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University Technology Services


MS Office 365

Faculty/Staff FAQs

Why is email being migrated?

As part of our ongoing process to improve efficiency, University Technology Services will implement Office 365 across the university system. Over the next few months, all employee email, calendar and contacts will be migrated to the Microsoft Office 365 cloud. The migration will combine our student, faculty and staff emails in a single system that will allow for better collaboration, common address books, and a more secure and productive environment. This move will enable you to access your email from the web, your Outlook client, and mobile devices. Once migration is completed, you will have larger mailbox sizes (50 GB) and better integration with many of the services offered in Office 365. 

What is Office 365 and how is it different from Microsoft Office?

Office 2016 suites include applications such as Word, Excel, PowerPoint, and Outlook; they are available as a one-time purchase for use on a single PC. Office 365 is a subscription that includes these applications plus other services that are enabled over the Internet, including online storage with OneDrive. With Office 365 you get the full, installed Office experience on PCs, Macs, tablets (including iPad® and Android™ tablet) and phones.

Will all items in my Inbox/Sent Items/Folders be migrated?

Yes

How do I access Office 365?

You can access the Microsoft Office 365 port at Portal.office.com.

How do I install a local copy of Office Pro Plus 2016 from the Office 365 portal?

Follow the step by step instructions called "Set up email using the installation from the Office 365 portal" on the UTS website.

How many devices can I install Office on?

Users have five installations on desktop/laptop (MAC and/or PC), five on mobile devices, and five on cell phones.

Can I install Office on a PC and a Mac?

Yes.  A local copy of Microsoft Office 365 can be installed on either platform by accessing the Microsoft Office portal and selecting "Install Office 2016" in the top right corner of your browser.  You will need to remove any versions of Office you currently have installed. 

What operating systems/devices can I install Office on?
  • PC: Windows 10, Windows 8.1, Windows 8, Windows 7 Service Pack 1, Windows Server 2016, Windows Server 2012 R2, Windows Server 2012, or Windows Server 2008 R2
  • Mac: Mac OS X 10.10 or later

**For the best experience, use the latest version of any operating system.

Can I install Office on a personal device?

 Yes

What’s the impact to my personal copy of Office on my personal computer?

 You do not need to install a copy on your personal computer if you do not wish.  You will need to reconfigure your Outlook to work with your Microsoft Office 365 account.  You can find those instructions on the email migration webpage.

Can I install Office 365 on a computer that already has Office installed?

This is not recommended.  A user should uninstall the current office suite before installing the Office 365 Pro Plus available via the Office 365 portal.

Is Internet access required for Office 365?

Yes. Office 365 is cloud-based and installs a local copy of Office on your computer allowing you to work and save files when "offline." The computer will need to be connected to the internet for file backup, synchronization, and device patching.

What mobile apps are available for Office?

Mobile apps vary by device type. Refer to this link for more specific information: https://products.office.com/en-us/mobile/office.

What is OneDrive for Business?

OneDrive for Business is an integral part of Office 365 or SharePoint Server, and provides a place in the cloud where you can store, share, and sync your work files. You can update and share your files from any device with OneDrive for Business.

How much storage do I get with Office 365?

Currently, each user has 5TB of space.  If more space is needed, a service ticket can be submitted with a valid reason for the increase.

Are my documents stored in OneDrive for Business available offline?

If a user has synced a file/folder/whole OneDrive for Business (if not a lot of files) these files will show as a "drive" in the file explorer and will be available offline.  They will update to the cloud when connected again.

How do I access my documents stored in OneDrive for Business from my smartphone or tablet?

Install the OneDrive for Business app and the other office apps (Word, Excel, PowerPoint, OneNote) and log into each app with your O365 username and password.

Can I link a personal Office 365 account with my University Office 365 account?

Consumer/Personal Microsoft accounts will not link with your university Office 365 for Business account. A user can copy and paste files between a consumer/personal and an Office 365 account.

How do I configure my smartphone/tablet to access Office 365, email, Office, etc.?

Refer to the set up instructions specific to your device

How do I reset my password for Office 365?

Your O365 password is the same as your network password. Follow the instructions on how to change your network password.

What happens to my local archived email?
Local archive files (.pst) will remain local on your machine.  If you wish to import your archived files into Outlook to be synced in the Office 365 cloud, please follow the instructions in the question below.  
What is the impact on anything that authenticates through LDAP?

An application that uses Active Directory or ldap authentication will most likely have a configuration page that will include options for ldap server, search base, filter, etc.

The ldap filter is where it may specify "inetorgperson". The filter can most likely be changed to filter on "user", and still return correct results from Active Directory, as the inetorgperson class is a sub class of the User object in Active Directory. But, this should be tested.

Here is an example of an LDAP configuration screen and an Active Directory LDAP filter.

Example

 

How do I re-attach archives in Outlook?
Outlook 2013/2016

There are 3 ways to restore the data from your archives. You can or you can move individual items from a .pst file into their original folder or a new one, copy the e-mail back to the original folder, or you can copy the e-mail to a new folder.

To open a .pst file:

  1. On the File tab, click Open.
  2. Click Open Outlook Data File (.pst).
  3. Choose the PST file and click OK.
  4. The folders from the PST file will now appear in the folder sidebar. 

To move individual items from a .pst file into their original folder or a new one

  1. On the File tab, click Open.
  2. Click Open Outlook Data File (.pst).
  3. Choose the PST file and click OK.
  4. The folders from the PST file will now appear in the folder sidebar.
  5. Click the folder containing the items you want to move.
  6. Select the items you want to move, and then drag them into their original folders in the Folder List.  

To copy all archived items from a .pst file back into their original folder:

  1. On the File tab, click Open.
  2. Click Import.
  3. Click Import from another program or file. Click Next.
  4. Click Outlook Data File (.pst). Click Next.
  5. Click Browse and choose the file you wish to import.
  6. There are three options for importing regarding duplicate files: Replace duplicates with items imported, Allow duplicates to be created, Do not import duplicates. This will decide what Outlook does with identical files in the destination folder.
  7. Select the folder to import from (if you want to import complete data don’t change any settings). Make sure Include subfolders is checked. Select Import items into the same folder in: and choose the Outlook folder the items were originally stored in. Click Finish.  

To copy all archived items from a .pst file back into a new folder:

  1. In Outlook, create a new folder to copy the archived items to.
  2. On the File tab, click Open.
  3. Click Import.
  4. Click Import from another program or file. Click Next.
  5. Click Outlook Data File (.pst). Click Next.
  6. Click Browse and choose the file you wish to import.
  7. There are three options for importing regarding duplicate files: Replace duplicates with items imported, Allow duplicates to be created, Do not import duplicates. This will decide what Outlook does with identical files in the destination folder.
  8. Select the folder to import from (if you want to import complete data don’t change any settings). Make sure Include subfolders is checked. Select Import items into the current folder. Click Finish.
What will the folder structure look like for merged student and faculty/staff mail accounts?
Those individuals who have both a student and faculty staff mail account will have those accounts merged as part of the migration to Office 365.  The folder structures for those accounts will be merged.  If there are folders with the same name, the emails in those folders will be merged into one folder with the same name. 
How do I stop syncing a library with the OneDrive for Business app?
 Instructions are located on Microsoft's support site.
Is Office 365 secure?
 The following is a link to the security and privacy features of Office 365.  Office365 Security and Privacy

 For more information on Office 365 for Business visit Microsoft O365 Business FAQs