Frequently Asked Questions

About Migration

Q: When will the migration to Office 365 happen? How long will it take?

Q: Have you taken significant campus events and deadlines into your consideration when selecting a migration date?

Q: Will I be able to keep all of my mail, calendar events, and other items from Zimbra? Will I have to move them myself?

Q: Will only one calendar per person (their personal one) make the transition? Or, will all of the other calendars someone created migrate to Office 365 as well?

Q: Is there a grace period during which Zimbra will remain available post-launch?

Q: I manage a calendar on behalf of someone else. Are there any migration issues I should be aware of?

Q: Why am I seeing messages in my inbox that I deleted or moved in Zimbra?

Q: Was email successfully delivered during the downtime?

About Office 365

Q: What does Office 365 Education include? Is it the same as Office on my computer? I don’t understand.

Q: I haven’t seen Office 365’s email and calendar interface. What does it look like?

Q: Will I have a higher email quota in Office 365?

Q: Will Office 365 work on my mobile devices?

Q: Can you still retrieve my deleted mail for me?

Q: How will Office 365 work on my Mac?

Q: Will Office 365 provide better phishing protection and spam filtering?

Q: I just changed the permissions on a shared mail folder/calendar, but the changes haven’t taken effect yet. What’s going on?

Q: I’m having trouble booking a room in Office 365 for my recurring meeting.

Q: Is it possible to send encrypted email in Office 365?

Q: What does “evergreen” mean?

Q: Will training be available for Office 365?

Q: Where can I find documentation and other learning resources?

Selection

Q: What went into this decision process?

Q: Why Microsoft?

Q: Were Microsoft and Google the only two choices?

Q: Some of us are really familiar with Google and preferred it. How did that factor into your decision?

Q: If Haverford and Swarthmore are using Google, are we missing opportunities to collaborate more smoothly by choosing Microsoft?

Miscellaneous

Q: I used Outlook software at my last job.  Would we start using it?

Q: Will this change alumnae/i forwarding?

Q: Does Office 365 replace Office on my desktop?

Q: When will we be updated to Windows 10 (Windows) and Office 2016 (Windows and Mac)?

Q: What if I have a question that’s not answered here?

About Migration

Q: When will the migration to Office 365 happen? How long will it take?

A: Email and Calendar will be unavailable from 5:00 p.m. on Friday, May 20 through 9:00 a.m. on Sunday, May 22.

Q: Have you taken significant campus events and deadlines into your consideration when selecting a migration date?

A: Yes. The migration has been scheduled at the least inconvenient time for the campus.

Q: Will I be able to keep all of my mail, calendar events, contacts, and other items from Zimbra? Will I have to move them myself?

A: We expect to migrate all mail, mail folders, calendar events (including past events), and contacts to Office 365.

Briefcase files will not migrate – you must download any files in your Zimbra briefcase and save them elsewhere before 5pm on May 20. Tags and colors will not migrate.

All Preferences, including Signatures and Filters (called “Rules” in Office 365) will need to be set up again, as well as any mail syncs (including mobile). If you have shared mail folders or calendars, you will need to re-share them after migration.

Q: Will only one calendar per person (their personal one) make the transition? Or, will all of the other calendars someone created migrate to Office 365 as well?

A: We expect all calendars to migrate to Office 365. If you have shared calendars with others, you will need to re-share them after migration. Any calendar that is administratively owned and maintained by LITS system admins will migrate and access to them will be preserved, but they will not be visible until you re-mount them.

Q: Is there a grace period during which Zimbra will remain available post-launch?

A: There is no grace period. Email and Calendar will be unavailable from 5:00 p.m. on Friday, May 20 through 9:00 a.m. on Sunday, May 22. After that, community members will log into Office 365 at http://webmail.brynmawr.edu.

Q: I manage a calendar on behalf of someone else. Are there any migration issues I should be aware of?

A: If you used Zimbra Calendar and frequently scheduled and rescheduled recurring (series) meetings, check to make sure times, dates, and invitees are appearing as expected. We have noticed that some exceptions to recurring meetings have not migrated correctly in our pilot.  Also, on occasion you may have unexpected results when rescheduling a migrated meeting, especially on a shared calendar.  Microsoft recommends re-creating these meetings or the affected meeting series.

Q: Why am I seeing messages in my inbox that I deleted or moved in Zimbra?

A: Messages you recently deleted or moved in Zimbra will reappear in your Office 365 inbox and other folders; this may go back as far as 5-6 weeks. This is a result of migration and will not recur. Please move or delete these messages again.  This issue will not occur in your Calendar(s).

Q: Was email successfully delivered during the downtime?

A: Emails sent during the downtime on Saturday 5/21 were delivered as expected with the exception of those sent during a one-hour period on Saturday. During this time, messages sent to a Bryn Mawr College email address bounced back to the sender. No messages were lost.

About Office 365

Q: What does Office 365 Education include? Is it the same as Office on my computer?

A: Microsoft’s Office 365 Education refers to an entire suite of products including email, calendaring, online Word, Excel and PowerPoint, OneDrive cloud storage, and a host of other optional features.

We don’t plan to turn on every potential service at once. In May, we plan to implement the email/calendar options, OneDrive for file storage, and the online versions of Word, Excel and PowerPoint for collaborative and mobile editing. Adopting Office 365 Education on our campus also makes it possible for us to offer the full offline version of Office to current faculty, students, and staff for free on their personally owned computers and mobile devices. You will be able to connect desktop copies of Office to your Office 365 account using your College credentials.

We will continue to explore additional services requested by the community, such as chat or online conferencing (the professional version of Skype). See https://products.office.com/en-us/academic/office-365-education-plan for more information.

Q: I haven’t seen Office 365’s email and calendar interface. What does it look like?

A: In short, a lot like the brand new version of Office (2016) that we will be adopting next year.

Here are links to short videos demonstrating the most commonly used features of Office 365. These and other videos about Office 365 are available via our online learning tool lynda.com.

Use your Bryn Mawr username and password to log in. New to lynda.com? See http://techdocs.blogs.brynmawr.edu/5415 for more information.

Q: Will I have a higher email quota in Office 365?

A: Yes! The Office 365 email quota is expected to be 50GB. We do not expect community members will need to exceed this.

Q: Will Office 365 work on my mobile devices?

A: Microsoft’s offerings work well on all recent Apple, Android, and Windows mobile devices.

You can sync mail and calendar with your phone’s native apps (for example, the Apple Mail and iCal apps), or use the Outlook Web App (OWA). We’re excited to offer a mobile experience that is substantially better than we’ve been able to provide with Zimbra, particularly with regard to consistent syncing behavior and webmail.

Word, Excel, PowerPoint, OneDrive and OneNote apps for your mobile device are also available as a part of this program.

Q: Can you still retrieve my deleted mail for me?

A: No, however, you are now able to restore deleted mail and other items. Simply right-click on your Deleted Items folder and choose Recover Deleted Items. Deleted items remain in this folder for 30 days, and are available to restore for an additional 30 days. Please note that LITS is unable to perform data restores in Office 365.

Q: How will Office 365 work on my Mac?

A: The experience using the Office 365 online tools such as email/calendar, Word, PowerPoint, etc., is identical on Macs and Windows and between most major browsers. There are also Office and OneDrive apps for iOS, Android, and Windows phones and tablets.

As we move to Office 2016 for Windows and Mac in the coming year, the versions of Office for the desktop become far more similar both to each other and to the online experience; files remain compatible.

Q: Does Office 365 offer an option for online collaborative document editing?

A: Online versions of Word, Excel, and PowerPoint are core elements of Office 365. Not only do they offer the online and collaborative editing capabilities you may have experienced elsewhere, but they emulate closely the experience of using the newest version of Office for the desktop. Microsoft has taken its long experience in producing the dominant productivity tools used around the world and brought those features to Office 365.

You can also smoothly transition between use of the online tools and the traditional offline version of Microsoft Office you may already use on your computers.

Q: Will Office 365 provide better phishing protection and spam filtering?

A: We expect spam filtering to be comparable but different. We will no longer be using Proofpoint (which provides your quarantine emails and the Spamcheck site, both of which will be going away), but instead will use a similar service built into the Office 365 tool itself. There will be a period during which we are “training” the new filtering service to recognize spam. Please be patient immediately after migration as administrators tweak thresholds and settings.

Phishing tactics are ever-evolving. Office 365 will rely on a much larger sample size (all Office 365 users, not just Bryn Mawr College), both making its detection of attacks more robust, and reducing the likelihood of Bryn Mawr being identified as a spammer and messages being blocked.

Q: I just changed the permissions on a shared mail folder/calendar, but the changes haven’t taken effect yet. What’s going on?

A: It can take some time for changes to settings, shares, etc. to take effect in the cloud. Usually this is a few minutes, but could occasionally be up to half an hour.  Wait a few minutes and check again or try logging out and in again.

Q: I’m having trouble booking a room in Office 365 for my recurring meeting.

A: Rooms in can only be booked up to six months in advance. If your recurring meeting includes a room in Office 365, you’ll need to make the meeting recur for fewer than six months in order to book the room for all occurrences.

Q: Is it possible to send encrypted email in Office 365?

A: Yes. Encrypted email is required if you must send messages containing certain types of personal or financial information (i.e. Social Security or credit card numbers). If you believe you should be sending encrypted email, contact the Help Desk.

Q: What does “evergreen” mean?

A: Microsoft refers to Office 365 as an “Evergreen Service”. Menus, features, and the service’s overall appearance will gradually change and improve; these changes are often unannounced. Documentation and other resources may not exactly match your current experience.

Q: Will training be available for Office 365?

A: Yes, we are offering a wide range of Office 365 Learning Opportunities.

Q: Where can I find documentation and other learning resources?

A: Visit Tech Docs for Office 365 documentation and instructional videos created and recommended by LITS. Lynda.com also provides online training courses for Office 365.

Selection

Q: What went into this decision process?

The project team conducted an intensive discovery process that included:

  • Soliciting and receiving feedback via a form and surveys
  • Inviting students to participate in focus groups
  • Speaking with groups of staff identified as “power users” of email and calendar or whose offices require specific features for their business processes
  • Interviewing faculty members chosen to assure that we had representation across disciplines and phases of academic career
  • Speaking with other schools using Google Apps, Office 365, or both, about their experiences
  • Assessing product offerings and speaking with vendors familiar with migrating from Zimbra to either platform
  • Discussing the risks, benefits, and priorities with College senior staff
  • Reporting on our findings and making a recommendation to the Chief Information Officer & Director of Libraries

Q: Why Microsoft?

A: Either platform offers advantages over Zimbra, and Microsoft 365 better meets the full set of needs articulated by community members in conversations with LITS staff during the discovery process. Strengths of Microsoft 365 include:

  • The best of a traditional approach to email. Google handles some advanced features (such as shared mailboxes) very differently than Zimbra or Microsoft, and in ways that do not best support the community’s needs.
  • Robust, reliable email and calendar service with all the features you’re accustomed to in Zimbra
  • An improved, modern interface
  • A significantly larger mail quota (50 GB and growing) and the ability to send and receive larger attachments (150 MB)
  • Excellent mobile experience for Apple iOS, Android, and Windows devices using your device’s native apps or webmail
  • Superior searching and organizing of mail and documents
  • Office 365 Online for collaborative and mobile editing with a seamless transition between Office 365 Online and Office on your computer
  • Online file storage similar to other popular services (such as Dropbox or Google Drive).
  • Current students, faculty, and staff will be able to install Microsoft Office on their personally owned computers and mobile devices for free

Q: Were Microsoft and Google the only two choices we considered?

A: Yes, there are many email/calendar solutions on the market, but these were the solutions we considered—they are the two best available commercial cloud services, and most of our peer institutions have already transitioned to one or the other. Both companies provide these services free of charge to educational institutions and offer education-specific tools, helping us conserve costs while increasing the breadth and reliability of what we can offer. While Bryn Mawr staff have done outstanding work maintaining and supporting Zimbra, our needs have grown past what we can sustain in-house with any service.

Q: Some of us are really familiar with Google and preferred it. How did that factor into your decision?

A: We understand and acknowledge that many community members have used Google personally and have had fewer opportunities for exposure to Microsoft’s email and calendar tools.

After a thorough analysis of the two products, and of the needs expressed by members of the community throughout the summer and fall, the project team concluded that both met basic email and calendar needs equally well, but Microsoft met advanced needs more effectively.

A key factor in this decision has been Google’s relationship with China. Google’s services are often unavailable from within China, and there is no indication that this will change in the near future. While any site can be blocked at any time by any nation for any reason, China’s struggle with Google over Internet censorship is longstanding, and would affect a significant portion of our community. The best possible global experience is a priority for our community, LITS, and the College leadership.

Q: If Haverford and Swarthmore are using Google, are we missing opportunities to collaborate more smoothly by choosing Microsoft?

A: While having a common set of tools would allow community members at all three colleges to be more familiar with the same tools, they would have remained three separate instances of Google Apps for Education. As far as Google is concerned, the Tri-Co schools have no closer association than Bryn Mawr has with any school outside the Tri-Co. Choosing the same system would not provide significant improvements in scheduling, shared address books, shared documents, or other requested features.

Smoother collaboration within the Tri-Co is important to all of us (LITS does a great deal of such collaboration!) and, while significant opportunities for improvement were not available here, we will continue to seek out such opportunities.

Miscellaneous

Q: I used Outlook software at my last job.  Would we start using it?

A:  The email and calendaring features offered by Office 365 are the latest online version of Outlook. Microsoft has continued to refine and improve this product significantly for the past 10+ years. For people who have used Outlook in the past, there will be many familiar features.

It is unlikely we will adopt the Outlook clients for desktops or mobile devices except in the ways we have in the past (for mail merges and other specific needs).

Q: Will this change alumnae/i forwarding?

A: No; we will definitely continue to offer alumnae/i forwarding and you may continue to set the forwarding address via BIONIC.

Q: Does Office 365 replace Office on my desktop?

A: No. Office 365 offers online versions of Word, Excel, PowerPoint and OneNote that you can access via a web browser on most operating systems and devices. Office 2016 is inter-operable with Office 365, but it’s a different product. You’ll be able to log in to Office 365 and Office 2016 with your Bryn Mawr login and password.

Q: When will we be updated to Windows 10 (Windows) and Office 2016 (Windows and Mac)?

A: We will be offering the opportunity to choose a time to upgrade beginning in June. See this LITS Blog post for more information.

Q: What if I have a question that’s not answered here?

Please contact the Help Desk at help@brynmawr.edu or 610-526-7440.

 

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