Microsoft Office 365 November 11, 2016 Overall Project

Frequently Asked Questions – Microsoft Office 365 November 11, 2016

Overall Project

1. Why are we making this change? Microsoft Office 365 will make it easier to work and collaborate across CHI since we’ll all be using the same cloud-based email, calendars and contact applications. Plus, we’ll be able to use the most advanced online versions of Office (featuring Word, Excel, PowerPoint and OneNote), OneDrive cloud-based storage and Skype for Business for instant messaging, online meetings and other features. And if that’s not enough, the move to Office 365 will also save CHI $53 million over five years.

2. Why Office 365? It is a proven solution and will allow us to achieve savings and efficiencies while using Microsoft programs that most of us know and use daily.

3. What Office 365 applications are being implemented? We will initially focus on Outlook (email, calendar, contacts) and making Skype for Business and Office online consistently available across the enterprise. OneDrive for Business cloud-based storage will also be available to all of us.

4. What Office 365 applications are NOT being implemented? Why? We won’t implement Sway, Delve, SharePoint, Docs.com and Yammer because our highest priority right now is to unify CHI on a single Outlook platform for email, calendar and contacts. Because Live Meeting is an aging program, we are also using this opportunity to provide Skype for Business enterprise-wide. We will explore introducing additional Office 365 features in the future.

5. What is the cost saving for CHI? The transition to Office 365 will provide $53 million of cost reductions for CHI over five years which will be a significant financial benefit.

6. How is Office 365 going to help me and make my job easier? The move to Office 365 is intended to make it easier to work and collaborate with everyone using the same version of email and calendars, as well as be able to use the most advanced versions of Office online, cloud-based OneDrive for Business storage and Skype for Business for instant messaging, online meetings and other features.

With Office 365, you’ll never see the “your mailbox is full” message as you’ll never run out of room for emails. Working on Office 365 on the web, you can share documents with coworkers and collaborate more easily. Plus, file storage in OneDrive will be huge.

The transition to Office 365 includes support for everyone and limited training since most of us rely on Microsoft products today. Users can rely on online educational materials, including videos.

7. How does this align with our Living Our Mission Measures? The Office 365 project will not only make it easier for us to work together within markets and across our system, but it will also save us money. Today, it’s difficult for CHI team members to set up appointments, manage calendars and email one another, leading to frustration and lost productivity. So, this effort lines up with both our Employee Engagement and Operating EBIDA Living Our Mission measures.

8. What other large health care organizations use Office 365? Thousands of health care organizations use Office 365 – it’s a proven solution. This includes 854 in Washington, 1,660 in Texas, 550 in Colorado, 511 in Tennessee, 281 in Kentucky, 184 in Nebraska, 159 in Arkansas and 62 in North Dakota. Within CHI, Centura, based in Colorado, uses Office 365 extensively.

9. How many people use Office 365? Microsoft reports it has more than 70 million active Office 365 users. There are more than 1.2 billion users of Office on the planet.

10. Will Office 365 be the standard for the national offices and all market-based organizations, so we can work together most efficiently? Yes, when we complete the migration to Office 365.

11. What is the schedule? In November 2016, we will start migrating users who work in CHI Health’s legacy Alegent facilities in Nebraska. We will migrate users in waves through 2017. A detailed schedule is coming soon.

12. What is the plan for adopting additional Office 365 features that aren’t part of this first phase? Depending upon available funding and organizational need, future phases may include broader adoption of Office 365 capabilities to improve how we work together. A schedule or framework for future phases has not been determined at this time.

13. Where can I find resources and updates regarding Office 365? The CHI Microsoft Office 365 Central section of InsideCHI contains training material, pathways of support, FAQs, announcements, and general information. Many markets will also include information on their local intranet sites.

Training

1. What kind of training will be offered to help us make the transition to Office 365? Only limited training will be required since most of us rely on Microsoft products today. Specific training for using Office 365 on the web is available on InsideCHI (many markets will also

provide the information on their local intranet sites). Training for working with Office 365 on the web will include information about Outlook, Office (Word, Excel, PowerPoint) Skype for Business, OneDrive and Mobile.

2. What is an Office 365 Champion? Some markets may decide to invite some employees to serve as Office 365 Champions for their transition. The Champions will receive information prior to migration so they can help guide their co-workers to available training and support resources during go-live. They will also provide feedback about how the system works and the training resources available. Champions are an optional approach that each market will decide whether to use.

For more information, visit the training section of CHI Microsoft Office 365 Central.

Technology

1. What is cloud technology? “The cloud” is a server or network of servers that securely host data off site with 99.9% availability. For example, today when you create or send an email, it is saved to the CHI network. In our case, the Microsoft cloud will host our email (through Outlook), files that users move to OneDrive, and Office online applications (Word, Excel, PowerPoint and OneNote) and Skype for Business. If you’ve ever saved information on Pinterest, worked in Dropbox or saved your pictures to Instagram, you have experience working in the cloud. More information: What is the Cloud?

2. Will Office 365 work on our current browser(s)? Will this fix our browser upgrade issues? The adoption of Office 365 as well as other ITS initiatives requires that we upgrade most or all browsers to Internet Explorer 11 (IE11) for everyone who uses Windows 7 or later. This will be done fall of 2016. IE11 is “backwards compatible” for many other applications in use at CHI. It is being rigorously tested before updates are made. Those working on older versions of Windows will be updated to a more recent version of Firefox which also works with Office 365.

3. What happens if the cloud goes down? Should I be creating a backup? The cloud includes three copies of your data in three different locations. This way no single major event can take down the entire service so you don’t need to worry about creating a backup.

4. Will my work email address change due to Office 365? No.

5. CHI has different email addresses representing various health care systems. Will we all get onto one email domain any time soon? This may be explored for implementation at another time but it’s not in the current Office 365 project scope.

Applications – General Questions

1. How much storage space do I get with my Office 365 account? Every user will have a 50GB mailbox with Office 365. This expanded mailbox size applies whether you work from your desktop email (those currently on Outlook 2010, 2013, 2016) or from Outlook on the web. Plus, all your new email will be archived online going forward so you won't have to worry about PST files anymore (current PST files will not migrate to the cloud).

2. What will be the difference between desktop versions and Office 365 on the web? Office 365 on the web includes the most recent version of Outlook (email, calendar, contacts) and Office featuring the latest versions of the applications you’re familiar with like Word, PowerPoint and Excel. Office 365 on the web will always be the most recent version because it’s regularly updated. You will also be able to store and share files in the cloud with OneDrive for Business; files on the network will not be synced with OneDrive – you must upload files to OneDrive for Business to store, share or collaborate.

Note that if you are a “power user” with lots of macros and formulas created in Excel, you may find that the Excel Office application on the web lacks the sophistication of your desktop version. But for most users, the online applications will work well.

3. Are documents created using the online versions of Office “backward compatible” to those using older versions of Outlook or Office? Yes.

4. Is the storage capacity for documents and email really unlimited? Every user will have a 50GB mailbox with Office 365. Plus, all your email will be archived online so you won't have to worry about PST files anymore.

For more information, visit the training section of CHI Microsoft Office 365 Central.

Outlook

1. I’ve put the emails I need to keep into personal folders—and, in fact, doing so was encouraged by CHI to help with storage problems/costs. Does Office 365 have something similar? Will all my personal folders be migrated over at the same time Office 365 is introduced? Any email folders you have created within Outlook will be migrated to the cloud and remain available on your desktop as well as when you use Office 365 on the web. Archived PST files will not be migrated, but you can still access them with your desktop Outlook application.

2. How will those who are delegated calendar and/or email access work with those they support? What will change from our current systems? Nothing changes with delegated access to calendars, email or contacts for those using Outlook 2010 and up. For those using Outlook 2003 or 2007, you’ll be required to use Outlook via Office 365 on the web and it is still possible to provide delegated support. Check the “How to use Office 365 on the web” training resources on InsideCHI for more details.

3. What happens to the emails that I have archived in Outlook Email? Will they be moved to Office 365 automatically? See below for specific descriptions of how your archived emails will work based on the version of Outlook you are currently using.

4. How can I determine what version of Outlook I’m currently working on? • Start Outlook • On the top navigation bar, select Help and click About Microsoft Office Outlook option in the dropdown list. Your Outlook version will be displayed on the page. Or • If you do not have a Help menu on your navigation bar, select File in the top left hand corner of the navigation bar. You will see either a Help or Select Office Account option in the dropdown list. Select the available option. If you have the Select Office Account option, you will also need to click About Microsoft Outlook to access your Outlook version information.

5. What do I need to do if I’m an owner of an email distribution list? What changes for me? Your existing email distribution lists will continue to work as they do now.

6. What happens to the meetings and events I have in Outlook Calendar on my desktop? Will they be in the Outlook application in Office 365 on the web? Your meetings and events you have set up in Outlook will appear in Office 365 on the web.

7. Can I communicate with patients via the Outlook application in Office 365 on the web? You can communicate with patients via email using the Outlook application in Office 365 on the web just as you would using your desktop computer. It’s safe, secure and HIPPA compliant. All the same privacy guidelines apply when using Office 365.

For more information, visit the Outlook Web App training section of CHI Microsoft Office 365 Central.

OneDrive for Business

1. What is OneDrive for Business? OneDrive for Business is Microsoft’s cloud-based storage that will be available to all of us and accessed when using Office 365 on the web or on your phone or tablet if you have obtained approval to sync your email, calendar and contacts with your mobile device. You can store documents there, share them with colleagues (and specify if they can be edited or not), and download them to your network drive.

2. How much storage space do I get with my OneDrive for Business account? Each user will have 1TB per user with Office 365.

3. Will files on my network drive be moved automatically to Office 365 OneDrive for Business? We will not be move documents to Office 365’s OneDrive on the web because our internet infrastructure could not withstand the demands of moving everyone’s files. You will be welcome to move your files on your own and will required to collaborate with others real-time.

For more information, visit the OneDrive for Business training section of CHI Microsoft Office 365 Central.

Skype for Business and Live Meeting

1. What is Skype for Business? Skype for Business is a collaboration tool that enriches communication by bringing people to your work (instead of bringing your work to people). With Skype for Business, there are many ways to connect such as: • Instant message (IM) between two or more employees. • Share your desktop or programs to better collaborate within your teams. • Indicate presence or activity through integration with your Outlook calendar and other Office applications. • Start conversations and collaborate directly from Office applications. • Host meetings for up to 250 participants.

Skype for Business will become available uniformly over time as markets go-live in waves.

2. What’s the difference between Skype for Business and Lync? Skype for Business is not only the new name for Lync, but it’s also the latest collaboration tool, featuring more capabilities and a more user-friendly interface. Skype for Business has all of the features you currently enjoy with the latest versions of Lync such as IM, voice and video calls and online meetings. You’ll see the majority of improvements in the simplified interface, simplified controls and new functionality such as file transfer preview. If you're in an IM conversation with a colleague and they send you a file, you can simply download, forward, preview or delete it.

3. Will Skype for Business be available on “Day 1” when I migrate to Office 365? No. Unlike the rest of Office 365 being available on the day you migrate, we must upgrade many CHI users to a newer version of Skype for Business before it will be available. Therefore, Skype for Business will be turned on at the end of your market’s migration. Watch for communications about when it will be available for you to use.

4. Can I include people outside of CHI to participate in Skype for Business online meetings? Does functionality change (share desktops, add people instantly, etc.)? Skype for Business allows you to invite colleagues and business partners in- and outside CHI to participate in online meetings and enjoy the same functionality as those within our system.

5. Hasn’t Microsoft quit supporting Live Meeting? While it’s out-of-date and no longer supported by Microsoft, we have arranged for continued support of Live Meeting through September 2017. However, we are moving away from Live Meeting and adopting Skype for Business as our primary meeting collaboration tool. We encourage you to switch to Skype for Business as soon as possible to enjoy its many benefits.

6. Will my distribution lists for Live Meeting or email lists transfer seamlessly to Skype for Business? No. You will have to recreate any existing Live Meeting distribution lists. For recurring meetings, you’ll need to embed a Skype for Business link into your meeting information. You have until September, 2017 to recreate your distribution lists to Skype for Business.

7. Will links to Live Meeting contained in calendar items transfer seamlessly after migration to Office 365? Your recurring meetings will transfer with migration. But, links to Live Meeting (or Skype for Business) will not. You will have to create a new link and send participants a meeting update.

For more information, visit the Skype for Business training section of CHI Microsoft Office 365 Central.

Access

1. Is this going to affect how we sign on to the network? Other than the first day after you’ve migrated to Office 365 where you may be prompted to reboot or sign-in again, daily log-ins will not change. You may need to log-in with your work username and password when using Office 365 online while on the CHI network.

2. I already have a personal Office 365 account. Will I be able to sync it and my work account together? No. Only Office 365 accounts provided by CHI are allowed to be used on CHI equipment.

Privacy/Security

1. How do I know the cloud is secure? Microsoft operates one of the largest and most secure cloud-based services. For detailed information please refer to Microsoft’s Office 365 Trust Center at Office 365 Trust Center

2. Is Office 365 compliant with HIPAA? Yes, it meets the standards for both HIPPA and the HITECH Act.

3. Are Office 365 emails and documents backed up? How reliable is this service? The cloud includes three copies of your data in three different locations. This way no single major event can take down the entire service so you don’t need to worry about creating a backup.

Support

1. What kind of resources will be available to answer questions about Office 365 during the migration and on an ongoing basis? Please contact CHI's Service Desk at 866-236-0441 for support. A dedicated Office 365 team will be available to assist you.

Working Remotely

1. Can I access Office 365 on the web while working remotely off the network? Yes. You can access Office 365 on the web, including Outlook and Office applications (Word, Excel, PowerPoint and OneNote) by going to outlook.office365.com and logging in using your usual user name and password. You’ll find your current email, calendar and contacts there. Note that you must be signed up for two-factor authentication to use web 0365 remotely. To register go to Secure Remote Access.

You will also be able to store and share files in the cloud with OneDrive. Files on the network will not be synced with OneDrive – you must upload files to OneDrive to store, share or collaborate. Files that you store in OneDrive can also be downloaded back to your network drive once you’re back on the network.

You may also continue to use VPN if that’s how you work today, using your network version of Outlook and Office applications.

2. Can I access Office 365 on the web from a Mac? If you use a Mac, you can access Office 365 on the web, including Outlook at Office applications (Word, Excel and PowerPoint). Go to outlook.office365.com and log-in using your usual user name and password. Note that you must be signed up for two-factor authentication to use web 0365 remotely. To register go to Secure Remote Access.

Working on Mobile Devices

1. Can I access Office 365 mail/calendar/contacts on my personal smartphone or tablet? If you have obtained approval to sync your email, calendar and contacts with your mobile device (phone or tablet), you will need to update a setting within your application after you have been migrated to Office 365. The server setting for mobile devices typically used at CHI is webmail.catholichealth.net. You will need to change the server setting to outlook.office365.com after you migrate.

You may also access your Outlook applications on your mobile device’s browser just as you would from your desktop – go to outlook.office365.com and log-in using your usual user name and password. Note that you must be signed up for two-factor authentication to use 0365 on the web remotely. To register go to Secure Remote Access.

2. Can I use Skype for Business on my mobile device? Yes, you can use Skype for Business on your mobile device. Visit our training information on InsideCHI for details.

3. Can I download the free Microsoft apps for my phone (Outlook, Office, Skype for Business OneDrive, etc.) and connect them to my work account? If you have obtained approval to sync your email, calendar and contacts with your mobile device (phone or tablet), you can also use your sign-in credentials with the following Microsoft applications that are available in your phone provider’s app store: Outlook, Skype for Business, OneDrive for Business, Word, Excel and PowerPoint.

For more information, visit the Office 365 for Mobile training section of CHI Microsoft Office 365 Central.

Evaluation

1. How are we measuring the success of Office 365? For the migration to Office 365, we will conduct evaluation surveys of users who are designated as “early adopters” to ensure that the training and support resources are adequate. We will also monitor calls for assistance to the desk and a number of technical metrics to ensure access is meeting our expectations. We are able to reduce our operating costs by $53 million over five years by this conversion.

Questions by Current Version of Outlook

2016, 2013 and 2010 - Desktop

1. What will change for me? You’ll still be able to work on your desktop using your current version of Outlook and Office just as you do today, except you won’t ever run out of space for emails.

You’ll also have access to email, calendar and contacts as well as the Office applications (Word, PowerPoint, Excel) if you choose to use Office 365 on the web. You’ll also have access to OneDrive via Office 365 on the web for storage, sharing and collaborating on files and be able to use Skype for Business for locating co-workers, instant messaging and planned or impromptu online meetings.

2. How can I determine what version of Outlook I’m currently working on? • Start Outlook • On the top navigation bar, select Help and click About Microsoft Office Outlook option in the dropdown list. Your Outlook version will be displayed on the page. Or • If you do not have a Help menu on your navigation bar, select File in the top left hand corner of the navigation bar. You will see either a Help or Select Office Account option in the dropdown list. Select the available option. If you have the Select Office Account option,

you will also need to click About Microsoft Outlook to access your Outlook version information.

3. How will I know my mailbox has been migrated to Office 365 and the cloud? You will receive a series of emails and other communications in the weeks prior to your migration. These will identify the date migration begins in your market and the link to CHI Microsoft Office 365 Central where you’ll be able to accessing Office 365 training and support resources. If you work with Outlook/Office 2010, 2013 and 2016, on Day 1 of your migration you may see a message similar to when other updates are made to your computer: “An administrator has made changes to your mailbox, please restart your computer.”

4. How do I log-in after my mailbox has been migrated? On the first login, you may be prompted for username/password when you log-in to Outlook. This is only a requirement after migration as well as whenever you update your password. When logging in, be sure to check the box to remember username & password Username = email address Password = current password

5. Will I retain access to public folders? Most markets will continue to have access to public folders. Some markets will not be able to access them after migration. If you are one of these, we will provide instructions about what to do with public folders prior to your migration.

6. Will I have access to my archived email? You will still have access to your archived (PST) files that you’ve stored on the network and be able to continue to send emails using archived emails.

7. What will happen with my calendar, tasks and contacts after migration? Your existing contacts, tasks and appointments will continue to work after the migration. And, as we move more people to Office 365, your pool of calendar and address book members will expand, making it much easier to set up meetings and communicate with others across CHI.

For more information, visit CHI Microsoft Office 365 Central.

2007 and 2003 - Desktop

1. What will change for me? You’ll still be able to work on your desktop using your current version Office applications.

For Outlook (email, calendar and contacts) you must use Office 365 on the web – go to outlook.office365.com and log-in using your usual user name and password. Since you’ll use this regularly, you should bookmark it as a favorite on your browser.

Though your desktop Outlook applications will no longer work, you can continue to access archived emails (though you will need to copy and paste them into Office 365 on the web if you wish to reply to them). Since you’ll be working with Office 365 on the web, you won’t ever run out of space for emails.

You’ll also have access to the Office applications (Word, PowerPoint, Excel) when using Office 365 on the web. And you’ll have access to OneDrive via Office 365 on the web for storage, sharing and collaborating on files and be able to use Skype for Business for locating co-workers, instant messaging and planned or impromptu online meetings.

If you work with Outlook/Office 2003 and 2007 on Day 1 of your migration, you will see an email at the top of your current mailbox alerting you that you’ve been migrated to Office 365. At that point, you will no longer be able to send or receive emails using your desktop email application. Instead, you will need to use your browser and log into Office 365 at outlook.office365.com to access your current email, calendar and contacts in the cloud. Log-in using your usual user name and password.

4. How do I access Outlook after migration? To access Office 365 on the web, including Outlook at Office applications (Word, Excel, PowerPoint and OneNote), go to outlook.office365.com and log-in using your usual user name and password. Since you’re required to use Outlook on the web, it’s suggested that you save this link as a “favorite.”

6. Will I have access to my archived email? You will still have access to your archived (PST) files that you’ve stored on the network but you cannot send emails from them. You must copy and paste a message into the Office 365 on the web to continue using it.

For more information, visit CHI Microsoft Office 365 Central.