The email system for ministers has become increasingly unreliable in recent years as noted in a Memorial to the Conference in 2023. Consequently, the existing email provision for email addresses that use forename.surname@methodist.org.uk will be moved to Microsoft 365 at the end of October. The reason for moving email providers is to provide ministers with a secure and functioning email system as well as expand the data storage capacity.
The email address will remain the same and the historic data will be moved across to the new provider. The primary change will involve setting up a new password and using Multi-Factor Authorisation.
The plan for migrating the historic email data (including the mailbox) to the new email platform, Microsoft 365, aims to ensure a smooth transition. The migration for each individual mailbox should take no longer than 1 day, but due to the volume of mailboxes to be migrated across, there is a 4-7 day window set aside for this task. If a minister happens to be away during this time, the migration will continue in the background and once the minister is back at work, they will be redirected to the new website and instructions on how to set up a new password and Multi-Factor Authorisation. If you are unable to access the new system before Monday, please don’t worry. Your data will still be moved to the platform.
Key dates to note
- Friday, 18 October 2024 - ministers will receive an email asking you to set up a new password for the new email system and you will be asked to use Multi-Factor Authentication. Click here to learn how multi-factor authorisation works. Please note that there will still be access to the current email system at this point.
Please note that a new password MUST be set up for access to the new emails. - Sunday, 27 October 2024 - access to the new email platform (Microsoft 365) will not be available from 6pm -6am as preparations are needed before the migration process begins. During this time, access to either the new or the old email system will not be available.
- Monday, 28 October 2024 - the migration of the historic email data (any email before 6pm on Sunday), including the mailbox will begin. Ministers will have access to new emails and the historic data will gradually be populated over the next few days.
At this point, you will have access to new emails but access to the historic data will vary from mailbox to mailbox. This is due to the size of each mailbox and the time needed to migrate the data across. The migration process will be carried out in alphabetical order and an email confirmation will be sent once it is complete.
Microsoft 365
The new Microsoft 365 email system can be accessed via a web browser or viewed on the Outlook App using a smartphone or tablet by downloading the Outlook App from the Android or Apple stores for free. Click here for the Google Play Store or Click here for the Apple App Store to download the app onto a smartphone or device.
Available support and guidance
Our partner, ApsiraCloud, has a suite of support videos that can be found here and cover the following topics:
- Logging onto Microsoft 365
- Multi-Factor Authorisation assistance
- Accessing the Microsoft 365 Training Centre
- Outlook layout
- Create, send and reply to an email
- Setting up a signature
- Sending attachments
As well, you can click here to find a list of Frequently Asked Questions (FAQ).
For any issues or inquiries, our partners (AspiraCloud) support team is ready to assist. Click here to learn more.