Office 365 Email Migration Project Introduction for Department Staff
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Project Introduction for Department Staff
<<MONTH
/ YEAR>>
W
h
a
t
A
r
e
W
e
D
o
i
n
g
a
n
d
W
h
y
?
3
W
H
A
T
:
•
<<Your Department>>
is adopting
the
use of
the
UW
Office
365 Email as
the
standard
tool
for
email and associated
calendaring
•
Retiring
the
use of Alpine (aka
Deskmail)
W
H
Y
:
•
The UW is retiring
the
Alpine
/Deskmail
system
and
it
will
no longer be
supported
•
Will greatly simplify
the
process of finding
contacts
and coordinating meetings by having
everyone
on
the
same
system
•
Opportunity to
use a
more
modern and robust
email and calendaring
solution
W
h
a
t
’
s
C
h
a
n
g
i
n
g
a
n
d
W
h
a
t
’
s
N
o
t
?
5
C
H
A
N
G
I
N
G
:
•
Alpine users
will
change to the use of the web-based
Office
365 Email tool to
access
•
New
icons on
PC’s
available to access
Office 365
Email (aka
Office
365
Outlook
Web
Access
(OWA))
•
More comprehensive address list of email users with more information about
contacts
•
Easier access to email and calendar by
phone
•
Adjusted names conference rooms and shared calendars to fit within
UW
naming
conventions
N
O
T
C
H
A
N
G
I
N
G
•
addresses
of
“uw.edu”
and
“u.washington.edu”
remain
unchanged
•
PC users
who
use Outlook on their PC today may continue to use
Outlook
•
The
Office
365 Email migration project is not changing version of Windows or
other Microsoft products
you
use
today.
•
“Mailman” distribution list content and
management
process
•
Implementation of other applications available in
Office
365 is not within the
scope of the
Office
365 Email and Calendaring migration
project.
W
h
a
t
w
i
l
l
t
h
e
O
f
f
i
c
e
3
6
5
E
m
a
i
l
l
o
o
k
l
i
k
e
?
4
•
For
users
accustomed
to using Alpine, the
Office
365
Email web
access
will
look
as
shown
below
(accessed by
icon
on desktop or
via
any
internet web
browser)
•
May already be familiar
to
people with personal Microsoft
“hotmail”
or “outlook.com”
accounts.
Note:
People
who
use
Outlook
to
access
their
on
their
own
PC
can
continue
to
use
it
to
access
Office
365
or use the
web-version displayed
here.
W
h
e
n
i
s
t
h
e
C
h
a
n
g
e
b
e
i
n
g
d
o
n
e
?
9
•
<<your department>>
is moving groups of
departments at a time.
•
Our department will begin using Office 365 email on
<<go-live date>>
- our “go-live” date
•
Automated copying of emails and calendars (if
applicable) from the old system will begin two weeks
prior
•
Final migration processes to Office 365 Email will
begin on the Friday prior to our go-live starting at
<<cutover time>>
and be complete by
<<go-live
date>>
T
r
a
i
n
i
n
g
P
l
a
n
s
9
T
r
a
i
n
i
n
g
n
e
e
d
s
w
i
l
l
v
a
r
y
b
a
s
e
d
o
n
h
o
w
y
o
u
a
c
c
e
s
s
a
n
d
u
s
e
e
m
a
i
l
a
n
d
a
n
y
a
p
p
l
i
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a
b
l
e
c
a
l
e
n
d
a
r
s
.
T
r
a
i
n
i
n
g
w
i
l
l
c
o
n
s
i
s
t
o
f
:
•
Self-serve short training videos and job aids
•
Topics are modular in nature so you can focus only on
the topics applicable to your needs
•
Focus on the content is on “what is new” and/or related
pre- and post- migration steps
•
Extensive FAQ list available
•
Project Liaisons within your department may also be a
resource for specific questions or topics
C
o
m
m
u
n
i
c
a
t
i
o
n
a
n
d
H
e
l
p
R
e
s
o
u
r
c
e
s
S
i
t
e
10
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n
t
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r
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f
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a
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y
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n
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e
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<
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r
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>
>
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a
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p
”
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6
•
PRE-MIGRATION
•
Browse available
training and help resources and be familiar of how
you will
access
and use
Office
365
•
Alpine Folders –
removing
special characters from folder names (at least
2
weeks
prior)
•
Do
not request changes to
your
UW
Net
Id (password
OK)
•
Update information in
Workday
so
your displayed name
and other information
appear
as desired in the
Office
365
Email directory
for
UW.
•
Pre-migration exporting email
contacts from Alpine or Outlook – see
instructions
for
exporting
and
saving
them.
(OPTIONAL)
•
POST-MIGRATION
•
One-time
set-up for
web-based
access (language and
time
zone
selection)
•
Outlook
Users
will
need
to
follow
some
simple
steps
the
first
day
of
go-live
to
run
a
program
to
“configure” their Outlook
to see
Office 365
Email.
•
Be
aware
of any changes to methods of updating shared calendars
or reserving
conference
rooms/equipment
•
Configure
your smartphone
to access
Office
365
(OPTIONAL)
•
Re-set
up signature line
(OPTIONAL)
•
Import any contacts
saved
prior to migration
(OPTIONAL)
•
Verify
accuracy of calendar migration
(OPTIONAL)
•
Granting permissions to
view your
calendar details
(OPTIONAL)
Q
U
E
S
T
I
O
N
S
?
I
f
y
o
u
h
a
v
e
q
u
e
s
t
i
o
n
s
p
l
e
a
s
e
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a
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o
u
r
d
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p
a
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m
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n
t
-
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e
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a
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:
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<
l
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s
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a
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s
h
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r
e
>
>
15
Project Information
Site:
<<your website>>
The document provides information on the migration of to Office 365 Email, retiring the use of Alpine. It explains the reasons for the change, what changes to expect, and what will remain the same. Users will see a new interface with improved features for email and calendaring. The migration process details and timeline are also outlined in the document.
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Presentation Transcript
<<YOUR DEPARTMENT>> Office 365 Email and Calendaring Migration Project Project Introduction for Department Staff <<MONTH / YEAR>>
What Are We Doing and Why? 3 WHAT: <<Your Department>> is adopting the use of the UW Office 365 Email as the standard tool for email and associated calendaring Retiring the use of Alpine (aka Deskmail) WHY: The UW is retiring the Alpine/Deskmail email system andit will no longer be supported Will greatly simplify the process of finding contacts and coordinating meetings by having everyone on the same system Opportunity to use a more modern and robust email and calendaring solution
Whats Changing and Whats Not? 5 CHANGING: Alpine users will change to the use of the web-based Office 365 Email tool to access email New icons on PC s available to access Office 365 Email (aka Office 365 Outlook Web Access(OWA)) More comprehensive address list of email users with more information about contacts Easier access to email and calendar by phone Adjusted names conference rooms and shared calendars to fit within UW naming conventions NOT CHANGING Email addresses of uw.edu and u.washington.edu remain unchanged PC users who use Outlook on their PC today may continue to use Outlook The Office 365 Email migration project is not changing version of Windows or other Microsoft products you use today. Mailman distribution list content and management process Implementation of other applications available in Office 365 is not within the scope of the Office 365 Email and Calendaring migration project.
What will the Office 365 Email look like? 4 For users accustomed to using Alpine, the Office 365 Email web access will lookas shown below (accessed by icon on desktop or via any internet web browser) May already be familiar to people with personal Microsoft hotmail or outlook.com accounts. Note: People who use Outlook to access their email on their own PC can continue to use it to access Office 365 Email or use the web-version displayedhere.
When is the Change being done? 9 <<your department>> is moving groups of departments at a time. Our department will begin using Office 365 email on <<go-live date>> - our go-live date Automated copying of emails and calendars (if applicable) from the old system will begin two weeks prior Final migration processes to Office 365 Email will begin on the Friday prior to our go-live starting at <<cutover time>> and be complete by <<go-live date>>
Training Plans 9 Training needs will vary based on how you access and use email and any applicable calendars. Training will consist of: Self-serve short training videos and job aids Topics are modular in nature so you can focus only on the topics applicable to your needs Focus on the content is on what is new and/or related pre- and post- migration steps Extensive FAQ list available Project Liaisons within your department may also be a resource for specific questions or topics
Communication and Help Resources Site 10 Internal project information site will allow you quick and easy access to information you need. <<your website>>
Heads Up on some Pre and Post Migration Checklist Items 6 PRE-MIGRATION Browse available training and help resources and be familiar of how you willaccess and use Office 365Email Alpine Folders removing special characters from folder names (at least2 weeks prior) Do not request changes to your UW Net Id (passwordOK) Update information in Workday so your displayed name and other informationappear as desired in the Office 365 Email directory forUW. Pre-migration exporting email contacts from Alpine or Outlook see instructionsfor exporting and saving them.(OPTIONAL) POST-MIGRATION One-time set-up for web-based access (language and time zoneselection) Outlook Users will need to follow some simple steps the first day of go-live to run a program to configure their Outlook to see Office 365Email. Be aware of any changes to methods of updating shared calendarsor reserving conference rooms/equipment Configure your smartphone to access Office 365 Email(OPTIONAL) Re-set up signature line(OPTIONAL) Import any contacts saved prior to migration(OPTIONAL) Verify accuracy of calendar migration(OPTIONAL) Granting permissions to view your calendar details(OPTIONAL)
15 QUESTIONS? If you have questions please contact our department-designated liaisons for this project: <<list names here>> Project Information Site: <<your website>>
