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Office 365 - Exchange Mail and Calendaring Hosted by Microsoft

Need Help? E-mail help@colostate.edu, call 970-491-7276, or stop by the CSU Technical Help Desk in the Morgan Library!

Table of Contents



Background

Colorado State University is migrating its on premises-hosted Microsoft Exchange Email and Calendaring system to Microsoft's Office 365 Education Service. Office 365 Education also includes additional services such as Skype for Business (formerly Lync, for instant messaging) and OneDrive for Business (up to 5 TB of cloud storage). Starting in Summer 2014 ACNS, in conjunction with departmental IT groups, began rolling out new features provided by Office 365 and has started the process of migrating Exchange services to Office 365.

This site contains important information about the continuing migration of local Exchange services to Office 365.

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Office 365 Benefits and Services

Leveraging Microsoft’s Office 365 Education platform allows CSU faculty, staff, and students the opportunity to take advantage of features and services offered with Office 365 that otherwise would not have been made available. The list below highlights a few of the included features and services:

  • Enhanced E-mail services - Includes 100GB mailbox quotas (thed efault quota prior to move to Office 365 was 2GB) and unlimited archiving while still supporting connections from traditional clients including Outlook, mobile devices, and Outlook Web App.
  • One Drive for Business - 5 TB of personal cloud storage through OneDrive for Business. OneDrive for Business can also be used to share documents with users outside of CSU
  • Skype for Business (formerly Lync) - Supports secure instant messaging through locally installed Lync clients, remote desktop control, and hosting online meetings.
  • Qualifying users (includes all active undergraduate and graduate students and most faculty and staff) can install up to 5 copies of Office on the computers and devices of their choosing

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Office 365 Service Eligibility

There are four primary services offered as part of Office 365, where a user's affiliation with the university determines the services for which they qualify. The table below summarizes the Office 365 services that are available to different types of CSU users. Office 365 services are available until a user's eID no longer meets the required criteria; students typically have access to Office 365 services for 1 year after graduation or the end of the last semester they were enrolled while faculty and staff retain access for 30 days after their employment with CSU ends. It is not an option to continue to use Office 365 services provided by CSU after a person leaves the university due to graduation, transferring to another college or university, seeking other employement, etc.

  Exchange
(E-mail)
  Skype for Business     OneDrive for Business   Office ProPlus
(5 copies of Office)
Undergraduate Students No Yes Yes Yes
Graduate Students Yes Yes Yes Yes
Faculty and Staff Yes Yes Yes Yes
Associate eID Accounts Yes Yes Yes Yes
Secondary eID Accounts Yes Yes Yes No

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Office 365 Migration Timeline

  • Summer 2014 – Implementation of core services supporting Office 365; Lync Online and OneDrive for Business, Office ProPlus downloads After core services required to support Office 365 integration have been implemented, Skype and OneDrive for Business services will be available for users in departments and units where local IT support is available to assist with client installs and end user support. Also, most users will be able to install Microsoft Office on up to 5 PC/Mac computers. Note that Exchange e-mail services will not be affected (or moved to Office 365) as part of the initial offering of Skype and OneDrive for Business
  • Fall 2014 – Prepare for the migration of Lamar mailboxes to Office 365: As part of the decomissioning of the Lamar server, Lamar mailboxes will be moved to Office 365. Included in the transition are updates to back end provisioning processes affecting eID and Exchange provisioning as well as the development of processes to move e-mail accounts from Lamar to Office 365 (or to local Exchange for Lamar users with an existing Central Exchange mailbox).
  • Winter/Spring 2015- Move Lamar mailboxes to local Exchange or Office 365.
  • Summer/Fall 2015 – Migrate Central Exchange Mailboxes to Office 365: During this phase, all Exchange mailboxes, including user mailboxes, shared mailboxes, and room/equipment mailboxes will be migrated to Office 365’s Exchange Online service. If you have voice mail service attached to your Central Exchange mailbox, that service will continue to be offered in Office 365 - but you may need to re-record your name and greetings. We plan to move mailboxes for a given department’s faculty/staff population at the same time to the extent possible to ease the transition. The process of moving all mailboxes from every department will likely take several weeks to get the bulk of the mailboxes moved.
  • October 2015 - Migration Completed: All Central Exchange mailboxes successfully migrated to Office 365.

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Central Exchange to Office 365 Exchange Migration Overview

At the point when we are ready to migrate Exchange mailboxes from on premises Exchange servers to Office 365 Exchange, a process will be in place to notify users by e-mail that their Exchange mailbox is scheduled to move prior to the move itself. When a person’s mailbox is moved from CSU’s Exchange servers to Office 365 Exchange, the entire contents of the mailbox – including all e-mail, calendar data, and contacts – are moved with the mailbox. At the conclusion of the process, a confirmation e-mail will be sent to notify the person that their mailbox has successfully moved. Outlook clients connected to a mailbox during the move operation will likely require a restart. IMAP and mobile devices will require users to update account settings with settings applicable to Office 365. Also of particular note, after a mailbox has moved to Office 365, all users will be required to enter their username as ename@colostate.edu when/if prompted rather than the more traditional “colostate\ename” format. This applies to Outlook, mobile devices, and even Outlook Web App. Answers to common questions related to the migratoin are covered below:

  • What does this migration mean to me? – If you currently have a Microsoft Exchange mailbox (historically, this means most faculty/staff), then your Exchange mailbox will be migrated to Office 365 in the coming months. This site provides information regarding that migration, what you can expect, and pertinent connection information for connecting client software and mobile devices to Office 365.
  • When will my mailbox be migrated from Exchange to Office 365? – Migrations are slated to start in early summer 2015 - we will work out a schedule and have that schedule available in some fashion on this site in the coming weeks.
  • How will I connect my current e-mail software or mobile device to Office 365?Instructions are available for connecting e-mail client software, mobile devices and accessing the Office 365 Portal.
  • What should I expect from this migration? What changes?
    • All of your existing Exchange data (e-mail, calendar information, Exchange contact lists, Tasks etc.) will be seamlessly migrated to Office 365.
    • Office 365 provides larger e-mail quotas - 100GB (gigabytes) per mailbox. That's 25 times more space than is provided by Exchange on campus.
    • You gain access to rich features offered by Office 365 such as Skype for Business (formerly Lync) for instant messaging and OneDrive for Business to store personal files in the cloud.
    • Your e-mail address stays the same.
    • You won't miss any e-mail sent to you while your mailbox is migrated.
    • You may need to modify some e-mail software settings in order to connect to Office 365 instead of Exchange after your mailbox has migrated.
    • You will need to modify settings on your mobile device to connect to Office 365

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