Your student mailbox is moving to Outlook
From 22 July 2026, your current Macquarie student mailbox will move from Gmail to Outlook (Microsoft 365).
Most of your mailbox has already been migrated behind the scenes, and your email address stays the same, so you'll simply start using Outlook to access your student email.
If you are an Alumni or discontinued student, please refer to the 'How this change affects you' section below.
Refer to this page for the latest updates, support resources, and future information about Google Drive and Google Workspace.
What to expect
From 22 July, Outlook becomes your primary student mailbox and all new email will be delivered to it. Your Outlook mailbox will include your email, folders, calendar, contacts and tasks.
Getting started with Outlook
- Go to Outlook to access your student mailbox (or install the Outlook app on your device).
- Sign in using your existing @students.mq.edu.au email address, OneID password and MFA.
- If you previously used Gmail forwarding or inbox rules, recreate these in Outlook.
- View the Outlook Quick Start Guide for more information or visit the Microsoft 365 page for Outlook help resources.
To help ensure a smooth transition:
- Gmail will remain available in a limited state while final mailbox synchronisation is completed. During this time, you will still be able to access your Gmail, view, organise and delete mail, but you will no longer be able to send outbound mail (you will see an error message). Instead, all new mail should be sent from your Outlook mailbox.
- No new email will be delivered to Gmail after 22 July. You will only see mail in Gmail from 21 July and prior as the routing has been switched for all new mail to flow directly to your Outlook mailbox.
- During this period where Gmail remains available, you may notice there are slight gaps in mail between Gmail and Outlook after 22 July. This is because we need to complete a final synchronisation between mailboxes before Gmail can be switched off. Rest assured, your mail from Gmail will be moved across by early August – but in the meantime, you can use your Outlook to send and receive mail as normal.
- Once the final synchronisation is completed, access to Gmail will be switched. This is expected to be completed by mid-August.
- Your student email address (firstname.lastname@students.mq.edu.au).
- Your OneID username and password.
- Multi-factor authentication (MFA) using Microsoft Authenticator.
- Access to University systems linked to your email.
- Existing HDR mailbox arrangements (where applicable).
| Student type | Impact |
|---|---|
A current student (including students on leave of absence). | From 22 July, you'll access your student email in Outlook. Your email address stays the same and your existing email, calendar, contacts and tasks will be available in Outlook. Gmail will remain available in a limited state for a short period while final mailbox synchronisation is completed. |
A new student commencing after 22 July 2026. | You'll receive an Outlook mailbox when your student account is created. Gmail won't be provisioned for new students. |
A graduate research (HDR) student with an existing @hdr.mq.edu.au mailbox. | Your existing HDR mailbox arrangements continue. Auto-forwarding between your @students and @hdr mailbox will be applied for you, and you can continue to use your HDR mailbox if you prefer. |
A former student who completed or discontinued studies after 1 July 2024. | Your student mailbox will move to Outlook as part of the migration. You'll continue to have access to your mailbox for up to two years after completing your studies, in line with the University's student email retention rule. Please note:
|
A former student who completed or discontinued studies before 1 July 2024. | Your mailbox won't be migrated to Outlook. Access to your student Gmail account will end as part of the retirement of the University's student Google email service. Refer to the Google Accounts page for more information. |
Google Drive and apps
Your email is moving to Outlook but Google Workplace apps are not changing as part of this email migration.
From 22 July:
- your files will remail in Google Drive – they have not been moved to OneDrive
- you can continue using Google docs, sheets, slides, forms and other Workplace apps.
Google Workspace will continue to be available until its planned retirement in March 2027. We'll let you know well in advance when it's time to move your files, and we'll provide step-by-step instructions before you need to take any action.
You can start using OneDrive now
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 another approved storage location
- moving personal files to your own personal storage.
Graduate Research students: research data should be continued to be stored in approved SharePoint sites in line with the University’s Research Data Management (RDM) guidelines.
FAQs
See answers to some of the frequently asked questions about this process.
What is changing on 22 July?
From 22 July, Outlook (Microsoft 365) becomes your primary student mailbox. Your student email address stays the same and all new emails will be delivered to Outlook. During the migration period, you'll still be able to access Gmail while we complete the final transfer of your mailbox. Once your migration is complete, Gmail will be switched off and you will no longer be able to access it. No action is required before 22 July.
Can I still use Gmail after 22 July?
It depends on your student status.
Current students: From 22 July, Outlook becomes your primary student mailbox. You should use Outlook to send and receive all new emails. Gmail will remain available for a short period so you can view emails received up to 21 July while we complete the final transfer of your mailbox. During this time:
- you can view your existing emails in Gmail
- you cannot send emails from Gmail
- any new emails will be delivered to Outlook
- you may notice a small difference between the emails shown in Gmail and Outlook while the final transfer is being completed.
Once your mailbox migration is complete, Gmail will be switched off and you will no longer be able to access it.
Alumni and discontinued students: If you're an eligible alumni or discontinued student who is moving to Outlook, you can continue using Gmail to send and receive emails as normal until your mailbox is migrated in late August. We'll email you with more information before your migration takes place.
Where will new email be delivered after 22 July?
From 22 July, for current and new students, all new email will be delivered to your Outlook mailbox.
Will my email address change?
No. You'll continue using the same @students.mq.edu.au email address.
What isn't changing?
Your student email address, OneID username, password and multi-factor authentication (MFA) all stay the same. You'll continue using your existing Macquarie University account to sign in.
How do I access Outlook?
If you've previously set up your student Gmail account on a phone, tablet or computer, you'll need to install and sign in to the Outlook app instead. Follow our Outlook setup guide for step-by-step instructions.
Can I use Outlook on my phone or tablet?
Yes. Outlook is available for iOS and Android devices. You can also access your mailbox through a web browser or the Outlook desktop application.
Do I need to set up MFA again?
No. If you've already registered MFA for your Macquarie Microsoft 365 account, you don't need to set it up again. You may still be asked to approve sign-ins on new devices or after signing out.
I can't sign in to Outlook. What should I do?
Check you're using your student email address and OneID password, complete the MFA prompt if requested, and reset your password if required. If you're still unable to sign in, contact the IT Service Desk.
Will my emails be moved to Outlook?
Yes. Your existing email, folders, contacts, calendar and tasks will be migrated to Outlook.
Will my folders still be there?
Yes. Your Gmail labels will appear as folders in Outlook. If an email has multiple labels in Gmail, it may appear in more than one Outlook folder.
Will my calendar move to Outlook?
Yes. Your existing calendar events will be migrated to Outlook.
Will my contacts move to Outlook?
Yes. Your contacts will be migrated to Outlook.
What won't move across automatically?
Some settings aren't transferred during migration. You'll need to set up email forwarding, inbox rules or filters, and blocked senders again in Outlook. Some Google features, such as snoozed or scheduled emails, don't have a direct Outlook equivalent and may need to be recreated manually.
What happens to my email forwarding?
If you previously forwarded your Gmail to another email account, you'll need to set up forwarding again in Outlook after your mailbox has moved.
What happens to my Google Drive files?
Nothing changes on 22 July. Your mailbox is moving to Outlook, but your Google Drive files and Google Workspace apps remain available for now.
Will my Google Drive files move to OneDrive automatically?
No. Your files won't be moved automatically as part of the mailbox migration.
When will Google Drive and Google Workspace apps be retired?
Google Drive and Google Workspace apps will continue to be available after the mailbox migration. We'll share more information, including timelines and what you need to do, before these services are retired.
I'm an HDR student. What should I do with my research files?
Research data should be stored in an approved University storage location. If you're an HDR student or involved in research, follow the University's Research Data Management guidance and speak with your supervisor if you're unsure where to store your files.
Who is affected by this change?
The move to Outlook applies to current students and eligible former students in line with the University's student email retention rule. See the information on this page to understand what applies to your situation.
I have completed my studies. What happens to my mailbox?
If you completed your studies on or after 1 July 2024, your mailbox will move to Outlook. You'll continue to have access to your mailbox for up to two years after completing your studies, in line with the University's student email retention policy.
I completed my studies before 1 July 2024 or discontinued before 22 July 2026. What happens to my account?
Your mailbox won't be migrated to Outlook. Refer to the information for former students to understand what this means for your account.
I'm returning to study at Macquarie University. What happens to my mailbox?
What happens depends on your previous student status and when you last studied at Macquarie University. If you're unsure what applies to you, contact the IT Service Desk.
I have an HDR email account. Does anything change?
Existing HDR mailbox arrangements continue. After you complete your studies, your access follows the University's student email retention rule.
Why is the University moving to Microsoft 365?
Using a single Microsoft 365 platform for students and staff provides a more consistent experience, improves collaboration across the University and gives students access to tools widely used in the workplace.
Can Microsoft 365 do the same things as Google Workspace?
Yes. Microsoft 365 includes Outlook, OneDrive, Word, Excel, PowerPoint, Teams and other applications that provide equivalent functionality for most study activities. While some features work differently, we'll provide guides to help you get started.
Who do I contact if I need help?
If you need assistance accessing your account or have questions about the migration, contact the IT Service Desk or visit the Technology Support website for support guides and troubleshooting information.
Macquarie University
Wallumattagal Campus NSW 2109