User Account Life Cycle Policy Changes - Exporting Items from Mailboxes and Others

Beginning November 30, 2021, Mohawk College will be limiting access to email user accounts to active students and employees only as part of the college’s new IT User Account Lifecycle Policy. This means that former students and employees, including alumni and retirees, will no longer have access to their Mohawk College email account and MyMohawk after November 30, 2021.

Current Mohawk College students will retain access to their email accounts and MyMohawk for one year after the date of their last class. If a student re-enrols at a later date their original email account will be restored with an empty mailbox and again remain accessible until one year after the date of their last class.

Employees will retain access to their email accounts for as long as they remain employees of the college. Faculty accounts will retain e-mail only access for 1 year after their last day of work, while Support and Admin staff access will end on the last day of work.

Why is Mohawk College doing this?

Providing email access to active students and employees only is necessary to ensure we can continue to provide a high quality of service while maintaining the integrity of the college’s IT systems.

  • Fewer email accounts helps lower the cost for acquiring cloud-based services that are based on the total number of accounts, ensuring Mohawk can continue to provide students with access to the best IT tools and technology available.
  • Email accounts can be easy targets for cyber criminals. Reducing the number of email accounts helps to reduce the risk to the college’s IT systems.
  • Mohawk is not in the business of providing email accounts. Most colleges and universities, and most employers, do not provide email access to students or employees once they have left the institution.

What Other Services Will Not Be Accessible?

Your Mohawk College e-mail account provides access to a number of different services that will no longer be available after your account is disabled from these policy changes. You can assume that if you use your @mohawkcollege.ca account to login to access a service, this service will no longer be available. Below is a list of some common services that will no longer be available:

  • MyMohawk
  • MyCanvas
  • LinkedIn Learning
  • Office 365 also known as M365 including:
    • E-mail
    • Calendar
    • Teams
    • OneDrive
    • Locally installed MS Word, Excel, Powerpoint, etc. connected to your @mohawkcollege.ca account
  • Printing Services
  • ONECard Services
  • Off-Campus Library Services
  • WorkingAtMohawk

 

How do I download calendars and contacts from Outlook on my workstation?

For student mailboxes, see the Student Email support page for information on exporting contacts and calendar information from Office 365. For staff, see below.

Note: Students with T2202 Tax forms stored on MyMohawk must download these files before their accounts expire on November 30, 2021.  All other students still enrolled should prepare to download their T2202 tax forms as soon as they become available the last day of February each year.

Download and install the Office 365 Outlook Client

NOTE: The Outlook Client is required to export your calendar and contacts, however, after November 30, 2021 the client software will no longer be licensed to your account.

1. Navigate to https://office.com

2. Click Sign In

3. Login with your Employee ID and password (000xxxxxx [at] mohawkcollege.ca)

4. Click Install Office:

For further instructions from Microsoft, visit Microsoft Technet's article.

 

Download your calendar from Outlook

  1. In Outlook, open the Calendar tab and select the calendar you want to export
  2. Click File > Save Calendar
    Screenshot showing the location of Save Calendar in the Outlook File menu
  3. Create a name for the calendar or use leave the default name
  4. Click the More Options button
  5. Click the Date Range drop-down. You can choose the length of calendar dates or click Specify dates to enter a custom date range. Confirm other settings shown here depending on your requirements
    Screenshot showing the date range and details of what will be saved in the calendar
  6. Click OK > Save 

Download your contacts from Outlook

  1. In Outlook click File
    Screenshot showing the location of Save Calendar in the Outlook File menu
  2. Click Open & Export > Import/Export
    Screenshot showing the location of Save Calendar in the Outlook File menu
  3. Click Export to a file and click Next
    Screenshot showing the location of Save Calendar in the Outlook File menu
  4. Select Comma Separated Values and click Next. You will see a list of folders and items for all mailboxes in your Outlook profile. This list may be very long if you have a lot of folders!
  5. Look at the top for your personal mailbox and select Contacts below it. Double-check that you've selected the right Contacts in the correct mailbox, then click Next
    Screenshot showing the location of Save Calendar in the Outlook File menu
  6. Click Browse. Choose where you want to save your Contacts file. Give the file and name and click OK > Next
    Screenshot showing the location of Save Calendar in the Outlook File menu
  7. Click Finish to start the export process.
    Screenshot showing the location of Save Calendar in the Outlook File menu
  8. Your Contacts .csv file is now saved at the location you chose. You can open it with Excel, import it into another Outlook profile, or another email system

What if I still don't have access to Outlook?

You can contact the IT Service Desk by visiting the online portal at ITS Self-Service Portal and open a service request to request a technician export your contacts for you.