Office 365 FAQs

Last Update: September 17, 2016

 

Q1. Why is RITE making this change to Office 365?

 

As part of RITE’s ongoing commitment to provide a robust technological environment to improve efficiency and reliability as well as to address ongoing issues with the current Exchange email environment, RITE has identified Office 365 as the most appropriate platform to facilitate current email, calendar and collaboration needs of the campus and provide the flexibility and scalability for future growth.  This move will also expand current email and cloud-storage space allowing users to have greater access to critical correspondence and documents anytime, anywhere.

 

Q2. Will my email address change?

 

No, your Office 365 mailbox will continue to use your current Buffalo State email address.

 

Q3. Is there a size limit on my new Office 365 mailbox?

 

First, the bad news: Yes, there is a size limit.  Now the GOOD news: your Office 365 mailbox will come standard with a 50GB space limit.  That’s 50x greater than the amount available in the current email system.

 

Q4. Will I lose any of my current email, appointments or contacts?

 

No. The service is being configured to allow the content stored in your current mailbox to be migrated to your Office 365 mailbox. Additionally, you may also choose to load content from your local email archives (PSTs) into Office 365, to provide easy search capability for historical correspondence.

 

Q5. How will I access my email when I’m moved to Office 365?

 

There are a number of ways to access your mail from the new Office 365 environment:

 

  • From your desktop: You can access your email from any campus workstation using the Outlook 2013 (PC) or Outlook 2011 (Mac) client on your campus computer. No configuration changes are necessary.
  • From the web: You can access your email from the web by going to: https://outlook.office365.com/owa/buffalostate.edu
  • From your smartphone: You can access your email from your smartphone. See the instructions for your device:

 

 

Q6. Will Office 365 be as secure as the current email system?

 

Yes. First of all, all communication with Office 365 servers is encrypted. Secondly, Microsoft is compliant with all world-class industry standards including ISO 27001, EU Model clauses, HIPAA BAA and FISMA, and this is verified by third-party auditors. Finally, to comply with SUNY and NY State restrictions, Office 365 mailbox content is guaranteed to always be housed on servers located in the United States.

 

Q7. Will Office 365 provide spam and virus protection for incoming email?

 

Yes. In fact, the levels of protection available in the Office 365 environment match or exceed current spam and virus protection available in the current Exchange environment.

 

Q8. What additional benefits will be available through Office 365?

 

  • Collaboration: Collaborate with colleagues and students through online Office documents that are always up to date and accessible almost anywhere.
  • Content Management: SharePoint and OneDrive for Business make it easy to set up and manage online communities, collaborative wikis and blogs, and to create customized forms.  Take advantage of 1 TB of personal cloud storage!
  • Free software: The Office 365 ProPlus benefit allows eligible faculty and staff to download and install the latest versions of Microsoft Office for Mac or PC (Word, Excel, PowerPoint, Publisher, Outlook, OneNote, Skype for Business, and Access) for use on up to 5 devices at no cost!

 

Q9. After moving to Office 365 will I still be able to access my Archive and Personal Folders (PSTs)?

 

Yes, you will still be able to access your Archive and Personal Folders (PSTs) from the Outlook desktop client just as you always have. And just as before, these folders will not be accessible from the web version of Outlook.

 

Alternatively, now that you have 50GB of mailbox space, you may choose to move some or all of the items from your personal folders back to your Office 365 Inbox. Doing this would allow you to access these items from any device (including web access) and would provide easy search capability.

 

Q10. After moving to Office 365 will I be able to sync my Contacts and Calendar with my phone?

 

Yes, when you setup your Office 365 account on your phone, you will have the option to sync your Contacts and Calendar with your phone.

 

Q11. How do I find my contacts and distribution lists in Office 365?

 

Microsoft uses a couple of terms to describe contacts and distribution lists. Contacts are synonymous with “People,” and distribution lists are synonymous with a “Contact Group” or a “Contact List.” Learn how to access People from the Outlook desktop client and Outlook on the web: http://libanswers.buffalostate.edu/techfaqs/faq/154183.

 

Q12. After moving to Office 365 some of my folders are missing from web access. Where did they go?

 

When you sign-in into web access, not all of your mail folders will be displayed. To display all of your mail folders, click the More button in the left navigation pane.

 

Q13. In the new Office 365 web access, is there a way to access my email and calendar from a single window/tab instead of opening a separate window/tab?

 

No. One of the changes with the new web access interface is that things like Calendar, People (Contacts) and Tasks must be opened in separate windows/tabs. To access your Calendar, People and Tasks, click on the App Launcher button in the top left corner.

 

Q14. After moving to Office 365 I seem to be missing some emails that I was expecting. Where did they go?

 

If you seem to be missing emails that you were expecting, the first place to check is your Junk Email folder. Some people have reported emails mistakenly being flagged as Junk Email after moving to Office 365. If you find emails that were classified incorrectly as junk, right-click on the message and select Junk > No Junk.

 

Q15. What is OneDrive for Business?

 

Your Office 365 account includes 1TB of personal online storage in OneDrive for Business. Files that you keep in OneDrive can be easily accessed from any web browser. Use it to store your work files and access those files across multiple devices. Share your files with business colleagues as needed, and edit Office documents together in real time with Office Online. If you choose, you can download the OneDrive for Business app to sync your files with your home or work PC.

 

Q16. Are the files I store in OneDrive secure and private?

 

Yes, any files you save or upload to OneDrive are secure and private. While you do have the option of sharing files with your colleagues, by default your files can only be accessed by you.

 

Q17. Can I access my OneDrive files without an Internet connection?

 

That depends. If you installed the OneDrive app on your computer and have it configured to sync your files from the cloud, then the answer is “Yes.” If you don’t have an Internet connection, you can still access your files from your computer. Any changes you make to your files will be synced to the cloud as soon as an Internet connection is present. If you don’t have the OneDrive app configured on your computer, however, the only way to access your OneDrive files is via a web browser (which does require an Internet connection).

 

Q18. Why do I only see four app tiles when I sign-in to the new Office 365 web access?

 

When you click the App Launcher button in the top left corner of web access, you should see a dozen or more “tiles” to various Office 365 applications including OneDrive, Yammer, Word Online, etc. If you only see four app tiles – Outlook, Calendar, People and Tasks – a license hasn’t been applied to your account. Please contact the RITE Support Desk at 878-4357 (or via email at rsd@buffalostate.edu) for assistance.

 

Q19. Why can’t I attach a file to an email in the new Office 365 web access?

 

When you attempt to attach a file for the first time in the new Office 365 web access, you may see this message:

 

"Something went wrong while connecting to OneDrive for Business. You can access OneDrive from the nav bar or from the app launcher."

 

OneDrive is the default file storage location in the new web access, and this message will appear if you haven’t used OneDrive yet.

 

You have two options if you see this message: (1) Simply ignore the message and click Computer to select a file from your computer instead, or (2) Click the App Launcher button in the top left corner, select OneDrive and follow the prompts to setup OneDrive.

 

Q20. Will I still be able to access my supervisor's calendar?

 

Yes. With Office 365 you will still be able to access a calendar that another person shared with you.

 

Q21. Will RITE provide training to aid in the adoption of Office 365 and the available tools?

 

Yes!  Office 365 training will be available this Fall term to familiarize end users with the new tools and functionality available in the system.  Select on-demand training videos will be made available as well through the RITE website.  RITE will sponsor a series of “Lunch and learn” sessions that will provide drop-in sessions for users to receive support.  As these sessions and training opportunities become available, they will be announced through this project site. Training Opportunities.

 

 

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