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Office 365 Project FAQ

Office 365 is a collection of cloud-based services that work together to increase productivity through collaboration. It comes with familiar applications such as Word, PowerPoint and Excel, which can be viewed easily from computers, tablets and mobile devices. Web interfaces for email, calendaring, contacts and tasks are also available, similar to the existing UHN Webmail available today.

What sets Office 365 apart is the additional features that allow users to communicate on the go and collaborate in real time. As part of Office 365, users will have access to instant messaging and videoconferencing capabilities, 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.

Internet access is required to access all Office 365 services, including email, conferencing, and other services.
Yes! All UHN staff will be migrated to Office 365 services over the span of March – May 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 Office 365 project team is currently in the process of defining a UHN-wide migration plan. Key factors that are considered as part of this process include how migration batches will be conducted (i.e., department-by-department), delegate relationships between UHN users, mailbox sizes, and user locations. The overall migration plan will be reviewed and validated by IT governance and clinical leadership groups.
End user 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 is migrating to a single email environment where all staff will operate and interact within. This means all UHN staff will be using Outlook and the Outlook Web App. A primary benefit of this approach is that everyone at UHN will be able to view each other’s free/busy calendar information.
Yes – the project team is working closely with the UHN Privacy Office and IT Security Office to review and update existing UHN policies to reflect any changes in end user usage recommendations and best practices. Once finalized, these will be posted on the Office 365 information site.
We would love to hear back from you! You can reach us directly at Office365@uhn.ca.