Microsoft Office 365

 

Colleagues,

 

In line with the Institute’s Strategic Objective of Engaging and Empowering Staff, IT Services have commenced a project to migrate the staff email from the current ‘in-house’ Exchange 2010 system to the Microsoft Office 365 cloud service. As a pilot to this project, all IT technical staff within the Institute and staff in Blackrock Castle have successfully been using this service for over a year.

 

What does the process entail?

Phase 1 of the project will commence in June 2016 and run over the next few months.  This phase will focus on moving all Administration and Nimbus staff over to Office 365 during the summer months. Future phases will focus on moving Academic departments, which will commence from September 2016. You will receive an email prior to, during and after your email has been migrated from our in-house mail system to the Cloud.

 

What happens after my account has been migrated?

The Outlook client experience should remain the same. Current experiences during our trial phase have shown that staff who have already upgraded their Office suite from 2010 to 2013/2016 have a much smoother transition to Office 365 and we will proactively identify those staff and try to pre-empt any issues before they occur.

a) If you log into your email using Microsoft Outlook (Desktop) then you should not see any difference for now

b) If you log into your email via a web browser, the new link is http://outlook.com/cit.ie

a. Log in using your normal CIT credentials i.e. firstname.surname and your single sign-on password. Your experience with the web version of email will be different to what you are used to, but more in line with modern day email environments.

c) A new Outlook app is available to download for mobile devices which will facilitate access to email. Current mobile device settings will have to be changed to point to the new location of your mailbox after migration of your email is complete.

 

What about training and documentation?

IT Services will organise training for each area on the new features available. This training will happen after accounts for each functional area have been migrated. Documentation and FAQ are available here on our Servicedesk ticketing portal.

 

What applications are available as part of Office 365?

The scope for this project entails migration of staff mailboxes to Office 365, with additional functionality of OneDrive for Business storage, as well as Word Online, Excel Online, PowerPoint Online and OneNote Online. While over time IT Services will continue to roll out other online applications available as part of Office 365, at this point, to aid the transition we are limiting the online applications available so that we don’t cause confusion and we give ourselves adequate time to manage this large programme of work properly and coherently.

 

What size mailbox will I have?

Once migrated, all staff will have a 50GB mailbox available to them. This is a significant increase from the 2GB which is currently provided.

 

What allocation of space do I get with OneDrive for Business?

Once migrated, all staff will have 1TB of cloud storage available for CIT business use. This is also a significant increase from the 10GB limit placed on your H Drives.

 

What about departmental/functional group file shares in Shared drives e.g. S drive / R drive.

These will not be migrated as part of this initial phase of the project but will be migrated at a later stage. Stakeholders will be consulted in advance of any data being moved from these drives to Office 365. If you are using existing departmental/functional group file shares these will continue to be available for now.

 

What if I have a query or need help?

Initially, questions will be dealt with at the training sessions.

Staff should familiarise themselves with the documentation and FAQs available on our Servicedesk portal as the answer to your query may be available within one of these sections. If it is not, please log a call via the IT Services ticketing portal https://servicedesk.cit.ie/support/home  and your query will be dealt with by either one of the IT Services technical staff or your own local faculty IT technical staff may also be able to advise you.

 

By undertaking this project IT Services are committing to providing CIT staff with access to the latest technologies in the Microsoft arena and empowering you to avail of this growing suite of applications.

 

Regards,

Jonathan

  

Jonathan McCarthy

IT Manager