Microsoft Office 365 FAQ

Frequently Asked Questions

 

General Questions:

What is Microsoft Office 365?
Why are we migrating to Microsoft Office 365?
Who is affected by this move to Microsoft Office 365?
How can I receive training for Microsoft Office 365?
What if I am ordering/creating published materials that include a UWB email address?

Email:

How can I access my email online?
How can I change my UW NetID?
When will my UWB email be turned off?
How can I setup a distribution list in Office 365?
How can I setup a resource mailbox in Office 365?
What is the maximum file size I can attach to an email?
How are student staff members' privacy protected in regards to their email?

OneDrive for Business:

What will happen to my UWB U drive?
What about our departmental file shares?
How much storage space is available through OneDrive for Business?
What is the maximum file size I can upload to OneDrive for Business?
How can I get more information on OneDrive for Business?

Security:

What security measures are being taken to protect my information?
Will remote desktop be affected by this migration?

Profiles:

What if I would rather use Google?
How can I transfer my data from my UWB profile to my UW NetID profile?
When will I stop using my UWB credentials to login to my computer?

Mobile Devices:

Will I still be able to connect to email on my mobile devices?
Will I be able to get to my new file storage (OneDrive) on my mobile device?

General Questions:

Q: What is Microsoft Office 365?
A: Office 365 is the new platform the UWB campus has chosen to host our email and file share. Please visit Microsoft Office 365 for Business website for details on all that Office 365 has to offer.

Q: Why are we migrating to Microsoft Office 365?
A: At the rate UW Bothell is growing, it is no longer financially feasible to rely on our limited, locally hosted email and file storage servers. In order to best serve the campus, we need an email and file storage solution with a larger capacity and more flexibility. Microsoft Office 365 will help us keep up with the projected growth of the UW Bothell campus as it has the capability of growing with us.

Q: Who is affected by this move to Microsoft Office 365?
A: All faculty, staff and student staff employed by the University of Washington Bothell.

Q: How can I receive training for Microsoft Office 365?
A: UWB IT is working on creating free workshops and information sessions to help the campus learn about adjusting to using Office 365 and how to utilize this great new resource. As these sessions become available, we will update our web site and send out email reminders with details on how you can attend. UWB IT technicians will also be available to provide one-on-one assistance. If you are interested in scheduling an appointment with a technician, please contact the UWB IT Helpdesk.

Q: What if I am ordering/creating published materials that include a UWB email address?
A: It is a good idea to start including your UW NetID email address in future publications, such as business cards. If you have publications that already exist and contain your (or your department's) UWB email address, don't worry. We will be forwarding all UWB emails to your (or your department's) UW NetID email inboxes for about 1 - 2 years after the initial transfer.

Email:

Q: How can I change my UW NetID?
A: Please call the UWB IT Helpdesk for more information on how to change your NetID (425-352-3456)

Q: When will my UWB email be turned off?
A: We will continue to forward your UWB email to your UW NetID email inbox for the next 1-2 years. Rest assured, UWB IT will communicate with the campus with as much lead time as possible when we plan on turning off the UWB email forwarding. To be clear, your UWB email and your UWB profile will not be migrating to Office 365 simultaneously. This means you will continue to login to your computer with your UWB credentials after we migrate your email for a short and temporary period of time. We will begin migrating user profiles from UWB to UW NetID starting in late fall quarter.

Q: How can I setup a distribution list in Office 365?
A: Distribution lists will need to become Mailman Email Lists. For all existing distribution lists, UWB IT will be assisting groups with converting them into mailman lists. If you are interested in creating new distribution lists, you are able do so yourself. Additional information on Mailman lists can be found on UWB IT's page here. For further information, please review the documentation on how to create a mailman email list on the IT Connect website.

Q: How can I setup a resource mailbox in Office 365?
A: In order to create resource mailboxes once we move to Office 365, you must create a shared NetID. For all existing resource mailboxes, UWB IT will be assisting you with creating a new shared NetID. If you do not have an existing resource mailbox, but it is something you are interested in having once we move to Office 365, please visit IT Connect's website for documentation on how you, the user, can create a shared NetID.

Q: What is the maximum file size I can attach to an email?
A: The maximum file size that can be attached to an email message is 25MB.

Q: How are student staff members' privacy protected in regards to their email?
A: All Public Records Requests are routed through the office of Administration and Planning on the Bothell campus. If the request is approved, all personal content will be redacted before the requester is able to view any content. For more information on Public Records Requests, please contact the Office of Administration and Planning.

Q: How can I access my email online?
A: You can access your UW email through the web by logging into outlook.com/uw.edu and logging in with your UW NetID credentials.

OneDrive for Business:

Q: What will happen to my UWB U: drive?
A: Currently, nothing will happen to your U drive. IT is researching cloud storage solutions to potentially replace the U drive in the future, but currently, your U drive will stay the same.

Q: What about our departmental file shares?
A: Currently, nothing will happen to your departmental file share. IT is researching cloud storage solutions to potentially replace the file share in the future, but currently, your departmental file share will stay the same.

Q: How much storage space is available through OneDrive for Business?
A: Each user will be given 1TB of space to store their data.

Q: What is the maximum file size I can upload to OneDrive for Business?
A: Currently, the maximum file size is 2GB. Microsoft has announced that this will be increased to 10GB in the "coming months". We will be sure to notify the campus when this upgrade occurs.

Q: How can I get more information on OneDrive for Business?
A: IT Connect has a great FAQ. Please visit this link to view their One Drive for Business FAQ

Security:

Q: What security measures are being taken to protect my information?
A: Microsoft Office 365 stores your data in a facility that is FERPA and HIPAA compliant. Please keep in mind, that doesn't mean users are unable to break compliance. You are still responsible for following all FERPA and HIPAA regulations (as applicable). For more information on Office 365 security, please visit the Office 365 Trust Center Website

Q: Will remote desktop be affected by this migration?
A: You will still be able to remote into your computers after the move to Office 365. Users should be aware that remote desktop ability is not automatic. You have to request access through the UWB IT helpdesk. For more information and assistance with remote desktop feel free to contact the UWB IT helpdesk.

Profiles:

Q: What if I would rather use Google?
A: The ability to use Google Apps will not be going away. You will still have access to all of your Google applications even after we make the move to Microsoft Office 365. The Chancellor has endorsed the use of Microsoft Office 365 on the UW Bothell campus and encourages everyone to make the move to Office 365 for their email and file sharing needs. This will allow for easier collaboration across our campus and other campuses. UWB IT technicians will also be trained to assist users with Office 365 as it is our official new platform.

Q: How can I transfer my data from my UWB profile to my UW NetID profile?
A: If you are migrating your account to Office 365, UWB IT will be happy to assist you with transferring your data from your UWB profile to your UW NetID profile. We should be able to migrate all of your information remotely and will assist patrons individually should any errors occur. We plan on transferring profiles at the end of Fall quarter and into Winter quarter, but will be sure to communicate with the campus well in advance.

Q: When will I stop using my UWB credentials to login to my computer?
A: UWB IT will be assisting users with transferring their data from their UWB profile to their UW NetID profile. Once your personal profile information has been transferred, you will no longer log in to your computer with your UWB credentials. Instead you will log in with your UW NetID credentials.

Mobile Devices:

Q: Will I still be able to connect to email on my mobile devices?
A: Smartphones and tablets should be able to connect to email just like they do today (since we're already on a Microsoft email system). Everyone will have to change their email settings on their mobile devices once the transition happens. We will also be providing tutorials on how to connect your email to your mobile devices (coming soon).

Q: Will I be able to get to my new file storage (OneDrive) on my mobile device?
A: OneDrive files will also be available on mobile devices through mobile web browsers and Microsoft's OneDrive for Business app. However, these apps won't always allow you to edit files on mobile devices. We will also be providing tutorials on how to connect your OneDrive to your mobile devices (coming soon).

 

Didn't find the answer you were looking for?
Contact the UWB IT Helpdesk!
In-person: LB2-218
Phone: (425)-352-3456
Email: uwbit@uw.edu