, Calendar, and Contacts Transition Project. IT Town Hall

Transcription

1 , Calendar, and Contacts Transition Project IT Town Hall

2 The Blue Print Employees (Faculty, Staff and Student-Employees) Students Aliases Received when admitted Office365 Employees: Automatic forwarding permitted with acknowledgement of responsibility. Students: Automatic forwarding permitted and setup initially. Can elect to have an O365 mailbox. Student Workers: Must have a mailbox or forward with acknowledgement of responsibility. On Premise Exchange Employees with security clearances and that handle export control data. Campus units who elect to use it as a payfor option. Note: All GT accounts will have a persistent gtaccount@gatech.edu that will be a deliverable address.

3 Data Protection & Compliance Policy Who, What, & When Messages can be Automatically Forwarded outside of or Removed From Georgia Tech systems How to process & store Messages covered under Export Control standards (ITAR & EAR) and under Security Clearances Who, What, & When accounts (mailboxes or addresses) are provisioned, managed, transitioned, and removed Georgia Tech Category III Sensitive data can be stored securely in Office 365. You are still responsible for guarding the disclosure of that data. (

4 Student s Lifecycle Available Addresses gtaccount@gatech.edu studentselects@gatech.edu Enhancements from Today Empowers Students to Use The Account That They Know Onboards Students to the GT Experience Faster with Less Required Interaction Simplifies the Student s Experience Personal Service student@hotmail.com Future Enhancement to Receive Address at Admission (Spring 2015) Student At Admissions Student During Registration Automatically Receives their GT Address (gtaccount@gatech.edu) Automatically Forwards to Personal Account by default gtaccount@gatech.edu to student@hotmail.com Student can send-as gtaccount@gatech.edu Continues to Use their GT Address gtaccount@gatech.edu and/or studentselects@gatech.edu Forwards to Personal Account Requests a GT Mailbox Office 365 Mailbox Student Throughout Their Tenure Alumni Graduates and Continues to Use their GT Address (gtaccount@gatech.edu) Forwards to Personal Account, by request Such as gtaccount@gatech.edu to student@hotmail.com Student can send-as gtaccount@gatech.edu

5 Student Choice Get OneDrive for Business, Lync Online, & Office Pro Plus Will have their automatically forwarded to their address on record during registration (starting July 1 st ) Will have the options through PassPort to: Change where their gtaccount@gatech.edu forwards to NEW: Setup a third party provided mailbox (Gmail, Yahoo, Outlook.com) NEW: Setup a Georgia Tech provided mailbox (gtaccount@mail.gatech.edu) Change their primary alias These choices will be rolled out to existing students in a phased approach over the Fall All student employees will be required to have a GT provided mailbox and will be subject to employee specific policy

6 Office 365 Exchange Online No more Quota Management 50 GB of space for User Mailboxes Pay-for option for unlimited space; ~$24/user/year Supported Mailbox Types: User, Resource, Shared, and Team Site Supported Authenticated Protocols: OWA, MAPI, EAS, IMAP, and SMTP Message Size & File Attachment Size Limits 25 MB Sending Specifications 10,000 Messages a Day 500 Recipients Per Message; a Sympa List is 1 recipient 30 Messages in a Minute Retention Policies Junk Mail 30 Days Deleted Items 30 Days Recovered Deleted Items 30 Days No more Mailbox-Day/Time Restorations Message Hops Only Redirect a Message Once Mail Backups Changing Your Perspective Feature Quota Message Size Rate Limiting Deleted Item Restoration Period For more specifications, please see this TechNet article. We are utilizing Education A2. Limitations 50 GB 25 MB 10,000 msg/day 500 recipients/msg 60 Days Note: Sympa Lists & the Outbound Service will still be available for non-authenticated and bulk distributions.

7 Security Privacy Features Customer data is not used for advertising. Customer controlled information sharing is built-in to every Office 365 service. Georgia Tech owns and retains all rights, title, and interest to our data. Data is segregating between Microsoft s consumer services and Office 365 services. Our data is completely portable. A full security report will be posted on the public website in the future.

8 Reliability Redundancy Physical redundancy at server, data center, and service levels Data redundancy with robust failover capabilities World-Wide Uptimes Resiliency Active load balancing Automated failover Monitoring Internal monitoring built to drive automatic recovery Outside-in monitoring raises alerts about incidents Extensive diagnostics provide logging, auditing, and granular tracing Human Backup Automated recovery actions with 24/7 on-call support Team with diverse skills on the call provides rapid response and resolution Consistent Communication Transparency requires consistent communication through , RSS feeds, and the Service Health Dashboard Uptime = Financially backed uptime of 99.9% per month Minutes in a Month Downtime Minutes in a Month 100 Downtime = Any period of time when end users are unable to send or receive with Outlook web client. Distributed, Isolated Services Simplification & Standardization Continuous learning through Post-Incident Reviews

9 Updated Terms of Service & SLA for ECC My GaTech (Zimbra) Office 365 (SharePoint, Lync) Suggestions for Changes: ECC Project Feedback Form

10 Web Client New URL to Access Filter your messages Find unread messages, messages sent directly to you, or with message flags. Use the sort by option to sort by date, from, to, subject, flagged and other options.. Go to Outlook Web App Go to your by selecting Outlook. Switch view Go to your calendar, people, or sites in one click. Take action on a message Reply, forward, or IM the sender all within the Preview Pane. Use folders Create new folders to keep track of your messages by project, person, or task.

11 Desktops/Laptops Reconfigure Clients System Requirements Internet Explorer Mozilla Firefox Google Chrome Safari Office Suite IMAP & EAS Clients Operating System Current or Immediately Previous Version Current or Immediately Previous Version Latest Version Latest Version 2013, 2011, 2010; Requires Service Packs within 12 mths of release Any IMAP or EAS client that is RFC compliant and supported by its manufacturer Any OS that is supported by its manufacturer. Some features may behave differently on various OSs.

12 Mobile Reconfigure Clients Account Type Features Mobile Device Apps Exchange Accounts IMAP/SMTP Accounts , Calendar, Contacts, Tasks iphone; ipad Built-in Apps Lync Mobile OneDrive (for viewing only) Office Online Web Apps (for editing) No Office Mobile; Pay-for Available Android Phone; Tablet Built-in Apps Lync Mobile OneDrive (for viewing only) Office Online Web Apps (for editing) No Office Mobile; Pay-for Available Windows Phone; Surface Built-In Apps through Office Mobile (if available) Lync Mobile OneDrive for Business through Office Mobile Office Online Web Apps Others Built-in Apps for IMAP or Exchange Mail

13 Hosted Exchange 2013 On-Premises Hybrid Deployment Allow Calendar Sharing of Free/Busy Online Mailbox Moves Limited User Access Employees with Security Clearances Employees who handle Export Control data Pay-For Option Available More details in the Fall May be impacted by Data Leak Remediation No Automatic Forwarding Outside of Environment Feature Quota Message Size Rate Limiting Deleted Item Restoration Period Limitations 5 GB Online Mailbox 15 GB Archive Mailbox 25 MB GT Outbound Service 45 Days Additional data backup options available

14 New Spam and Anti-Virus Protection Additional Layers of Protection Cisco IronPorts Exchange Online Protection Mailbox Blocked & Safe Senders Junk Mail Folder (SCL 5,6) Local Client Filters Inbox (SCL: -1,0,1) New IP Reputation Lists Stops the Spam New URL Reputation Lists Stops the Phishing Heuristic Based Actions Remediates Incidents Quickly Reduces GT s Chance of Being Blocked by Others

15 Transitioning to Office 365 Who Is Migrating Faculty, Staff, Student Workers, Group Accounts, Shared Accounts, Rooms & Resources What Is Migrating , Calendar, Contacts, Tasks Addresses Your Address is Staying the Same You can only have 1 Primary SMTP Address There are workarounds to this limitation Known Items That Do Not Migrate Personal Contact Groups/Lists Calendar Notifications & Tracking Data Mailbox Settings such as delegation and shares** Attachments that are over 25MB Mailboxes that are over 25GB Inbox Filters** Signatures Zimbra Briefcase (** OIT will work to automate these transitions)

16 Your Department Each Department is Unique Zimbra Hosted Departments CoA, GTRC, GTRI, Office of Development Exchange Environments Department Mail Servers One-on-One Meetings Outline the Process Identify Any Special Use Cases Pick a Transition Window Deploy a Communications Plan Provide Necessary Boots on the Ground for Transition

17 Early Access & Testing Early Adopters Program this Summer Target Dates: July 1 31st Call for Participates in June Participants will be Surveyed Weekly Create FAQs Identify Known Issues Account Lifecycle License Restrictions Each User Gets 1 Account

18 Timeline

19 Future Updates Check the ECC Transition Project Website: Submit questions to the Project Team: back.php Communications Toolkit Coming Soon!

20 Questions?