Exchange / Office 365 Migration

Transcription

1 Exchange / Office 365 Migration Table of Contents Overview Pre-Migration Preparations Post-Migration Steps New Way to Login to Outlook Web Access (OWA) Mobile Device Configuration Differences in Office Dealing with Large Files Before the Migration Cached Exchange Mode Moving Local Archive Back to Your InBox Known Issues and Troubleshooting Tips

2 Overview A District-wide migration from on-premises RCCD accounts to Microsoft s cloud-based collaboration suite called Office 365 has begun with planned completion by June The current project will consist only of the migration of your Exchange data ( , calendar, contacts and tasks). Implementation of other Office components (Word, Excel, Access, PowerPoint, etc.) may occur in a future fiscal year based on budget and resources. For information on the current Exchange migration, see below. Important Documents Pre-Migration Preparation Post-Migration Steps New Way to Login to Outlook Web App (OWA) Mobile Device Configuration Differences in Office 365 Dealing with Large Files Before the Migration Known Issues and Troubleshooting Tips When will you find out your and calendar account is moving? Before your account is scheduled to move, you'll get a notice by . You will also receive an reminder the day prior to the migration. Do you have to learn a new or calendar system? With Outlook, you'll have the same and calendar system you're using today. If accessing , calendar or contacts via Outlook Web Access (OWA), there will be a new look and feel. Almost everyone will be able to continue accessing their RCCD and calendar the same way they do right now. Office 365 works with Outlook 2013 (Windows), Outlook 2011 (Mac), Outlook Web App (OWA), and Apple Mail/iCal, as well as with Android, iphone, ipad, Windows Phone, and other devices. Do you have to do anything to your computer to get ready? You should not have to do anything to access your and calendar from onsite. There will be changes to the way you login to your account and to the look and feel of your experience from offsite (via Outlook Web Access). Refer to Pre- Migration Preparation below for more information. Do you have to do anything to your mobile device to get ready? Most everyone will need to take some steps after the migration of their account has completed. The steps depend on how you access your and calendar and what type of mobile device you have. Refer to Post-Migration Steps for more information. What new benefits will you have with Office 365: You will have 50 GB of mailbox storage (roughly 100 times your current mailbox size) with an additional 50 GB of archive storage! 2

3 You can forward your RCCD to any personal account! More questions? Need help? Contact the RCCD HelpDesk if you can t find what you need in the documentation below. 3

4 Pre-Migration Preparation 1. Identify Large s/Attachments Any attachments/ s greater than 150 MB will not be migrated. If you wish to identify these attachments/ s and retain or delete them, please follow the instructions found below under Dealing with Large Files Before the Migration. 2. Review Your Deleted Items Folder Items in the Office 365 "Deleted Items" folder will only be retained for 14 days following the migration. The 14-day retention policy only applies to the Deleted Items folder. Items in other folders that are older than 14 days will remain. If you wish to retain documents in the Deleted Items folder in your current mailbox, we recommend you move them to a different folder prior to the migration. 3. Review Post-Migration Steps Take a few moments to review Post-Migration Steps. We recommend you print it out so you have it on hand the day after your migration. 4. Don t Shut Down Your Computer You do not need to shut down your computer or Outlook prior to or during the migration. You may continue to work during this process. If you are in Outlook when the migration completes, you will receive a dialogue box stating that the Exchange Administrator has made a change and you need to restart Outlook. 5. Follow the instructions under Post-Migration Steps. 4

5 Post-Migration Steps 1. Confirm Migration Open up a web browser and go to This is the new web address (URL) you will use to access the Office 365 Outlook Web App (OWA). Log into OWA with your RCCD and Password. The first time you log in to OWA (see New Way to Login to Outlook Web Access ), you will need to select your language and time zone. Once logged in, if you see the Office 365 logo/title in the upper left hand corner of the browser window, you ve been migrated. Please feel free to use this web address and interface to access your , calendar and contacts in the event you have issues with your Outlook client. You may also want to bookmark as your new OWA URL. 2. Configure Mobile Devices If your account is set up on a mobile device and you are experiencing issues, you may need to delete and recreate your device s account. See Mobile Device Configuration for instructions for Apple, Windows and Android devices. 3. Open/Run Outlook Client Use your RCCD address and password to login to Outlook. If this is your first time opening the Outlook client since your migration, you may see a pop-up box that says your mailbox has had administrative changes, restart Outlook. If you see a redirection message, click Allow. Once Outlook is restarted and you have successfully logged in, look at the lower right hand corner of the Outlook window for status information. It may say Trying to connect The Outlook client will not start updating until the status says, Connected to Microsoft Exchange. You may need to restart Outlook more than once before all error messages are resolved. Please make sure you have restarted Outlook at least 3 times before contacting the HelpDesk for assistance. The client will take a while to update after it has connected to the Exchange server. Please be patient, this could take some time. In the meantime, feel free to use the Outlook Web App ( 4. Turn Caching On for Improved Performance If normal functions seem much slower, you may want to check to see if caching is turned on in Outlook. To do this, please refer to Cached Exchange Mode at the end of this document. 5

6 New Way to Login to Outlook Web App (OWA) After your account has been migrated to Office 365, you will notice a new look and feel in Outlook Web App (OWA), however, you will still access your account the same way. Here are a few things you'll want to take note of when using the new OWA: Office 365 OWA has a new URL: (update any bookmarks you might have set). The old OWA URL is no longer valid once you ve been migrated to Office 365. On the new login screen, for Work Account and Password you will use your RCCD address and password. The first time you log in to OWA, you will need to set your preferred display language and home time zone for the account from the drop down boxes provided. Once you select both your preferred display language and home time zone and click Save. 6

7 Your Inbox will display similar to the one shown below. From this point, you can begin to customize your mailbox to meet your needs. NOTE: To see all of your folders, simply click More below Clutter in the left-hand list. 7

8 Mobile Device Configuration How Do I Change to my Office 365 account on my iphone, ipad or ipod Touch? 1. Tap Settings > Mail, Contacts, Calendar. 2. Click your Office 365 account. 3. Change the information below: a. Server: outlook.office365.com b. Username: This is your full RCCD address How Do I Set Up my Office 365 account on my iphone, ipad or ipod Touch? 1. Tap Settings > Mail, Contacts, Calendars > Add Account. 2. Tap Microsoft Exchange. 3. Enter the information requested in the , Password and Description boxes. 4. Tap Next on the upper-right corner of the screen. Your iphone will try to find the settings it needs to set up your account. 5. Your account should auto-configure. Choose the type of information you want to synchronize between your account and your device, and then tap Save. By default, Mail, Contacts, and Calendar information are synchronized. 6. Enter the information below: a. This is your full RCCD address b. Server: outlook.office365.com c. Domain: Leave this field empty. d. Username: This is your full RCCD address e. Password: This is the password for your RCCD account 7. Tap Done on the upper-right corner of the screen. How Do I Remove my Office 365 account from my Windows Phone? These instructions are for devices running Windows Phone 7, 7.5 and On Start, swipe to the App list and select Settings. 2. Then select + accounts. 3. Tap and hold on the account you want to delete. Two options will appear sync and delete. Choose delete. How Do I Set Up my Office 365 account on my Windows Phone? These instructions are for devices running Windows Phone 7, 7.5 and On Start, swipe to the App list and select Settings. 2. Then select + accounts. 3. Select Add an account > Outlook. 4. Enter your RCCD address and password and select sign in. 8

9 5. The phone will try to setup your account automatically. If setup completes successfully, skip to step If you see any of the following messages: Check your information and try again; Attention required; or Not updated, verify that you entered the correct address and password. 7. If your account can't be set up automatically, you ll see the message, We couldn t find your settings. Select Advanced. You'll need to enter the following information: a. address: This is your full RCCD address. b. Password: This is the password for your account. c. User name: This is your full RCCD address. d. Domain: Leave this field blank. e. Server: Enter outlook.office365.com f. Select Show all settings and make sure the Server requires encrypted (SSL) connection box is selected. 8. Click the check mark or select sign in. 9. Select OK if Exchange ActiveSync asks you to enforce policies or set a password. How Do I Remove my Office 365 account from my Android Phone? Because Android devices from different carriers and manufacturers have differing user interfaces and features, the basic information below should get you connected. 1. From the Home screen, tap the App Drawer icon. 2. Tap on Settings. The settings screen will appear. 3. Tap Accounts & sync. The accounts & sync screen will appear. 4. Tap on the Account you want to delete. The sync settings screen will appear. 5. Tap Account settings. From here you should have an option to remove account. 6. Tap on Remove account. Depending on your version of Android, this might be different. You may have to select your account and then select Remove account. 7. The Remove account window will appear. Click OK. How Do I Set Up my Office 365 account on my Android Phone? Because Android devices from different carriers and manufacturers have differing user interfaces and features. The basic information below should get you connected. 1. From the home screen press the Menu button and select System Settings. 2. Underneath Accounts press Add Account. On some phones you may need to select Accounts & sync first. 3. Select . On some phones it may be listed as Exchange, Exchange ActiveSync or Corporate. 4. Enter your address and press Next. 5. Enter the information below: a. Username: your RCCD address. i. If there is a Domain field leave it empty. ii. If the field reads Domain\Username enter your RCCD address. b. Password: Your password c. Server Address: outlook.office365.com d. Make sure the box for Use secure connection (SSL) is checked. 6. Press Next. 9

10 7. If you get a window asking you to allow m.outlook.com to remotely control some security features of your device press OK. 8. After verification, press Next. 9. On the next screen, you will be able to set notifications and sync settings for your account. 10. Enter a name for your account (i.e. RCCD) or leave the default which is your RCCD address. Click Next. 11. Allow the client to access your phone. 12. Press Activate, and your mail will automatically download on your phone. a. You may need to wait minutes after you set up your account before you can send or receive Your device is now connected to your Office 365 account and will allow you to pull and calendar information from the cloud. 10

11 Differences in Office 365 In most cases, your and calendaring activities in Office 365 will be the same as they are with RCCD's locally hosted (on-premises) Exchange service. To get help using Office 365, or to report problems, you may contact the RCCD HelpDesk if you can t find the what you need in this document or online from your Microsoft account. Some differences you'll see once your account is in Office 365: Larger mailbox: 50 GB instead of 1/2 GB. Cloud-based Archive: 50 GB available from anywhere. Ability to forward RCCD to a personal account. Deleted Items folder: Messages remain in your Deleted Items folder for only 14 days and are then automatically deleted. (Explanation: When you click Delete on a message, or when you respond to a calendar invitation, it is automatically placed in your Deleted Items folder. 14 days later, the message will be removed from your Deleted Items folder. If you're likely to want the message longer than 14 days, you should keep it in your Inbox or another folder instead of clicking Delete.) Server management: Provided by Microsoft as a cloud-based service, instead of by RCCD (i.e., server upgrades, patching, what server your account resides on). Application management: Provided by RCCD (i.e., account provisioning, permissions, and decommissioning). New URL for Outlook Web App: (user name is your RCCD address and your password stays the same) Some temporary limitations you'll see until all RCCD accounts have been moved to Office 365: If you view people's free/busy time or have shared calendars: You'll be able to see anyone's free/busy availability when you schedule meetings, whether their accounts have been moved or not. With Outlook Web App, you'll only be able to view shared calendars if the person's account has been moved. If you manage other people's calendars: You'll only be able to manage the calendars of people whose accounts have also been moved to Office 365. You'll still be able to see anyone's free/busy availability when you schedule meetings, whether their accounts have been moved or not. If you are a delegate or have delegates: RCCD's process will attempt to move accounts that currently have delegate relationships with you, so that those accounts are moved at the same time as yours. You won't be able to establish new delegate relationships with any colleagues whose accounts have not yet been moved. When facing issues, remove the delegate, or permissions, wait 15 minutes, then re-add the permissions. 11

12 Dealing with Large Files Before the Migration There is a maximum message size of 150MB that can be moved into Office 365 during our batch migration. To make sure all of your will migrate successfully, you can follow the steps outlined below. 1. At the bottom of your Outlook window, click on the ellipsis. 2. Click Folders. 3. Locate Large Mail under the Search Folders at the bottom of the left column. 12

13 4. Right click Large Mail and select Customize this Search Folder. 5. Click on Criteria 6. Change the KB to and click OK. 13

14 7. The process will search your entire Mailbox for any s greater than 100MB. These will be displayed in your Search folder. (This example shows those over 8MB). 8. If you want to save any of the items in this folder, you will need to archive them to a separate.pst file on your local hard drive. 14

15 Cached Exchange Mode Use Cached Exchange Mode to work with items in your Microsoft Exchange Server mailbox even when your network connection is slow or unavailable. 1. Click File > Account Settings > Account Settings. 2. Click the Exchange account, and then click Change. 3. Under Offline Settings, check Use Cached Exchange Mode. By default, 12 months of your is available offline on your local device, but you can control how much mail is kept offline by sliding the bar left or right. The recommendation is to have 3-6 months of your mail cached locally so it is available at all times, but this can vary based on your individual needs and local storage limitations. 15

16 4. Exit, and then restart Outlook. If you want to turn off Cached Exchange Mode, repeat the steps, but uncheck Use Cached Exchange Mode. 16

17 Moving Local Archive to Your Office 365 Mailbox Now that you have 50GB of mailbox capacity in Office365, some of you may wish to move your local Archived files back into your Office 365 InBox for retrieval offsite via Outlook Web App (OWA). We are working on the final documentation and policies surrounding the migration and storage process in Office 365, and expect to have that available by 5/20/16. We will send that out as a separate communication to rccd-all once completed. The documentation will also be available as part of this core document. 17

18 Known Issues and Troubleshooting Tips General If you forward your mail: After migration to Office 365, some individuals who forward their RCCD to another system may see some duplicate messages. It doesn't happen in every case, and many systems eliminate duplicates so many people don't see the effect. Messages arrive out of order Scenario: You receive an where the sender refers to "my earlier message." Then, some minutes later, you receive the earlier message. Situations like this occur because of the way mail servers in general process mail (and, to a lesser extent, to the way the internet as a whole manages traffic). Occasionally receiving out of order is not unusual, given how protocols work. However, if it is happening frequently and with a gap of several minutes or more, please report the issue to the HelpDesk. Why can arrive out of order: A mail server is busy when message #1 arrives, so it puts the message in a queue to be processed. Then the server load drops, and it starts processing the queue. Message #2 arrives and is processed right away. Then the server returns to the queue and gets around to processing message #1. I just migrated and my Outlook 2010 or Outlook 2011 is very slow or unresponsive. Upgrade to Outlook 2013 or I m not able to send from or access a departmental account. It is likely that the account has not been migrated to Office 365. Once migrated you should be able to send from the account again. Outlook 2011 (Mac) My Outlook 2011 calendar isn't updating or I get permission errors. A file on your computer may not be updating properly. Take these steps to make your Outlook 2011 calendar update correctly. A local file (on your computer) may not be updating properly. The solution is to force Outlook to recreate that file. Don't worry; you aren't deleting any mail. Please be sure to exit Outlook where indicated. 1. Launch Outlook. 2. In the Navigation Pane, click Calendar. 18

19 3. At the top of the Calendar Navigation Pane, right-click (or ctrl-click) Calendar, then select Folder Properties. A Folder Properties: Calendar dialog box will open. 4. If the General tab is not already selected, click General. 5. Under Empty Cache, click Empty. 6. Close Outlook. 7. Restart Outlook. My Outlook 2011 is not updating the mail. Close and restart Outlook 2011 and it should update. Outlook Web App (OWA) My Outlook Web App time zone is incorrect. By default, your time zone was set to (UTC-08:00) Pacific Time (US & Canada). Follow these steps to change your Outlook Web App time zone setting. My bookmark for Outlook Web App won't work. If you've logged in to Outlook Web App and you create a bookmark, that bookmark will not work. (Session information in the URL will not be valid the next time.) To create a bookmark for Outlook Web App, you will either need to create a bookmark manually or edit an existing bookmark. Your bookmark needs to have this address: I would like to display my Inbox in one tab, Calendar in a separate tab, etc. Once logged into OWA open another blank tab and go to This will spawn another OWA session where you can go to another function of OWA like calendar or sites, etc. iphone / ipad My or calendar is very slow on my iphone or ipad. Upgrade to the latest ios. Windows Mobile My items aren t syncing on my Windows Mobile phone. Recreate your ActiveSync profile and your items should update. Visit Microsoft s Mobile Phone Setup Wizard at and follow the instructions for setting up Microsoft Exchange on Windows Phone. 19