Office 365 Guidance

USW Staff Office 365 email migration guidance and FAQ’s

Key Points Immediately after Migration

If your mail has just been migrated, please be aware of the following:
• You will be asked to log in to your mail, login with firstname.surname@southwales.ac.uk and your usual network password;
• The first time you run Outlook after you have been migrated, initially your mail might be a bit slower or some folders may appear empty, while it is synchronised;
• The new link for Outlook web mail is https://outlook.com/southwales.ac.uk
• The general link for Office365 is https://login.microsoftonline.com
• Any personal mobile devices you own may need to be reconfigured, see advice below;
• A guide to Outlook setup is available here

Own device setup/resetting

Users may find there is a need to either add a new account to the mail-client on their personal device, or to re-enter their log in details in the form of firstname.surname@southwales.ac.uk , with their usual password.
There is a guide to setting up Office apps and email on mobile devices available on the Microsoft Support Site
Please note the server name for the “new” South Wales Office 365 Outlook mail server is outlook.office365.com and your firstname.surname@southwales.ac.uk , with your usual network password, the domain field can be left blank.

Calendar viewing

User testing of the migration to O365 process has identified that in some instances, sharing of calendars between migrated and non-migrated users can result in limited details being visible. This is usually resolved by deleting and re-adding the shared calendar but if the problem persists, contact the IT Service Desk.

Recovery of deleted items

Office 365 mail provides 365 days time period for the recovery of deleted emails – after this time there is no facility to recover deleted emails. To take advantage of this, you have to change your Outlook to stop it emptying your deleted items folder on closing. To do this, go into your Outlook and click on the File menu and Advanced, then make sure that the options selected for emptying your deleted items are as the image below

Please note migrated mailboxes are no longer backed up.

Limits

Exchange Online has a number of limits to be aware of:
• Mailbox size – An increase to 50Gb for staff, currently 2Gb on premise.
• Document storage – Staff will benefit of 1TB of storage space, when that service/ feature is activated at some point in the future.
• Sending ‘Bulk’ emails – Groups of 500 recipients or less are permissible, beyond this limit emails will not be processed by Microsoft. Microsoft’s advice is not to use personal email boxes for bulk mailing purposes. If you need to send out bulk email, please contact IT Services for advice.

Information Governance

Please be aware that the normal “fair processing” rules apply to all this data, i.e. it may be aggregated and analysed to show numbers and types of transaction performed through these services. This data is only intended for improving the use of and monitoring the performance of the service. IT Services and the University Secretary Office would wish to remind staff of the existing IT Regulations and Policies, particularly in relation to Information security. These policies are published on a dedicated page.

Microsoft Office 365 Service Status.

Microsoft provides a publicly accessible Service Status page which will provide you with information regarding whether there are issues related to the quality of the Microsoft Office 365 services which are provided to USW and potential problems.

Additional Office 365 applications and 365 services.

For additional information, such as how to access Office 365 services, please see the Office 365 for staff and students page Office 365 provides a number of services that will allow departments to improve processes and existing work practice. If you would like to discuss how some of these features be of use to you please contact IT Services Department.