Help & Support

CityU MS Office 365 (O365) for Alumni - Announcement and Information

The Alumni Relations Office and the Computing Services Centre (CSC) are glad to announce the MS Office 365 Exchange Online (Office 365, hereafter) for alumni with @alumni.cityu.edu.hk email accounts. The implementation is done in two phases:

Phase One - started in December 2013 for alumni with alpha-numeric CityU EIDs (e.g. chantm2).
Phase Two - starts on 28 April 2014 for alumni with numeric CityU EIDs (e.g. 50123456).

When both phases are completed on 5 January 2015, Office 365 (@my.cityu.edu.hk) will replace the old Email system (@alumni.cityu.edu.hk) to be the CityU Email Service for Alumni.

Office 365 is a cloud solution offered by Microsoft to education sector, the main features are:

  • A modern messaging solution featuring email, calendar, contacts
  • Web and mobile-ready; accessible from popular web browsers and mobile devices
  • 50GB/user email storage space

Alumni EID & Office 365 (O365) Account Activation

Note: Please go to next step (O365 Account Activation) if your CityU EID is in alpha-numeric form (e.g. tmchan2).

If your CityU EID is in numeric form (e.g. 91234567), please follow the steps below to perform the one-time "Alumni EID & O365 Account Activation". Please note that apart from a new Office 365 account for your alumni email, you are also given a new CityU EID (to align with the CityU EID alphanumeric convention) for access AIMS and other alumni services:

  1. Go to the Email Homepage (CityU Homepage -> My CityU -> Email).
  2. Under the "Alumni" column, select "Office 365 Account Activation & Info".
  3. Read the Announcement and the FAQ.
  4. Before activating your Alumni EID and Office 365 account, have a strong password for your new EID and Office 365 account in mind. It must be at least 8 characters in length and contains uppercase & lowercase alphabets and numeric characters. Avoid using birthday, name, phone number, etc. that can be guessed (hacked !!!) easily.
  5. Select "Alumni EID & Office 365 Account Activation", and then enter your CityU Student Number and other personal information which you have provided in AIMS for verification.
  6. After passing the verification, a new alphanumeric EID (e.g. tmchan2222) will be assigned to you, and you will use this new EID to login CityU IT facilities including AIMS, WiFi, Wiki, etc, while your Office 365 account ID will be "EID-c", where "-c" (dash c) stands for cloud service (e.g. tmchan2222-c).
  7. You will complete the activation by specifying a new password for both your Alumni EID and your Office 365 account. Please provide a strong password for your EID and Office 365 account. You must remember your new password; otherwise you cannot log in any CityU IT facilities and your new email account.
  8. Wait for 10 minutes for your new EID and Office 365 email account to be activated.
  9. Access Office 365 from the Email Home page "Web logon to @my.cityu.edu.hk" option under Alumni column.
  10. Sign in Office 365 with "EID-c", which is your new EID followed by "-c" (dash c) as mentioned in step 6. The password for your new account is the one that you have provided in step 7 above.
  11. Your Office 365 email address is:
    • EID-c@my.cityu.edu.hk, e.g. tmchan2222-c@my.cityu.edu.hk; and
    • Your-email-alias@my.cityu.edu.hk (if you have registered for an email alias for your EID)

After you have successfully accessed your O365 account, please read the information on the following pages on "Replacement of old Alumni Email system (@alumni.cityu.edu.hk)" for things you may need to do BEFORE your old alumni email account terminates on 5 January 2015.


Office 365 (O365) Account Activation

Note1: Please refer to the steps in "Alumni EID & Office 365 (O365) Account Activation" above if your current CityU EID is in numeric form (e.g. 50123456).
Note2: Please skip this step (O365 Account Activation) if you are a current student or have graduated after 29 January 2013 as you have activated and are already using your Office 365 account, but please continue reading the information on the following pages on "Replacement of old Alumni Email system (@alumni.cityu.edu.hk)".

Please follow the steps below to perform the one-time account activation, and then access your O365 email account:

  1. Go to the Email Homepage (CityU Homepage -> My CityU -> Email).
  2. Under the "Alumni" column, select "Office 365 Account Activation & Info".
  3. Read the Announcement and the FAQ.
  4. Before activating your Office 365 account, have a strong password for your new Office 365 account in mind. It must be at least 8 characters in length and contains uppercase & lowercase alphabets and numeric characters. Avoid using birthday, name, phone number, etc. that can be guessed (hacked !!!) easily.
  5. Select "Alumni Office 365 Account Activation" and authenticate with your LDAP username and password (same as those for logging in the AIMS). Please be reminded that you can only activate your Office 365 account ONCE, and for security reason you may be required to log in again.
  6. Provide a strong password for your Office 365 account. You must remember your new password; otherwise you cannot log in your new email account.
  7. Wait for 10 minutes for your account to be activated.
  8. Access Office 365 from the Email Home page "Web logon to @my.cityu.edu.hk" option under Alumni column.
  9. Sign in Office 365 with "EID-c", which is your EID followed by "-c" (dash c) which stands for cloud service, e.g. tmchan8-c, if your EID is tmchan8. The password for your new account is the one that you have provided in step (6) above.
  10. Your Office 365 email address is:
    • EID-c@my.cityu.edu.hk, e.g. tmchan8-c@my.cityu.edu.hk; and
    • Your-email-alias@my.cityu.edu.hk (if you have registered for an email alias for your EID)

Replacement of old Alumni Email system (@alumni.cityu.edu.hk)

To allow time for you and other alumni to get familiar with the features of Office 365, the new system (@my.cityu.edu.hk) will be phased in to replace the old system (@alumni.cityu.edu.hk) in two stages as follows:

Stage One (now - 4 August 2014)

  • In Stage One, both your new and old email accounts will operate in parallel, and all new emails sent to your old account will be automatically copied to your new account, meaning that you can read the new emails in both your new and old accounts and you should not miss any email.
  • Please be reminded that emails sent directly to your Office 365 email address can only be seen in your Office 365 account and not in your old email account.
  • Once you are settled with the Office 365 during these months and do not want to attend to your old account any more, please modify the email-forwarding setting in your old email account:
    1. Go to the CityU Email Homepage (via the CityU Homepage -> My CityU -> Email).
    2. Under "Alumni", click "Account Management".
    3. Under "Management for @alumni Account", click "Set up Email Forwarding".
    4. Authenticate your old (@alumni) email account and password.
    5. Select the radio button "Enable email forwarding without leaving local copy (i.e. Re-directing)".
    6. Click "Apply" to activate your selection.
  • By performing the above steps, all subsequent new emails sent to your old email account will not be stored or seen there, but will be redirected and only be received and seen in your Office 365 account. You then no longer have to attend to your old email account to handle new emails there which, if not being cleaned up regularly, can easily jam your old email account causing it to exceed disk storage quota and trigger the sending of "undeliverable notification" to the email senders which may confuse them.

Stage Two (5 August 2014 - 5 January 2015)

  • In Stage Two, your old email account will become read-only, and you will be able to log in your old email account just to retrieve old emails stored there but not to receive or send emails.
  • All new emails sent to your old email account from 5 August 2014 onwards will only be received and seen in your new account.
  • Your email forwarding address, if you have setup one in your old account, will be relocated to your new O365 account.
  • Starting from 6 January 2015, only your account on Office 365 will be accessible and your mailbox on the old alumni email system will stop service and be removed.
  • In view that many of the alumni have been using the old @alumni.cityu.edu.hk email address for email communication for many years (the first CityU graduates since 1987), the @alumni.cityu.edu.hk email address therefore will remain a valid email address alias for these alumni, meaning that emails sent to these alumni email addresses, either @my.cityu.edu.hk or @alumni.cityu.edu.hk, will be delivered to the same Office 365 mailbox of the respective alumni. Please note that this arrangement is not applicable to alumni who have never obtained @alumni.cityu.edu.hk email accounts.

In transition to Office 365, you are reminded to perform the following soonest; otherwise, you may miss out on the important ones if you rush to do them just before your old email account and mailbox stop service on 6 January 2015:

  • If you have not yet applied for an email alias for your EID, apply for one of your choice to be used in your email address, e.g. if your EID is tmchan8 and you have applied for an email alias Justin.Chan, your valid O365 email addresses will be both tmchan8-c@my.cityu.edu.hk and Justin.Chan@my.cityu.edu.hk. The latter one with your name may be a better and preferred choice for communication with your professors and classmates who know you by your name.
  • Go through all folders and emails in your old email account and transfer the needed ones to your new account.
  • Go through address books created with Webmail in your old email account and re-establish the needed ones in your new email account as needed.
  • Update your e-subscriptions, e.g. e-newsletter, RSS, e-alert, etc. to start send email/alert to your @my.cityu.edu.hk address and not your @alumni.cityu.edu.hk address. Though, mentioned above, @alumni.cityu.edu.hk will remain an alias email address for @my.cityu.edu.hk but it is only for receiving email. Due to the diversity in e-subscription you are recommended to update them with your @my.cityu.edu.hk address.

To find out on how to transfer your emails from your old email account to your new email account, how to set up connection from mobile devices to Office 365 email, how to apply for email alias, etc., please refer to the FAQ for O365 for Alumni posted in the CityU Email Home page.

Please note that Office 365 is a University service and is governed by the "IT Policy on Use of IT Services and Facilities" and all prevailing University policies and guidelines.


Computing Services Centre

 

Return to FAQs on CityU Office 365 for Alumni

csc@cityu.edu.hk