Your student mailbox is changing
Your Macquarie student mailbox is moving from Google Mail (Gmail) to Outlook (Microsoft 365). Your email address will stay the same.
Bookmark this page for the latest updates, including information about Google Drive and Google apps, as well as new Outlook support resources and guides.
From July 22 2026
You will no longer log in to Gmail to access your student email. Outlook will be your primary student mailbox.
- All your existing emails, folders, calendar events, tasks and contacts will be copied across.
- Gmail will no longer be accessible after the switchover date to Outlook.
What stays the same:
- your email address (firstname.lastname@students.mq.edu.au)
- access to your existing emails
- your login details and password
- multi-factor authentication (MFA) using Microsoft Authenticator
- University systems linked to your email
- HDR mailbox (applicable to Graduate Research students enrolled prior to 2026).
No action is needed yet but you can start exploring Microsoft 365 tools by:
- using OneDrive to store and collaborate on files
- exploring Teams, Word and Excel to gain experience
- bookmarking this page for updates
- making note of any email rules or filters you use in Gmail that you will need to set up again in Outlook, as these may not carry over after the switch.
You will need to log in to Outlook, then:
- check your inbox and folders
- recreate email rules or forwarding
- set up Outlook on your phone or laptop if needed.
Note: A step by step Outlook set up guide will be published closer to the switchover date.
Late 2026
Google Drive and apps such as Docs, Sheets, Slides, Forms and Classroom will remain available until later in 2026 before being gradually phased out ahead of Google Workspace being fully retired in March 2027.
More information and timelines will be shared later in the year to help you prepare for this change.
You already have access to Microsoft OneDrive through your student account and can start using it now. There’s no need to move everything immediately, but you can start preparing by:
- deleting files you no longer need from Google Drive
- moving important files for study to OneDrive or other approved storage
- moving personal files to your own personal storage.
Graduate Research students should ensure research data is stored in approved SharePoint sites in line with the University’s Research Data Management (RDM) guidelines.
March 2027
Google Workspace for students will be fully retired. Students and staff will use a shared Microsoft 365 platform, providing:
- a more consistent experience
- improved collaboration
- enhanced tools
- better alignment with workplace technologies.
FAQs
See answers to some of the frequently asked questions about this process.
- Why is this changing? To bring student email onto the same platform used by staff and improve consistency, security and collaboration. As a Macquarie University student, you already have access to the full suite of Microsoft 365 apps. Learn how to access the full version of Microsoft Office.
- Will my email address change? No, your email address stays the same.
- What will happen to my mail? All existing emails – as well as your folders, calendar and contacts – will be copied from Gmail to Outlook before the switch takes place. From 22 July, simply log in to Outlook on the web or app to access your student email.
Who does this change impact?
| Student type | Impact |
|---|---|
| Your student mailbox will be moved from Gmail to Outlook. From 22 July 2026, access your student email through Outlook using your @students.mq.edu.au email address. |
| Your student mailbox will not be moved to Outlook, and access to Gmail will be switched off from 22 July 2026. See more information on managing your storage. |
| HDR account accessible until completion. |
- How do I access my email after migration? Log in to Outlook using your university account.
- Will my password change? No. Use your existing university login details.
- How will I access my mailbox with MFA? Use your existing MFA with the Microsoft Authenticator that you use to login to your Gmail mailbox. Learn how to set up MFA.
- Can I use Outlook on my phone? Yes. Install the Outlook app and sign in with your student account.
Note: Outlook access using your @students.mq.edu.au email address will only be available from 22 July 2026. If you try to log in before this date, you may see an error message – this is expected until the switchover is complete.
- Will my folders still be there? Yes. Gmail labels will appear as folders in Outlook. Multi-label emails will be duplicated across folders.
- What happens to email rules or blocked senders? These won’t transfer – you will need to set them up again.
- What about email forwarding? You will need to reconfigure it in Outlook after migration.
- I can’t log in – what should I do? Reset your password or contact the IT Help Desk at help@mq.edu.au.
- What if something is missing? Contact IT support – migration checks and fixes will be completed if needed.
Macquarie University
Wallumattagal Campus NSW 2109