This page offers guidance on the steps all staff will need to follow on the day of Switchover. The video below outlines the key tasks staff will need to complete on Switchover Day. Further information on these steps will follow throughout the page.
On the day of switchover, you will receive an email in your inbox confirming that you can now begin working in your nhs.net account. You will also be asked to complete our ‘Switchover Form’. This checklist will guide you through the Transition to NHS.net, and ensure you can access your applications and data using your nhs.net account.
Important
It is crucial that colleagues complete the entire ‘Switchover Form’ to ensure you can work seamlessly in the new environment and avoid facing disruption to your workday.
Please read the form carefully, following all instructions and do not skip any steps, as this may prevent you from being able to access your data.
Please also ensure you have enabled your NHS.net account before your Switchover. If you have not done so already you can follow our guidance on how to set up your NHS.net account.
All user data will have already transferred across to your NHS.net account and once you have switched your applications, you can begin working as normal.
From Switchover, access to your organisation environment (SharePoint, OneDrive, Teams) will be set to read-only, so it is crucial that you complete the Switchover Checklist to ensure you can correctly access your files in nhs.net.
Completing the Switchover Form
On the day of Switchover, you will be requested to access and complete the ‘Switchover Form’
This process will walk you through the necessary steps to repoint your applications to the new NHS.net environment, and covers:
- Signing into your Outlook, OneDrive and Teams apps with your @nhs.net account
- Signing into your Microsoft Office desktop apps with both your @org.nhs.uk and @nhs.net account
- Access your migrated SharePoint sites using your @nhs.net account
- Important information about sharing links you have previously used
You will also be asked to provide feedback (optional) for the switchover, so that we can create an even better experience for other colleagues transitioning to NHS.net.
At each step, you will be asked if you were able to follow the guidance to point your applications to your nhs.net account. If you are not able to complete the steps, you will be asked to raise an IT ticket and continue with the form. Once you have completed the form, you can follow the guidance below to review the same steps.
Important information about sharing links
As your OneDrive, Teams and SharePoint sites have been migrated to the @nhs.net environment, they now have a new URL. Please see below how links will change from Switchover Day.
Sharing links will need to be recreated.
For Sharepoint users can follow this guidance: Share SharePoint files or folders – Microsoft Support
For OneDrive users can follow this guidance: Share files with OneDrive – Microsoft Support
Access your OneDrive files with your @nhs.net account
If you have used your @org.nhs.uk OneDrive account to save any files and folders, please follow the steps below to access your nhs.net OneDrive. Once you’ve been able to sign in, you should see all your files and folders as before.
- In your browser, navigate to https://www.microsoft.com/en-gb/microsoft-365/onedrive/online-cloud-storage
2. Sign in with your @NHS.net account and password
3. Select My Files on the left menu to view all files and folders. You should see your files and folders.
Switching over your Outlook, OneDrive and Teams
1. On the day of switchover, log into your computer using your usual ID/ Password details.
2. Search for and open the ‘On Demand Migration Desktop Update Agent’.
3. The Desktop Update Agent will automatically find your correct nhs.net email address to login to your apps.
4. The Desktop Update Agent will prompt you to close any M365 applications that you have open. Please follow the instructions to close all applications before proceeding.
5. The Desktop Update agent will first switch your Outlook account to nhs.net. Once this has been done, it will show as completed and you can press ‘Next’.
6. The Desktop Update Agent will then begin switching your OneDrive account. You will automatically be prompted to login to your nhs.net account. Click ‘Sign In’ and enter your password to login.
7. If you have not set up multi-factor authentication (MFA) for your NHS.net account, you will be prompted to do so. Follow the instructions on screen to set up MFA using a mobile device.
8. Once you have logged into your account, the OneDrive application will open and show you where your OneDrive files are synced to on your local PC.
9. The Desktop Update Agent will then begin switching your Teams account. Once this is done, it will show as completed and launch your Teams application.
10. When Teams is opened, you will be asked to select an account to continue. You will see your nhs.net account listed. Click on account to login.
11. When you login into Teams, you will be logged into your nhs.net account. From here you’ll also be able to access your migrated Teams, Calendar and posts.
12. Feel free to close the Desktop Update Agent.
Switching over your desktop apps
Please watch the video to sign in to your Office desktop apps with both your @nhs.net and @org.nhs.uk account. If the video does not play or you’d prefer to go through the steps at your own pace, you can also follow the guidance below.
Please note: If you are asked to sign in, please use your @nhs.net account.
- On your device, select the Start Menu and search for Word. Select Word to open the app.
2. Select Blank Document.
3. At the top bar, select your Account.
4. If you are not signed into your NHS.net account, select Sign in with a different account. If you can see your nhs.net account, go to Step
5. In the Microsoft Sign In window, enter your @nhs.net account. Select Next.
6. In the NHSmail Sign In window, enter your @nhs.net account and password. Please ensure you have ticked This is a private computer and select Sign in.
7. Sign out of your legacy organisation account. You can then continue working as normal in your nhs.net account.
Updating bookmarks and shortcuts
Updating bookmarks
- In your @org.nhs.uk browser profile, select the bookmarked site, document or folder.
2. When you access this bookmark, you should see that you are signed into your @org.nhs.uk account.
3. Open your NHS.net browser profile.
4. Navigate to the migrated site, document or folder corresponding to the bookmark. You will see that you are signed in with your NHS.net account.
5. Click the star icon on Edge. Then click the icon with the star and plus sign. This will create your boookmark.
6. You will see your new bookmark has been created and visible when you open a new tab in your NHS.net browser profile.
Updating shortcuts
- After Switchover, ensure you have completed the Switchover Checklist to add your NHS.net OneDrive. Once this is done, you will see the account in the left ‘Quick Access’ tab of your file explorer.
2. You will see that shortcuts that have migrated come up as blank paper icons. This is because they are no longer working properly and need to be recreated.
3. For each shortcut you want to update, go to the migrated location in your NHS.net OneDrive.
4. Left click on the folder or file to bring up the context menu. Then click ‘Show more options’.
5. Click ‘Create shortcut’.
6. You will see that a new shortcut with the correct icon has been created.
7. Left click on the shortcut and select ‘Copy’.
8. Navigate to where the old shortcut is. Then left click and click ‘Paste’.
9. Select ‘Replace the file in the destination’.
10. You will now see that your shortcut has been updated.
Manually Switching your Applications
Depending on your organisation’s IT configuration, you may be asked to manually switch your desktop Microsoft apps (OneDrive, Teams and Outlook) to NHS.net on Switchover Day.
Manually Switching OneDrive
Please watch this video that will guide you through the steps to sign in to OneDrive with your @nhs.net account and backup your PC:
If this video did not work for you, or was unclear – you can also follow the steps below:
- In your taskbar, click on the blue ‘OneDrive’ cloud icon in the bottom-right corner of your screen.
2. Your OneDrive window will pop-up. Select the ‘Help & Settings’ cog in the OneDrive pop-up window and select Settings.
3. In your OneDrive Settings popup window, navigate to the Account tab and select Unlink this PC.
4. Select Unlink account to confirm the action.
5. You will now be signed out of your OneDrive account. Once this completes, the Set up OneDrive window will appear. Enter your @nhs.net account and select Sign in.
6. On the NHS sign in screen, enter your @nhs.net password, please ensure you have ticked “This is a private computer” and select sign in.
7. If you receive this pop up, select Use this folder.
8. When you have signed in, you will be prompted to set your back up sync again. Select Next.
9. Check that all toggles are on to ensure that your Documents, Pictures, and Desktop. Select Start Backup.
10. Select Next on the following windows (Get to know your OneDrive, Share files and folders, and All your files, ready and on-demand).
11. Select Later.
12. Once complete, select Open my OneDrive folder.
13. Your OneDrive is now identified as ‘OneDrive – NHS’. Please note, it may take a few minutes for all files and folders to load.
Manually Switching Teams
Please follow the steps below to manually switch your Teams account to your NHS.net account.
- Once the MS Teams app opens, select your profile in the top-right corner.
2. Select Add another account.
3. A Microsoft sign in window will open. Type in your @nhs.net email address and select Next.
4. In the NHSmail sign in window, enter your @nhs.net password and tick ‘This is a private computer’. Select Sign in.
5. Your Teams app will now display your @nhs.net Teams account. You can find migrated Teams by selecting Teams in the left navigation pane.
Optionally: you can follow the steps below to remove your legacy organisation account from your Teams app
1. Select your profile again in the top-right corner. Then click your @org.nhs.uk account.
2. Click on the profile icon again and select ‘Sign out’.
8. Your Teams app will now be switched to your NHS.net account.
Manually Switching Outlook
Please follow the steps below to switch your Outlook app to your NHS.net account. Please note, the steps below are for ‘Outlook Classic’. If the steps do not match what you see on your device, you may be on ‘Outlook New’. If that is the case, [lease follow the Microsoft guidance below to sign in with your NHS.net account and log out of your @org.nhs.uk account.
Otherwise follow the steps below:
- Go to your Outlook app. Select your profile from the top right profile image.
2. Select ‘Add an account’.
3. Type in your NHS.net account and click ‘Connect’.
4. You will be prompted to sign into your NHS.net account with your password and MFA.
5. Once signed in, click ‘Done’.
6. Click on ‘File’ from the top menu bar.
7. Click on ‘Office account’ from the left taskbar.
8. You will see your currently signed in account listed. If you are signed into your @org.nhs.uk account, proceed to step 11.
9. If you are signed into your nhs.net or any other account, click ‘Switch account’.
10. Select your @org.nhs.uk account from the list of options.
11. Click ‘Sign out’ from your @org.nhs.uk account.
12. You have successfully switched your Outlook to your NHS.net account.