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Following are some frequently asked questions about the Columbus State email services migration to Office 365.
Microsoft Office 365 is a suite of applications including Outlook/Exchange, Sharepoint, Lync, and WebApps that is designed to allow users to work in a more flexible manner by providing email services, online document editing and storage, instant messaging, and web conferencing. CSCC will be implementing Office 365 as our new email system, moving from Novell GroupWise. Microsoft Lync will be available for instant messaging and video conferencing. Web Apps will allow employees to work across multiple devices using Word, PowerPoint, Excel and OneNote.
The most recent version of the desktop Office suite is Office 2013 which will be available for installation in the near future.
Microsoft Outlook Express is the e-mail client that was included with earlier versions of Internet Explorer and operating systems up through Windows 2000 and Millennium Edition (Me). It was designed for home users who accessed their e-mail accounts through a dial-up Internet provider. Its development was targeted toward home users and has limited features.
Outlook is Microsoft's premier messaging and collaboration client. It works as a personal information manager, managing email, contacts, tasks, notes, calendar events, journals, and more. It is a standalone application and is integrated into Microsoft Office. Its development was targeted toward business users with expanded functionality such as multiple address book manageability, advanced synchronization facilities between different devices, and reminders for emails, tasks, and notes.
A cloud-based environment refers to the computer applications and services that are stored on network servers and accessed through the internet. The name comes from the common use of a cloud-shaped symbol encircling several system diagrams of applications, infrastructure, databases, and other services available.
Microsoft provides a high level of security for online data by following the Security Development Lifecycle (SDL) to test their software’s security. To read more about Microsoft’s security practices, check out http://office.microsoft.com/en-us/business/microsoft-business-security-solutions-FX103045813.aspx .
All Staff/Faculty/Administration email accounts will be migrated from GroupWise to Microsoft Office 365. During the migration process your individual GroupWise account will not be available.
On the day of your migration, please log off GroupWise on your computer and disable email-checking on your cell phone or tablet. Migration cannot occur if an account is being accessed by computer or phone.
Check your email and the CSCC dBrowser on a regular basis for updates.
This is an excellent time to clean out your inbox. Delete any unnecessary emails and save large attachments to your home directory (S:\).
Do not use the Trash as a filing system. It will not be migrated to the new system.
Fact: Office 365 does not send or receive any one email that is greater than 25MB during and after migration, so any emails that exceed 25MB in size will not migrate.
Open your GroupWise account and click “Mailbox Size” in the lower right corner. In the View column, select Received Items. Emails should be listed by size in decreasing order. If not, click Size and make sure that the arrow points down. Emails must be smaller than 25000000.
No, your email address will remain the same (firstname.lastname@example.org).
The new limits of the Office 365 email system are:
- Email storage: 50 gigabytes
- Maximum number of recipients per message: 500 (Address groups count as 1 recipient)
- Maximum size of attachment sent/receive: 25 megabytes (25MB)
- Maximum number of recipients per day: 10,000 (Address groups count as 1 recipient)
Yes, the current limit is 2 gigabytes making the limit on the new system 25 times larger.
No, employee passwords will not change.
Yes, Office 365 includes Exchange Online Protection which protects incoming, outgoing, and internal messages from malicious software & spam.
Yes, online training will be posted describing how to set up your iPhone and iPad on the new system.
Yes, online training will be posted describing how to set up your Android phone or tablet on the new system.
Employees will need to set up Outlook Online on their computer, phone, or tablet. Detailed instructions will be available on the conversion website when the migration begins. Employees will also be able to use OWA (Outlook Web Apps) located at outlook.com/cscc.edu.
No, IT personnel will be responsible for moving your current email to the new system. It would be a good idea, however, to delete any email that you do not need.
GroupWise archives will be migrated to the new system. Messages archived through MessageSaver will not be migrated.
Your contacts will be migrated to the new system; however, you may have to re-create your personal groups.
Your Outlook data (email, contacts, appointments, and personal information) will be located in the Microsoft’s cloud-based storage with a 99.9% uptime SLA, continuous data backups, disaster recovery capabilities, and redundant data centers. CSCC will require that data is stored only in the U.S.
Yes, online step-by-step instructions related to the conversion will be available beginning September 1, 2013. Basic instruction covering Outlook, Lync, and Web Apps will be available starting September 15, 2013, and videos will be available as well as traditional classroom training and quick reference cards.
Yes, these folders will migrate to the new system.
Yes, Microsoft Lync includes instant messaging and will be available to employees when Office 365 is rolled out to campus.
Yes, department accounts will be moved to the new system.
The login page that you will need to bookmark will be http://outlook.com/cscc.edu. You will need to remove the GroupWise address from your bookmarks. It will not work after your account is migrated.
To add a Microsoft Outlook icon to your desktop, click the Start button in the lower left corner of the desktop and navigate to Microsoft Office 2010 or 2013. Right click on Outlook and select Send To.../Desktop (Create Shortcut).
Click on the carat (4) to the left of your Cabinet to expand the folders. Note: To see the files in each folder, you will need to click on the carat (4) to the left of each folder. If you do not see any files in your folders after clicking the carat, call the Help Desk at 287-5050.