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Office 365 Project FAQs


O365 is a collection of cloud-based services that work together to increase productivity through collaboration. The move to O365 refers to changing where our content is stored. Our content, such as our emails, are currently stored on servers at UHN.

When we move to O365 we will be moving this content to "the cloud" and enabling greater features and increased storage capabilties.

In phase I of UHN's rollout, these features will include increased mailbox storage, so you can stop worrying about email jail. You will also gain access to instant messaging and video chat with Skype for Business, making connecting across UHN easier and more efficient.

"The cloud" is a friendly way of describing web-based computing services that are hosted outside of our organization.

If you use social or an online data storage website, you are already using the cloud. Most of the things you do every day with your devices when connected, even reading email at your desktop or on your phone, use a network of servers. These servers provide online services or storage purposes.

We are moving our mail services from servers hosted at UHN to servers hosted by Microsoft in Toronto and Montreal. We are doing this to take advantage of new features that are not available in our current versions of the Microsoft products.

The Office 365 project team will be moving mailboxes based on overall complexity. This means staff with a smaller inbox size, fewer shared mailbox and/or fewer delegate accesses will be seen as less complex, and will therefore be moved to O365 first. Staff with larger mailbox sizes, multiple shared mailboxes and/or delegate accesses will be moved after.
This sequencing will help to ensure all mailboxes, even those deemed with high complexity, are managed accordingly and with all email and calendar items intact.
The overall migration plan has been reviewed and validated by IT governance and clinical leadership groups to ensure a smooth transition for all UHN staff.  
Yes! All UHN staff will be migrated to O365 services over the span of April – June 2017.
Office 365 will be rolled out to end users in two phases.

In phase I (FY 16/17), users will have access to Exchange Online and a new Outlook Web App interface, Skype for Business, and Office Online. Within UHN Research, end users will see a change in client software dependencies. Not all mail clients currently supported by Research will continue to function – many will be migrated to using Outlook only in an effort to leverage Office 365 functionalities, and transition towards the use of streamlined collaborative tools across UHN.

In Phase II (FY 17/18), it is intended that users will be provided access to additional Office 365 tools such as OneDrive and SharePoint Online. Michener integration and the ability to view free/busy calendar is also planned as part of phase II.
To optimize network bandwidth and end user support, best practices recommend that users be migrated in defined batches of approximately 500 mailboxes per night. You will be contacted by the Office 365 project team for more information on when you and your department will be migrated.

UHN Research users will be visited and migrated on a lab by lab basis as there are relationships and objects to migrate that also involve students and the version of Office in use by them.
The experience during email migration should be seamless. In most cases, users are not aware that they have been migrated! For teams and individuals who have delegate access (i.e. shared calendars and shared mailboxes), the project team will try their best to keep all teams and groups together. In the event that we miss a team mate and a connection is broken temporarily, we will do our best to migrate the individual during the next available migration cycle.
You will be contacted by the Office 365 project team in advance of migration, with tentative migration date and what to look out for following your move to Office 365.

For the majority of staff, desktop versions of your email will look exactly the same. However, when users log into their emails using the Outlook Web App, the look and feel will be different. You will have access to a whole new set of features, plus Skype for Business Online.

RMP staff is currently undergoing an upgrade to Office 2016, which is scheduled to complete before their move to Office 365. UHN Research staff will be upgraded to Office 2016 as part of their move to Office 365. Over the course of 2017, remaining UHN staff will be upgraded to Office 2016 to better support Office 365 functions and features. Staff will be notified of their Office 2016 in advance.
UHN’s Privacy Office and IT Security team have conducted assessments, including a Privacy Impact Assessment and Threat Risk Assessment to ensure the use of O365 is compliant with organizational standards and policies. 
Based on these assessments, the teams have reviewed and updated existing UHN policies and created the O365 Best Practices. 
This will provide staff with the overall guidelines for acceptable use of O365, a to provide staff with guidelines on the acceptable use of O365 tools, like Outlook and Skype, in a manner which ensures protection of patient health information (PHI) and other sensitive information.

Office 2016 and O365 are two separate updates taking place over the next few months.  

The Office 2016 upgrade will change the look and feel of your Office tools, such as Word, Excel and Outlook, including your mail and calendar.

The move to O365 will not affect the look of your mailbox. Rather it will change where your information is stored in the cloud and also increase the size of your mailbox.

 Once you migrate to Office 365, you will be required to use multi-factor authentication (MFA) to log into your account while off-site. Please note you will not be required to use MFA if you are using a UHN-managed device (i.e., laptop or mobile phone) or have already logged in using VPN.
 UHN shared computers will not be moving to O365. This means there will be no changes to the computer, nor will Skype for Business be installed.
Moving forward, it is recommended you use the O365 Dashboard for accessing your email and calendar on shared computers. You should also sign out of your account as soon as you are finished using your Dashboard. This will ensure greater privacy and security on your account.
We would love to hear back from you! You can reach us directly at Office365@uhn.ca or using our Feedback Form.

Email FAQs

It is important to note that your user IDs, such as your T-ID, will not be used for accessing your Outlook Web App or your Outlook application after you move to O365. Instead, your primary UHN email address should be used.

To log into your UHN computer following your move to O365, you can use your T-ID, interchangeably with your primary UHN email address to log in. Please note, you may be required to use your T-ID when logging into other applications.

For Toronto Rehab Research staff, the correct login method is with your domain login name, lastname.firstname@torontorehab.on.ca.

All UHN employees who currently have an email address will receive an Office 365 account.

We are trying our best to ensure there are no impacts to shared and delegate mailbox accesses. If you are unable to access a shared or delegated mailbox – don’t worry! Please contact your local help desk for technical support.

Microsoft helps to safeguard your data by hosting it in Canadian data centers, with continuous data backup and disaster recovery. We also maintain the latest defenses against viruses and spam.

However, it is recommended you do not use electronic communication, like email, for delivery of sensitive information. For more information on UHN’s privacy and security guidelines, please visit our O365 Best Practices page.

Users who currently have a UHN-managed mobile device will be required to follow a series of steps to connect their email to Office 365. The setup process will take a few minutes, and the instructions can be found on our Office 365 Getting Started page.

Once set up, you will regain access to your latest emails.

The update to Office 2016 is a separate change from your move to Office 365. The update to Office 2016 will change the look & feel of your Office tools, like Word, PowerPoint and Excel.

Office 365 refers to your move to a cloud-based system, which will provide you with a different set of features, such as increased email storage.

At this time, the O365 project will not cause any FCC impacts. Note that any future changes to cost structures will be communicated to UHN staff when available.


Calendar FAQs

Currently, it is not possible to see everyone’s availability through the Outlook calendar. For example, staff who were part of the Research or Radiation Medicine departments would not be able to see availability for the rest of UHN and vice versa.

After all staff have migrated to Office 365, the ability to see anyone’s free/busy calendars will be available for all UHN staff, making is easier to schedule meetings with anyone across the organization

Users who currently have a UHN-managed mobile device will be required to follow a series of steps to connect their email to Office 365. The setup process will take a few minutes, and the instructions can be found on our Office 365 Getting Started page. Once set up, you will regain access to your latest emails.

You may not notice any change to the GAL at first glance. However, there are now more conference and meeting rooms available for your scheduling convenience.

We are trying our best to ensure there are no impacts to shared calendar permissions. If you are unable to access a shared calendar – don’t worry! Please contact your local help desk for technical support.

Following your move to Office 365, you should be able to view free/busy availability for anyone at UHN, including Research and the Radiation Medicine Program. If you are having any issues, please contact your local help desk for technical support.

Once set up, you will regain access to your latest emails.


Skype for Business FAQs

You are permitted to use Skype for Business to contact external stakeholders. For example, Skype for Business can be used for contacting a partner at SickKids.

For more information on Skype for Business best practices, visit our Best Practices page.

Unless authorized by the UHN Privacy Office, you are not permitted to use Skype for Business to contact patients.

For more information on our privacy and security guidelines, please visit the Office 365 Best Practices page.

For added privacy and security, the feature for file sharing and downloading files has been disabled on Skype for Business at UHN.

This will ensure any files containing sensitive or patient information is not shared with unauthorized personnel.

To use the Skype instant messaging feature, no additional hardware tools will be required. Simple open your Skype application and start a conversation with a colleague.

For the video chat feature, you willl require a webcam and microphone to have both the audio and visual features enabled. Should you require either hardware tools for your work, please speak with your manager and order the required tools from the UHN Hardware Order Form.

Skype is intended for instant messaging, screen sharing and small-scale meetings - not large-scale conferences.

As a result, if you wish to set up a conference for many users, Skype for Business is not the recommended tool as the current infrastructure is unable to support this.