Office 365 Feature Overview

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Isabel Sara Shepherd
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1 Office 365 Feature Overview Migrating to Office 365 September West Passaic Street Rochelle Park New Jersey

2 Agenda Overview of Changes What is Office 365? What are the major changes that affect me? When will this be implemented? What are the Office 365 key benefits and features? What materials and training are available to me? What will happen on implementation day? User Checklist Helpful links 2

3 What is Office 365? The Office 365 product is actually an umbrella term that encompasses four different technologies that have been woven together to provide a seamless solution in the cloud. Component SharePoint Online Exchange Online Lync Online Office 2013 Professional Plus Description SharePoint is Microsoft s web platform and is designed to provide communication, consolidation, collaboration, and content management. Exchange is Microsoft s server designed to handle the heavy lifting of managing and routing s. In addition Exchange handles functionality such as contacts, calendars, and tasks. Users generally use an client such as Outlook to connect to Exchange. Lync is a communications system designed to provide instant communication and ad-hoc meetings. Lync lets you conduct online meetings by sharing your screen or presentations online with multiple users simultaneously while communicating via voice, chat, and surveys. Lync is integrated with the other products in Office 365 in order to provide instant ability to communicate regardless of what software you are using. Office Professional Plus is the nearly ubiquitous productivity. 3

4 What are the major changes that impact me? Component SharePoint Online Exchange Online Lync Online Office 2013 Professional Plus Major Change Major versions upgraded each year Secure OneDrive Pro Sharing of documents No longer will utilize Postini No quarantine, spam items moved to Junk Mail folder 50GB Mailbox archiving unlimited Multiuser s Single mailbox to accept all s Outlook rules to be imported separately Calendar functionality remains unchanged Instant messaging, collaborative sessions Use LYNC invite as opposed to conference bridge Office 2013 MS Word, Excel, PowerPoint all upgraded 4

5 When will this be implemented? 1. Office 2013 (Word, Excel, PowerPoint, Outlook) Completed 2. Exchange Online Office 365 Exchange migration to Cloud Saturday, September 20th 3. LYNC Implemented, available now 4. OneDrive Pro Available now, requires user training 5. SharePoint Online (Replacement of current INSYS SP To be implemented in future) 5

6 What impacts are there on my devices? Smartphone impacts: BB All Blackberry devices will no longer be supported Following devices will require re-enabling INSYS accounts ipad iphone Android Desktop/Laptop (non Mac) Exchange Online profile to be implemented by IT MAC devices will require re-enabling INSYS account 6

7 What will happen when is migrated? Essentially, a new profile is being created on your Laptop (non Mac) that will point to the Cloud for prior to cut over day Mac and Smartphones/PDA s will not have new profiles At 11pm, Friday, September 19th, all new inbound internet mail will be coming into your O365 account; s for current INSYS.com, Truthnote.com, Veracite.com will go to new O365 INSYS.com accounts On Saturday, September 20th you will select O365 Profile on Laptop and also re-enable those devices for O365 accounts Your mailbox will be migrated to O365: An export PST file will be created from your current exchange mailbox for , calendar and contacts The PST file created will then be imported into the O365 account Please note, there will be some delays as we process during the September 20 th weekend Dial on Saturday, September 20 th to report any issues!! 7

8 Cutover Day Plan Activity Date Target Completion Change MX record for all inbound internet Friday, Sept 19 11:00PM EST Create all User PST export files Friday, Sept 19 12:00PM EST Verify flowing to O365 Friday, Sept 19 12:00PM EST Execute all DNS records, SMTP relay Saturday, Sept 20 2:00AM EST Import Core User PSTs Saturday, Sept 20 8:00AM EST Update Portal OWA Saturday, Sept 20 8:00AM EST Contact all users to verify O365 access and update Smartphones Provide continuous users support Saturday, Sept 20 Saturday, Sept 20 thru Sunday Sep 21 9:00AM 12:00PM 8

9 Specific Exchange items and targets Activity Current s/folders on INSYS Exchange Current personal contacts on INSYS Exchange Date Exported via PST Exported via PST Current rules on INSYS Exchange Exported separately September 13, 2014 into O365; frozen until Saturday, September 20th Public Folders Saturday, September 20 Client billing contacts Current clients Current Emp and Contacts Faxes Financial Contacts Old Employees Previous Clients Scheduled Leave Calendar SubContractors Vendors Conf Room To be set up as Mailbox To be set up as Mailbox 9

10 Communication Plan Activity Friday, September 5th Tuesday, September 9 th Friday, September 12 th Tuesday, September 16th Wednesday, September 17 th Thursday, September 18 th Friday, September 19 th Item Reminder on migration and prepping for user actions in coming weeks; link to site User action 1: Verify access to O365 via O365 Profile User action 2: Migrate Rules to O365 environment, provide procedure; reminder for Rules frozen in current env User action 3: Get familiar with Smartphone docs; provide links User action 4: Final Checklist of access to O365 and Documentation for Smartphone Reminder to personnel on migration weekend Reminder to personnel on migration and cutover plan details 10

11 User Checklist (to be completed before September 20, 2014) Verify your access to O365 Account with O365 profile Verify your access to Lync Verify your access to OneDrive Pro Verify and get familiar with re-enabling for Smartphones and Mac 11

12 O365 Profiles Logging in 12

13 Helpful Links 13

14 Thank You 14

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