Office 365 with RM Unify: Installation and setup guide

Office 365 with RM Unify: Installation and setup guide Microsoft Office 365 makes Office available in the cloud, from any computer at any location. This includes the full suite of Office productivity tools, including Outlook email via Exchange Online. We recommend that you make Office 365 available to your establishment through RM Unify. You can use RM Unify to create your Office 365 users, and RM Unify (Premium) makes it easy to keep these accounts synchronised, so that staff and students can use a convenient single sign-on to access Exchange email and other Office applications. This article outlines the stages of setting up Office 365 with RM Unify and setting up email for your establishment. For each stage it either gives detailed instructions or provides a link to another article that gives the instructions. Detailed instructions for redirecting your current email or migrating email to Office 365 are outside the scope of this guide, as existing systems and future requirements will vary between establishments. Important You may want to redirect and migrate your existing email to Office 365. Please take care not to redirect your email until you are completely ready to do so, as this can result in service disruption and the loss of email. RM Education Office 365 wrap services include a full email migration service to ensure a safe transition. RM Education 2013-5 v1.1

Office 365 with RM Unify Overview of installation and setup A Create an Office 365 account and get user licences... 2 B Set up an RM Unify account and create your RM Unify users... 3 C Use RM Unify s Office 365 Installation Wizard to link your domain and add Office 365 apps... 4 D Complete the domain configuration... 10 Microsoft verifies the account for education licensing A Create an Office 365 account Get Office 365 licences for users C Use RM Unify wizard to link to a domain and add Office 365 apps D Configure domain in Office 365, redirecting email B Set up RM Unify account Create RM Unify users Start email migration to Office 365; advise on redirection RM Office 365 wrap service Complete migration to Office 365 RM Unify custom service Customer task RM task A Create an Office 365 account and get user licences The first task is to set up an Office 365 Education account for your establishment (a tenancy ). As the Office 365 account is an agreement between your establishment and Microsoft, RM Education cannot create or verify this for you. For instructions see Setting up Office 365 1: Tenancy, domain and licences, available from DWN3332709. This article explains: how to create the account how to verify that you represent an educational establishment how to add the Office 365 educational licences for your staff and student users. Note This verification requires you to add an existing domain owned by your establishment. For this purpose it will be sensible to choose the domain you want to use for email, as that domain will be required for RM Unify to create your Office 365 users. 2

Installation and setup guide B Set up an RM Unify account and create your RM Unify users If you don t already have an RM Unify account, you will need to create one. To do this you need an RM.com account. To register for an RM.com account, go to www.rm.com/login To sign up for an RM Unify account, go to www.rmunify.com/signup and follow the on-screen instructions. Users in RM Unify can be created in either of two ways: by synchronising from Windows Active Directory (AD) or by importing them in a CSV file. RM Unify AD Sync On Windows networks we strongly recommend that RM Unify users are created by synchronising from Active Directory (AD) where this is possible. It makes user administration much easier, as changes in network users and passwords are automatically updated in RM Unify. It requires a Premium RM Unify account and the RM Unify AD Sync service. To create users with AD Sync: 1. Upgrade your RM Unify account to Premium. 2. Install RM Unify AD Sync. 3. Follow the instructions in the RM Unify AD Sync Release Note (available from DWN3182456 in the RM Education Knowledge Library) to create your establishment users in RM Unify. RM Unify CSV Extraction Tool If you do not want to use RM Unify AD Sync, you can use the free RM Unify CSV Extraction Tool to import your users. Note that changes in network users and passwords will not be automatically updated. Bulk changes can be made via further CSV imports. To import users from a CSV file: 1. Install the RM Unify CSV Extraction Tool from DWN3182515 in the RM Education Knowledge Library. 2. Follow the instructions in the RM Unify CSV Extraction Tool Release Note to import your establishment users into RM Unify. 3

Office 365 with RM Unify C Use RM Unify s Office 365 Installation Wizard to link your domain and add Office 365 apps The remaining steps required for integrating Office 365 with RM Unify, include: delegating admin rights on your Office 365 domain to RM Unify federating (linking) the domain to RM Unify creating the Office 365 user accounts and assigning Office 365 licences to them matching any existing Office 365 user accounts to RM Unify accounts. These steps are all done using a wizard which is launched when you install an Office 365 app from the RM Unify App Library. Is the chosen domain suitable? Please ensure that you have added the domain that you want to use for email to your establishment s Office 365 account, and that Microsoft has verified that it belongs to you. This domain must contain no child domains. Note that for this purpose you cannot use the @myschoolname.onmicrosoft.com domain which was automatically created when you set up your Office 365 account. Existing Office 365 users If there are any existing Office 365 users in the domain, the RM Unify Office 365 installation wizard will allow you to retain them by matching their accounts to RM Unify users (see page 7). You might choose to do this for users whose Office 365 email addresses are already in use, or for users who are already using their Sharepoint My Site, or if you have already set up Sharepoint site permissions for existing individual Office 365 users. If your Office 365 domain is or has previously been federated (linked) to another identity provider, we recommend that you refer to RM Education Knowledge Library article TEC3426861 for instructions on how to prepare existing users for federating to RM Unify. Linking the domain to RM Unify and creating users 1. Log on to RM Unify using your administrator credentials. 2. Click the App Library tab. 3. Locate and select the Office 365 Outlook app tile. (If you don t intend to use Exchange Online email, you can select another Office 365 app instead.) 4

Installation and setup guide Because no Office 365 domain has yet been linked to RM Unify, at this point the Office 365 Installation Wizard is displayed. 4. There are five numbered steps in the wizard. If you have followed the instructions in this article, you will already have completed all of Step 1, Configure your Office 365 tenancy and domain to work with RM Unify. If so, click Next. 5. Step 2 of the wizard, Delegate admin rights to RM Unify, is displayed. This will enable RM Unify to manage your Office 365 users and passwords, making single sign-on possible. You will only need to do this once, even if you install several Office 365 apps. Click Configure admin rights to your Office 365 tenancy to RM Unify. 6. The next page presents an offer of delegated administration from RM. 5

Office 365 with RM Unify 7. Click sign in. An Office 365 sign-in screen is displayed. 8. Sign in using your establishment s Office 365 global administrator username and password. An Authorize delegated administration screen is displayed. 9. You will need to accept the terms of delegated administration to continue. If you agree, click the Yes tick box and click ok. Note that from now on, in the Users area of your Office 365 admin console, RM Education will be listed under Partner Releationships, like this: 10. At Step 2 of the Office 365 installation wizard, click Next. 11. Step 3 of the wizard, Confirm your Office 365 domain details, is displayed. This step enables RM Unify to perform some checks on the domain and to verify that you own the Office 365 account. Enter the name of the Office 365 domain you want to link. Note You cannot use your *.onmicrosoft.com domain for this purpose if you try, the wizard will report an error on completion. Other types of domain (for example,.sch.uk,.com,.org) should be valid if purchased in the usual way from a domain registrar. 6

Installation and setup guide Enter the full username for an administrator account in your Office 365 tenancy for example, the *.onmicrosoft.com admin user created when you set up your tenancy. This will be used to check that you own the domain. Enter the password for that admin user. Enter the URL of the Office 365 SharePoint site collection that you want to use as your school site. If you leave this blank, your school site will be the default team site of your Office 365 tenancy (e.g. myschool.sharepoint.com). Note Take care to choose a suitable school site URL, particularly if you will be using SharePoint for your external school website. You cannot change this choice later. Click Configure admin rights to your Office 365 tenancy to RM Unify. Click Next. 12. When verification is completed, the result of each check is indicated with a tick or a cross. If any check has failed, refer to the appropriate instructions above to resolve the issue, and then run the Office 365 Installation Wizard again. When you are satisfied that there are no outstanding issues, click Next. 13. Step 4 of the wizard, Review your users email addresses, is displayed. (1) Here you can ensure that your RM Unify users are correctly matched to any users that already exist in your Office 365 domain. (2) In addition, if the default email addresses generated by RM Unify are not suitable for your RM Unify users in Office 365, you can manually edit them as required. Do one of the following: If you have no existing Office 365 users and you re happy with the default email addresses, click No and then Next, and go to step 17 below. 7

Office 365 with RM Unify If you want to review the default email addresses for your RM Unify users in Office 365 before accepting them, click Yes and then Next. If you have existing Office 365 users that you want to ensure are correctly matched to your RM Unify users, click Yes and then Next. 14. A Manage Office 365 Email Addresses and Matched Accounts window is displayed. This lists the RM Unify users and any existing Office 365 accounts that have been matched to them (shown by ticks in the Existing column). If you want to change the default email addresses assigned to RM Unify users, edit the Email Address for each user as required. If you have existing Office 365 users, check that they have been matched correctly to the corresponding RM Unify users. Click Save to save your changes. If you can t complete all the checks and edits in a single session, save your changes and sign out. The next time you click on an Office 365 tile in the App Library, you will be directed to finish managing the Office 365 email addresses and matched accounts. When you are sure that you have finished editing and checking be careful, as you will not be able to go back later click Finish. 8

Installation and setup guide 15. If there are any remaining unmatched Office 365 users, the following screen is displayed: The listed users will no longer be able to log in to Office 365 after you have federated the domain to RM Unify. If you want any of them to remain active, click Back to Manage Unify Users. You can then navigate away from the email address management page, create RM Unify accounts for the users you want to keep active, and return here to link them. If you re happy to let all of them become inactive, click Confirm Finished. 16. A confirmation message is displayed, asking if you re sure that all email addresses have been set correctly. If you re sure, click OK. 17. Step 5 of the wizard, Federate your Office 365 domain and complete the wizard, is displayed. Click Finish. 18. Returning to the installation of your selected Office 365 app, an information page is displayed. 9

Office 365 with RM Unify A statement on the Privacy tab lists the types of personally identifiable information that RM Unify can send to this Office 365 app. You cannot continue the installation without ticking the box to agree with this statement. 19. Select the user roles that will be given access to this app, and the Launch Pads on which the tile will appear. (By not ticking the Launch Pads until everything is ready, you can prevent users from seeing the app until the setup is complete.) 20. When you have finished, click Save. 21. To add another Office 365 tile, return to the App Library, select the tile, and repeat steps 18 20. When you have finished, you will have Office 365 user accounts synchronised with RM Unify, and your new Office 365 Outlook email can potentially be used for sending and receiving messages internally. However this will not receive any external email and will be completely separate from any existing email system in use until you complete the domain configuration (below). Getting help If you've followed all the steps in this guide and in Setting up Office 365 1: Tenancy, domain and licences (DWN3332709), but are nevertheless seeing errors when you try to use the install Office 365 wizard in RM Unify, please contact RM Support. D Complete the domain configuration The final stage is to configure various DNS settings to set up Office 365 to meet your establishment s needs. For example, you will probably want any existing email to be redirected. You may also want existing email data and settings migrated to Office 365. If you have purchased an RM Office 365 wrap service, please contact your order coordinator before proceeding. We will advise on when you should complete the domain configuration. If you have ordered an email migration, we will complete the first stage of the migration at this time. If you are doing your own configuration, see Setting up Office 365 2: Domain configuration (DWN3347391) for guidance. 10