SOP 007 - Milrose (all companies) - UPN Name Change Request

The purpose of this SOP is to define the steps to change a user’s UPN and Email to conform with Milrose’s standard. IT will make the user's UPN and email address match to simplify the AD login process and provide less confusion for the user.

This SOP applies to all accounts in the Milrose domain.

This applies to legacy company UPN & email change projects, users getting married, users utilizing their nicknames primarily, and user’s name changes.

PART 1: Approval

1. Get approval from the user’s manager and IT Director.
   1. This can be used to make any general changes to UPN & Email.
2. When converting legacy companies email & UPN to the Milrose tenant, you can update and send out the initial email communication using the language in the Email Template section of this document.

PART 2: UPN Change

1. Sign in to Active Directory as an administrator
2. Search for the user and go to their properties
3. Change their email address on the “general” tab.

1. Updating Wave - Sign into Wave
   1. Navigate to Manage users – Users – Click on the user’s name
   2. Update the users email and email login to match the new account in AD

1. Jolt
   1. Reach out to Avi Faska or the Jolt Team and notify them about the change

Part 3: Email Alias Update

1. Sign in to Active Directory as an administrator
2. Search for the user and go to their properties
3. Select Attribute Editor

1. Update the emails accordingly:
   1. Set the primary email address behind SMTP:
   2. Set the Alias (Secondary Email) behind smtp:

PART 4: User Follow Up

**Be Sure to review and update company names and dates for clarity. Do not simply copy & paste**

Good morning, User

As you may already be aware, we are in the process of transitioning your email address to a milrose.com address.

You have been scheduled for this transition starting tomorrow. To ensure a smooth process, I need you to complete the following steps by the end of the day today:

✅ What You Need to Do Today

1. Sign out of all Microsoft Office 365 desktop applications, including
   1. Outlook: File → Office Account → Sign out
   2. Word: File → Account → Sign out
   3. Excel: File → Account → Sign out
   4. PowerPoint: File → Account → Sign out
   5. OneDrive: Click the OneDrive icon in the system tray → Help & Settings → Settings → Account → Unlink this PC (or sign out)
   6. MS Teams: Click your profile picture → Sign out
2. Sign out of all Office 365 web applications in your browser (e.g., Outlook Web, Teams Web, Word Online, etc.).
   1. Go to any Office 365 web app (e.g., Outlook Web: https://outlook.office.com) → Click your profile icon → Sign out
   2. Repeat for Teams Web, Word Online, Excel Online, PowerPoint Online, OneDrive Online

?What to Expect Tomorrow

1. For Milrose AD joined PCs {include or exclude depending on user’s setup}
   1. IT will complete the transition overnight. 
   2. Login to your PC using your existing Windows credentials (emails address or login name) ***
   3. Please log in to all Office 365 apps using your new Milrose email address, along with your existing password.
   4. Your new email address will follow the Milrose company standard format:
      1. [FirstInitial][LastName]@milrose.com
      2. For example, mine is: slabastille@milrose.com
   5. Important: You will continue to receive emails sent to your old @permitadvisors.com address, as it will remain active in the background.
   6. To make your PC login name and your email address the same, do the following:
      1. Sign into the Cisco Secure Client VPN
      2. Lock your PC (Windows key + L) 
      3. Sign back in with your existing password
      4. The next time you login, you will be able to use your new email address to login to your PC.
2. For Non-Milrose AD joined PCs {include or exclude depending on user’s setup}
   1. IT will complete the transition overnight. 
   2. Login to your PC using your existing Windows credentials ***
   3. Please log in to all Office 365 apps using your new Milrose email address, along with your existing password.
   4. Your new email address will follow the Milrose company standard format:
      1. [FirstInitial][LastName]@milrose.com
      2. For example, mine is: slabastille@milrose.com
   5. Important: You will continue to receive emails sent to your old @permitadvisors.com address, as it will remain active in the background.

If you have any questions, feel free to reach out to IT anytime today.

Thank you,

To perform the tasks in this SOP you will need a Domain Administrator Account