Office 365 project – taking Staff Email to The Cloud
Generic Mailbox Migrations to Office 365
1 August 2018
Information Services are delighted to report that all staff personal mailboxes associated with a live record in the HR System and all generic/shared mailboxes that have been identified by their owner as still being required have now been moved to Office 365.
Generic mailboxes not migrated
A list of all remaining generic mailboxes that have not yet been migrated can be found here.
The deadline for your department to identify and request any further generic accounts that need to be migrated is midday 27 August.
Action required to retain generic mailboxes
A final email will be sent from the IS Service Desk on 2 August to all generic mailboxes on the list - this must be replied to if the mailbox is still required.
The IS Service Desk will accept a collated list of mailboxes to migrate provided that a short business reason for each mailbox’s use and the name of the staff member currently responsible for the mailbox is included in your email.
The IS Service Desk can also give advice regarding alternatives to retaining multiple generic mailboxes, such as setting up a single shared mailbox to receive multiple incoming email addresses. Please do not hesitate to contact us if you have any further queries.
Avoid using email for storage
Please remember the University does not take backups of the data held in Office 365, including email.
Email should never be used as the primary records storage mechanism for any business process and should be transferred to a more suitable business system or shared storage area as soon as possible. Further guidance on managing records and emails can be found on the Records Management pages.
Information Services thank you in advance for your assistance.
All Staff Mailboxes Migrated: Remaining Mailboxes to be Disabled
26 July 2018
Information Services are delighted to announce that all staff mailboxes have now been migrated however there are a number of email accounts still on the system that do not have a corresponding staff record in the University’s HR system.
As part of the final stage of the project, IS will disable these accounts on Monday 6th August before the service is retired. In preparation for this IS have emailed the accounts that we believe are still in use advising the users to take action if they think their status in the HR system is incorrect or if they have a University business reason for retaining the email address.
If this is the case, users of the accounts should inform their line manager or University contact that their HR Connect record needs to be updated, or if they are no longer an employee of the University but need an Associate Staff account they can find further information on the Associate Staff intranet page.
For further information please contact the IS Service Desk in the first instance.
Information about the Project
Office 365 and MS Office 2016
About the Project
Get in touch
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.
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
Aside 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?
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?
All staff mailboxes have now been migrated apart from those contacted directly by the IS Service Desk.
Work has now started to migrate generic mailboxes.
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:
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.
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.
- David Telford, Information Services
- 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
- 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
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.