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​Office 365 project – taking Staff Email to The Cloud

 

Introduction o365.12.png
Benefits
Main Changes
Office 365 and MS Office 2016
Migration Timetable
Known Issues
About the Project
Get in touch

 

Introduction

 

The University is working with Microsoft to deliver a project to implement the Office 365 cloud service for all Staff.

 

Phase 1 of the project sees a move from our current on-premise Outlook email service to Microsoft’s Office 365 cloud service and the introduction of MS Office online.

 

This move has been supported by the Digital Strategy & Investment Committee and will bring staff in line with student mailboxes which are already successfully hosted by this cloud service.

 

The Benefits of Moving to Office 365

 

By moving to Office 365 staff members benefit from:

  • A larger mailbox – 50GB mailbox capacity compared to the current 1GB capacity.
  • Access to the MS Office suite (Word, Excel etc.) – downloadable to 5 personal devices (including home PC, laptop, tablet and phone) per user. Find out how to access...
  • The ability to access work email anywhere, anytime and on any device with a Wi-Fi / data connection.

In future phases of the project you will also get access to:

  • Skype for Business (includes instant messaging, presence)
  • 1 TB of personal cloud storage with One Drive for Business
  • Potential for enhanced file collaboration between staff, students and externals

Students already enjoy Microsoft’s Office 365 cloud service but once the staff migration is complete they will benefit from:

  • Greater integration with staff to improve use of Technology in Learning and Teaching
 

Office 365 - The Main Changes

 

outlook50gb.jpgAside from a much larger mailbox and access to the MS Office suite, you won't notice much difference using the MS Outlook email client, however you will notice that the Outlook Web Interface for Office 365 is considerably different and you will need to reconfigure your mobile device to access your new Office 365 account:

 

Changes to the Outlook Web Interface for Office 365

 

Reconfiguring your Mobile Device

 

You will need to delete your existing Edinburgh Napier Exchange profile and create a new profile, instructions below:

How do I access my Office 365 email account from an iPhone or iPad?

How do I access my Office 365 email account from an Android device?

How do I access my Office 365 email account from a Windows phone?

 
 

Office 365 and MS Office 2016 

 

To get the best out of the Office 365 experience Information Services recommend that you ensure your on-campus PCs and Macs are running the latest version of MS Office: MS Office 2016.  This includes any University laptop / MacBook that has MS Office installed.

The reasons are as follows:

  • To improve the efficiency of your Office applications.
  • To ensure a smooth interaction between your MS Office desktop and Office 365 applications.
  • Microsoft’s support for all earlier versions of MS Office will expire within the next year.

You are advised to upgrade via the network (instructions below) rather than downloading the Office 365 apps on your office PC.

Find out more:

How do I find out which version of MS Office I’m using?
How do I upgrade to MS Office 2016? 

 

Office 365 Migration Timeline

 

All staff mailboxes have now been migrated apart from those contacted directly by the IS Service Desk.

 

If you have not been contacted by the IS Service Desk but suspect you may still be on the old email service please contact the IS Service Desk.

 
 

 

Here you will find any known issues you can expect to encounter, along with  advice on how to work around these (where available):

 

Known Issue - Out of Office Messages:

OOO.PNG
If your Out of Office reply was on when your account is migrated it will not be displayed as active when you log back in after your migration (you will not see the yellow inbox banner and it will be shown as disabled in your Outlook options).

To resolve this:

  • Switch your Out of Office back on and then off again. Please note: you may need to do this more than once.

 

Known Issue - Read Receipts Displaying Incorrect Time Zone:

When an Office 365 user sends an email message to another Office 365 user by using Microsoft Outlook or Microsoft Outlook Web App, the message requests a read receipt. After the recipient reads the message, the read receipt that the sender receives displays a different time zone from the actual time zone setting of the sender. For example, the read receipt shows a time zone of (UTC) Monrovia, Reykjavik.

 

This is because Office 365 doesn't have access to the time zone of the client computer. The time zone that's used to create the read receipt is taken from the Exchange Online server instead of from the client computer. Therefore, the read receipt displays the date and the time based on the time zone setting of the Exchange Online server.

Find out more...

 

Known Issue - Departmental Moderated Mailing Lists:

Departmental moderated mailing lists cannot currently be updated by the department.  Any changes to the content of departmental moderated mailing list must currently be directed to the IS Service Desk.

Alternative collaborative features available in Office 365 will be provided during a later phase of the project.

 

Known Issue - The ' character in email address:

Staff with the ' character in their email address receive the following message "This feature has been disabled by administrator" when trying to perform certain tasks.   This issue has been escalated to Microsoft.  

 

About the Project

 

What's been done so far

  

  • All staff personal email boxes have now been migrated - the project team enjoyed meeting and assisting with the configuration of your mobile devices.
  • Access to download up to 5 copies of the MS Office suite has been enabled.
  • Early adopters for Skype for Business are now in place.
  • A review of shared mailboxes has commenced prior to their transfer to Office 365.
  • All new staff members will receive their new email account in Office 365.  

 

A Phased Approach

 

This project has been broken down into a number phases to allow for the smooth transition of service.

 

Phase one - ongoing:

Move staff and shared mailboxes to the cloud and access to the Office suite of applications (Word, Excel, etc.) downloadable onto up to 5 devices – estimated implementation date August 2017 onwards.

 

Phase two - started:

Implement Microsoft’s cloud services such as Skype for Business - estimated completion date December 2017.

 

Phase three - planning:

Enable 1TB cloud data storage through OneDrive for Business and access to other collaborative features - estimated completion date TBC.

 

Project Team: who’s who?

 

Project Sponsor:

  • David Telford, Information Services
 

Project Board

  • David Telford, Information Services (Sponsor)
  • Sally Jorjani, Information Services
  • James Blair, Information Services
  • Iain Russell, Information Services
  • Alan McLachlan, Recruitment & Admissions
  • Peter Barlow, School of Applied Sciences
 

Project Manager

  • Belinda Merchant, Information Services
 

The project has three separate work streams to cover the following broad areas:

  • Technical, implementing the solution
  • User Experience, including testing and communications – to interface with key customers from outwith IS
  • Governance & Security

 

Your feedback, comments and questions welcome

 

If you have any questions or concerns regarding this project please don’t hesitate to get in touch. email: ISServiceDesk@napier.ac.uk.

 

If you require further information, the FAQs on the Email intranet page may be of use.