DEPARTMENT OF TECHNOLOGY
July 6, 2012
VBCPS email is moving to ‘the cloud’! Throughout this document and in email related communiques in
the future, you will see references to VBCPS email ‘in the cloud’, ‘cloud-based email’, ‘Office 365 and
O365’. These terms can all be used interchangeably and simply indicate that your email contents will
be located ‘in the cloud’ - which is to say that the contents are housed on an external server hosted by
Microsoft (as opposed to being housed on a physical server in our data center). Moving to the cloud
provides significantly more email storage space while improving email availability, eliminating email
server maintenance by Department of Technology (DOT) staff, and greatly reducing email related costs.
This document will assist you in the transition to your cloud-based e-mail.
You will soon receive an e-mail from the DOT indicating when your mailbox will be migrated to the
cloud. Be sure to close all Outlook clients connected to your email account on the evening of your
migration. On the following day, you will simply need to follow the directions provided below to connect
to your newly migrated mailbox.
O365 does not use your network password but the DOT strongly recommends that you use the same
password for both. We have published a webpage that will assist you with synchronizing the two
passwords. Please note that Microsoft is planning to release an update that will automatically
synchronize both passwords.
Furthermore, please pay attention to the contents of your junk email folder after migration because your
“safe” senders list, if used, will not be migrated. This may result in messages from senders on your list
being placed in your junk folder. You can rectify this issue by right-clicking on the senders email
address and adding them to the “safe senders” list as you have done in the past.
Welcome to the cloud! Please contact the Help Desk if you have any questions or problems with any
part of your migration.
After the migration is completed, connection to the Office365 is a 3-step process that involves:
1. Changing your Office 365 (cloud) email password Using Outlook Web Access
2. Setting up your Outlook Client on your computer(s)
3. Re-establishing email connectivity for your smartphone/tablet device
1. Changing Your Office 365 (Cloud) Email Password
We have published a webpage that will assist you with synchronizing your Office 365 password to
the same password that you use to log into the network each day. Follow this link to get to the
password change webpage.
Follow the instructions on the webpage to set your Office 365 password.
When you are complete, you will see the following message:
2. Setting Up Your Outlook Client
Perform this step on each computer (desktop,laptop) on which you use Outlook Client.
NOTE: Outlook 2010 must be installed on your computer in order to access your email. If you are
using an older version of Microsoft Office (and Outlook), please upgrade to Office 2010 before
2.1 When opening Outlook for the first time, you will see a dialog box similar to this:
2.2 Enter your network User ID as provided by DOT in the ‘User name’ field. Your User name is
your network User ID followed by @VBSchools.com (example: JDoe@VBSchools.com).
2.3 Enter your network password in the ‘Password’ field.
2.4 Place a check in the box next to “Remember my credentials” and click ‘OK’.
At this point your Outlook 2010 client will begin making the connection to your cloud-based account.
Please be patient as it may take a few minutes for this initial configuration and setup.
It is possible that the following error message will be encountered:
This is simply an indication that a change has been made to your Outlook client configuration.
Should you encounter this message, simply click ‘OK’, then exit Outlook, then restart Outlook.
If you need assistance with any of the steps above, call the DOT Help Desk at 263-1111.
3. Using the Web Client
The web client for Office 365 looks and behaves much more like Outlook. You can use the web
client from anywhere. To access it, use the web address http://login.microsoftonline.com
4. Re-establishing Email Connectivity for Your Smartphone/Tablet Device
Before you begin, you MUST delete any existing VBCPS email configuration on your smartphone
or tablet device.
It is virtually impossible to provide directions for each and every one of the many and varied
smartphones and tablet devices currently being used to access VBCPS email. For this reason,
we are providing this link to a Microsoft site that allows you to customize your directions based on
the device type and associated mobile operating system that you use. IMPORTANT: In working
through the steps provided at the link above, when given the option to ‘Set up POP or IMAP E-
mail on…’ or ‘Setup Microsoft Exchange Email on…’ you must select ‘Setup Microsoft
Exchange Email on…’ (no such option exists for BlackBerry).
Contact your device manufacturer or data plan service provider if you are unable to connect your
device to your email account.