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A leap ahead...

A leap ahead. Darren Kearney Don Miller Ilya Pinchuk. Topics. Current Exchange Environment Introducing Office 365 Migration Process Timeline Getting Ready for Office 365 Additional Information. Current Exchange Implementation. Exchange 2003 E-mail, calendaring, contacts, & tasks

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A leap ahead...

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  1. A leap ahead... Darren Kearney Don Miller Ilya Pinchuk

  2. Topics Current Exchange Environment Introducing Office 365 Migration Process Timeline Getting Ready for Office 365 Additional Information

  3. Current Exchange Implementation • Exchange 2003 • E-mail, calendaring, contacts, & tasks • Mailbox quota (1GB with no charge) • Anything over 1 GB has a charge • 6000+ mailboxes

  4. Current Exchange Implementation • Why do we need to move now? • End of life for the hardware • End of support for the version of Exchange • Does not meet the growing needs of the community • Not compatible with newest versions of Outlook (Office 2011/2013) • Connection issues on some mobile devices

  5. Current Exchange Implementation • Why not replace the current infrastructure with a replacement onsite Exchange system? • Cost • Will require future replacement • Set in time (no new features) • Limits the quota space we could provide • We would have to continue to support two systems on campus (employee & student)

  6. Introducing Office 365 Welcome to the cloud Office 365 is an fast, secure, modern, cloud-based email and calendar system developed by Microsoft. What is Office 365?

  7. Office 365 and NetID • A note on your NetID • The University of Idaho will retain control of NetID passwords • Microsoft will not know your password • You will not have to set a new password (unless it is expired!)

  8. Why Office 365? • Secure – redundancy systems, constant backups means your data is safe • Modern – constant updates ensure security and functionality with new software • Featurerich – office web apps, webspace, web access; Office 365 is more than just email

  9. Why Office 365? • Collaboration – Built in tools such as IM, Lync, video conferencing allow unprecedented ease in collaboration • Scalable– easy management for future growth at the University of Idaho • Flexible – works with a variety of clients such as Outlook 2011/2013; integrated web access

  10. Why Office 365? Mobile – support all modern mobile devices, phones and tablets Familiar – same great Outlook format and functionality; and your students are already on it!

  11. Rollout features • Increased quota - Current quota will increase to 25 GB • Microsoft Office compatibility - Office 2011 for mac and Office 2013 will work! • More efficient calendaring - Schedule meetings with students, manage your calendar workflow easier

  12. Rollout Features • Modern client support – Office365 supports Outlook 2011 for Mac and Office 2013 • Web Access – Outlook Web App is compatible with all major browsers on major platforms • Lync integration – Instant messaging, voice and video chat capabilities built in, Presence

  13. The migration 2007 migration: A trip to the moon 2013 migration: A trip to Mars • The big picture • Moving more than 3 terabytes of data • 6000+ accounts • and we plan to complete the migration 5 times faster

  14. Before the migration • Look for our email messages • Visit the Migration Web Page • www.uidaho.edu/its/office365migration/ • Talk to us! • helpdesk@uidaho.edu • (208) 885-HELP (4357)

  15. Email Notices Your account will be migrated on…

  16. Email Notices • You have used (???) in the past 90 days • iPhone • ActiveSync (Android) • Entourage • POP/IMAP

  17. What will the migration look like? • Outlook • Outlook Web Access (OWA) • Mobile Phones • iPhone • Android • Other Email Clients • POP • IMAP • Entourage

  18. Outlook • What to expect… • No changes in functionality • Simple restart …if the application is open

  19. Outlook • Before • Check your permissions • Upgrade to Outlook 2010, if possible • During • Sit back, relax • After • Send some email • Re-check your permissions

  20. Outlook What you might see during the migration…

  21. Outlook Welcome to the Cloud… • How to fix it… • Restart outlook

  22. Outlook Use your full email address to logon What you WILL see!

  23. Outlook Web Access (OWA) • What to expect… • Web address WILL change • Old = mail.uidaho.edu • New = owa.uidaho.edu • Completely new interface

  24. Outlook Web Access (OWA) Old…

  25. Outlook Web App (OWA) New!

  26. Outlook Web App (OWA) • Warning! • You cannot access the new OWA until after your account has been migrated. • Once your account is migrated the old mail.uidaho.edu OWA cannot be accessed.

  27. iPhone Warning: you will need to update your configuration.

  28. iPhone What you will see…

  29. iPhone How to fix it…

  30. iPhone • Warning! • You may need to remove the existing “UI Email” profile if your account settings are grayed out. • Specific instructions will be sent to users identified as having used an iPhone in the past 90 days.

  31. Other Clients • Android • Update Server Addresses • Delete and Recreate Corporate Sync • POP/IMAP • Change server names • Entourage • Upgrade to Outlook 2011?

  32. Timeline • Early Adopters • ITS will move mid March • University of Idaho Accounts • Migration will begin in April • Moves will be done by department • A refined timeline will be made available • http://www.uidaho.edu/its/office365migration

  33. Getting ready for Office 365 What are the major differences? How can I ensure I have a smooth transition? Changes after the migration

  34. Differences • Outlook 2003 – will not longer be supported. • New website to remember – web app located at http://owa.uidaho.edu • Calendar speed – Calendars may have a slight decrease in speed • Inbox size – Email performance will degrade as the size of the inbox increases.

  35. A Smooth Transition • Review email: Size and amount • Remove attachments over 25MB • Start using folders outside the inbox • Learn to search effectively • Update any computers that still have outlook 2003

  36. A Smooth Transition Please read all emails from ITS and encourage others to do so as well Get in the habit of using your full email address to log into your email now Talk to us

  37. Changes after the Migration • Mobile devices - will need to be reconfigured • IMAP and POP users - will need to reconfigure their clients • Special devices – email-enabled printers or copiers may need to be reconfigured • Permissions – Calendar, delegate permissions may need to be manually updated • Junk E-mail – Junk mail will show up in your junk e-mail folder

  38. Additional Information • www.uidaho.edu/its/office365migration/ • help.outlook.com • www.facebook.com/itshelpdesk/ • To learn more about Office 365 visit the product website. • www.microsoft.com/office365

  39. Thank you! • Contact us at: • helpdesk@uidaho.edu • 208-885-4357 • TLC 128

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