Office 365 Feature Overview
Migrating Email to Office 365
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?
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.
What is Office 365?
Component Description
SharePoint Online SharePoint is Microsoft’s web platform and is designed to provide
communication, consolidation, collaboration, and content management. Exchange Online Exchange is Microsoft’s email server designed to handle the heavy lifting of
managing and routing emails. In addition Exchange handles functionality such as contacts, calendars, and tasks. Users generally use an email client such as Outlook to connect to Exchange.
Lync Online 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.
What are the major changes that impact me?
Component
Major Change
SharePoint Online
• Major versions upgraded each year
• Secure OneDrive Pro
• Sharing of documents
Exchange Online
• No longer will utilize Postini
• No quarantine, spam items moved to Junk Mail folder
• 50GB Mailbox
• Email archiving unlimited
• Multiuser emails – Single mailbox to accept all emails
• Outlook rules to be imported separately
• Calendar functionality remains unchanged
Lync Online
• Instant messaging, collaborative sessions
• Use LYNC invite as opposed to conference bridge
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)
Smartphone impacts:
•
BB – All Blackberry devices will no longer be supported
•
Following devices will require re-enabling INSYS email accounts
iPad
iPhone
Android
Desktop/Laptop (non Mac)
•
Exchange Online profile to be implemented by IT
•
MAC devices will require re-enabling INSYS email account
Essentially, a new profile is being created on your Laptop (non Mac) that will point to
the Cloud for email 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; emails 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 email,
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
thweekend
Activity
Date
Target Completion
Change MX record for all inbound
internet email
Friday, Sept 19
11:00PM EST
Create all User PST export files
Friday, Sept 19
12:00PM EST
Verify email 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
Saturday, Sept 20
9:00AM – 12:00PM
Provide continuous users support Saturday, Sept 20 thru
Sunday Sep 21
Specific Exchange items and targets
Activity
Date
Current emails/folders on INSYS Exchange Exported via PST Current personal contacts on INSYS Exchange 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 To be Migrated to O365 Sharepoint Current clients To be Migrated to O365 Sharepoint Current Emp and Contacts To be Migrated to O365 Sharepoint Faxes To be set up as Mailbox
Financial Contacts To be Migrated to O365 Sharepoint Old Employees To be Migrated to O365 Sharepoint Previous Clients To be Migrated to O365 Sharepoint Scheduled Leave Calendar To be set up as Mailbox
Communication Plan
Activity
Item
Friday, September 5th Reminder on email migration and prepping for user actions in coming weeks; link to site
Tuesday, September 9th User action 1: Verify access to O365 via O365 Profile
Friday, September 12th User action 2: Migrate “Rules” to O365 environment, provide procedure;
reminder for Rules frozen in current env
Tuesday, September 16th User action 3: Get familiar with Smartphone docs; provide links
Wednesday, September 17th User action 4: Final Checklist of access to O365 and Documentation for
Smartphone
Thursday, September 18th Reminder to personnel on migration weekend
