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1 LSP O365 Hands-on Training 2016 Planet Technologies. 1

2 Agenda for today Intro IT Update/ Ground Rules O365 Overview Break Outlook and OWA Mobile Device Lunch Skype for Business FAQ Tips and Issues Evolve Planet Technologies. 2

3 ITS Update and Ground Rules 2016 Planet Technologies. 3

4 Office 365 Timeline Activity Work Streams March through November 2017 Work Stream 1 Exchange Online Skype for Business Work Stream 2 SharePoint Foundations SharePoint Branding OneDrive Activation Targeted Completion for Work Streams 2 & 3: March 2018 Work Stream 3 Office ProPlus SharePoint Online Activation Exchange Online; Skype; UPN/SMTP/SIP address change 3 Pilots and 12 Waves of Varying Sizes

5 Tentative Upgrade Schedule Wave Business Unit/School Exchange/Skype/UPN, SMTP & SIP Change Completion Pre-Pilot ITS Test Users 3/15/17 Pilot 1 ITS & ISPRO 4/5/17 Pilot 2 LSPs 4/26/17 Pilot 3 Batten, Nursing, College Foundation, Athletic IM 5/17/17 Wave 1 Athletics, EVP-COO 6/14/17 Wave 2 Business Operations, SCPS 6/21/17 Wave 3 Development, Foundations, UHR 6/28/17 Wave 4 Finance, Library 7/12/17 Wave 5 Operations, Provost 7/19/17 Wave 6 President s Office, Research, Student Affairs, 7/26/17 Computation Intensive Centers, VPIT Wave 7 Architecture, Curry 9/27/17 Wave 8 Engineering 10/4/17 Wave 9 Facilities Management 10/11/17 Wave 10 School of Medicine 10/18/17 Wave 11 Arts & Sciences 10/26/17 Wave 12 All others 11/1/17 5

6 When What T-60 Invite Primary Contacts to Wave Kick-Off Meeting Targeted User Communication During Waves Tentative T-44 Upgrade Wave Kick-Off Meeting (Review of upgrade process, user/mailbox data and support plan) T-43 Share/Distribute Mailbox Data File to Primary Contacts T-35 Mailbox Data Confirmed/Locked T-30 Targeted User Communication #1 General Info about O365 and upgrade schedule T-14 Targeted User Communication #2 Reminder about O365 and new features coming; upgrade in 14 days + Skype T-7 Targeted User Communication #3, if applicable For users with an SMTP Address Change T-2 Targeted User Communication #4, Reminder about upgrade in 2 days + Skype; login instructions; refer users to website T-1 Targeted User Communication #5, if applicable For users with an AMS Changes T-0 Final Targeted Communication Upgrade complete; refer users to training videos; reference additional functionality coming in early

7 A few key points The test accounts given out today are yours to use for 30 days Note: They differ slightly from how you will login eventually Your test account will be enabled for Work Stream1 functionality Exchange and Skype for Business Hands-on training is Web Only (Unless you already have 2016) Download the software from the UVA Software Gateway: Planet Technologies. 7

8 A few key points You will receive a Certificate of completion for this training You must complete the evaluation at the end of the training to receive your completion Certificate Evaluation Survey located here Planet Technologies. 8

9 Drop Cards (Front) 9

10 Drop Cards (Back) 10

11 Office 365 Introduction What is Office 365? Where is Office 365? Getting around Office 365 Remember: Only Work Stream 1 will be deployed Initially 2016 Planet Technologies. 11

12 What is Office 365? Subscription plan that includes Office applications plus other productivity services enabled over the Internet Includes: Exchange Online hosted Skype for Business messaging and conferencing SharePoint Online Online storage with OneDrive for Business 2016 Planet Technologies. 12

13 Where is Office 365? Navigate to Office 365 from any web browser (direct link) Select Keep me signed in Enter your work address Your login is likely: If that does not work try 2016 Planet Technologies. 13

14 Where is Office 365? Next you be redirected to the UVA login page Your login is likely: If that does not work try 2016 Planet Technologies. 14

15 So what if my password doesn t work???? Reset password UVA Help Desk Planet Technologies. 15

16 Getting around Office 365 Landing page 2016 Planet Technologies. 16

17 Getting around Office 365 (cont d) Changing the landing page In the Office 365 settings you may change the Start page The Start page is the page you will be taken to when you login 2016 Planet Technologies. 17

18 Getting around Office 365 (cont d) From anywhere in Office 365 users can click the navigation tiles in the upper left corner to move between the different areas Planet Technologies. 18

19 A Quick Glimpse of the Future 2016 Planet Technologies. 19

20 What is Office 365? Work Stream 1 Work Stream 2 Work Stream 3 MAIL + CALENDAR UNIVERSAL COMMUNICATION ENTERPRISE FILE SYNC + SHARE SHARING + COLLABORATION MICROSOFT OFFICE Exchange Office Skype for Business OneDrive For Business SharePoint Online Office 365 ProPlus Up to 50 GB Mailboxes w/ Unlimited Archive Full Skype Federation Extensive Cloud Storage Office 365 Groups, Team Sites and Portals Office for PC or Mac Encryption, Legal Hold Data Loss Prevention Up to 250 people per video conference Encryption in Transit and at Rest Office Video Office for ipad and Android Send Encrypted s Multi-person HD video chat Apps Available for Your Favorite Devices Enterprise Search + Delve First class browser experience 2016 Planet Technologies. 20

21 What is the Office 365 Experience? Work Smarter Work Faster Deliver Stronger Results Organized Inboxes Productive Meetings Informed Decisions Professional Documents Data-Driven Insights Time-saving tools to more efficiently organize, respond to, and manage your s, calendar, contacts, & everyday tasks. Web conferencing and unified communication & collaboration capabilities that can make your team more productive in the workplace or on the go. Integrated search capabilities and enterprise networking tools that put you in closer touch with the information and people you need to get work done. Professional tools to produce the quality documents you demand with the storage options and co-authoring features to save valuable time. Business intelligence capabilities accessible to virtually everyone that can improve and accelerate decision making based on datadriven facts Planet Technologies. 21

22 2016 Planet Technologies. 22

23

24 Demo O365 your future 2016 Planet Technologies. 24

25 Break 2016 Planet Technologies. 25

26 On to Work Stream 1 Calendar Skype for Business 2016 Planet Technologies. 26

27 Outlook Outlook 2016 interface Outlook 2016 features Outlook 2016 options Office 365 navigation OWA interface OWA features OWA options 2016 Planet Technologies. 27

28 Outlook Interface 1. New 2. Search feature 3. Folder pane 4. Views 5. Content pane 6. Message preview 7. Navigation 2016 Planet Technologies. 28

29 Outlook 2016 Features New message Attachments Add a picture Check spelling Flags & tags 2016 Planet Technologies. 29

30 Outlook 2016 Features (Cont d) Automatic replies File Automatic replies Click Send automatic replies Configure your message OK to save 2016 Planet Technologies. 30

31 Outlook 2016 Features (Cont d) signatures File Options Mail Signatures Click New Configure your signature OK to save 2016 Planet Technologies. 31

32 Outlook 2016 Options display settings To change the view settings click on the VIEW tab and select View Settings To change the display settings click on the VIEW tab and select Change View 2016 Planet Technologies. 32

33 Getting around Office 365 (cont d) Navigate to Mail Use the Office 365 navigation tiles and choose Mail 2016 Planet Technologies. 33

34 OWA Interface 1. Navigation 2. New 3. Search feature Folder pane 7 5. Current folder 6. Filters 7. Message list 8. Message preview 9. Action list Office 365 On-line Apps are the same as OWA 2016 Planet Technologies. 34

35 OWA Features New message Attachments Add a picture Tags Message in a separate window 2016 Planet Technologies. 35

36 OWA Features (Cont d) Automatic replies Settings Options Mail Automatic processing Automatic replies Click Send automatic replies Configure your signature Save 2016 Planet Technologies. 36

37 OWA Features (Cont d) signatures Settings Options Mail Layout signature Click automatically include my signature on messages I send Configure your signature Save 2016 Planet Technologies. 37

38 OWA Options Message format Settings Options Mail Layout Message format Choose the settings you prefer Save 2016 Planet Technologies. 38

39 OWA Options (Cont d) Reading pane Settings Options Mail Layout Reading pane format Choose the settings you prefer Save 2016 Planet Technologies. 39

40 Outlook Calendar Find your Outlook calendar Outlook 2016 calendar interface Outlook 2016 calendar basic functions OWA calendar interface OWA calendar basic functions 2016 Planet Technologies. 40

41 Outlook 2016 Calendar Navigate to the calendar Depending on your display options you will either see text navigation or icons 2016 Planet Technologies. 41

42 Outlook 2016 Calendar (Cont d) 1. New event 2. Search 3. Month preview 4. Calendar list 5. Main preview window 6. Change the view 7. Share and permissions 2016 Planet Technologies. 42

43 Outlook 2016 Calendar (Cont d) Modify the view Day Work week Week Month Schedule view 2016 Planet Technologies. 43

44 Outlook 2016 Calendar (Cont d) Creating calendar items Select the type of item you want to create (appointment, meeting, Skype meeting) Fill in the appropriate information for the event Send or save 2016 Planet Technologies. 44

45 Outlook 2016 Calendar (Cont d) Sharing your calendar Select the calendar you would like to share Choose Share Calendar from the HOME tab Fill in who you are sharing with Choose the level of detail they will be able to see Include a message Send 2016 Planet Technologies. 45

46 Getting around Office 365 Navigate to Calendar Use the Office 365 navigation tiles and choose Calendar 2016 Planet Technologies. 46

47 OWA Calendar (Cont d) 1. New event 2. Search 3. Month preview Calendar list 5. Change the view 6. Main preview window 4 7. Share 8. Print Office 365 Online Apps are the same as OWA 2016 Planet Technologies. 47

48 OWA Calendar (Cont d) Create a calendar item Click the New dropdown Choose the type of event Fill out the event details Add attendees if the event is a meeting Send/save 2016 Planet Technologies. 48

49 OWA Calendar (Cont d) Views and layout Settings Options Calendar Calendar appearance Configure the settings you prefer Save 2016 Planet Technologies. 49

50 OWA Calendar (Cont d) Sharing your calendar Click the share button If you have multiple calendars choose the one you want to share from the dropdown list Fill in who you would like to share it with Add a subject line/short message Send 2016 Planet Technologies. 50

51 Outlook Contacts Find your contacts Outlook 2016 people interface Outlook 2016 people basic functions OWA People interface OWA people basic functions 2016 Planet Technologies. 51

52 Outlook 2016 People Navigate to People (contacts) Depending on your display options you will either see text navigation or icons 2016 Planet Technologies. 52

53 Outlook 2016 People (Cont d) 1. New contact or group 2. Search feature 3. Contact list 4. Contact preview 5. IM, call, or 6. Tags 2016 Planet Technologies. 53

54 Outlook 2016 People (Cont d) Create a new contact Click New contact Fill in the contact card Save If you would like to create a new contact right away choose Save & New 2016 Planet Technologies. 54

55 Outlook 2016 People (Cont d) Create a distribution group Click New Group Give the group a name Click Add members Fill in the members list Save 2016 Planet Technologies. 55

56 OWA People Navigate to People Use the Office 365 navigation tiles and choose People 2016 Planet Technologies. 56

57 OWA People (Cont d) 1. New contact or group 2. Search feature 3. Directory and other lists 4. Contact list Contact card 6. Change the view Office 365 On-line Apps are the same as OWA 2016 Planet Technologies. 57

58 OWA People (Cont d) Create a new contact Choose Contact from the New list Fill out the form Save 2016 Planet Technologies. 58

59 OWA People (Cont d) Create a distribution group Choose Contact list from the New dropdown Give the list a name Add members Fill in any notes Save 2016 Planet Technologies. 59

60 OWA People (Cont d) Edit a contact You can only edit custom contacts Select the contact Click the edit icon Make any changes save 2016 Planet Technologies. 60

61 Tasks and Notes Find your tasks Outlook 2016 tasks interface Outlook 2016 tasks basic functions OWA tasks interface OWA tasks basic functions Notes 2016 Planet Technologies. 61

62 Outlook 2016 Tasks Navigate to your Tasks Depending on your display options you will either see text navigation or icons 2016 Planet Technologies. 62

63 Outlook 2016 Tasks (Cont d) 1. New task 2. Task lists 3. Manage tasks 4. List of tasks 5. Views 6. Due date 2016 Planet Technologies. 63

64 Outlook 2016 Tasks (Cont d) Create a new task Select New task Fill in the subject Add the timing details Fill in the status Add a priority level Write notes in the message window Save & Close 2016 Planet Technologies. 64

65 Outlook 2016 Tasks (Cont d) Mark a task as complete Select the task Mark as complete Tags Select the task Tag as desired 2016 Planet Technologies. 65

66 Outlook 2016 Tasks (Cont d) Categorize Select a task Choose the appropriate category Delete tasks Select the task Delete 2016 Planet Technologies. 66

67 Outlook 2016 Notes Notes Navigate to notes Create a note Delete notes Right click the note delete Edit notes Double click the note Edit as needed 2016 Planet Technologies. 67

68 OWA Tasks Navigate to Tasks Use the Office 365 navigation tiles and choose Tasks 2016 Planet Technologies. 68

69 OWA Tasks (Cont d) 1. New task 2. Task lists 3. Views and filters 4. List of tasks 5. Task preview 6. Actions Office 365 On-line Apps are the same as OWA 2016 Planet Technologies. 69

70 OWA Tasks (Cont d) Create a new task Select New Fill in the subject Add the timing details Fill in the status Add a priority level Write notes in the message window Save & Close 2016 Planet Technologies. 70

71 OWA Tasks (Cont d) Mark a task as complete Select the task Mark as complete Categorize Select a task Choose a category from the dropdown Delete tasks Select a task Delete 2016 Planet Technologies. 71

72 Mobile Devices in O Planet Technologies. 72

73 2016 Planet Technologies. 73

74 2016 Planet Technologies. 74

75 Setting up Mail on Mobile Devices IOS and Android full support Outlook Mobile (Now Officially Supported by UVA for Exchange Online) Native Apps will work (No official support) Key Point: Focused Inbox Key Point: Conversation View 2016 Planet Technologies. 75

76 Outlook Mobile for IOS Setup 2016 Planet Technologies. 76

77 Outlook Mobile for Android Setup 2016 Planet Technologies. 77

78 Skype for Business Interface Options Features 2016 Planet Technologies. 78

79 Installing Skype for Business Get the software for computers on the UVA Software Gateway Get software for mobile devices from the Android Play Store or the Apple App Store 2016 Planet Technologies. 79

80 Skype for Business: Interface 1. Status bar 2. Presence 3. Location 4. Contacts 5. Conversation history 6. Upcoming meetings 7. Settings 8. Search 9. View options 10. Add a contact or create a group 2016 Planet Technologies. 80

81 Skype for Business: Options Personalize your Skype experience Customize Skype settings Add or change your profile picture Manage save locations for files and recordings Manage audio and video devices 2016 Planet Technologies. 81

82 Skype for Business: Features Instant messages are a great tool to relieve the clutter in your inbox. No more lost s or waiting for someone to get back to you. Send and IM: right click on a contact and choose the Send an IM option 2016 Planet Technologies. 82

83 Skype for Business: Features (cont d) Audio or video calling with Skype for Business can enhance your meeting experience with effective collaboration tools Start an Audio or Video Call: rightclick on a contact and choose the Call or Start a Video Call option 2016 Planet Technologies. 83

84 Skype for Business: Features (cont d) Online Meetings: All IM and audio/video functionality is available during online meetings You can also present your desktop in an online meeting Additional features are available within the monitor icon: Present programs Present PowerPoint presentations Attachments Shared notes Whiteboard Pulls 2016 Planet Technologies. 84

85 Skype for Business: Features (cont d) From the Skype for Business window you can schedule meetings without opening Outlook Schedule a Meeting: right click on a contact and selecting Schedule a Meeting from the dropdown menu 2016 Planet Technologies. 85

86 Skype for Business: Features (cont d) Add a Contact: Adding contacts to the contact list gives you easy access to the people you communicate with the most Start typing a name in the Find someone section. Right click on the name and Add to Contacts List 2016 Planet Technologies. 86

87 Skype for Business: Features (cont d) Create a Group: Groups help you organize your contacts so they are easy to find In your Contacts view, click the icon Click Create a New Group In the space that opens up at the bottom of the window, type over the phrase New Group to give your group a descriptive name 2016 Planet Technologies. 87

88 Skype for Business Demo 2016 Planet Technologies. 88

89 FAQs & Tips 2016 Planet Technologies. 89

90 90 its.virginia.edu/office Planet Technologies. 90

91 FAQs Where is ITS FAQs page: Constantly updated with new issues and resolutions 2016 Planet Technologies. 91

92 Known Issues Where is ITS Known Issues page: Constantly updated with new issues and resolutions 2016 Planet Technologies. 92

93 A Few Known Issues You can t add new cross-premise permissions. This means that after you migrate, you can t add mailbox/calendar permissions for any on-premise users. In order for a Mac running Outlook to be able to access a shared calendar directly, the calendar must be shared with a minimum of Reviewer permissions. Cross-premise shared mailboxes can t be accessed via OWA. Cross-premise send-as permissions don t work where the shared mailbox is on-premise and the user is in the cloud. External Skype for Business users who have added UVA users as contacts will need to remove and re-add the UVA users after the migration Planet Technologies. 93

94 Address Management System Change Once an account has been updated to O365, users will not be able to edit their primary address registration. What s changed: Before the O365 update, a user could pick where their primary address was assigned to. If they have assigned aliases, those will continue to be editable Planet Technologies. 94

95 Address Management System Change Office 365 will automatically be added as a deliverable address. It will not be editable, and cannot be removed from use Planet Technologies. 95

96 Key Issue/Tip Once a mailbox has been migrated to Office365, ITS will no longer perform database-level backups of that mailbox, and therefore ITS will no longer be able to provide restore functionality in the way it is provided today. To compensate for this, the timeframe for Recover Deleted Items functionality that allows an end user to recover their own accidentally or intentionally deleted items has been extended from 14 days to 30 days for mailboxes in Office Planet Technologies. 96

97 Evolve 365 Interface Options Features 2016 Planet Technologies. 97

98 A subscription based Help Desk as a Service for Microsoft Office 365 to increase end user adoption and help evolve your organization to be more productive Planet Technologies. 98

99 2016 Planet Technologies. 99

100 Thank You! Don t forget the Evaluation Survey Planet Technologies. 100

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