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Highlights from the Migration Partner info session, final migration timeline and Office 365 communications status (Update)

Highlights from the Migration Partner information session

On September 30, the last Migration Partner information session was held to review the final mandatory migration process and timeline. Key topics from this session included designating owners to unclaimed WiscCal resources, mapping WiscMail Plus and self-hosted accounts and resource availability for onsite migration assistance after December 31, 2015.

Additional details on the topics discussed at this session can be found here.  If you would like more information or have any questions, please contact office365team@doit.wisc.edu.

Final migration timeline for WiscMail faculty and staff accounts

To view the remaining timeline for the migration to Office 365 and the retirement of WiscMail/WiscMail Plus and WiscCal, please click here .

Office 365 Project Communications status

Now that over 90% of campus users have accounts in Office 365, we will be targeting communications about the Office 365 migration project to remaining individuals and departments who have still yet to migrate. Consequently, this article will be our last edition of the Office 365 TechNews update to the general campus. If you are interested in reading the latest news about the project, please visit the news section of this site. Future TechNews updates will focus on the latest products and features of cloud services provided by UW-Madison, such as Google Apps, Box, Qualtrics, and Office 365.

Updated Office 365 migration timeline, new features, and training sessions (Update)

Updated migration timeline for faculty and staff available

As we approach the end of the migration of WiscMail and WiscMail Plus accounts to Office 365, final account numbers enable us to project the final timeline for Office 365 mandatory migrations. See the Migration Timeline for account migration details.

Final migrations of faculty and staff began September 15

About 85% of the campus has moved to Office 365. Faculty and staff who have not taken the opportunity to self-migrate to Office 365, and who are not moving with a department, began automatically migrating to Office 365 on September 15. As with students, faculty and staff receive an email notification two weeks prior to the start of their migration window, informing them of the two-week window during which their mandatory migration will occur. This provides them with a final opportunity to self-migrate, if desired.  These migrations will be completed by October 13. If you need assistance, please contact the Help Desk.

Mandatory migration for WiscMail and WiscMail Plus accounts to Office 365 will be completed by mid-December

All remaining WiscMail (@wisc.edu) accounts affiliated with department and department domains will be migrated to Office 365 between October 13 and November 24, 2015. Remaining WiscMail Plus accounts will be migrated between November 24 and December 22.

Migration Partner information session for final migrations on September 30

An informational session will be held for Office 365 Migration Partners to review the final mandatory migrations process and timeline. Join us on September 30 from 10:00 – 11:30 a.m., 3609 Engineering Hall.

For those interested in a reviewing the account preparation process, you can watch a recorded version of the presentation or view the PowerPoint associated with this session.

New features have arrived for  Outlook on the web

Microsoft recently rolled out exciting updates to the web version of Outlook in Office 365. These include an improved user interface (UI) and new features that will help you be more efficient, stay on top of your inbox, and better manage your calendar. Microsoft has also updated the naming convention of the browser-based Outlook from Outlook Web App (or OWA for short) to “Outlook on the web.”

Please note, these changes will be implemented in stages and will not be accessible to everyone at the same time. We do not have any control as to when these changes will be pushed to our environment.

Learn more about the latest changes/updates released by Microsoft.

Office 365 training sessions concluding

Office 365 training sessions are now coming to a close. If you have not yet attended an Office 365 demo, you still have the opportunity to take advantage of the training sessions listed below:

Outlook Web App 9/30/2015 1:00  – 2:30 p.m.
Outlook 2013 for Windows 9/30/2015 2:30 – 4:00 p.m.
Outlook Web App 10/20/2015 9:00  – 10:30 a.m.
Outlook 2013 for Windows 10/20/2015 10:30 a.m. – 12:00 p.m.
Outlook Web App 11/19/2015 1:00 – 2:30 p.m.
Outlook 2013 for Windows 11/19/2015 2:30 – 4:00 p.m.

All classes will be held at Memorial Library (room 126). Register here. More information about the training options available for Office 365 is available here.

Final migrations begin soon, training updates, eDiscovery and Clutter (Update)

Final migrations of faculty and staff begin September 15

About 83% of the campus has moved to Office 365. Faculty and staff who have not taken the opportunity to self-migrate to Office 365, and who are not moving with a department, will be automatically migrated beginning on September 15. As with students, faculty and staff will receive an email notification two weeks prior to the start of their migration window, informing them of the two-week window during which their automatic migration will occur. This will provide them with a final opportunity to self-migrate, if desired. If you need assistance, please contact the Help Desk.

Migration Timeline

All WiscMail (@wisc.edu) accounts will be migrated to Office 365 by October 14, 2015. WiscMail Plus accounts will be migrated between October 15 and November 15. See this document for more information on how faculty and staff will transition to Office 365. UW-Madison’s full migration timeline is available here.

September training opportunities

The following Office 365 training opportunities are available in the month of September:

Outlook Web App 9/16/2015 9:00 AM – 10:30 AM
Outlook 2013 for Windows 9/16/2015 10:30 AM – 12:00 PM
Outlook Web App 9/30/2015 1:00 PM – 2:30 PM
Outlook 2013 for Windows 9/30/2015 2:30 PM – 4:00 PM

All classes will be held at Memorial Library (room 126). Register here. More information about the training options available for Office 365 is available here.

Migration Partners invited to attend an Office 365 account preparation info session

There will be one more informational session for Office 365 Migration Partners on the process of preparing accounts for migration to Office 365:

  • September 30, 10:00 – 11:30 a.m., Memorial Library, room 126

The session is intended primarily for Migration Partners, but anyone who wants more information about the account preparation process is welcome to attend. For those who cannot attend, a recorded version is available. See the PowerPoint associated with this session.

eDiscovery coming soon to Office 365

Additional features will soon be added to the University’s instance of Office 365. One of these features, called eDiscovery, is intended to help universities find, preserve, analyze and package electronic content for a legal request or investigation. The Office 365 Team will work closely with the Office of Cybersecurity to  evaluate eDiscovery, and other new security features, once  added to our tenant.

Stay on top of your email with Clutter

You have likely seen a new addition to your email folders called Clutter. This new feature allows you to filter your low-priority email. If you like this feature, Clutter will continue to learn which messages you prefer to read later and will automatically place them in your Clutter folder. If a message has been incorrectly placed there, simply drag it back into your Inbox and Clutter will take notice. If you do not want to use it, simply go to Options in the Outlook Web App and turn it off at any time.

Faculty/staff migration to Office 365, Sway, and remote device wipe (Update)

Reminder: Last migrations of faculty and staff begin 9/15
About 80% of the campus has moved to Office 365. Faculty and staff who have not taken the opportunity to self-migrate to Office 365 will be automatically migrated beginning on September 15. As with students, faculty and staff will receive an email notification two weeks prior to the start of their migration window, informing them of the two-week window during which their automatic migration will occur. This will provide them with a final opportunity to self-migrate, if desired. All WiscMail (@wisc.edu) accounts will be migrated to Office 365 by October 14, 2015. WiscMail Plus accounts will be moved next – between October 15 and November 15.

See this document for more information on how faculty and staff will transition to Office 365. UW-Madison’s full migration timeline is available here.

New app enabled for UW-Madison Office 365: Sway
Microsoft Sway is a presentation app that allows you to create and share interactive reports, presentations, newsletters, personal stories, and more. Within the app, there are links to video tutorials that explain how to use the app. Please note: the Swap desktop app does require Windows 10; we have no information at his time about a Mac client. The web version is available through the Outlook Web App (OWA). More information about Sway is available in this document.

Office 365 offers remote wipe capabilities to protect your data
One of the features enabled for the University’s instance of Office 365 is the ability to wipe a smartphone with University data on it. In the event that your smartphone is stolen or compromised, particularly if you store sensitive data on your device, you can wipe your data through your Office 365 account. Or you can contact your local IT staff for assistance. For details see this document.

September training opportunities
The following Office 365 training opportunities are available in the month of September:

Outlook Web App 9/16/2015 9:00 AM – 10:30 AM
Outlook 2013 for Windows 9/16/2015 10:30 AM – 12:00 PM
Outlook Web App 9/30/2015 1:00 PM – 2:30 PM
Outlook 2013 for Windows 9/30/2015 2:30 PM – 4:00 PM

All classes will be held at Memorial Library (room 126). Register here. More information about the training options available for Office 365 is available here.

Migration Partners invited to attend an Office 365 account preparation info session
There will be two more informational sessions for Office 365 Migration Partners on the process of preparing accounts for migration to Office 365:

  • August 26, 10:00 – 11:30 a.m., Memorial Library, room 126
  • September 30, 10:00 – 11:30 a.m., Memorial Library, room 126

The sessions are intended primarily for Migration Partners, but anyone who wants more information about the account preparation process is welcome to attend. For those who can’t attend one of the sessions listed above, a recorded version is available. See the PowerPoint associated with this session.

 

Microsoft Office downloads now available via Outlook Web App (Update)

Download Office for free via Outlook Web App

UW-Madison faculty, staff, and students can now download and install Microsoft Office through Outlook Web App. These can be installed for free on up to five devices, either UW- or personally-owned.

Windows:

  • Office 2013 is available for download, which includes Outlook, Word, Excel, PowerPoint, OneNote, Publisher, Access, OneDrive for Business, InfoPath and Skype for Business. While Skype for Business is included in the Office 2013 suite, it is not currently enabled for UW-Madison Office 365.

Mac:

  • For OS 10.10 and later, Office 2016 is available for download. This version of Office includes Outlook, Word, Excel, PowerPoint, and OneNote.
  • For earlier versions of OS X, Office 2011 is available for download from OWA, but it is not currently compatible with UW-Madison’s authentication. In addition to Outlook 2011, an updated standalone version of Outlook – released in late 2014 and called simply “Outlook for Mac” – is also available for download through Outlook Web App for individuals with earlier versions of OS X. This version of Outlook will work with UW-Madison Office 365.

More information about downloading and installing Microsoft Office via Outlook Web App is available here. Please contact the DoIT Help Desk with any questions.

New feature for Office 365 users who forward: daily summary of spam messages

When an Office 365 user forwards their email to a different account (e.g., Gmail, Outlook.com, etc.), spam messages are not forwarded. This could result in the individual missing messages that were incorrectly labelled as spam. Beginning July 28, individuals who forward their mail will receive a daily email summarizing the junk messages they received the previous day.

The spam notification message will allow the individual to identify messages that were incorrectly marked as spam and return them to the inbox of the account they are forwarding to. They will also have the option to send information about the incorrectly classified email to Microsoft for analysis.

This feature is only for individuals who forward, since those who do not forward will see their spam messages delivered to their “Junk Email” folder.

For a more detailed summary of this feature, please review the following document: Office 365 – Managing quarantined emails when you forward your mail

August training sessions

A variety of free in-person training options are available during the month of August:

Topic Date Time Location Course Type Registration
Office 365 and Outlook Email 8/11 1:00 – 2:30 PM 3218 Social Sciences Hands-on Register here
Office 365 and Outlook Calendaring 8/11 2:00 – 3:30 PM 3218 Social Sciences Hands-on Register here
Office 365 for Administrators 8/17 9:30-11:30 AM 3218 Social Sciences Hands-on Register here
Outlook Web App 8/18 1:00 – 2:30 PM Memorial Library, Room 126 Demo Register here
Outlook 2013 for Windows 8/18 2:30 – 4:00 PM Memorial Library, Room 126 Demo Register here

Although registration is not required, it is strongly encouraged, as sessions without a sufficient number of registered participants may be canceled.

If you prefer online or self-paced training, please review this document for additional options.

The end is in sight: final Office 365 conversion timeline set

With less than a quarter of campus email accounts remaining to move, a timeline of last steps has been set. You can see the timeline here. A few key dates worth noting:

  • September 15 – October 14, 2015: Mandatory migration of WiscMail (@wisc.edu) accounts. This does not include WiscMail Plus accounts
  • October 15 – November 14, 2015: Mandatory migration of WiscMail Plus accounts begins
  • November 16 – December 30, 2015:  Decommissioning of the servers used for WiscMail / WiscMail Plus / WiscCal begins

As always, if you need help or have questions about the transition, please contact the Help Desk.

Working with Cloud service vendors, training and account prep (Update)

Working with Cloud service vendors
Vendors of cloud services often make changes to their services without providing significant advance notice. It’s important for the UW tech support and end users to realize the ways that changes to Office 365 can occur:

  • New products and features can appear seemingly without warning. DoIT service liaisons will do their best to pass news of such enhancements on to end users before the new products or service changes occur. However, these enhancements are not always communicated to the team before being released by Microsoft.
  • DoIT may not enable all products and features that are available as a part of Office 365. Reasons for this may include incompatibility with UW authentication or a conflict with another product/service that is already available to campus. Again, service liaisons will do their best to keep the campus informed about the reasons for these decisions and the approximate timetable for the release of new features, if applicable.
  • In some cases, DoIT may need to provide a bit of UW context before releasing new products or features to the campus. For example, DoIT may need time to review and explain how the product works relative to other campus options (e.g., OneDrive vs. Box vs. Google Drive). Although offering a Microsoft product may imply endorsement for UW use, more mature and accepted campus options may sometimes be available. We want to be sure those options are clear and the different use cases explained (e.g., Office 365 Video vs. Kaltura).

Questions or concerns about these issues should be escalated to department or DoIT leaders for an appropriate response.

More training options available
In addition to the live Office 365 demos that will be held at Memorial Library throughout July and August, the Social Science Computing Cooperative is hosting a series of free, hands-on training sessions:

  • Office 365 and Outlook Web App – Email, 7/23, 9:30 – 11:00 a.m.
  • Office 365 and Outlook Web App – Calendaring, 7/23, 11:00 a.m. – noon
  • Office 365 and Outlook – Email, 8/11, 1:00 – 2:30 p.m.
  • Office 365 and Outlook – Calendaring, 8/11, 2:30 – 3:30 p.m.
  • Office 365 for Administrators, 8/17, 9:30 – 11:30 a.m.

All of these classes will be held in room 3218 of the Social Sciences building. They are free and open to all UW-Madison researchers, faculty, staff, and students. As with the live Office 365 demos, advanced registration is suggested but not required. Learn about additional training options, including self-study.

Learn about Office 365 account preparation

Only three info sessions remain on the process of preparing accounts for migration to Office 365:

  • July 29, 10:00 – 11:30 a.m., Memorial Library, room 126
  • August 26, 10:00 – 11:30 a.m., Memorial Library, room 126
  • September 30, 10:00 – 11:30 a.m., Memorial Library, room 126

The sessions are intended primarily for Migration Partners whose organizations will be starting the transition process soon, but anyone who wants more information about the account preparation process is welcome to attend.

For those who can’t attend one of the sessions listed above, a filmed version is available. The topics covered in this video are not limited to the account preparation process; those interested only in account preparation can skip ahead to approximately 12 minutes into the video. See the PowerPoint associated with this session.

Office 365’s Video app and UW-Madison – correction
Due to accessibility concerns, the Office 365 Video app – which allows users to upload, store, and access videos – was not enabled for UW-Madison campus on July 1 as planned. The UW-Madison Office 365 team is still in the process of determining whether this app will be enabled for UW-Madison in the future. DoIT will continue to evaluate how the Office 365 Video app compares with Kaltura and other tools already offered to the campus.

Migration timeline and new features available for Office 365 (Update)

Migration timeline update
The campus continues to make great progress toward the goal of moving everyone to Office 365 by January 1, 2016. About 27% are yet to move. If staff in your department have yet to move, please refer to the updated timeline for more information. To make arrangements for assistance, contact the DoIT Help Desk.

Several new tools and features are being added to Office 365
The project team is enabling the following new Microsoft tools as part of the UW’s O365 offering. Each will be available to UW-Madison students, faculty, and staff. We are looking in to how these new features relate to and interact with other cloud service offerings for the UW. More details are to come.

  • Outlook app for Android and iOS (available now)
    Microsoft’s Outlook app is now available for both Android and iOS. The app was initially disabled due to security concerns – but after several updates, campus IT Security has determined that the app is safe for use with UW-Madison Office 365. Because Microsoft supports the Outlook app, it is recommended over the native email/calendar clients available on iOS and Android devices. The app is simple to set up, and can be downloaded for free via the App Store (iOS) or Google Play (Android). Microsoft’s other mobile apps, OWA (Outlook Web App) for Android and OWA for iOS, are still unavailable due to authentication issues: be sure to search for “Outlook.” Instructions for setting up the Outlook app are available for both Android and iOS.
  • Office Apps for iOS and Android (available now)
    Word, Excel, PowerPoint, and OneNote apps that link to your UW-Madison Office 365 account are now available for these devices. The apps allow you read, create, and edit Office files. Download the apps from the App Store or Google Play.
  • Groups (available June 28)
    An Office 365 Group is shared workspace for email, conversations, files, and events. It includes an Inbox, Calendar, and OneDrive storage. All groups are public by default to make joining a group easier. For a quick overview of groups, watch this video. Additional information about groups can be found in this document.
  • Office Online (available July 1)
    Formerly known as “Office Web Apps,” this is a browser-based version of Microsoft Office that includes Word, Excel, PowerPoint and OneNote. Office Online can be a great alternative to installing the desktop version of Microsoft Office, or it can be used when you are away from your primary computer. To access Office Online: 1) log in to OWA, 2) click on the app launcher, and 3) select “Word Online,” “Excel Online,” “PowerPoint Online,” or “OneNote Online.”
  • OneDrive (available July 1)
    This cloud storage and file sharing application– previously called “SkyDrive” – will be accessible via Outlook Web App or the OneDrive desktop application. It allows users to upload files to the cloud, then either share with contacts or keep them private. More information on OneDrive can be found in the Office 365 KnowledgeBase.
  • Video
 (available July 1)
    Bundled with Office Online, Office 365 Video enables uploading, storage and access. The Learn@UW team will be  evaluating how Video compares with Kaltura and other tools already offered to the campus.  They will make recommendations about its use at a future date.
  • Class Notebook (available July 1)
    Also bundled with Office Online, Class Notebook is a collaborative addition to OneNote, Microsoft’s note taking product. More information about Class Notebook can be found here.  The Learn@UW team and others will be evaluating whether Class Notebook can be used alongside other teaching and learning products on campus, including Learn@UW and Moodle.  There is no recommendation for its use at this time.

New version of Outlook for Mac released to campus (Update)

New version of Outlook for Mac released to campus
The latest version of Outlook available to Mac users can now be downloaded through the Campus Software Library. It is available to all students, faculty, and staff free of charge. Instructions for downloading and installing Outlook for Mac are available here. The KnowledgeBase also contains configuration instructions and “How To’s” for a variety of basic tasks. Contact the Help Desk with any questions.

 

Update on faculty/staff migrations
Most UW-Madison faculty and staff now have the opportunity to self-migrate to Office 365. Only individuals who are part of an organization with a migration scheduled for later in the year are excluded. Since June 1, over 1,300 UW employees have moved to Office 365, bringing the total number of people moved to about 73% of campus.

If you haven’t yet moved to Office 365, log in to the WiscMail web client to find out if you are eligible to move. Those who are eligible to migrate to Office 365 now will see instructions for starting the transition. Those who aren’t eligible to move now will see information about which group they are scheduled to migrate with and when their migration will occur.

 

Office 2016 for Windows Preview now available
Microsoft has released a preview of the newest version of the Office suite for Windows. It includes updated versions of Microsoft Word, Excel, PowerPoint, OneNote, and Outlook. Outlook 2016 does work with UW-Madison Office 365 – however, it cannot be installed on a computer that is already running a previous version of Office, so current Outlook users will need to uninstall any previous versions of Office before they can participate in the preview. Configuration instructions are available in the KnowledgeBase, but the preview is not supported by the DoIT Help Desk. For more information on the Office 2016 Preview, click here.

 

Upcoming info sessions for Migration Partners
The next monthly info session for Migration Partners will be held on Wednesday, June 24, from 10:00-11:30 a.m. in Memorial Library (Room 126). This session will over the process of preparing accounts for the transition to Office 365. If you are unable to attend this session, the next session will be held on July 29. Contact office365team@doit.wisc.edu with any questions about the session.

Individual faculty and staff migrations to begin in June (Update)

This is the latest report on the Office 365 migration project.

Summer training opportunities

Faculty, staff, and students who are about to migrate to Office 365 this summer, or those who have already migrated to Office 365, can take advantage of a training class close to their migration date. The 90-minute live demonstrations, held at Memorial Library in Room 126, will provide an overview of basic email and calendar functions using Outlook Web App and/or Outlook 2013 for Windows. Here is the schedule:

Title Date Times
Outlook Web App June 9, 2015 1-2:30 p.m.
Outlook 2013 for Windows June 9, 2015 2:30-4:00 p.m.
Outlook Web App June 18, 2015 9-10:30 a.m.
Outlook 2013 for Windows June 18, 2015 10:30 a.m. – 12:00 p.m.
Outlook Web App July 15, 2015 9-10:30 a.m.
Outlook 2013 for Windows July 15, 2015 10:30 a.m. – 12:00 p.m.
Outlook Web App July 28, 2015 1-2:30 p.m.
Outlook 2013 for Windows July 28, 2015 2:30-4:00 p.m.
Outlook Web App August 10, 2015 9-10:30 a.m.
Outlook 2013 for Windows August 10, 2015 10:30 a.m. – 12:00 p.m.
Outlook Web App August 18, 2015 1-2:30 p.m.
Outlook 2013 for Windows August 18, 2015 2:30-4:00 p.m.

Register here.

Retired and Emeritus staff begin moving in June

Starting June 1 approximately 3,500 emeritus and retired staff (with an eligible account) will have the opportunity to begin migrating to Office 365.
They will receive an email that includes a step-by-step plan to migrate, including documentation and Help Desk support. Although they do not need to move to Office 365 right away, they will be required to migrate beginning in the fall. WiscMail/WiscMail Plus and WiscCal will be retired on December 31, 2015.

A small pilot group of retirees and emeriti has already gone through the process, and had this to say:

  •  “[The process was] very easy. I don’t use calendaring so that made it simpler.”
  •  “It was smooth, simple, and I had no problems. I also made the switch on my devices with no issues.”
  •  “My transition was so quick and simple I felt guilty asking for assistance [from the Help Desk]. I spent no more than 10 minutes answering a few questions and then waited 1/2 hour for the migration to be completed. It was very painless and the assistance was much appreciated.“

If they would also like to work directly with the DoIT Help Desk during migration, they can call 608-264-4357 or email help@doit.wisc.edu. Group help sessions may be scheduled in late June or July. They will be notified via email from the UWRA for a date, time and place.

Support for email clients

During our first year or so of migration, we have found that supporting non-Microsoft clients (Thunderbird, Apple Mail, etc.) consumes significant time and effort. Microsoft does not recommend these clients for use with Office 365, and there are often significant limitations in client functionality as a result.

Regretfully, therefore, we will be limiting the amount of time spent trying to resolve issues in non-Microsoft clients. We will make a best effort to solve the problem. If we cannot find a solution, we will try to see if a Microsoft client solves the problem. If using the Microsoft client fixes the issue, we will consider the issue resolved.

DoIT continues to fully support the Microsoft recommended clients.

Individual faculty and staff migrations to begin in June

Individual faculty and staff, who are not part of an organizational unit that plans to migrate together, will be invited to move to Office 365 beginning June 1 in preparation for the retirement of WiscMail in December. On May 29, approximately 21,000 UW employees will receive an email notification informing them that they will be able to self-migrate to Office 365 on June 1. Starting June 1, they will see an interrupt screen when logging in to the WiscMail web client, which includes instructions on how to start their own migration. About 3,300 faculty and staff will be excluded, as their organizations are planning later migrations. UW employees will be able to choose when they migrate this summer. Those who do not migrate by September will have their migration date scheduled for you this fall, and will not have the option to choose when they move.

Questions about the project may be directed to the Help Desk.