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

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

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

14. Before the migration Look for our email messages Visit the Migration Web Page – www.uidaho.edu/its/office365migration/ www.uidaho.edu/its/office365migration/ Talk to us! – helpdesk@uidaho.edu 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…

23. Outlook How to fix it… – Restart outlook Welcome to the Cloud…

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

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

26. Outlook Web Access (OWA) Old…

29. Outlook Web App (OWA) New!

32. 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.

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

35. iPhone What you will see…

36. iPhone How to fix it…

37. 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.

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

39. 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 http://www.uidaho.edu/its/office365migration

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

41. Differences Outlook 2003 – will not longer be supported. New website to remember – web app located at http://owa.uidaho.edu 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.

42. 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

43. 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

44. 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 Changes after the Migration

45. 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 www.microsoft.com/office365

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