Introduction to Office 365 January 2014 Presenter: Michael Miller

Topics Covered What is Office 365? Office 365 Project Overview Outlook Web App & Logon Process Training Resources Questions?

Topics Covered What is Office 365? Office 365 Project Overview Outlook Web App & Logon Process Training Resources

What is Office 365? Office 365 is a subscription-based online version of the Office platform that pairs web- based Office applications with cloud storage (provided by OneDrive for Business) OneDrive for Business is similar to Dropbox or Google Drive

Office 365 Project Overview Office 365 will be integrated into the Enterprise Messaging Service as a hybrid deployment. On-site and off-site (cloud-based) services will coexist Implementation will be transparent to the user regardless of the version of Exchange their department is currently using

Office 365 Project Overview ITS is implementing various cloud-based services and believes we can provide greater services for less or the same cost. In addition to Office 365: Google Apps for UCLA Box.com INSiders article: http://ucla.in/LaVKu0

Migration Timeline December 2013: Infrastructure Services Training Center January 2014: Remaining IT Services staff: January 29 - February 15, 2014

Office 365 Components All components are cloud–based: OneDrive for Business Office Web Apps (Word, Excel, Powerpoint, OneNote, Excel Survey) Sharepoint 2013 Outlook/Exchange (Email, Calendar, Contacts, Tasks)

What is OneDrive for Business? OneDrive for Business is cloud storage for the workplace Users can store, sync, and share files across multiple devices with ease and security

Office Web Apps Includes: Word, Excel, PPT, OneNote, Excel Survey Files browsed within OneDrive for Business will prompt user to select a local desktop or Office Web App version Office Web Apps are browser-based versions of Office applications that have fewer features than the full desktop versions

Why use Office Web Apps? Can retrieve and edit your documents from anywhere you have internet access A seamless transition to corresponding desktop versions of Office is provided Can collaborate with other users on documents using Office Web Apps

Sharepoint 2013 Sharepoint 2013 will be activated, however, current sites will NOT be migrated to the cloud-based version Sharepoint 2013 is being activated to enable OneDrive for Business allowing for easier use of Office Web Apps

Lync Current users will still be able to use Lync 2010

Outlook Email Outlook will not change in terms of overall functionality — the user experience will be the same as previous versions of Outlook Outlook 2003 is not supported

Changes to Email There are a few important changes you need to be aware of…

Mailbox Quotas Mailbox quota is increasing to 50 GB Previously the quota was around 2 GB

Message Size Limits Maximum message size (text + attachments) is now 25 MB rather than 35 MB To ensure smooth migration, emails larger than 25 MB need to be deleted or stored locally or on a network drive If not addressed messages won’t migrate and will not be recoverable

Mailbox Rules Mailbox rules should migrate successfully - however we suggest you back them up! Users will need to recreate them manually or export/import these rules We have provided instructions on how to do this - see the Office 365 link on the EM webpage MM: follow up with Ricardo on procedure

File Sending Limits Exists to discourage users from sending unsolicited bulk emails. max of 10,000 recipients per day max of 500 recipients per email NOTE: for issues, please contact IT Services Client Support at (310) 825-8000 MM: follow up with Ricardo on procedure

Anti Virus & Anti Spam We will continue to use current AV/AS solutions (i.e. Barracuda) After all of IT Services is migrated, we expect to switch to solutions integrated within Office 365 Make note: users will lose whitelists when this change happens!

Logon Process The logon process for Outlook and Outlook Web App will be slightly different. When prompted for a username, users need to enter it in the following format: mmiller@ad.ucla.edu Make this overly clear!

Logging on to Outlook Web App Go to: http://www.em.ucla.edu Click on the Office 365 link located in the lower left of the navigation menu:

Logging on to Outlook Web App Click the link listed under the Outlook Web App section: https://outlook.com/owa/ad.ucla.edu * * This URL is subject to change in the future

Logging on to Outlook Web App Enter your User name and Password then click on the Sign In button:

Set Your Time Zone When you first access Outlook Web App you’ll need to select your Time zone and then click on save:

Outlook Web App

Outlook Web App (OWA) link If you forget to login via the Office 365 link you can always use the Outlook Web App (OWA) link. Note: you will have to enter your login credentials twice.

Outlook Web App (OWA) link Go to: http://www.em.ucla.edu Click on the Outlook Web App (OWA) link located at the top left of the navigation menu:

Enter Credentials and Sign In Enter your User name and Password then click the Sign In button:

Follow Re-direct Link Click on the link provided on the next webpage:

Enter Credentials and Sign In Once again, enter your User name and Password then click on the Sign In button:

Outlook Web App Add note: this can be tedious, but will get you to latest version of OWA

Hands on Training Hands-on training sessions in the form of a short demo of the Outlook Web App and an open lab will be provided by the IT Services Training Center Specific dates and details about these sessions will be shared at a later date Make note: users will lose whitelists when this change happens!

Training Resources The EM Training & Resources webpage will be updated to include Office 365 related Tutorials: http://www.em.ucla.edu/office_365.aspx Make note: users will lose whitelists when this change happens!

Need Assistance? For assistance with Office 365-related issues or questions please contact: IT Services Client Support (310) 825-8000 Make note: users will lose whitelists when this change happens!

Questions? Make note: users will lose whitelists when this change happens!