Get the Facts: Benefits, Timeline, How to Prepare Effective as of October 08, 2012 Northwestern University is moving toward a more enhanced communication and collaborative environment to carry out the teaching, research, and administrative needs of the University. Northwestern Collaboration Services, a Microsoft-powered messaging and collaboration product, will soon facilitate email, calendaring, document sharing, and more for faculty and staff. Key Benefits Standard Email Platform All faculty and staff will be able to use Microsoft-powered email, standardizing and streamlining communications between all University schools and departments. University-wide Calendaring All faculty and staff will have the ability to schedule and reserve meetings in a new, intra-institutional fashion. Both calendaring and email will be accessible within a single program. Anytime, Anywhere Web Access All faculty and staff will have secure access to a web-based email and calendaring program, called Outlook Web App, that provides many of the same features on the full Outlook clients for both Windows and Mac. Increased Mobility The University s growing mobile community will have secure, enhanced mobile access to email and calendaring services. Additional Services Future phases of the Northwestern Collaboration Services initiative plan for additional services including instant messaging, document storage and sharing capabilities, and an integrated voicemail system. Increased File Storage The default quota <www.it.northwestern.edu/collaborate/how-to/ about-quotas.html> for the majority of Northwestern Collaboration Services accounts is 8 GB. Affected Users All current and future University faculty and staff Timeline The Northwestern Collaboration Services integrated email and calendar system was operational on July 11, 2011 for users of the former University calendar system (Meeting Maker). Non-Meeting Maker users were able to begin their transition to Northwestern Collaboration Services (email, calendar, web access) on July 18, 2011. The legacy email system (casbah/hecky/lulu/merle.mail.it.northwestern.edu) was retired on December 19, 2011. Questions about specific school or departmental transitions can be directed to Local Readiness 10/08/12 Page 1 of 5
Team Leads <www.it.northwestern.edu/strategic-plan/collaboration/lrtl.html> or the NUIT Support Center <www.it.northwestern.edu/supportcenter/>. The project team has completed phase two implementation of Microsoft Lync as of February 23, 2012. Read more about instant messaging, webconferencing and presence implementation on the project status page <www.it.northwestern.edu/strategic-plan/collaboration/status-2.html>. Planning and development for the Unified Messaging pilot began April 15, 2012. Read more about unified messaging, Outlook for voicemail and voicemail integration on the project status page <www. it.northwestern.edu/strategic-plan/collaboration/status.html>. What Actions Can I Take?...before Northwestern Collaboration Services is launched Attend Hands-on Training Register to attend an in-person computer application training session <www.northwestern.edu/hr/workplace-learning/computer-applications/index.html> to get questions answered in a learner-friendly, hands-on environment. Update Microsoft Software As resources allow, utilize the latest Microsoft products <www.it.northwestern.edu/software/microsoft/> for both Windows and Mac in everyday work. Several products are available for University faculty and staff at no additional cost. Check Email Client Access a Northwestern Collaboration Services-compatible email client <www.it.northwestern.edu/strategic-plan/collaboration/requirements.html> for sending and receiving University mail. For an optimal collaboration experience, Outlook Web App (OWA) and Microsoft Outlook 2010 for Windows are the recommended email clients. Outlook 2011 for Mac (Service Pack 1, released mid-april) and the Outlook Web App are recommended for Mac users. Upgrade Personal Computer Software Install the latest Microsoft Office products to personal computers, available for less than $10, through the Home Use Program <www.it.northwestern.edu/software/microsoft/secure/home-use.html>....after Northwestern Collaboration Services is launched Collaborate Email colleagues and schedule meetings with fellow members of the University community in one place: your Northwestern Collaboration Services account. Attend More Training Computer application training sessions are continuously offered. If personalized attention is still needed, register <www.northwestern.edu/hr/workplace-learning/ computer-applications/index.html> to attend a session. How Can Northwestern Collaboration Services Be Used? Once Northwestern Collaboration Services is fully launched, University faculty and staff can use new services to: Send and receive University email Reserve meeting rooms and schedule meetings with other University faculty and staff Centrally store and share University documents 10/08/12 Page 2 of 5
Access mail and calendaring tools on smartphone devices Better track tasks and manage University contacts What Types of Computer Platforms Function with Northwestern Collaboration Services? Northwestern University is committed to facilitating multiple platform collaboration throughout the University, and Northwestern Collaboration Services will be available for Windows, Mac, and Linux-based platforms through Outlook Web App (OWA). What Email Clients Can Support Northwestern Collaboration Services? For an optimal collaboration experience, Outlook Web App (OWA) and Microsoft Outlook 2010 for Windows are the recommended email clients. Outlook 2011 for Mac (Service Pack 1, released mid-april) and the Outlook Web App are recommended for Mac users. Read more about Northwestern Collaboration Services-compatible email clients on the Email Client Comparison Matrix <www.it.northwestern.edu/strategic-plan/collaboration/requirements.html>. What is Outlook Web App (OWA)? OWA is anytime, anywhere web access to University email and calendaring and is the recommended web client for future University collaboration. OWA looks and feels very similar to Outlook 2010 and 2007. Use OWA to send and receive messages and attachments, create folders and organize messages within the folders, view calendar appointments and contacts, look up names in the University directory via the Global Address List (GAL) and set up an Out of Office message. How Much Email Storage Space is Available? The default quota <www.it.northwestern.edu/collaborate/how-to/about-quotas.html> for the majority of Northwestern Collaboration Services accounts is 8GB. Further details are available on the Email Client Comparison Matrix <www.it.northwestern.edu/strategic-plan/collaboration/requirements.html>. Individual account size allotments are as follows: Faculty, Staff and Visiting Scholars Emeritus/Retired Faculty University Role Departmental Accounts, Graduate Students, Teaching Assistants, Community Assistants, Work Study Students, Temporary Employees, and Contributed Service Faculty Account Storage Size 8 GB 1 GB 500 MB 10/08/12 Page 3 of 5
Can Users Continue Forwarding University Email to External, Non-NU Addresses? The University s Policy Review Committee <http://policies.northwestern.edu/committee.html> is currently in the process of reviewing email forwarding guidelines. Any revisions to the policy regarding email forwarding occur under the authority of the Policy Review Committee and are a separate undertaking from the launch of Northwestern Collaboration Services. Are End Users Responsible for Changing Computer Settings During Launch? Every effort has been made to ensure that end users are prepared for any potential one-time computer or email client setting changes, dependent on the level of local technical support provided in specific schools and departments. A Get Started Checklist <http://www.it.northwestern.edu/collaborate/checklist/index.html> is available for review prior to any transition. What Happened to Meeting Maker Accounts? Over the weekend of July 8, 2011, NUIT collaborated with engineers at the McCormick School of Engineering and Applied Sciences to successfully migrate Meeting Maker events <http://www.it.northwestern.edu/ software/microsoft/calendar.html#c5> occurring on or after June 27, 2011 to the new system. These events were made available to faculty and staff at the start of business on Monday, July 11, 2011, when the Collaboration Services calendar became the University calendar of record for meeting scheduling. Access to Meeting Maker is available until July 31, 2011. Are Mobile Devices Supported? Because mobility and increased collaboration functionality like wireless synchronization play an integral role with Northwestern Collaboration Services, industry-standard smartphone devices (i.e. BlackBerry, iphone, Android, Windows Mobile, and Palm webos) will be supported. More information is available at Mobile Support Tools <http://www.it.northwestern.edu/collaborate/how-to/mobile.html>. Will Northwestern Collaboration Services Accounts Be Provided for University Affiliates? A change will be made in NU Validate in support of the launch of Exchange that will allow any affiliates to have an alias-based @northwestern.edu, @law.northwestern.edu, or @kellogg.northwestern.edu address as their primary email address (depending on their affiliation). This is a function that administrators can use that won t be offered to end-users. Affiliates won t be provisioned with Exchange accounts. Administrators will need to supply external email accounts as the affiliate mailboxes. Messages sent to the @*northwestern.edu address will forward to the external email account if this option is selected for an affiliate. 10/08/12 Page 4 of 5
Where Are Northwestern Collaboration Services Project Updates Posted? Monthly status reports and milestones are posted and updated at IT Project Status: Collaboration Services Initiative <www.it.northwestern.edu/strategic-plan/collaboration/status.html>. Where Do Users Go For Help? Who Can They Contact? Contact local technical support specialists before changing any software or settings on a University machine. Local Readiness Team Leads <www.it.northwestern.edu/strategic-plan/collaboration/lrtl.html>, UNITS Representatives <www.it.northwestern.edu/dss/units/units-list.html> and direct supervisors are also available to answer questions about school- or department-specific migration questions. Additional inquiries related to Northwestern Collaboration Services should be directed to NUIT Communications at it-communications@northwestern.edu. 10/08/12 Page 5 of 5