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Microsoft Outlook

Office 365 Applications

Office 365 is here!

Microsoft Office 365

Microsoft Office 365 is a powerful service that helps you unleash your best ideas, get things done, and stay connected on the go. O365 provides a personalized experience and all the most up-to-date Office applications, with new and enhanced features continually being added. It will also equip the campus community with a variety of cloud-based services such as email, calendaring, storage, and other online applications to promote collaboration.


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Training Material:

Accessing Outlook:

  • **Retirees: Follow the Retiree Account Initial Login steps before proceeding!

    Method 1: Login to O365 through the Microsoft Login webpage.

    Important: Use your My Portal username followed by '@mtsac.edu' and enter your My Portal password.  Select Business or School Account if prompted.

    Miscrosoft login page sample

  •  

    Method 2: Login to the Outlook client using the Outlook icon on your desktop.

    Important: Use your My Portal username followed by '@mtsac.edu' and enter your My Portal password. Select Business or School Account if prompted.

    Outlook Client login box

 

Outlook & Skype for Business on Mobile Devices:

The IT department strongly recommends using the Outlook app on your mobile device. Using the app will allow you to access email, calendar, contacts, and even OneDrive all in one place and keeping it separate from your personal accounts. 

  1. On your mobile device, access the app store (Google Play or App Store).
  2. Search for and download the "Outlook" app.
  3. Open the app, and enter your Outlook credentials.  Note: For android devices, do not sync to your Gmail, click Skip if prompted.
  4. Follow the remaining prompts and enjoy!

Removing Traveler/ IBM Verse from your device:

 On iOS devices: Go into your device Settings> General> Profile> Select Mt. SAC email Profile> Remove Profile> Enter your passcode>  Remove

On Android devices: Open IBM Verse App> Settings Menu (on the upper left) > Tools> Uninstall Application> Remove

User Preparation(Pre-Migration):

    • 1Complete Checklist

      View/print User Checklist.

      How to Enable Contact Sync in Lotus Notes

      Schedule Contacts Sync in Lotus Notes

      1. Make a note of rules or filters that you use to manage your email. 


      Filters (called rules in Office 365) created in Lotus Notes will not be migrated; therefore, you may want to take the time to look over the rules/filters that you are currently using and make a note of any that you will want to recreate in Office 365. If you use filters to manage your email by automatically moving messages to folders, you may want to re-create similar rules after your account is moved.

      2. Make a note of any calendars you are subscribed to.

      If you are subscribed to other calendars, you may find that it’s helpful to make a list of the calendars (e.g. department calendars) you are currently subscribed to. This will make it easier to re-subscribe to those calendars in the new system.

      3. Make a note of who your calendar is shared with.

      If your calendar is shared, you may find that it’s helpful to make a note of who your calendar is shared with and the level of permissions they have been granted. This will make it easier to re-share your calendar in O365.

      4. Make note of any team mailboxes you are a member of.

      If you are a member of a team/shared mailbox, you may find that it's helpful to make a list of the team/shared mailboxes. This will make it easier to add the team (or group) in Outlook.

      5. Complete a contact sync in Lotus Notes.

      Personal contacts are stored locally on your computer. To ensure your personal contacts migrate to your O365 account, enable contact sync between your local and server contacts by following the steps under How to Enable Contact Sync in Lotus Notes or Schedule Contacts Sync in Lotus Notes. Once complete, please do not add any new contacts in your Lotus Notes account.

      6. Learn how to use Office 365.

      A variety of resources are available to help you learn to use Office 365. You can choose which resources will be most helpful to you based on your skill level and learning style. An overview of the resources available can be found on the Microsoft Support Center website.

       

       

    • 2Become Familiar with O365

      As part of the Office 365 transition, you may want to become familiar with O365 and collaboration tools before the migration is completed.  IT and POD are working together to identify and develop training material that will meet the needs of the campus community. In addition, we are working on a training schedule to provide users with an opportunity to attend in-person training, as well communications related to a specific area of interest for email and calendar use. 

      In person training will be offered though POD (coming soon). Online training can be completed through the Office 365 Training Center or through the Professional Learning Network.

      Learn more about the app launcher.

       "What is Office 365?' video

    • 3Review FAQs

      To find answers to frequently asked questions (FAQs) about the O365 implementation, please see below. For all other inquiries, please submit your questions to IT below.

      What is O365?

      Office 365 (O365) is a Microsoft hosted messaging solution that delivers the capabilities of Microsoft Outlook as a cloud-based service. This means your email services and data will be located in data centers owned and managed by Microsoft. Office 365 offers several advantages, including new tools and continual upgrades to improve the service and environment.

      Will my email address change?

      No, you will keep your existing email address. 

      When will Mt SAC make the transition to O365?

      IT is currently working on finalizing a timeline for the implementation. At this time, the anticipated go-live date is January 29, 2018.

      Will I be able to access Lotus Notes after the migration?

      Yes, you will be able to access Lotus Notes after the migration. Please note the access will be view only and you will not have the ability to send or receive email through Lotus Notes.

      What will be migrated from Lotus Notes to O365?

      Contacts - Your personal contacts will be copied to Office 365, and the Mt.SAC directory will be available to all users.
      Calendar - Appointments and other Calendar items will be copied for 2017 and 2018, one (1) year of history and one (1) year of appointments and meetings. Please note that recurring appointments and reminders that were created prior to 2017 will not be copied to Office 365 and will need to be recreated.
      Email – All email will be copied to Office 365 directly into the Archive folders. Your Inbox will be clean, and all your existing email will be in the Archive folders with your existing folder structure. Please note any email attachment that is larger than 150MB will not be copied.

      To determine if you have files greater than 150MB, open Notes and select the All Documents folder. Sort emails by size and note any item larger than 150MB. You will need to handle those items manually. We recommend saving your file to your desktop or shared drives.

      screen shot of Lotus Notes email filtered by size

      Will we still use Sametime for instant messaging?

      No. Sametime will be replaced with Skype for Business.

      What will happen to our teamboxes (helpdesk@mtsac.edu)?

      IT is working on bringing teamboxes over to O365 as part of the migration.

      How will I access my email off campus?

      Since O365 is a cloud based service, you have the ability to access all O365 tools from any device with a web browser – laptops, smartphones, tablets, etc.

      Will there be training on how to use O365?

      In person training sessions will begin January 2018 and are now available on the POD calendar. Online training can be completed through the Office 365 Training Center or through the Professional Learning Network.

      Will I be able to access my email and calendar on my mobile device?

      Yes. You will be able to access your email, calendar, and collaboration tools offered as part of the O365 service.

      What about students?

      Students will continue to use Gmail for their email solution.

       How long will we have access to Lotus as an archive? Forever?

      You will continue to have access to Lotus Notes in the form of an archive for approximately 1 year after the migration.

      Will retirees be able to access the new Outlook for email as well?

      Yes, retirees will continue to access their email via the Outlook web application.

      I use a lot of folders to organize my email in Lotus Notes and keep a lot of saved messages for reference. What is the best way to transfer/save email messages I would like to retain?

      Messages stored in your current folder structure will migrate to an archive folder in Outlook. You will also continue to have read only access in Lotus Notes for approximately 1 year after the migration. 

      *Please note, you will have to recreate your folder structure in Outlook once the migration has been completed.