and staff feel prepared and confident ahead of the transition on January 9th, 2026:
Category A: Account Access and Login
Below are FAQs pertaining to Account Access and Login:
How do I log into Microsoft 365 for the first time?
You will log in using your BU credentials at https://www.office.com. On first sign-in, you will be prompted to configure Multi-Factor Authentication (MFA). Follow the on-screen steps to complete setup.
How do I set up MFA?
BU requires MFA for secure access. You will install the Microsoft Authenticator app or configure another method. The setup process takes a few minutes and adds a second verification step when logging in.
Learn More
MFA Setup Guide
How do I add an additional MFA method?
To add an additional MFA method, sign in to your Microsoft account and go to Security Info in your account settings. Select Add sign-in method, choose the verification option you want (such as an authenticator app, phone number, or hardware key), and follow the on-screen instructions to complete setup. Once added, the new method will be available for future sign-ins and account recovery.
Learn More
Adding a Secondary MFA Method
https://learn.microsoft.com/en-us/entra/identity/authentication/howto-mfa-userdevicesettings
What should I do if I forget my password?
If you forget your Microsoft account password, go to https://passwordreset.microsoftonline.com and follow the self-service reset steps to verify your identity and create a new password. If you experience issues, send an email to its@bryanuniversity.edu.
Learn More
https://learn.microsoft.com/en-us/microsoft-365/admin/add-users/reset-passwords?view=o365-worldwide
Will my Google login still work after the migration?
Once the University completes the transition to Microsoft on January 9th, 2026, existing Google accounts will be eventually deactivated and retired, with new student accounts created in the system using Microsoft only. Access to university systems will require your Microsoft credentials. You will receive advance communication with the cutoff date and instructions to ensure you can log in using your new Microsoft account before Google access is disabled.
Category B: Email (Gmail → Outlook)
Below are FAQs pertaining to email transition from Gmail to Outlook:
When will my email switch over to Outlook?
Your University email will switch from Google to Outlook as part of the Microsoft migration scheduled for January 9th, 2026. A specific switchover date and time will be communicated in advance, and your existing email messages and contacts will be migrated where applicable. After the cutoff date, all University email access will take place exclusively through Outlook using your Microsoft account.
Will my email address change?
No, your university email address will not change as part of the migration to Microsoft. You will keep the same email address, but it will be accessed through Outlook instead of Google after the switchover. Once the cutoff date passes, Google accounts will eventually be retired, and all email activity will take place within Microsoft.
Will my existing Gmail messages transfer automatically?
Yes, your existing Gmail messages will be migrated automatically to Outlook as part of the University’s transition to Microsoft. The migration process is designed to transfer your email content with minimal disruption, and you will be notified once your mailbox has been successfully moved. After the cutoff date, your Google account will eventually be retired, and all email access will occur through Outlook.
What happens to my Gmail labels?
Your Gmail labels will be migrated to Outlook as folders during the transition to Microsoft. Emails associated with each label will appear in corresponding folders, though some label-based features may function differently in Outlook. After the cutoff date, Google accounts will eventually be retired, and all email organization and management will occur within Outlook.
What devices/apps can I use to access Outlook?
You can access Outlook through a web browser, on desktop applications for Windows and macOS, and through the Outlook mobile app on iOS and Android devices. Microsoft also supports access through other Microsoft 365 apps, such as Teams, which integrate directly with Outlook email and calendars. After the cutoff date, all University email access will require signing in with your Microsoft account instead of your Google login, regardless of device.
Will my email filters/forwarding rules transfer?
No, email filters and forwarding rules from Gmail will not transfer automatically to Outlook. After the migration, you will need to recreate any rules or forwarding settings within Outlook using your Microsoft account. Instructions and guidance will be provided to help you set these up before or shortly after the cutoff date.
Category C: Files & Storage (Google Drive → OneDrive/SharePoint)
Below are FAQs pertaining to files and storage:
How do I export my Google Drive files to OneDrive?
You will be provided with step-by-step instructions to migrate your Google Drive files to OneDrive as part of the University’s transition to Microsoft. In general, this involves signing in to your Microsoft account, accessing OneDrive, and using the approved migration tool or upload process to transfer your files. It is recommended that you complete this export before the cutoff date, as Google Drive access will eventually be retired afterward.
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Exporting Google Drive Files
Do I need to manually move all my files, or will BU migrate them?
Shared Drives will be reviewed and migrated to Microsoft SharePoint and Teams as part of the University’s transition to Microsoft. Ownership, permissions, and access will be mapped to ensure continued collaboration after the migration. Once the cutoff date passes and Google accounts are eventually phased out, all shared content will be accessed exclusively through Microsoft platforms.
What happens to Shared Drives?
Shared Drives will be reviewed and migrated to Microsoft SharePoint and Teams as part of the University’s transition to Microsoft. Ownership, permissions, and access will be mapped to ensure continued collaboration after the migration. Once the cutoff date passes and Google accounts are eventually phased out, all shared content will be accessed exclusively through Microsoft platforms.
What is the difference between OneDrive and SharePoint?
OneDrive is designed for individual file storage and personal work files, allowing you to store, access, and share documents you own. SharePoint is used for team or departmental content, providing shared spaces for collaboration, document management, and version control. During the migration, personal Google Drive files will move to OneDrive, while Shared Drive content will be migrated to SharePoint.
Learn More
OneDrive vs. SharePoint Overview
https://learn.microsoft.com/en-us/sharepoint/introduction
How do I collaborate on documents in Microsoft 365?
Yes, access to Google Drive will be phased out after the migration cutoff date on January 9th, 2026. All University files should be moved or migrated to OneDrive or SharePoint before this date to ensure continued access. Any personal files not migrated will no longer be accessible once Google accounts are eventually deactivated.
Will I lose access to my Google Drive after migration?
Yes, access to Google Drive will be phased out after the migration cutoff date on January 9th, 2026. All University files should be moved or migrated to OneDrive or SharePoint before this date to ensure continued access. Any personal files not migrated will no longer be accessible once Google accounts are eventually deactivated.
Category D: Microsoft Apps (Teams, OneDrive, SharePoint, Office apps)
Below are FAQs pertaining to Microsoft apps:
How do I install or access the Office apps?
You can install the Office desktop apps from your Microsoft 365 account portal at https://www.office.com by signing in with your University Microsoft credentials. Alternatively, you can use the web versions of Word, Excel, PowerPoint, and Outlook directly in a browser, or download the mobile apps for iOS and Android. Once installed, you can sign in with your Microsoft account to access your files and collaborate seamlessly.
How do I access departmental SharePoint sites?
Departmental SharePoint sites can be accessed through the SharePoint app, Microsoft 365 portal, or Teams. Sign in with your University Microsoft account, and you will see the SharePoint sites you have permission to access under Sites or via links shared by your department. These sites host shared files, team resources, and collaborative tools for ongoing projects and departmental communication.
How is collaboration different between Google Docs and Microsoft 365?
Both platforms support real-time editing and commenting, but Microsoft 365 offers deeper integration with desktop applications like Word, Excel, and PowerPoint. Collaboration in Microsoft 365 is closely tied to Teams and SharePoint, providing centralized project management, document libraries, and more advanced permission controls. Additionally, Microsoft 365 includes enterprise-level security, version control, and compliance features that are not as extensive in Google Docs.
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Working on Documents with Others
Are there training videos for Teams, OneDrive, or SharePoint?
Yes, Microsoft provides official training videos and tutorials for Teams, OneDrive, and SharePoint on their Microsoft Learn page. These resources include step-by-step instructions, tips, and best practices for using the apps effectively.
Learn More
OneDrive Basics
Teams Overview + Getting Started
https://learn.microsoft.com/en-us/training/m365/
Can I still use Google Chrome?
Yes, you can continue to use Google Chrome as your web browser. Microsoft 365 apps are fully supported in Chrome, as well as in Edge, Firefox, and Safari, so you can choose the browser that works best for you.
Category E: Students & Classwork
Below are FAQs pertaining to students and classwork:
Will this migration affect Bryan Learn or Bryan Connect?
Students will now be prompted to login with Microsoft. Otherwise, barring a few operations in the background, the migration to Microsoft 365 will not affect the core functioning of Bryan Learn or Bryan Connect. These platforms will continue to operate as usual for course access, assignments, and communication. Email, document storage, and collaboration tools will be transitioned from Google to Microsoft.
Can students still access Google Docs for class assignments?
All class assignments and collaborative work will need to be completed using Microsoft 365 tools such as Word, Excel, PowerPoint, OneDrive, or Teams. Current students should migrate any ongoing Google Docs projects to Microsoft 365 before the cutoff to ensure uninterrupted access. New students will not be able to access Google Docs after the cutoff date as new Google accounts will no longer be created.
How do students use Word/OneDrive for collaboration?
Students can collaborate in Word and other Office apps using OneDrive to share files and track real-time edits with classmates. Multiple students can work on the same document simultaneously, leave comments, and review version history to see changes.
Learn More
https://learn.microsoft.com/en-us/office365/enterprise/collaborate-on-files-in-onedrive
Will students lose access to old Google content?
Yes, access to old Google content will end sometime after the cutoff date when Google accounts are eventually retired. Current students should ensure they migrate any important files from Google Drive, Gmail, or Google Docs to OneDrive or SharePoint before the migration. After the transition, all University-managed content will be accessible only through Microsoft 365. New students will be set up in the Bryan University system with Microsoft accounts.
Category F: Policy, Timeline, & Support
Below are FAQs pertaining to policy, timeline, & support:
What is the migration timeline?
The migration to Microsoft 365 is scheduled to occur on January 9th, 2026, with a clearly communicated cutoff date sometime after that, beyond which all current Google accounts will be deactivated. New students will be set up in the Bryan University system with Microsoft accounts. In the weeks leading up to and shortly after the migration, the University will provide guidance on preparing files, email, and other content for transition. Notifications will include key milestones, deadlines, and instructions to ensure a smooth switchover.
Which services are changing, and which are staying the same?
Google-based services such as Gmail, Google Drive, Google Docs, Sheets, and Slides are being replaced by Microsoft 365 tools like Outlook, OneDrive, Word, Excel, and PowerPoint. Services such as Bryan Learn, Bryan Connect, and other University-specific platforms will remain unchanged. Only email, file storage, and document collaboration platforms are affected by this migration.
Where do I submit a support request if something isn’t working?
If you experience issues during or after migration, you can submit a support request through the University’s IT Help Desk portal or email. The Help Desk team is trained to assist with Microsoft 365 access, file migration issues, and account problems. Support contact details will be shared in advance of the migration to ensure everyone knows how to get help.
Who do I contact for questions about migration?
For questions about the migration process, timelines, or tools, you should contact the University’s IT Help Desk or the dedicated migration support team. They can provide guidance, troubleshooting, and instructions for both students and staff. Contact information will be communicated via email and the University’s internal communications channels.
Will there be outages during the transition?
Minimal planned outages may occur during the migration window, but the University will schedule these to minimize disruption. Users will be informed of any expected downtime in advance so they can plan accordingly. The IT team will monitor the process to ensure a smooth transition and quickly address any unexpected issues.