Microsoft 365 Migration: Frequently Asked Questions

ANNOUNCEMENT 5

Please refer to the sections below for answers to commonly raised questions about the Microsoft 365 Migration..

📅 About the Migration

What is happening, and when?

Baptist Health is moving to a new Microsoft 365 cloud environment on Friday, November 6, beginning at 8:00 PM. The move modernizes the tools you use every day and brings a stronger security standard for signing in.

Will anything be unavailable during the migration?

Yes. Beginning at 8:00 PM on November 6, Microsoft 365 applications such as Outlook, Teams, Word, and Excel, and other applications that use your Microsoft sign-in (for example, UKG and Workday), may be unavailable. Applications will come back at different times. Service is expected to resume by midnight that same night.

Where can I check what is working?

Visit baptistfirsthq.org for the latest migration updates and application status. If an application is listed as available and you still cannot get in, contact the Help Desk (see “Getting Help” below).

Where can I read more before the migration?

Refer to Engage. If Engage is unavailable, visit baptistfirsthq.org.

🔐 Multifactor Authentication (MFA) and Passkeys

Why do I have to reset my MFA?

The new Microsoft 365 cloud uses a stronger security standard. Your current multifactor authentication (MFA) registration is tied to the old environment, so it needs to be replaced.

How do I register (or re-register) MFA after the migration?

Complete these three steps in order, after the migration and before you sign in to Outlook:

Remove your old registration, if you have one: Removing MFA Registration From Microsoft Authenticator

Enroll your account again: How to Enroll Your Baptist Health Account in Multifactor Authentication (MFA) Using Microsoft Authenticator

Set up a passkey in Microsoft Authenticator: How to Set Up a Passkey for Microsoft Account Security

Do I need to install Microsoft Authenticator?

Yes. On Baptist Health mobile devices, use the HUB app to install Microsoft Authenticator if it is not already there.

I skipped a step. What now?

Start again from step 1. Removing the old registration first helps avoid sign-in errors.

📱 Mobile Devices and Email

What is happening to the Boxer email app?

Boxer is retired on Friday, November 6. You can keep using it until the migration begins that evening at 8:00 PM. After the migration, Boxer is no longer supported, and you will use the Outlook mobile app for your Baptist Health email.

When should I switch to Outlook?

Saturday, November 7 or later. Please do not switch before the migration.

Why should I wait until November 7?

If you sign in to Outlook early, you would need to remove that account and add your new cloud account again, so you would set up twice.
Migration work is still underway on the evening of November 6, so sign-in problems are likely during that window.

Is Outlook already on my Baptist Health phone or iPad?

Yes. Outlook is already installed and ready to use on Baptist Health mobile devices (cell phones and iPads). If it is not installed, use the HUB app to install Microsoft Authenticator and Outlook.

I use my personal phone. How do I get Outlook?

Download Outlook from the Google Play Store (Android) or the App Store (Apple).

I already have a Baptist Health account in Outlook. What should I do?

On or after November 7, delete that account from Outlook and add your new cloud account.

How do I sign in to Outlook on my mobile device?

Complete the MFA and passkey steps in the next section.
Open the Microsoft Outlook app on your mobile device.
Sign in with your Baptist Health account.
If an old account is already in Outlook, delete it and add your new cloud account.

Step-by-step instructions: Removing and Readding your Outlook Account

💬 Teams Chats and Files: Before November 6

Will my Teams chats move?

No. Teams chats, including 1:1 chats, group chats, and meeting chats, will not move. Teams channels and the files stored in them will move. Any new chat you start after the migration works as usual.

What should I do before November 6?

Review your chats for decisions, approvals, instructions, or reference information.
Save anything critical with screenshots, notes, or by copying it into a document.
Save files shared in your chats to your OneDrive. They will migrate with your other files.

How do I take screenshots on my computer and save them?

Refer to this guide: How to Save a Screenshot Using Snipping Tool

How do I save files to my OneDrive?

Refer to this guide: How to Create Folders and Upload Files in Microsoft OneDrive

🔗 Links and Sharing

Which links will stop working after the migration?

Your files and calendar appointments are safe and move with you. Only some links break:

OneDrive sharing links stop working in both directions, both links you shared with people outside Baptist Health and links they shared with you.
Teams meeting links in meetings you organized stop working. Your calendar appointments move, but the Teams links inside them point to the old environment.
Old SharePoint and OneDrive addresses stop working. This applies to any link beginning with baptistgov.sharepoint.com or baptistgov-my.sharepoint.com, including links in documents, browser bookmarks, and Teams channel posts.

Email attachments and the Engage site are not affected.

How do I see which OneDrive files I shared externally?

Refer to this guide: How to Locate OneDrive File Sharing Links and Permissions

What should I do before November 6?

Make note of OneDrive files you shared with people outside Baptist Health, and files they shared with you.
Give your external contacts a heads-up that shared links will stop working the weekend of November 6.
List the Teams meetings you organize, especially recurring ones.
Note the documents, bookmarks, and Teams channel links you rely on most.

What should I do after the migration?

Share your OneDrive files again: open the file in OneDrive, click Share, create a new link, and send it to your external contacts.
Ask outside contacts to share their files with you again.
Recreate your Teams meetings by sending new invitations from your calendar, including recurring meetings. If someone else organized a meeting, watch for their new invitation.
Update old links in documents and browser bookmarks, and edit your own Teams channel posts with the new link.

🖥️ Getting Help

Who do I contact if I need help?

First, check baptistfirsthq.org for the latest status. Some Microsoft 365 applications will be unavailable during the cutover window, and the Help Desk cannot restore them sooner.

Then, if you still need assistance (after November 7 for sign-in and MFA questions), contact the Baptist Health IT Service Desk:

Phone: x72793 or 334-747-2793
The IT Self-Service Portal may be unavailable for a couple hours starting at 8 p.m. on November 6. Please call the IT Service Desk if this is the case.
IT Self-Service Portal: service.baptistfirst.org/esc

What if I have an urgent patient care or patient safety issue?

Call the IT Service Desk at x72793 or 334-747-2793.

We appreciate your cooperation during this upgrade. If you have any questions or need assistance, please contact the IT Service Desk.

Thank you,
Your Baptist Health IT Team