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Office 365 - Frequently Asked Questions

FAQs

  1. Where do I go to get Microsoft Office?
  2. Skype, OneDrive for Business, Exchange Online...what’s the difference between the services and if I use one service do I have to use them all?
  3. What is Skype for Business (formerly Lync)?
  4. What is OneDrive for Business?
  5. What impact will moving my mailbox from CSU’s Exchange servers to Office 365 have?
  6. Will I still be able to use Outlook to connect to my Exchange mailbox after my mailbox has moved to Office 365?
  7. What can I do to make sure my computer will work with Office 365 services?
  8. Can I change the picture for my Office 365 account?
  9. Why do I get an error when I click on the "Mail" tile in the Office 365 Portal?
  10. How can I enable or disable apps such as "Bing Maps" that appear in Outlook?
  11. When I change my eID password at the eID web site, how long does it take for my new password to take effect in Office 365?
  12. How long does it take for new mailboxes and distribution group changes to be available in Office 365?
  13. How long does a deleted e-mail remain in the "Deleted Items" folder?
  14. What is Microsoft's Privacy Policy for Office 365?
  15. What is the restore policy for Office 365 e-mail?
  16. Why does my name appear in the GAL as my eName rather than Last,First?
  17. Is it possible to change the last name portion of my first.last@colostate.edu address to the professional or preferred last name that I use?
  18. How long after I leave the university do I have access to Office 365 services (ex: Email, OneDrive for Business, Office download, etc.)?
  19. Who is eligible for Office 365 services?

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Where do I go to get Microsoft Office?

Microsoft Office is available for anyone with an active CSU eID (secondary eIDs excluded) by logging onto the Office 365 portal at https://portal.office.com using your eID in the format ename@colostate.edu. General instructions to download and install Microsoft Office are available on the Download Office page. If you are installing Microsoft Office on your work computer, please consult your local IT support for installation media and assistance.

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Skype (Lync), OneDrive for Business, Exchange Online...what’s the difference between the services and if I use one service do I have to use them all?

Think of Office 365 as an “umbrella” term that covers multiple services – including Skype for Business, OneDrive for Business, and Exchange Online. The driving force behind CSU opting to use the Office 365 service provided by Microsoft was that it provided an upgrade path for Central Exchange e-mail, calendaring, and voice mail services – leveraging Office 365 will significantly decrease the hardware and overhead required to manage e-mail on campus. With that in mind, eventually, your Central Exchange mailbox will be moved to Office 365 Exchange. Skype and OneDrive for Business are additional services that are bundled with Office 365. While there is some tie-in among the different services, each stands on its own and you (or your department) can decide when and if you want to use Skype for Business (Lync) for instant messaging and online meetings or OneDrive for Business for personal cloud storage. Also, because each is a distinct service, it’s not a requirement that your Exchange mailbox be moved to Office 365 before you start using Skype for Business (Lync) or OneDrive for Business. Likewise, when your Exchange mailbox is eventually moved to Office 365 it’s not a requirement that you must start using Skype (Lync) or OneDrive for Business at that time.

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What is Skype for Business (formerly Lync)?

Skype for Business (formerly Lync) is a service provided as part of Office 365 that is probably most often associated with instant messaging (IM). The IM function of Skype for Business is similar to other IM services or clients you might have used such as MSN Messenger, Skype, Google Talk, or Facebook Messenger. The key difference with Skype for Business is that the IM service and contact list is limited to other CSU users who have an active eID – but that also comes with the added advantage that IM sessions between Skype for Business clients/users is encrypted (i.e. secure) as it passes between clients. Skype for Business services also include audio and video conversations, Skype for Business meetings, and remote desktop control – for remote desktop control, think in terms of a helpdesk technician needing remote access to your system to provide assistance when you request it. If you have a mailbox hosted in Office 365 Exchange, you can initiate a Skype for Business chat session from Outlook Web App; otherwise you will need to install a Skype for Business/Lync 2013 client on your computer in order to use Skype for Business. As with all Office 365 services, you’re required to enter your username as ename@colostate.edu when you’re prompted to login.

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What is OneDrive for Business?

OneDrive for Business is personal “cloud” storage provided for you through Office 365. You can access it using the Office 365 Portal at https://portal.office.com via the “OneDrive” navigation link (at the top right) or there is also a OneDrive for Business client that can be installed on a Windows PC that allows you to treat your OneDrive for Business storage as a local folder in Windows Explorer that will sync with Office 365. OneDrive for Business also allows you to share files (including large files) with users outside of CSU.

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What impact will moving my mailbox from CSU’s Exchange servers to Office 365 have?

The contents of your mailbox, including your e-mail (and folders), contacts, and calendar entries will remain intact during the move from CSU’s Exchange servers to Office 365 Exchange. E-mail clients such as Outlook will require a restart upon the completion of a mailbox move and some e-mail clients (mobile devices, IMAP clients including Thunderbird) will likely need to be reconfigured in order to connect with a mailbox moved to Office 365. If you access shared calendars using Outlook, there may be some calendars that are inaccessible to you until the mailbox hosting the calendar is also moved to Office 365. Finally, after a mailbox has moved to Office 365, you will be required to enter your username as ename@colostate.edu when/if you are prompted to enter credentials by Outlook or Outlook Web App. On a similar note, Outlook will no longer automatically recognize that a person has logged onto their PC using their eID and everyone will have to enter username and password info when opening Outlook.

For users who have voice mail service provided by Exchange through CSU Telecommunications, voice mail service will continue to work with Office 365. The migration process will likely force users to re-record the recorded name and greetings associated with your mailbox. Also, Office 365 will introduce a new pilot number, which is used to call in to access your mailbox remotely to hear voice mail or record a greetings. The new pilot number is 970-491-4500 – note that the new pilot number only applies to mailboxes moved to Office 365.

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Will I still be able to use Outlook to connect to my Exchange mailbox after my mailbox has moved to Office 365?

If you are using Outlook 2011 for Mac, Outlook 2010, or Outlook 2013, you will definitely be able to continue to use Outlook to connect to your mailbox after it has moved to Office 365. While Outlook 2007 is supported for use with Office 365, it is not recommended.

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What can I do to make sure my computer will work with Office 365 services?

The general rule of thumb in terms of client readiness is that you will want to ensure that your PC is fully updated with the most recent service pack for your Office version and that updates released after the service pack have been installed. Please contact your local IT support if you have questions about the version of Office running on your PC.

Microsoft Outlook 2010:

  • Updated to Service Pack 3 along with all subsequent updates

Microsoft Outlook 2013:

  • Updated to Service Pack 1 (version 15.0.4569.1506 or higher)

Microsoft Outlook for Mac 2011:

  • Updated to Service Pack 3 along with subsequent updates

Microsoft Outlook (Mac v15.3):

  • Updated to Service Pack 3 along with subsequent updates

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Can I change the picture for my Office 365 account?

The picture associated with your Office 365 account can be changed using the steps below:
  1. Login to the Office 365 portal at https://portal.office.com and with your username entered as ename@colostate.edu.
  2. Click the person icon in the top-right corner.
  3. Click the "change" link under the person icon (or picture that you had previously set).
  4. Follow the instruction on the resulting screen to browse for and set a photo or image and click "Save".

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Why do I get an error when I click on the "Mail" tile in the Office 365 Portal?

The process of migrating your email account takes one week. During that timeframe, your mailbox is syncing, but is not yet available in Office 365. If you attempt to click on the Mail tile within Office 365 during the migration period, you will receive an error: "Something went wrong. Sorry, we can't get that information right now." Other tiles related to email are also unavailable in Office 365 during the migration and will generate an error (Calendar, People, and Tasks). Once your migration has been finalized, the error will go away.

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How can I enable or disable apps such as "Bing Maps" that appear in Outlook?

You can manage the apps such as "Bing Maps" or "Suggested Meetings" used by Outlook using the steps below.
  1. Login to the Office 365 portal at https://portal.office.com and with your username entered as ename@colostate.edu.
  2. If you are not logged into your e-mail account by default, click the "Mail" tile to access your e-mail.
  3. Click the gear icon in the upper right corner of the screen and choose "Manage add-ins".
  4. To disable or enable add-ins, click the appropriate add-in in the list and check or uncheck the "Turned On" checkbox to reflect the desired setting.

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When I change my eID password at the eID web site, how long does it take for my new password to take effect in Office 365?

CSU users can use the eID web site at https://eid.colostate.edu to change their eID password, which is used to access Office 365. When you change your eID password, please allow 10 minutes before using your new password to login to the Office 365 portal or other Office 365 services.

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How long does it take for new mailboxes and distribution group changes to be available in Office 365?

Please allow 2-3 hours for new mailboxes (user, shared, room, or equipment mailboxes) to be created in Office 365. Edits made by Resource Coordinators to the membership of distribution lists also can also take up to 2-3 hours to be reflected in Office 365.

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How long does a deleted e-mail remain in the "Deleted Items" folder?

When you delete an e-mail from your Office 365 mailbox, it is placed in the "Deleted Items" folder. Items remain in the Deleted Items folder for 30 days from the date they were deleted. Items in the Deleted Items folder that are older than 30 days will automatically be purged from the folder. In most cases, you can use the Recover Deleted Items tool to recover items that were removed from the Deleted Items folder for an additional 14 days after an item was purged from the Deleted Items folder. E-mail placed in the "Junk Email" folder is also removed after 30 days but cannot be recovered using the Recover Deleted Items tool.

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What is Microsoft's Privacy Policy for Office 365?

The privacy policy for Office 365 is posted at http://www.microsoft.com/online/legal/v2/?docid=22&langid=en-us.

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What is the restore policy for Office 365 e-mail?

ACNS does not maintain local backups of e-mail hosted in Office 365. We can leverage administrative tools built into Office 365 to restore the recent contents of a user's mailbox to an Outlook Data File (pst). Note that the current set of tools only allows us to restore the recent contents of mailbox in a flat folder. We have no means by which we can restore a mailbox (or folders within) to a previous state where e-mail is sorted into folders and subfolders.

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Why does my name appear in the GAL as my eName rather than Last,First?

By default, Associate eIDs have directory privacy settings enabled which results in a person's name appearing in the Global Address List as their eName. Also, e-mails sent by the user have a reply to address formatted as ename@colostate.edu. This setting can be updated by your area's HR representative using the instructions posted at http://hrs.colostate.edu/hr-liaisons/QH-directory-info.html.

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Is it possible to change the last name portion of my first.last@colostate.edu address to the professional or preferred last name that I use?

Yes, faculty and staff users can request that a professional/preferred last name be used as the last name portion of their first.last@colostate.edu e-mail address. Professional/preferred last name requests are processed by Human Resources, and the process is detailed in the "Request Professional/Preferred Last Name in HR System" section of http://www.hrs.colostate.edu/hr-liaisons/name-change.html.

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How long after I leave the university do I have access to Office 365 services (ex: Email, OneDrive for Business, Office download, etc.)?

Eligibilty for eID services is tied to user's eID. When a user's eID is no longer active, access to Office 365 services including e-mail and OneDrive for Business is also terminated. The standard expiration period for faculty and staff eIDs after a person leaves the university is 30 days while students typically retain eID services for 1 year. Please refer to Expiration time periods for CSU eID for more information about when different types of eIDs expire.

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Who is eligible for Office 365 services?

Please refer to Office 365 Service Eligibility for information concerning Office 365 service eligibility.

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