Office 365 Guidance

USW Staff Office 365 email migration guidance and FAQ’s

Key Points Immediately after Email Migration

Firstly, please start up Outlook, at which point you should be prompted to log-in to your mail; log-in with firstname.surname@southwales.ac.uk and your usual network password (If your old @glam details are showing in this prompt box please delete and re-enter your new log-in details as above).

If the automatic prompt option does not appear this can be forced by:

either

a) Closing and restarting Outlook

Or

b) Clicking on the Send / Receive tab on the top left of your Outlook, there should be an extra icon of a key indicating ‘password may be outdated or saved incorrectly’. You can click on this to get the username and password prompt.

Self Service Guidance – A guide to Outlook setup is available here

NOTE: 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; a status bar on the lower, right-hand side of the screen will indicate when this synchronisation is complete.

Own device setup/resetting

Users will find there is a need to reconfigure their personal devices following email migration, see advice below:

either

a) add a new account to the mail-client on the personal device; usually seen with personal Android devices.

Or

b) re-enter the new log- in details in the form of firstname.surname@southwales.ac.uk , with their usual password; usually seen with personal iOS/ Apple devices.

Self Service Guidance – A guide to setting up Office apps and email on mobile devices is available on the Microsoft Support Site

Downloadable pdf guides are also available via the USW Staff Email Guide page

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, or calendar details not being visible to all previous permission holders. This is usually resolved by deleting and re-adding the shared calendar but if the problem persists, please contact IT Support on www.southwales.ac.uk/customersupport or by telephone on +44 1443 4 82882.

NOTE: When all users are migrated and therefore in the same ‘environment, this issue should resolve itself.

Web Access links

• The new link for Outlook web mail is https://outlook.com/southwales.ac.uk

• The general link for Office365 is https://login.microsoftonline.com

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.