Qatar University Office 365

FAQ Qatar University Office 365 Page 1

CONTENTS What is Office 365?... 4 What is cloud computing?... 4 How is cloud computing different from the current QU E-mail system?... 4 What's the difference between Office 365 and Microsoft Office?... 4 What's the difference between a Microsoft Office 365 account and a Hotmail account?... 4 What are the advantages of Office 365?... 4 what IS OFFICE 365 MAILBOX QUOTA? Is that bigger than my current email quota?... 4 Will my email address change?... 5 Will my Username and Password change?... 5 How Do I change my password on the new system?... 5 Does my Microsoft Office 365 account password expire?... 5 Can both employees and students use Microsoft Office 365?... 5 What benefits will the use of cloud based services offer?... 5 How will I be moved to Office 365? Will I have access to my email during the migration process?... 5 How can I use Microsoft Office 365?... 5 What tools are available with a Microsoft Office 365 account?... 5 Will I continue to use my locally-installed Microsoft Office applications?... 5 What data will be migrated?... 6 What data will not be migrated?... 6 Do I need a new email client?... 6 Which mail clients are supported by the migration project?... 6 What about my mobile device?... 7 Does Office 365 support access across multiple devices?... 7 Is my blackberry device eligible for use with Office 365?... 7 What mobile apps are available for Office?... 7 How do I access Office 365?... 8 Is web access to my account going to change?... 9 What do I do if I see a security window asking for credentials to sts.qu.edu.qa?... 11 I accidently deleted a message. How can I get it back?... 12 I noticed that the server name is a long string of characters with @qu.edu.qa appended to the end. Is this the way it s supposed to be?... 12 How to Configure Your Mobile Device with QU Office 365... 12 I don t like Office 365, Can i go back to OLD QU Exchange Servers?... 18 What level of security does the cloud-based provider offer for QU data?... 18 Where can I learn more or get support for Microsoft Office 365?... 18 I HAVE A QUESTION, WHO DO I CONTACT... 18 Page 2

PURPOSE OF THIS DOCUMENT This document is designed to assist and answer the most frequently asked questions by users to the migration to Microsoft Office 365 (Office 365). Page 3

WHAT IS OFFICE 365? Office 365 is a cloud based software service provided by Microsoft that offers secure, anywhere access to email and calendars, Office Web Apps, instant messaging, video conferencing, and file sharing. For a more detailed explanation please visit www.microsoft.com/en-us/office365/what-isoffice365.aspx The QU Email Project is currently limited to the email and calendaring functionalities provided by Office 365. Access to additional software and services such as file sharing and Office web applications may be considered in the future. QU Students will also be provided with instant messaging through Microsoft Lync. WHAT IS CLOUD COMPUTING? Cloud computing is a term used to describe services that are provided over a network connection such as the Internet. Users access services and data using their computers and mobile devices and can keep them in sync with each other. Note: For detailed information you can refer to Wikipedia Cloud computing (http://en.wikipedia.org/wiki/cloud_computing). HOW IS CLOUD COMPUTI NG DIFFERENT FROM THE CURRENT QU E-MAIL SYSTEM? The QU Email project move the current QU students email service to a new platform that is fully managed by Microsoft at Microsoft-owned facilities. In the current system all data is hosted on campus and managed by the ITS department. WHAT'S THE DIFFERENCE BETWEEN OFFICE 365 AND MICROSOFT OFFICE? Microsoft has branded their subscription-based software Office 365. There are many options or packages available in the suite. At QU, Office 365 consists of the web-based e-mail and calendar software. Microsoft Office is a productivity suite (Word, PowerPoint, Excel, Outlook, and OneNote) that is installed on your desktop or laptop computer. WHAT'S THE DIFFERENCE BETWEEN A MICROSOFT OFFICE 365 ACCOUNT AND A HOTMAIL ACCOUNT? A Microsoft Office 365 Account can be used to access a variety of Microsoft apps and services, including Hotmail, from a single unified profile. A Hotmail account is simply an email account provided by Microsoft. WHAT ARE THE ADVANTAGES OF OFFICE 365? You can use Office 365 with many versions of Office or even without Office on your computer. Select Office 365 plans include subscriptions to the latest version of Office. It offers secured connectivity from anywhere that you can have access to Internet using any device and any office version. Connect immediately with your co-workers and with people in other organizations that use Lync Instant Messaging (IM). WHAT IS OFFICE 365 M AILBOX QUOTA? IS THAT BIGGER THAN MY CURRENT EMAIL QUOTA? Yes! QU Students had about 10 GB (gigabytes) of storage, so they will get up to 5 times more storage space for email. Students using Office 365 will have 50 GB quota. Page 4

WILL MY EMAIL ADDRESS CHANGE? Yes, all students primary e-mail address will change to @student.qu.edu.qa, however all students migrated can continue to receive mails with their old mail address (@qu.edu.qa) on their new migrated mailbox. WILL MY USERNAME AND PASSWORD CHANGE? No. Both your username and the password will stay the same. The username will be your quid@qu.edu.qa HOW DO I CHANGE MY PASSWORD ON THE NEW SYSTEM? You should continue to use our current password change web site as you are now. See this web page for the link and full instructions: https://myid.qu.edu.qa/ DOES MY MICROSOFT OFFICE 365 ACCOUNT PAS SWORD EXPIRE? Yes, Microsoft Office 365 account passwords do have a timed expiration period, although the time period is set to 720 days. You will receive a notification when your password will expire. We do suggest that users change them periodically for security. Because the accounts are separate. CAN BOTH EMPLOYEES AND STUDENTS USE MICR OSOFT OFFICE 365? No. At this time, Microsoft Office 365 is only available for students. WHAT BENEFITS WILL T HE USE OF CLOUD BASED SERVICES OFFER? There are many benefits, including: QU students and alumni will be able to use standard office tools (e.g. Word and Excel) via their web browser, rather than needing to have them installed on their computer. Integration of web conferencing, calendaring and document sharing. HOW WILL I BE MOVED TO OFFICE 365? WILL I HAVE ACCESS TO MY EMAIL DURING THE MIGRATION PROCESS? The move may occur during either the night or day with no disruption to your work. During the migration process, you will be able to access your email. In the final stage of the migration process you will be disconnected from your email client for up to 30 minutes. You will have the ability to view emails and folders but no longer have the ability to send/receive emails. Once the migration is complete, you will see specific prompts on the screen regarding your email client. These instructions will assist you with your email client and to reconfigure your email on your mobile devices. Click here for details to set up your mobile device. HOW CAN I USE MICROSOFT OFFICE 365? There are lots of ways to use Microsoft Office 365 for education, work, or personal productivity! For inspiration and examples, visit Microsoft Office 365! WHAT TOOLS ARE AVAILABLE WITH A MICROSOFT OFFICE 365 ACCOUNT? Microsoft Office 365 includes access to email, calendar and contacts. Additional tools and services are available through Microsoft. For example, you can learn about the personal storage service, SkyDrive, here. WILL I CONTINUE TO USE MY LOCALLY-INSTALLED MICROSOFT OFFICE APPLICATIONS? Yes, we anticipate that you will continue to use your locally-installed Microsoft Office applications. Microsoft Office Web Apps (Word, Excel, PowerPoint, OneNote) are available, but more limited in Page 5

features then the locally-installed applications. It would be helpful to get feedback on particular features and uses of the Office Web Apps from our pilot participants. WHAT DATA WILL BE MIGRATED? Broadly speaking, any data that is stored on the QU mail server at the point of migration will be migrated to the Office 365 mail servers. The information stored on the QU mail server and that will be migrated, includes: Mail files under 25 Mb Mailboxes under 25 Gb Calendar data Sent items Draft emails Personal contact groups User created folders. While efforts will be made to migrate as much data as possible to minimise disruptions, including functional accounts, shared functions, delegations and email rules, a definitive answer on what will and will not be migrated can only be provided once each individual College/Division mail server is examined and the individual configurations identified. WHAT DATA WILL NOT BE MIGRATED? Broadly speaking, any data stored on an individual user s computer and not on the QU mail server will not be migrated. Additionally, there are some restrictions relating to the number of user created subfolders and block file attachments which will be confirmed in the coming weeks. The data that will not be migrated includes: Mail files above 25 Mb Mailboxes above 25 Gb Signature blocks Deleted/trash items File attachments currently blocked by Microsoft Outlook. A full list of blocked attachment file types is available at the following Microsoft Support website address http://office.microsoft.com/en-au/outlook-help/attachment-file-types-blocked-b y-outlookhp003085004.aspx DO I NEED A NEW EMAIL CLIENT? Possibly. If you use Outlook, you must be using outlook 2010 with Service Pack 1 (Windows) or Outlook 2011 (Mac). Older versions will not work. If you use Mac Mail, versions for Leopard, Snow Leopard, and Lion will work, but may require some reconfiguration. Note: If you choose to use POP or IMAP to connect, you will not be linked to the calendar and contacts on the server. WHICH MAIL CLIENTS ARE SUPPORTED BY THE MIG RATION PROJECT? The consolidated QU email system supports the following existing mail clients: Mac Mail Page 6

Entourage 2008 for Mac Thunderbird (14.x and later) Outlook (2010sp1/2013/2011) ios (4,5 and 6) Android (4.0.3 and 4.1.1) Windows Mobile 8 for Phone Outlook Web App In order to access Outlook Web App, Microsoft advises that you use one of the following browsers: Internet Explorer - the current or immediately prior version Firefox - the latest release Chrome the latest release Safari - the latest release To compare how different mobile devices work with Office 365, see Compare how different mobile devices work with Office 365 To see browser compatibility requirements for Office 365 and compare how Office 365 works with your browser, see Browser compatibility requirements for Office 365 WHAT ABOUT MY MOBILE DEVICE? Microsoft has advised that mobile devices, that are already configured to access your mail account, should not need to be re-configured for Office 365 so long as you connect to the service with the latest apps, browsers, clients, and mobile devices; and install all new versions and updates of that software within twelve months of release. Should you experience issues after the upgrade, please make sure that you are running the latest versions of the Operating System and any email app as explained above. If you need to reconfigure new devices or applications, detailed instructions are available at Mobile Device Setup Wizard or Screen shots can find in later in this document How to Configure Your Mobile Device with QU Office 365 Note: When configuring your mobile device to access your email and calendaring information, you will be prompted to set up a password/pin on your device if you do not have one set up already. Additional Mobile information: Android devices and Microsoft s Android instructions advise to use domain\username. The preferred connection method is quid@qu.edu.qa for the username DOES OFFICE 365 SUPPORT ACCESS ACROSS MULTIPLE DEVICES? Yes, Office 365 supports access across multiple devices the same as the old email services, however, your device must conform to our recommended versions. IS MY BLACKBERRY DEV ICE ELIGIBLE FOR USE WITH OFFICE 365? In order to connect your Blackberry device to Office 365 you must have Wi-Fi connectivity available or have an ActiveSync capable device. WHAT MOBILE APPS ARE AVAILABLE FOR OFFICE? Office Mobile: Now available for select models of iphone and Android phones, in addition to being preinstalled on Windows Phone 8. Office Mobile enables great Office content viewing and on-the-go content editing capabilities. Office Mobile for iphone and Android phones is available at no extra charge Page 7

from the Apple App Store for Office 365 Home Premium and Office 365 ProPlus subscribers. After signing in to an Office 365 account, you can view and edit Word, Excel, and PowerPoint documents from virtually anywhere. And you can count on Office Mobile to keep your content and formatting intact so the document still looks great when you re back on your PC or Mac. Any Office 365 subscription plan that includes the full Office 2013 desktop applications also includes the license for Office Mobile. Specifically, these plans are: Office 365 Home Premium, Office 365 Small Business Premium, Office 365 Midsize Business, Office 365 Enterprise E3 and E4, Office 365 Education A3 and A4, Office 365 ProPlus, and Office 365 University. There are also Office 365 government plans that include Office Mobile. Additionally, Office 365 trial subscriptions will activate Office Mobile. You will need to sign in to your Office 365 subscription on first run to activate Office Mobile. Please note that an Office 365 subscription is not required to activate and use Office Mobile on Windows Phone 8. Outlook Mobile: Windows Phone 8 includes a pre-installed version of Outlook that you can use to access your Outlook.com, Office 365, or Exchange email. OneNote: You can use the mobile OneNote app to access your notes while on the go. This app is available on Windows Phone 8, iphone, ipad, and Android phones. OWA: If you have an Office 365 subscription that includes Exchange Online, you can use the OWA app to sort, scan, and respond to email, and stay on top of your schedule. This app is available on iphone and ipad. HOW DO I ACCESS OFFICE 365? Email and calendaring can be accessed using your existing email program or through a web interface, Outlook Web App (https://outlook.com/qu.edu.qa). For additional instructions to configure Outlook to use Office 365, click here to set up email in Outlook 2010 and Outlook 2013 or other exchange-based email account. Page 8

IS WEB ACCESS TO MY ACCOUNT GOING TO CHANGE? Yes. The new web address (URL) used to access Outlook Web App has changed to http://outlook.com/qu.edu.qa or http://mail.office365.com However users can continue to access their mail using our old web address https://qumail.qu.edu.qa and https://my.qu.edu.qa In both case you will be re-directed to new webpage automatically as shown as below, and you require to click on the provided link. Page 9

You can also access your mailbox using below URL http://mail.office365.com When you enter the user name, (no need of password) it will automatically re-direct you to another webpage P a g e 10

WHAT DO I DO IF I SE E A SECURITY WINDOW ASKING FOR CREDENTIALS TO STS.QU.EDU.QA? You may see the below security window popup when you are accessing Outlook in a Windows environment or something similar when accessing other applications in Windows or other operating systems If you get a security window or popup type in the following: studentid@qu.edu.qa (eg u1234567@qu.edu.qa). Your QU password. Select OK. P a g e 11

I ACCIDENTLY DELETED A MESSAGE. HOW CAN I GET IT BACK? By default, when a message is deleted, it is placed in the Deleted Items folder. Items remain in the Deleted Items folder for 30 days by default. If you need to recover an item deleted more than 30 days ago or if you emptied your Deleted Items, messages are recoverable for an additional 14 days by right-clicking on the Deleted Items folder and selecting Recover Deleted Items from within Outlook Web Access. I NOTICED THAT THE S ERVER NAME IS A LONG STRING OF CHARACTERS WITH @QU.EDU.QA APPENDED TO THE END. IS THIS THE WAY IT S SU PPOSED TO BE? That is normal for the server name. Seeing how the cloud has many more servers than we do, these names will look like this. There will never be a need for any users to use that address. When configuring all devices, there is a friendly name that will resolve to a not friendly name. HOW TO CONFIGURE YOUR MOBILE DEVICE WITH QU OFFICE 365 There is not much different, as your mailbox migrated to Office 365, the new mail server, you need to provide the new server name and username always should be quid@qu.edu.qa Serve Name: m.outlook.com There is new dedicated customized apps available on Apple Store for office 365. Apple Store OWA https://itunes.apple.com/ca/app/owa-for-iphone/id659503543 P a g e 12

Screen shots for Android/iPhone/Windows Phone are following Configure QU office 365 account on Android as Exchange Active Sync Account. Step 1 Step 2 Step 3 Step 4 Note: P a g e 13

Step 4.1 Step 5 Step 5.1 Step 6 Note: P a g e 14

Step 6.1 Step 7 Step 8 Steps : 1. Settings->Accounts->Add Account 2. Select Microsoft Exchange Active Sync Account a. Enter QU E-mail Ex: quid@qu.edu.qa or quid@student.qu.edu.qa b. Enter Password 3. Select Next 4. If any error retunes as Setup Could not Finis a. Edit Details b. Enter User name \quid@qu.edu.qa User name should @qu.edu.qa c. Change Server Name : m.outlook.com d. Select Next 5. Select OK on activation popup a. It will take some time to get the server details and get it configured 6. Select your preferred method to synchronize the mail a. Push Notification is recommended. b. You should select Sync Email c. Rest all options are optional, choose as you wish 7. Setup Competed 8. You can change a display Name ->DONE Note: P a g e 15

CONFIGURE QU OFFICE 365 ACCOUNT ON IPHONE AS EXCHANGE ACTIVE SYNC ACCOUNT. Step 1 Step 2 Step 3 Step 4 Note: P a g e 16

Step 1 Step 2 Step 3 Step 4 Note: P a g e 17

I DON T LIKE OFFICE 365, CAN I GO BACK TO OLD QU EXCHANGE SERVERS? NO, QU wish to provide lifetime e-mail address for all students and alumni. QU adopted office 365 to provide life time e-mail service for all QU Students, Hence all students will be moved to Office 365, and after their graduation all student will have alumni e-mail address. WHAT LEVEL OF SECURITY DOES THE CLOUD -BASED PROVIDER OFFER FOR QU DATA? The provider has been ISO/IEC 27001:2005 certified by independent auditors. This certification provides a systematic approach to ensuring the availability, confidentiality and integrity of corporate information. It uses controls based on identifying and combating the entire range of potential risks to the organization s information assets. WHERE CAN I LEARN MO RE OR GET SUPPORT FOR MICROSOFT OFFICE 365? Because Microsoft Office 365 is a hosted solution, support is provided by the vendor. To access support documentation, visit the Microsoft Office 365 Support or the Microsoft Office 365 FAQ. I HAVE A QUESTION, WHO DO I CONTACT QU Office 365 Support Team - support-office365@qu.edu.qa +974 4403 3456 will be more than happy to answer any questions or meet face to face if necessary. P a g e 18