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Frequently Asked Questions the Following Questions and Answers Are Provided As an Overview of Key Pieces of Information About System’S Move to O365

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Frequently Asked Questions the Following Questions and Answers Are Provided As an Overview of Key Pieces of Information About System’S Move to O365 Frequently Asked Questions The following questions and answers are provided as an overview of key pieces of information about System’s move to O365. The primary focus is to move our on-premise email and SharePoint environments to the Microsoft-hosted cloud and replace Skype for Business with Teams for chat functionality. The Office 2016 tool suite installed on your computer will remain. However, with the upgrade, you will have access to the cloud-based set of tools within Office 365. Below you will find questions and answers separated by subject: O365, email and calendaring, chat functionality and Teams, OneDrive, and SharePoint. As a reminder, the Acceptable Use policy applies to these tools just like any other IT Resource. Office 365 Question Answer What’s changing with this move? All current cu.edu email addresses and inboxes are moving from CU’s hosted data center to Microsoft’s O365 cloud. Additionally, all System employees will have access to the O365 suite of applications and services. What is Office 365? Office 365 is a cloud-based, integrated set of applications and services including email and calendar, Word, Excel, PowerPoint, Teams, OneDrive, and more. You can access the O365 suite of tools at https://portal.office.com Username is [email protected] and your password is the same as the password you use when you log into your computer. Office 2016, including Outlook 2016, will remain in place on your computer. Why is System moving to Office 365? Office 365 makes sense for System at this point in time for a number of reasons. Using O365 increases efficiency in the administration of messaging and collaboration services, increases disaster recovery and security, and aligns System with our campus partners who use O365 already. What will happen on go-live day, On go-live day, users will see a pop message when they open 10/28? Outlook 2016 or as they are using Outlook 2016 during the day: "The Windows Exchange Administrator has made changes that require you to close and restart Outlook.” You will need to click “ok” on the pop-up, close Outlook 2016, and restart Outlook. Page | 1 You will be prompted to enter your username and password The format for your username is "username"@cu.edu (e.g., [email protected]). Your username is the same as what you use to log into your computer. Your password is the same as the password you use to log into your computer. If you have an issue with Outlook 2016, contact [email protected]. You can log into the web-based email found at https://outlook.office.com Email and Calendaring Question Answer What changes with email? Very little will change for email when using Outlook 2016 after go-live. This means that standard email functions such as sending messages, cc'ing/bc'ing recipients, email rules, Inbox folders, personal contacts, calendar categories and coloring, quick steps, the Address Book (Global Address List), tasks, ability to set a message expiration date, ability to set a message delivery delay, auto complete of email addresses, etc. will work the same. What does change? There are some new buttons in Outlook that show in the ribbon at the top of the screen: Report message: this button allows you to report an email as spam or junk. O365 spam filtering is constantly learning, and reporting a message as spam or junk helps the system determine what should or should not go into the junk folder. Send to OneNote: in this case “Send to OneNote” is referring to OneNote in the cloud (as opposed to the locally installed OneNote). Insights: this in an AI tool that can help recommend messages to flag as important, highlight tasks that need to be completed, and recommend time to block on your calendar so that you can focus. What changes with calendar General calendaring functionality via Outlook 2016 will work functionality? as it currently does. This includes standard functions such as creating and sending meeting invites, reserving conferences rooms, viewing multiple shared calendars, sending on behalf of, etc. Will I be able to see the availability Yes, the free/busy status of our campus partners will be of campus partners when I create a available when you are creating a meeting invite. We have meeting invite? “federated” the System and campus email domains which allows this functionality to work. Page | 2 Note: individuals can chose not to share the calendar or free/busy status in their calendar permissions. Will the Outlook Web App (OWA) Web-based email is now called “Outlook on the Web” and is still be available? available at https://outlook.office.com You will be prompted to enter you username and password The format for your username is "LastNameFirstInitial"@cu.edu (e.g., [email protected]) or “LastName”@cu.edu (e.g., [email protected]) for some users Your password is the user's regular network/AD password Please note: when accessing email with Outlook on the Web, your Inbox has a new tab called “Clutter.” Clutter is based on machine learning and relies on user behavior to identify and remove low-priority emails from the Inbox. More information about the Clutter feature can be found here. The feature can be turned off. Read more about Outlook on the Web here. What will happen to email on my If you had email configured on your phone prior to go-live, mobile device? you will need to delete your cu.edu email account from your phone and add it back following the instructions: iPhone native mail app: o Remove email from the native mail app for iPhone o Add email through the native mail app for iPhone iPhone Outlook app o Remove email from the Outlook app for iPhone o Add email through the Outlook app for iPhone Android Outlook app o Remove and add email from the Outlook app for Android This is a good time to review the mobile device security standards. UIS recommends you use the Outlook app that is available for iOS and Android devices. This app provides the best user experience and is fully supported by the UIS Service Desk. Note: when using the Outlook app, your inbox is divided into two tabs, “Focused” and “Other.” Page | 3 Use of native email and calendar apps was tested for iOS devices and functions properly, but support from UIS for these apps is limited due to the variation that exists across phone models and software versions. Are there any limits I need to be With email now residing in the cloud, there are some limits to aware of? be aware of. The good news is that they will not constrain your day-to-day activities. Inbox size limit: 100 GB o You can see the size of your email box by clicking on the "File" tab in Outlook 2016 -- it will show next to "Mailbox clean-up.” Message size limit including attachments: 35 MB What else might I notice when email With email Inboxes now residing in the cloud, you may notice moves to the cloud? increased latency. If you have email configured on your mobile device, you may also notice that emails arrive on your device slightly before landing in your Outlook 2016 Inbox. This is normal and expected. Will anything look different in You will notice new buttons in Outlook 2016 with the go-live: Outlook 2016? Report Message Send to OneNote Insights The “Report Message” button allows you to flag a message as junk (moves to your junk folder), phishing (Microsoft is notified), or not junk (moves the message from your junk back to your inbox). The "Send to OneNote" button will save the email message to a OneNote notebook in the cloud (includes the message itself, as well as pertinent information about the message and a link back to it in Outlook). Important to note that the OneNote notebook is in the cloud, not the local instance of OneNote 2016 installed on your computer as part of Office 2016. The “Insights” button is from an add-in that is part of our licensing. Insights is meant to help people "stay on top of tasks and get more done." It can provide suggested tasks, point out how many unread emails you have from people flagged as "important", help protect your calendar by suggesting focus time be booked before meetings take over, and more. Page | 4 Chat Functionality & Teams Question Answer Will we still have Skype for Business No – we are replacing the chat functionality from Skype for after go-live for chat/instant Business with Teams. Your Skype for Business client will be messaging? removed from your computer with the go-live. UIS decided to move off of Skype for Business, because it will be retired by Microsoft in the near future; Microsoft’s recommended roadmap is for organizations to move to Teams. What happens to my Conversation The Conversation History folder will still be present in your History folder in Outlook 2016 Inbox and your chat history will be there when we migrate to where Skype for Business chats were the O365 cloud. However, Teams does not save chat histories stored? to this folder. How do I chat with someone or a You can start a chat, either with a group or with an individual group of people in Teams? in our organization by selecting New Chat at the top of the screen in Teams. Then enter the person’s name or the group name, compose your message in the box at the bottom of the chat. When you’re ready, select Send.
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