This is a large-scale move and a project team will plan carefully to ensure minimal disruption to students, teaching and business functions. The preliminary timeline is to complete the migration for staff during the 2025/26 Academic Year. Exact details will be shared during the planning process.
Regular updates will be posted here on the Microsoft Migration project website and on (opens in a new window)Workvivo (for staff) and sent via email. Microsoft training will also be offered as part of the project.
Throughout the 2025/26 Academic Year, UCD staff and students will gradually move to using Microsoft Office 365 instead of Google Workspace for their supported UCD IT communication and collaboration tools. Practically speaking, that means that UCD IT Services will offer Microsoft Outlook instead of Gmail for email, and OneDrive instead of Google Drive for file storage and sharing. Students will also use Microsoft multi-factor authentication (MFA) to log into their UCD email accounts.
The migration will be managed by a project team in UCD IT Services and further information will follow. No action is required for now and it is important to note that we will continue to use Google Workspace and Zoom as our supported communication and collaboration systems for some time. Existing Microsoft Office products are still accessible as before.
However, in preparation, we encourage everyone to delete old emails and documents. Streamlined files and folders will be easier for you to manage, as well as for the project team to migrate.
See (opens in a new window)How do I manage my UCD Google account storage use?
Please refer to the Microsoft project website at (opens in a new window)ucd.ie/microsoft for the latest updates. If you have further specific questions, please contact (opens in a new window)microsoft@ucd.ie and the project team will respond accordingly.
Yes, we will offer a comprehensive training and support programme for both students and staff. This will include various training options: online tutorials, webinars, and in-person workshops. Details will be provided at a later stage.
We are planning a phased migration. We are now entering the project planning phase and more exact details will be communicated in due course. Please see the outline Key Dates.
While both platforms offer similar core functionalities, there are some differences in features, interface, and integration. UCD staff and students already have access to Microsoft Office and we will provide training and resources during the migration period to help you get familiar with Microsoft 365.
Your email will remain the same.
We encourage everyone to continue as usual. We will use Google Workspace and Zoom as our supported communication and collaboration systems for some time. (opens in a new window)Microsoft Office 365 products are still accessible by UCD staff and students, as before. However, we currently have a restricted Office 365 license and Google Workspace remains our officially supported solution for file storage and sharing at UCD.
The specifics of license types and storage quotas available for staff and students will be scoped and confirmed during the project planning process.
No action is required at this time.
Yes, Microsoft 365 applications are(opens in a new window) available for Mac, and the project team will support you through the move.
Zoom will remain as the preferred videoconferencing service for now. Microsoft Teams will also be available and UCD IT Services will support both.
Zoom will remain as the supported virtual classroom within Brightspace for now.
Novell Drives will remain supported in limited circumstances by UCD IT services, as before.
An automated process will be available to move files and emails into Microsoft to minimise impact on staff. However, we do encourage you to delete unnecessary files and emails to reduce transfer volumes. See (opens in a new window)How do I manage my UCD Google account storage use? for more guidance.
More information will be provided at a later stage.
Microsoft 365 includes a wide range of applications, including:
Please read more at (opens in a new window)ucd.ie/microsoft, the dedicated project website which provides the background and will be kept updated as the project progresses.
Microsoft has advanced capabilities in areas like generative AI and business intelligence, and this was among the reasons that prompted the move. The specifics of license types and features available for staff and students will be scoped and confirmed during the project planning process.
After this project, we would anticipate that UCD IT services will primarily support Microsoft 365 for our communication and collaboration software. As part of the project, we will review any residual requirements for Google Workspace.
As part of the project, we will review requirements for YouTube, Google Analytics and other services requiring a Google account, and options will be explored to best fit student and staff needs. In scenarios where access is needed (e.g. to upload UCD videos), we are likely to continue to provide these Google accounts on an exceptional basis. Further information will follow during the project planning process.
Retired staff at UCD retain access to some UCD IT systems, including their email, and there are no plans to change this.
This project is at a very early stage and full scoping and planning will commence in March 2025. Further details will follow later in the year and the project team will be in touch directly with retired staff.
Microsoft offers (opens in a new window)Microsoft Bookings, which is a similar feature, and has additional functionality compared to Google Calendar appointment schedules. Using Microsoft Bookings, you can schedule shared as well as one-to-one meeting appointments.
Yes, Microsoft offers a (opens in a new window)To Do app, which has similar functionality to Google Tasks, and is fully integrated with Microsoft Outlook email and calendar.