1. Office 365 Migration Ridgewater College

2. What is Office 365? A collection of Microsoft applications and services located in the “cloud”. Accessible anywhere internet is available. Our subscription includes email, storage (“OneDrive for Business”), Office Online applications, and ability to install Microsoft Office on personal devices for FREE.

3. Why are we migrating to Office 365? Ability to access email, documents, contacts, calendars and Microsoft Office from any device with internet connectivity. Single account for employees that work at multiple MnSCU campuses. (IF the campuses are in the single tenant) MnSCU-wide global address book. (IF the campuses are in the single tenant) FREE download of Microsoft Office on personal devices.

4. Why are we migrating to Office 365? Cont. “OneDrive for Business” provides 1TB (1,024GB) of storage. (most campus users utilize less than 10GB) Email provides 50GB of storage. (campus mailboxes currently limited to 2GB) Web conferencing, recording and screen sharing. (with “Skype for Business”)

5. Terms You Need to Know: Office 365 (“O365”) Cloud Single Tenant / Single Tenancy Unified MnSCU Username(UPN/User Principal Name) Global Address List OneDrive for Business Skype for Business (Lync)

6. What do you mean by “cloud”? “The cloud” (or “cloud computing”) is a network or group of servers that run software, services or provide storage at an off-site location. In other words, we are not using servers located on our campus to run Office 365. You may be familiar with the “cloud” concept already (Gmail, Yahoo!, Google Drive, Amazon Cloud, Apple iCloud, etc.)

7. What is Single Tenant? A single instance of Office 365 is hosted and managed by the System Office IT staff, instead of each campus hosting and managing their own.

8. What is Unified MnSCU Username? This is the Office 365 username (UPN / Unified Principal Name) given to campus employees moving into MnSCU single tenant. It is structured as: yourstarid@mnscu.edu This is NOT your College email address. (continue to use “firstname.lastname@ridgewater.edu”)

9. What is the Global Address List? The Global Address List (GAL) is the address book containing all users located in the MnSCU tenant. Contacts will include both students and employees. This will vary by campus. Content is based on which groups each campus has moved into the tenant.

10. What is Skype for Business? Skype for Business a collaboration and meeting tool. It includes instant messaging, audio & video calling, online meetings, and screen sharing. This does not replace WebEx – we are licensed again for FY 17 to use this tool.

11. Is Office 365 Accessible? Yes. Office 365 provides support for users with accessibility needs, and is compatible with many assistive technology products. MnSCU Accessibility Fact Sheet – available from FAQ section of the Office 365 intranet page.

12. Migration Timeline 1. 8/8/2016: Pilot Project Begins No new employee accounts added until 8/15 New Account Freeze (no new staff accounts) 2. 8/14/2016: Migration day 3. 8/15/2016 Start using Office 365, OneDrive for Business,

13. What to expect on Sunday, August 14th : Recommendation: stay out of your email Expect downtime/interrupted access to email. Email forwarded to mobile/personal devices will break (need to reconfigure on Monday15th). Voicemail unavailable all day.

14. What to expect Monday, August 15 th Login to your campus computer as you normally do (using StarID). Open Outlook email. Enter the new Unified MnSCU Username: E-mail Address = yourstarid@mnscu.edu Password = your StarID password Complete this step on every campus computer used to access Outlook email.

15. RESOURCES: The Office 365 page contains information about the project, and instructions. http://ridgewater.edu/IT/Pages/Office- 365_Staff.aspx