Frequently Asked Questions – Outlook Web App (email) Please review the FAQs that align with your current version of Outlook: If you are currently on Outlook 2010, 2013 or 2016, here are your FAQs If you are currently on Outlook 2007 or Outlook 2003 or below, here are your FAQs How can I determine what version of Outlook I’m currently working on? 1) Start Outlook 2) 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 3) 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. If you are currently on Outlook 2010, 2013 or 2016, here are your FAQs: 1. How will I know mailbox if my mailbox has been migrated to Office 365 cloud? You will receive multiple emails in the weeks prior to your migration. These emails will identify the date migration begins in your market and the link for accessing Office 365. On Day 1 of your migration, a message will appear “An administrator has made changes to your mailbox, please restart your computer.” 2. 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 Office 365 applications including Outlook Web App, Word, PowerPoint, Excel online, OneDrive for Business and Skype for Business. 3. Where can I go for questions and assistance with Office 365? There are multiple ways you can obtain assistance with Office 365: - For resources, updates and training, access CHI Microsoft Office 365 Central - For functional questions, call the CHI Help Desk and select the option for Office 365 - In select markets, Brainstorm multimedia training will also be available 4. Will Outlook on the Web have the same functionality as my current desktop Outlook version? 1 Outlook on the web will give you contact and calendar functionality similar to what you enjoy now with your Outlook desktop application although a few advanced functions may not be available in the web version. A notable example is for those such as Administrative or Executive Assistants that manage the email and calendar of others. While Outlook on the Web does offer the ability to assign delegate access for emails and calendars, that access may be more limited than the level of delegate access you enjoyed from your desktop application. CHI recommends that if you are currently managing the email/calendar of others, that you continue to work in delegate mode as you do today, from your Outlook desktop. Please review the Outlook Web App Delegate Functions training for additional details. 5. Will my current desktop version of Outlook sync to Outlook Web App? If you are currently on Outlook 2010, 2013 or 2016 your desktop email will sync with your Outlook Web App email. 6. Can I access my Outlook Web App email offline? Yes. For more information: Using Outlook Web App offline 7. Can I access Outlook Web App while working remotely? You can access all applications in Office 365 including Outlook and Office applications (Word, Excel and PowerPoint) by going to outlook.office365.com and log in using your usual user name and password. log-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 may also continue to use VPN if that’s how you work today, using your network version of Outlook and Office applications. 8. How big will my new mailbox be? Mailbox size with Office 365 service is 50GB for each user– much greater than your current mailbox size. This expanded mailbox size applies whether you work from your desktop email (those currently on Outlook 2010, 2013, 2016) or from Outlook Web App in the cloud. Plus, all your email will be archived online so you won't have to worry about PST (archiving) files anymore. 9. I am an Administrative/Executive assistant managing the emails and calendars of others, will Outlook Web App offer full delegate functionality for that? While Outlook on the Web does offer the ability to assign delegate access, that access is limited to specific functions. CHI recommends that if you are currently managing the email/calendar of others, that you continue to work in delegate mode as you do today, from your Outlook desktop. Please review the Outlook Web App Delegate Functions training for additional details. 10. Will I have access to the archived email? You will still have access to the archived (PST) files that you’ve stored on the network and be able to access and send archived emails. 11. What will happen with my calendar & address book after migration? Desktop calendars will no longer be automatically updated and you will not be able to schedule new appointments. Existing contacts, tasks & appointments will migrate to Outlook Web App and you will be able to access them there. The only exception is that although your recurring 2 meetings will transfer to Outlook on the Web, links to Live meeting, Skype or Lync meeting within your meeting invitations will not. You will need to recreate those meeting links in Outlook on the Web. The rest of your calendar functionality will be available through Outlook Web App. 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. 12. What will happen to my existing contacts, tasks & appointments? Your existing contact lists, tasks & appointments will continue to work as they do now. 13. What will happen to my email distribution lists? Your existing email distribution lists will continue to work as they do now. 14. Can I access Outlook Web App from a Mac? You can access all Office 365 applications through the browser on your Mac. However, please note that some features may appear slightly different and advanced functions may not be available. For more information: 15. How can I access my Outlook Web App mail calendar and 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 can then download mobile apps for Outlook Web App, Skype for Business, OneDrive for Business, PowerPoint online, Excel online and Word Online. 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. 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. For more information on mobile functionality: Office 365 for Mobile 3 If you are currently on Outlook 2007 or Outlook 2003 or below, here are your FAQs: 1. How will I know my mailbox has been migrated to Office 365 and the cloud? You will receive multiple emails in the weeks prior to your migration. These emails will identify the date migration begins in your market and the link for accessing Office 365. On Day 1 of your migration, you will see an email in 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 to access your current email and calendar information in the cloud. 2. What will change for me? For Outlook (email, calendar and people/contacts) you must use Office 365 on the web. Your desktop Outlook application will no longer work although you can continue to access archived emails (though you will need to copy and paste them into Outlook Web App if you wish to reply to them). Since you’ll be working with Outlook Web App, you won’t ever run out of space for emails. 3. Where can I go for questions and assistance with Office 365? There are multiple ways you can access support for Office 365: - For resources, updates and training, access CHI Microsoft Office 365 Central - For functional questions, call the CHI Help Desk and select the option for Office 365 - In select markets, Brainstorm multimedia training will also be available 4. Will I be able to use my current Outlook or email client on my desktop after the migration? No. Upon migration, your current mail and calendar information will be migrated to Outlook Web App. From that point on, you'll need to access all email and calendar functionality through Outlook Web App. You will have access to the archived email in your desktop application, but you will not be able to send, forward or reply to any emails from your desktop.