Better Accessibility & richer Functionality
Microsoft's focus on the 'World of Work' means applications have richer functionality and better accessibility.
UCD Microsoft Migration
About the Project
Between 2025 and 2026, all UCD staff and students will make the switch from Google Workspace to Microsoft 365 for communication and collaboration software.
This means moving away from using Google Workspace applications (like Gmail and Google Drive) for email, file storage etc. and using Microsoft Office instead. The migration will take place gradually over the next two years, managed by a dedicated project team. The project is currently in its early stages, with full planning set to commence in March 2025.
Why make this change?
Project Outcomes
The University Management Team envisages benefits for all UCD staff and students:
- Enabling greater consistency in the way we work, by defining consistent models around file storage, calendar sharing and the use of team chat.
- Leveraging stronger capabilities in Microsoft to improve our document management and security.
- Supporting enhanced collaboration with internal & external users.
- Ensuring a measurable uplift in everyone’s digital literacy and skills e.g. in the areas of document management, email & calendar.
What do I need to do?
- At this point, no action is required from you.
We aim to minimise disruption for staff and students. Further details will be shared as the project planning progresses. A comprehensive training and support programme will accompany the migration to ensure everyone is well-prepared for the change.
An automated process will be available to move files and emails into Microsoft, so as to minimise impact on students and staff.
In preparation and as a general file management best practice, IT Services encourages everyone to review and 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. We suggest following these tips.
What will change?
The transition for all UCD staff and students to the Microsoft 365 platform for digital communication and collaboration means moving away gradually from using Google Workspace applications and using Microsoft Office instead.
In practical terms, that involves staff and students switching:
| From | To |
|---|---|
| Gmail | Microsoft Outlook |
| Google Calendar | Microsoft Outlook |
| Google Drive | Microsoft OneDrive |
| Google Forms | Microsoft Forms |
| Google Shared Drives | Microsoft Sharepoint |
| Google Chat | Microsoft Teams |
See below for more specific information for students and staff.
Key Dates
-
March to June 2025
Project mobilisation & comprehensive training programme designed for staff and students.
-
Summer 2025
Multifactor authentication is introduced for all students for better security.
New undergraduates get Microsoft accounts from the start. -
Jan to March 2026
Some staff switch to Microsoft as 'early adopters'.
-
Spring 2026
Second and third years migrate to Microsoft.
-
Throughout 2026
Staff migration to Microsoft 365, on a phased basis.
-
August 2026
All students complete the transition to Microsoft.
Further Info: Students
Please note that many of our current students will be unaffected by the change.
- Students graduating in Academic Years 2024/2025 or 2025/26 will continue to use their Google accounts until graduation. They will be unaffected by the migration.
- Some new students starting from Autumn 2025 will receive Microsoft accounts when they register.
- Other students will complete the migration to Microsoft during 2026. Full training and support will be provided.
- We will implement multifactor authentication (MFA) using Microsoft for all UCD student accounts over the summer of 2025. This measure adds a second layer of security to help prevent unauthorised access to accounts. Students will be asked to enter a code as an additional security step when logging in. MFA for students is an IT security priority and more information will follow during this trimester.
Note: all timelines are indicative at this early stage and are subject to change.
Further Info: Staff
Staff will migrate to Microsoft in a phased manner.
- A comprehensive training and support programme will accompany the change, both in advance of and during the migration period.
- We will continue to use Google Workspace and Zoom as our supported communication and collaboration systems for some time yet, and you don't need to make any changes. A limited version of Microsoft Office is available as before.
- 'Early adopter' staff groups will move to using Microsoft from January 2026. Staff will have the opportunity later to express interest in becoming early adopters.
- The remaining Schools, Colleges and units will move on a phased basis throughout 2026.
Note: all timelines are indicative at this early stage and are subject to change.
