Microsoft 365 Migration - Overview & FAQ
Summary
On the 28th of April, all of Scouts Queensland's Microsoft 365 accounts will be migrated to the Scouts Australia national M365 tenancy.
Because of this all users will be required to take steps to change their M365 connection. On 28 April all users will be sent new details which they will need to use to log in to the new connection on the national tenancy. All emails and the contents of SharePoint including OneDrive and Teams will be migrated from Qld to the national tenancy.
Microsoft Forms will need to be remade and any existing links and shortcuts to specific locations in SharePoint will need to be remade as the locations will have changed. Your new account and any role mailboxes you have access to, will have a different email address as part of this change.
What is happening and why?
Microsoft has discontinued the not-for-profit licenses for their Microsoft 365 products globally. Because of this, Scouts Queensland will be migrating to Scouts Australia's education license national tenancy. This will affect all existing Microsoft 365 accounts in Scouts Queensland across all devices and all formations. This includes Outlook for Mobile or Desktop/Webmail, Teams, OneDrive and any 3rd party programs you may be using.
At 8:00am on the 28th of April, your existing login will no longer work and later that day you will need to log in using new details. Those new details will be sent to you via a text message to your mobile phone listed in the Scout Membership System (SMS) later on the same day.
Here is a link to a step-by-step guide to set up the new account: https://helpdesk.scoutsqld.com.au/portal/en/kb/articles/microsoft-365-migration-setup-instructions
It is recommended that you read through this article first, then follow the instructions.
It is recommended that you read through this article first, then follow the instructions.
This remainder of this article contains an FAQ as well as further details about what will and will not change when moving to the national tenancy.
What is being migrated?
Here is a quick list of what will and will not be migrated from the existing accounts to the new ones.
Will Migrate
- Emails in your Inbox and in Shared Mailboxes.
- Files stored in your OneDrive, as well as other SharePoint locations such as Teams.
Will Not
- Login details, including Two Factor Authenticator (2FA)/Multi-Factor Authentication (MFA).
- Microsoft Forms - however, we will be able to provide access back to the Queensland tenancy for existing forms - new forms need to be built on the National tenancy.
- Outlook personalisation settings, such as selecting dark mode or turning off focused view.
- Existing links to files (Because the files will be moved to the new accounts, links that direct to the old account will not work).
New Addresses
Username/Primary Address
In the national tenancy, your account's Username will be your member number @scoutsqld.au This username will also be your primary email address.
Role Addresses/Shared Mailboxes
Shared mailboxes will also have new addresses. If you currently have a role based email address, you will be granted access to a shared mailbox for that appointment. Role based email addresses will no longer be applied to your personal mailbox.
Here is a list of addresses for each role.
Appointment | Shared Mailbox Address |
Region Commissioner | rc.[Formation]@scoutsqld.au |
Assistant Region Commissioner | arc.[Formation]@scoutsqld.au |
District Commissioner | dc.[Formation]@scoutsqld.au |
Assistant District Commissioner | arc.[Formation]@scoutsqld.au |
Group Leader | gl.[Formation]@scoutsqld.au |
Assistant Group Leader | agl.[Formation]@scoutsqld.au |
Joey Scout Leader/ Assistant Joey Scout Leader | joeys.[Formation]@scoutsqld.au |
Cub Scout Leader/ Assistant Cub Scout Leader | cubs.[Formation]@scoutsqld.au |
Scout Leader/ Assistant Scout Leader | scouts.[Formation]@scoutsqld.au |
Venturer Scout Leader/ Assistant Venturer Scout Leader | venturers.[Formation]@scoutsqld.au |
Rover Scout Adviser/ Assistant Rover Scout Adviser | rovers.[Formation]@scoutsqld.au |
| Adult Supporter (Chair) | chair.[Formation]@scoutsqld.au |
Adult Supporter (Secretary) | sec.[Formation]@scoutsqld.au |
Adult Supporter (Treasurer)/ Adult Supporter (Assistant Treasurer) | tres.[Formation]@scoutsqld.au |
If your group has multiple formations for a section, for example if there is a separate section for Cub Scouts that meet on Mondays and Tuesdays, your section shared mailbox should be of similar structure to the above. If you are unsure, please email techsupport@scoutsqld.com.au and we will let you know if there is a different address. Please also email techsupport if your role is not listed here, but you have a shared mailbox and are unsure what it will be after the change.
Account Aliases
Some members may have an alias email address linked to their number@ account that is not a shared mailbox. If so, that member will still need to sign in with their member number @scoutsqld.au address; This is always the case.
FAQ
Here are some frequently asked questions. This section will be updated over time.
Can I use the Outlook desktop app on my PC or laptop?
The licenses that we will have access to do not enable any desktop versions of Microsoft programs other than Teams. You will need to use the mobile and web version of Microsoft 365.
It is possible to sign into the desktop version of Outlook only if there is another account signed in already that has a paid license on your device.
It is possible to sign into the desktop version of Outlook only if there is another account signed in already that has a paid license on your device.
Will my Outlook settings carry over?
Some things will carry over, some things will need to be set up again. Please see below for more information.
- Outlook themes and preferences: You will need to set these again. For example, font size, conversation mode, focused inbox, etc. These can be adjusted by clicking the settings cog in the top right corner, then use the tabs on the left labelled "General", "Mail", etc. For detailed instructions, use the Microsoft Support centre for Focused Inbox, Conversations, Dark Mode, Appearance, etc.
- Email Signature: You will need to recreate your email signature. The simplest way is to go to your sent items, find your existing signature on a previously sent email and copy/paste it into the signature settings.
- Mailbox Rules: Mailbox rules are copied across (for example, move all emails with subject "hello" to a folder called "hello"). Any rules that previously applied to sender address may need to be edited and re-saved.
I missed the automatic prompt to set up the authenticator. How to I manually add the authenticator app to Outlook?
- Firstly, on your computer, navigate to the Microsoft account security page at https://mysignins.microsoft.com/security-info and sign in. You can also reach this page through your Office 365 account by navigating to your security info
- Click + Add sign-in method
- Select Authenticator app from the dropdown menu and click Add
- Click Next to continue. A QR code will be displayed on your computer screen.
- Then, on your phone
- Open the Microsoft Authenticator app
- Tap the plus icon (+) and select Add account
- Choose Work or school account and then Scan a QR code
- Use your phone's camera to scan the QR code shown on your computer screen
- Follow any on-screen prompts on both your phone and computer to complete the process, which may include approving a test notification to link your device.
I can't find my MS Forms - have they been deleted?
MS Forms were not part of the migration and any data or forms will not be immediately accessible. We have not deleted the Queensland tenancy information though and we will be able to provide access back to your old information on a temporary basis. If you are using MS Forms, you will need to recreate new forms and publish them again in the national tenancy. Please contact techsupport@scoutsqld.com.au if you need assistance accessing data from old forms. Remember you can use the copy as template option on an old form to share it with your new login and save creating the entire form again. The form link for external users will of course change.
Can I use the same password?
Using the same password more than once is strongly discouraged as it increases the risk of account breaches.
Do I need to use a web browser to start the process?
Yes, you must access your Microsoft account via a web browser to trigger the password reset process. The website is https://portal.office.com
We strongly recommend doing this from a desktop computer or laptop, as you will also need to have your mobile phone nearby to complete the SMS authentication step of the password reset and the multi-factor authentication (MFA) setup.
What if I have multiple devices?
If you have completed your password reset on desktop, you will still need to update your mobile devices by deleting the account and adding it back in using your new login.
Will any of my work be lost?
Emails, chat history and files in OneDrive and SharePoint will be migrated across. However, because this process requires us to move documents and files to a new location, the links to the old location will no longer work. Once the migration is complete, navigate to https://portal.office.com and select the app launcher (nine squares in the top left corner) to access SharePoint or OneDrive and bookmark your new links from there.
What happens if someone emails my old address?
All emails sent to the old @scoutsqld.com.au addresses will automatically be forwarded to your new @scoutsqld.au after the cutover time of 8am on 28 April 2026.
What happens with logins like Consent2Go?
There is no impact - you keep using those logins with your old email @scoutsqld.com.au address. We are not likely to change the email logins for Consent2Go as part of this process however, that decision may change after the migration process has concluded.
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