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Office of Information Technology

Frequently Asked Questions about Office 365

General Office 365 Information


Email


Software Installation


Collaboration & Instant Messaging


Searching in Outlook



General Office 365 Information

What is Office 365?

Office 365 is an enterprise-class email and collaboration platform that offers full integration with the Microsoft Office application suite across workstation and device types.

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What are the benefits of Office 365?

  • Office 365 offers the best enterprise platform, providing one-stop for your email, calendaring, collaboration, and office application needs.

  • Office 365 offers flexibility and portability, as Faculty and Staff may choose to access their email using the Outlook desktop client, an IMAP client, the Office 365 web interface, or the Outlook mobile app. Mail forwarding to alternative providers is also permitted.

  • Office 365 includes a number of exciting applications, such as Skype for Business for instant messaging and collaboration, One Drive for cloud-based file storage, and more.

  • Office 365 offers better integration with other critical AU systems, since we have standardized on the Microsoft platform.

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Will the migration change how I communicate with students?

Not at all. Students will continue to use Google for their email; however, collaboration between Faculty, Staff, and Students will be enabled via Skype for Business, OneDrive, and other collaboration tools.

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Email

How will this migration affect departmental/shared mailboxes?

Departmental or shared mailboxes will also be migrated to Office 365, along with their email content; however, these account can no longer be logged in to directly. Shared accounts will show up for those with access through either the Outlook desktop client or Outlook Web Access interface. Student workers can also be granted access to these accounts in a similar fashion to how they access shared Lotus Notes accounts.

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Is there a mailbox size limit in Office 365?

Yes, there is a 50 Gigabyte limit for each mailbox, and a 50 Gigabyte limit for each mailbox archive. Warning notifications will be sent to an email account, as it approaches the size limit.

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What happens if I currently forward my AU email to a non-AU email account?

If you have forwarding set on your AU email account, you should not have to take any action as your email address will continue to forward to your non-AU email account after you have been migrated to Office 365. However, if you have forwarding from your AU account set up via a Lotus Notes mail rule, you will need to recreate that rule in Office 365 as mail rules are not brought over as part of the migration process.

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I do not currently forward my email. How can I start forwarding my Office 365 email to a non-AU email account?

To forward your Office 365 email to a non-AU email account, you can log into Outlook Web Access and configure forwarding through your settings. Instructions on how to do this can be found here.

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How do I send an encrypted message?

Using Office 365 and the email encryption add-on, all emails sent internally within the system are automatically encrypted. Extra steps are required though for emails that are being sent to external recipients and need to be encrypted.

The way to encrypt an email that's being sent is to include the text [Encrypt] in the subject line of the message. This text is a signal to Office 365 that the email needs to be encrypted. Afterward, an email which explains how to view the encrypted message will be sent to the recipient. The message you sent to them will only be available for 14 days and can't be locally saved.

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Software Installation

Do I need to upgrade to Office 2016?

To enjoy the best possible experience and all available features, it is recommended that you upgrade your PC or Mac to Office 2016. You can download Office 2016 for both operating systems from the DOWNLOAD SOFTWARE page of the myAU portal under the TECHNOLOGY section. For assistance with the installation, please contact the IT Help Desk.

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I am getting an error about having the 64-bit version of Microsoft Visio or Project installed, when trying to install Office 2016. What should I do?

You may need to install the 64-bit version of Office 2016 in this case. You can contact the IT Help Desk for a copy of the 64-bit version. Alternatively, you can uninstall the 64-bit version of Visio or Project, and install the 32-bit version; however you will need to know your license key. If successful, the 32-bit version of Office 2016 can then be installed.

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Collaboration & Instant Messaging

Does Office 365 have a replacement for Sametime instant messaging?

Yes, Sametime will be replaced by Skype for Business. Skype for Business offers the same instant messaging capabilities as Sametime; however, it also adds better collaboration tools, such as video-conferencing and screen-sharing.

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Searching in Outlook

How do I search for emails with specific keywords or from specific sender etc.?

The search function in Outlook requires search terms to be entered in a certain format. Click here to read over Microsoft's guide to searching in Outlook.

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How can I search the Global Address List in Outlook for a faculty?

When composing a new email in Outlook, click on the To: button to open the AU directory lookup window. Make sure More Columns is selected under Search:, and also make sure Global Address List is selected under Address Book. These options are much more effective for searching the AU directory. You should be able to search by Last Name or Full Name.

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