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", or Internet space, which enables greater features and increased storage capabilities.
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.
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.
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, firstname.lastname@example.org.
Microsoft helps to safeguard your data by hosting it in Canadian data centres, with continuous data backup and disaster recovery. We also maintain the latest defences 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 migration to O365 does not update your Outlook application. Instead, O365 is a back-end change which primarily moves your email account to the cloud and enables great storage capabilities.
There is another update happening at UHN, which will change the look and feel of your Outlook and other Microsoft applications like Word or Excel. This is called Office 2016 and it is a separate change from your move to Office 365.
For information on how to differentiate the two updates, please visit our Tips & Tricks page and select "O365 or Office 2016: What is the difference?"
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.
Yes - Personal Distribution Lists will need to be updated after moving to O365.
Personal distribution lists are created in Outlook by adding contacts from the Global Address Listing (GAL) into an organized, grouped list. Please view this document to learn more about Personal DL and how to create them.
If you created a personal distribution list prior to your move to O365, all contacts within your distribution list may not be receiving your emails.
Please note, staff with personal distribution lists must update their lists if:
To update this list and ensure it is compatible with O365, you will need to delete the contacts who do not have the same email address as you. Then, add these individuals back to your personal distribution list by selecting their emails from the GAL.
This will ensure all contacts found within your personal distribution list will receive your emails moving forward.
If you use the Notes feature in Outlook, you may have noticed that it does not look the same in the new Webmail interface.
In Outlook, the notes appear in a 'post-it' style whereas Webmail notes appear like draft email messages.
From Webmail, pre-existing notes can be edited and saved to your Drafts folder, however new notes cannot be created.
As a workaround, you can consider creating notes in the Tasks folder or create an additional Tasks folder to hold all your Webmail notes.
If you decide to create notes in the existing Tasks folder, you can mark these with a Category or any other sorting or filtering method to differentiate from your regular Tasks. You can also mark them as 'Done' to prevent each note from showing up as a To-Do item or a pop-up reminder.
It is a good idea to periodically review your Junk Email folder to make sure you're not missing important messages.
If you find any messages incorrectly classified as junk mail, you can update your junk mail settings in the Outlook application and Webmail. This allows you to build a Safe Senders list and any email or domain on that list can come to your inbox..
To learn how to control these settings, please visit our O365 Outlook and Webmail Resources page.
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.
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.
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 will 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.
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