skip to primary navigationskip to content

How to migrate your Hermes email to Exchange Online (not for alumni)

This procedure migrates your Hermes email to Exchange Online in a two stage process. After that, you can go on to migrate your Hermes contacts.

     Alumni: you'll need to follow the instructions here:

Before you start...

Refer to our quick start user guide and/or read the introductory notes.

The migration process for current students and staff (not alumni)


How to migrate your Hermes email to Exchange Online

    1. Launch a browser and naviagte to the Hermes Migration web page at:

           2018 Alumni: migrate your Hermes email to your Cambridge Alumni Exchange Online email here:

      Log in with your CRSid and UIS Password:


    2. Fill in your Hermes Username (CRSid) and your Hermes Password (i.e. your UIS Password), and click the Queue migration button:


      you can choose to exclude some of your top level mail folders by listing them, one per line, in the text field. If you want all your mail migrated, leave this field blank.

      NOTE: Duplicate folder names error
      Unlike Hermes, Exchange Online is case insensitive, so it will try to treat Hermes folders called 'SPAM' and 'spam' as the same folder and get confused. You may see an error message like the one below, listing any folder names that will cause a problem during migration. In this case you must go into Hermes and change the name(s) of the folders listed in order to to remove any duplication, e.g. in the example below, you could change either one of these folder names to 'moreSpam' to resolve the naming conflict:

      duplicate folder names error

    3. The web page reports the current state, and an estimate of when the current stage might complete:

      NONE: Starting state. Waiting for your Hermes username and password in order to proceed to the initial upload phase.
      SLOW_QUEUE: Queued for initial synchronisation.
      SLOW_ACTIVE: Initial upload in progress. This may take several days to complete if you have a lot of email.
      SLOW_DONE: Initial upload complete.

      Click Logout.
      You will receive an email when the first stage has completed.

    4. In the unlikely event that you receive an email reporting that the first stage has failed, please email with details of the error and the team will investigate and come back to you.

      Otherwise, when you receive the email confirming the first stage has completed, return to the Hermes Migration web page and log in:

      Hermes Username (CRSid) and your Hermes Password (i.e. your UIS Password), and click the Queue migration button, to start the process:


    5. This web page reports the current state and an estimate of when the second stage might complete:


      FAST_QUEUE: Queued for fast incremental update. You should start to use Exchange Online rather than Hermes here.
      FAST_ACTIVE: Incremental upload in progress. Should complete in less than an hour.
      FAST_DONE: Everything complete!

      Click Logout.
      You will receive an email confirming the second stage is complete.
      At this point, your legacy Hermes mailbox will be locked and you will no longer be able to log in to it.
      Start using your Exchange Online mailbox now.

How to get your Exchange Online email

There are two ways to access your new Exchange Online mailbox:

A. Use the Outlook Web Access (OWA) client by logging in to your Microsoft – University of Cambridge account at:

B. Set up the Outlook app on desktop and mobile devices. If you prefer another email app, you can use the generic settings to configure your email client. We also have some tips on how to set up Thunderbird.


Why can't I see my email in my Outlook Inbox?

Your Hermes email has been moved to a folder called 'Hermes', which is different from the default Inbox. These screenshots are taken from the Outlook Web App, but the process is similar across all Outlook clients:

  1. Click the arrow beside the Folders folder to show its sub-folders:
    Note: some Outlook clients may show a folder called 'Hermes' at the top level

    OWA expand inbox 1

  2. The 'Hermes' folder is the top level inbox migrated from your Hermes mailbox. You will also see any sub-folders you created in your Heremes mailbox have been migrated and appear here:
    Note: you may wish to rename the 'Hermes' folder to something more meaningful such as your name or @cam email address.
    Expand OWA inbox 2