OFFICE 365 FAQS
What is OneDrive?
- OneDrive is online storage that comes with your Microsoft account. It’s a service that provides resources for file storage, collaboration and communication. It provides access anytime/anywhere to all your files including: photos, videos and documents. Whether you’re on your laptop working on a presentation, viewing photos on your tablet, or on your phone, you can get to your files in OneDrive.
How do I access my OneDrive?
Why did we choose OneDrive?
- To be deployed as a statewide solution, a cloud-based file sharing solution must meet four criteria: FERPA, HIPAA, FISMA and US export control laws. Currently, only Box.net and MS OneDrive meet these four criteria.
- OneDrive currently offers 1TB of storage per user. The cost for OneDrive is covered under our existing license agreement with Microsoft.
What is the difference between OneDrive for Business and OneDrive?
- OneDrive is a cloud-based storage system for personal files. OneDrive for Business is for storing, editing, creating, and sharing business documents.
What is Office365? What does it have to do with SharePoint?
- Office365 is a cloud-based version of Microsoft Office. SharePoint is the storage component of Office365. Think of OneDrive for Business as a personal SharePoint site (My Site) for your documents.
What is SkyDrive?
- OneDrive was originally branded as "SkyDrive". SkyDrive is now OneDrive, and SkyDrive Pro is now OneDrive for Business.
How much space do I get?
- Each user gets 1TB of space. There is currently a 2GB per file limit but that is being updated to 10GB per file very soon. The maximum amount of individual items (files, folders, etc.) you can sync between your OneDrive and your PC is 20,000.
Are there characters I should avoid in the file or folder names?
- Yes. File formats and file names must conform to Microsoft naming conventions.
- Please see the OneDrive Golden Rules[SR1] document for a complete list of invalid characters.
How do I add a photo to my Office 365 profile?
Log in to Office 365.
- Click on your name in the top right-hand corner.
- Select "About Me".
- Hover over your blank photo and select "Change Your Photo".
- Upload an OMES appropriate photo of yourself to be included in Office 365 and Lync.
How do I create a new folder?
- From a web browser, click on Files in the upper left hand corner. Click on "New Folder".
- If you have installed the sync client on your PC, you can create a new folder just like you normally would on your local computer.
How do I upload a file?
- You can upload a document by logging on to your account with a browser, and dragging/dropping a document into your document depository in the area where it says "drag files here".
- If you have installed the sync client, you can add a file or document just like you normally would on your local computer in the Windows Explorer folder called "OneDrive – Office of Management and Enterprise Services".
- If you put a file or folder in the sync area on your local computer, it will automatically sync to the cloud.
How to I share a file?
- To share a file, click on the 3 dots next to the folder name (…) or click on the lock symbol. Select "Invite Others". To add users, type in the user's last name and select from the directory. Type in their email address.
How do I tell who I have shared a document with?
- Highlight the file name and select the group symbol (looks like 3 users). You can see who you have shared a file with from here. You can also click the 3 dots next to the file name and click on Share, then view the "Shared with" section.
Can OneDrive do real-time online collaboration?
- Yes, OneDrive can do real-time online collaboration. You have to open the document in Office Web Apps. In the upper right hand corner, you will see when someone is also editing the file. You will see a flag while the other person is typing.
Can I create a new document in the browser?
- Yes, you can create a new document by clicking on "new document" in the main area of your document repository. It will automatically use Office Web Apps to create the document.
- You can switch to using your full Office application (e.g. Word) by going to the File menu and click on "open in Word". This will give you the full functionality of your local Office apps.
What happens when I delete a file? Can I get it back?
Why does OMES need a new e-mail system?
- OMES email is growing at a rapid rate and has become a mission critical application over the past several years. A migration to a new cloud-based email system allows for scalability and manageability that is difficult to achieve on-site. In addition, there are cost and staff efficiencies that can also be gained from migration. The new system is more flexible and does not require any special software be installed on your computer.
What is Microsoft Office 365?
- Office 365 is a cloud-based set of products including desktop applications (Microsoft Office suite) and server products (including Exchange e-mail, SharePoint collaboration, OneDrive, and Skype for Business (Lync) instant messaging). However, for now, OMES will not be utilizing the SharePoint collaboration services.
What does "cloud-based" and "in the cloud" mean?
- Cloud computing, or being "in the cloud," means that a third-party (in this case, Microsoft) provides the applications via the Internet and stores the data on their servers.
Is my information safe in the cloud?
- Yes, multiple copies of your data are stored for redundancy purposes. The data is encrypted when accessed from the server. The end result is an online service that has the equivalent reliability and security as an on-site server.
Are all OMES email users moving to the same system?
- Yes, all OMES email users are moving to Microsoft's cloud based Office 365.
Is the Cloud FERPA, HIPAA, and FISMA compliant?
- Yes, Microsoft Office 365 is FERPA, HIPAA and FISMA compliant.
When is this going to happen?
- The specific migration schedule for each agency is yet to be developed, but is expected to begin in the coming weeks.
Will I keep my existing agency email address?
- Yes. Your agency email address will remain the same.
Will I have to sign in to Outlook separately?
- No, your Outlook will function exactly the same as it does now.
Will this affect the mailboxes I share?
No, shared mailboxes should not look any different.
Will this affect my mailbox delegations?
- Yes. Only users who have been migrated to the cloud can effectively delegate mailboxes to other users who have also been migrated to the cloud. Our goal is to migrate each agency together, so the people who share resources will move together.
Will this affect the distribution groups I own?
- Yes. Unfortunately, users who are migrated to the cloud will not be able to update the email distribution groups they own until after the entire agency migration is complete. Please contact the OMES Service Desk at firstname.lastname@example.org or 405-521-HELP to request updates. Once the migration is complete, and the distribution groups have also been migrated to the cloud, group owners will be able to resume managing their groups just as they did previously.
Will group addresses migrate to the new email system?
- Yes, group addresses will be migrated.
How will I access Office 365 e-mail, calendar and contacts?
- Via the Outlook link on your desktop just as you have before.
Will this affect how I view public folders?
- Public folders should not look any different when viewed while signed on to the state network or when remoting in through VPN. However, public folder viewing will not be available through the Outlook Web Application.
- Note: Public folders will not be available immediately after migration. Please contact the OMES Service Desk at email@example.com or 405-521-HELP and have a service request created to have these transferred.
Will this affect the calendars I share?
- Yes. After migration, only users who have been migrated to O365 can effectively share calendars with other users who have also been migrated. Users that have been migrated to O365 will only be able to see free/busy information on calendars of those users who have not been migrated and vice versa.
- Note: Public shared calendars will not be available immediately after migration. Please contact the OMES Service Desk at firstname.lastname@example.org or 405-521-HELP and have a service request created to have these transferred.
Will we be able to share/delegate calendar viewing in Office 365?
- Yes. However, during migration, users who have not been migrated to the cloud will receive an Office 365 Autodiscover Authentication prompt when trying to access a migrated user’s calendar.
- This authentication enables users whose mailboxes reside in the on-premises Exchange environment to view calendars of users whose mailboxes have been migrated to the Office 365 Cloud Exchange environment.
- The password used for this authentication is your network password.
Note: If a non-migrated user does not authenticate, they will not be able to view migrated user’s calendars.
Will room reservations/scheduling be available in Office 365?
- Yes. However, during migration, only users who have been migrated to the cloud can effectively access resource mailboxes such as conference rooms that have also been migrated to the cloud. This is why these resources will be migrated together with the offices that utilize the resource.
Will room scheduling/reservations within departments/office areas migrate?
- Yes, room schedules/reservations can be migrated.
Should I schedule future meetings now or should I wait until after migration?
- Yes, keep doing what you're doing for now.
Will meetings employees accept now migrate to the new or do I need to send new invites after migration?
- Yes, meetings will migrate. You do not need to send new invitations after migration.
When creating an email, will the “To” field auto-populate with names as it currently does in Outlook?
- It will look first to your personal address book. If you have sent an email to someone in the Global Address book at least once, it will auto-populate (suggested contacts)
Does Office 365 or Outlook block certain file types?
- The antivirus system blocks executable files automatically. The types of files blocked will stay the same as it is currently.
Will this affect my mobile device access?
- Yes, if you have a mobile device with MobileIron installed, you will receive an “Application Reset” message when you open MobileIron.
- The MobileIron app on your phone will need to be deleted and reinstalled. Please see the MobileIron Office 365 Instructions.
What will the outside email sender see if they try to send an attachment larger than 25MB?
- Many email systems have message size limits lower than 25 MB. If we receive a message larger than 25 MB, Office 365 will generate a bounce-back message to the sender stating the message exceeds the 25 MB size limit.
What is OneDrive?
- OneDrive is online storage that comes with your Microsoft account. It’s available from any of the devices you use. You no longer need to email files to yourself or carry around a USB flash drive. Instead, whether you’re on your laptop and working on a presentation, viewing documents on your tablet, or on your phone reviewing your schedule, you can get to your files in OneDrive. Please see the OMES OneDrive FAQ above for more information.
Will all of my documents be migrated to OneDrive?
- Yes, all of your documents will be copied to OneDrive. You will have read only access to your H: drive.
- Instructions will be provided to install the Sync Client to back up your OneDrive files to your PC for occasions when you may be working offline.
Is it true that migration to the new email system will happen agency by agency?
- The migration is going to be performed in a manner that will move groups of people who share resources together, such as office by office, division or agency.
How long will it take to migrate my mailbox to the new email system?
- This timeframe varies but there will be little to no downtime for users related to having their mailbox moved.
- A restart of the Outlook client is required once the mailbox is moved, that is the only action that will have to be taken. It may take up to 30 minutes to load after Outlook restarts. Please do not close Outlook during this time or the configuration process will start over.
How long will it be until Outlook is available/accessible after the migration?
- There is no period of downtime for Outlook during the migration; the client has to be restarted once the move is completed for a user. It may take up to 30 minutes to load Outlook after you reboot. Please do not restart during this period or the configuration process will start all over.
Will I have to set up a new Outlook profile on a workstation I have used before?
- No, if a user is logging on to a workstation to which they have logged on to Outlook previously, there should still be an existing Outlook profile on the workstation. It may take up to 30 minutes to load the first time just as it did on their primary workstation.
Will I have to set up a new Outlook profile on a workstation that I have not previously used?
- Yes, currently Outlook is not configured by default on any workstation new to a user. When a user logs on to a computer to which they have never logged on to previously they will have to set up a new Outlook profile. This has always been the case and has not changed for cloud email users.
Will I be locked out of the email system during the migration?
- No, users are not locked out during the migration process.
Will emails be lost if sent/received during the migration?
- No, new email will be directed immediately to your activated Office 365 email account
How do I know how large my current mailbox is?
- In Outlook on the top left you will see your email address at the top of your inbox (example: email@example.com) . If you right click and then click data file properties at the bottom will be a folder size button. This shows your total size in KB. 1000 KB is a MB. 1,000,000 KB is a GB.
We only support Microsoft Outlook on OMES-owned machines or webmail on Internet Explorer, Firefox or Chrome. Outlook Web App Light with limited webmail functionality may only be available for non-Internet Explorer browsers or versions of Internet Explorer below version 10.