HSC Office 365 email migration to begin Oct 1

HSC Office 365 email migration to begin Oct 1

Monday, September 23, 2013:12:00 AM

Microsoft Office 365 has been selected as the next email/calendaring solution for the Health Sciences Center.  MS Office 365 is a hosted service that will provide Exchange/Outlook email, calendaring, and other IT collaborative services in the cloud.     

Beginning October 1st through December 2013, HSC Information Technology Services will be working with your departmental Computer Support Contact (CSC) to migrate your on premise Exchange account to Exchange Online in the cloud.  To prepare for this migration, your departmental CSC has been invited to a training session being held this week.  During the CSC session we will be discussing our implementation plan for Office 365, provide migration documentation, outline minimum Outlook client and browser version requirements, and answer any questions regarding our processes.  Additionally, we will work with your CSC to establish a migration date for your department. 

  • Below is a summary of the Office 365 service offerings that will be deployed during initial deployment:   
  • 50GB mailbox per user (Current HSC Exchange default mailbox size is 1GB)
  • Local archives can be moved to the cloud permanently for anytime anywhere access
  • Ability to send attachments up to 25 MB
  • Support for Windows Phone, iPhone/iPad, Android and Blackberry devices
  • Video conferencing and Instant Messaging via MS Lync (to be implemented post migration)
  • “Up to date”  - Updates are included in the Office365 subscription and will keep HSC running on the latest versions of MS Office 365 products without the need for major onsite upgrades.  Outlook client updates will still be done on local workstations by the department.

Additional features such as SkyDrive Pro (cloud storage for sharing documents with internal and external collaborators) and web-based versions of MS Office (online versions of Word, Excel, PowerPoint, OneNote) are being reviewed for compliancy with our security requirements.  We hope to make these services available to our user-base in the near future so long as we can offer these services in a secure manner.  
Important Migration Notes:

  • Your entire department will be migrated to the cloud at the same time.  During the migration process, you can continue to use your Outlook client or https://exweb.hsc.wvu.edu
  • Once the migration is complete, you will receive a pop-up message on your office computer instructing you to logout of Outlook and to Log back in to Outlook using your MyID. 
  • Post migration, you will use your MyID and password to login.  Your password will not be changed by the migration process. 
  • Post migration, you will need to change the Server and Username settings on your iPhone/iPad, Android, Blackberry, or Windows phone.  Instructions are provided under Office 365 Training Resources link at http://office365.hsc.wvu.edu 
  • Post migration of your account, the new web page for accessing Outlook Web Access will behttp://office365.hsc.wvu.edu .  Post migration of your account, https://exweb.hsc.wvu.edu will no longer permit logins. 
  • If you experience any issues with your Outlook client post migration, please usehttp://office365.hsc.wvu.edu to access Outlook Web Access until a Help Desk technician can be dispatched to resolve your Outlook client issue. 
  • Your local archives can be moved to the cloud by following directions athttp://office365.hsc.wvu.edu under the Office 365 Training Resources link.  We highly recommend waiting until after business hours to migrate your archives.
  • Prior to migration of your email account to Office 365, we are strongly encouraging employees to check what is listed as their Preferred First Name in MAP.  It can be found on the MyHR tab of MyAccess under Personal Information.  The Preferred Name will be used to list employees in the new Office 365 Global Address book and ultimately in the WVU and HSC on-line directory.  This is especially important if you prefer to not be listed in the address book under your formal first name.   For more information regarding how to change your preferred first name, click on the following link:  http://assets.slate.wvu.edu/resources/1458/1377286547.pdf or seehttp://office365.hsc.wvu.edu and click on the Office 365 Training Resources link.
  • The smaller your mailbox, the quicker it will migrate. One recommendation to make your mailbox smaller is to empty your Deleted Items folder. Also, searching for and deleting emails with large attachments in your Sent Items would also help reduce the total size of your mailbox.

Thank you for your patience as we go through this migration process.  If you have any questions or concerns, please feel free to contact the HSC Help Desk at 304.293.3631, option 1, or email hsc_helpdesk@hsc.wvu.edu.

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