O365 is a collection of cloud-based services that work together to increase productivity through collaboration. The suite of tools includes email and file storage in "the cloud", which enables additional features and increased storage capabilities.
In Phase II of UHN's rollout, new applications will include OneDrive for Business and SharePoint Online.
If you are running into any issues such as Outlook crashes or delays in receiving email, please contact your local Help Desk to kick off a formal investigation. All agents are prepared to assist with further troubleshooting to improve your UHN email experience.
Office 2016 and O365 are two separate updates.
The Office 2016 upgrade changes the look and feel of your Office tools, such as Word, Excel and Outlook, including your mail and calendar.
The move to O365 does not affect the look of your mailbox. Rather it changes where your information is stored in the cloud.
OneDrive Pilot Program ToolkitOneDrive Pilot Tip Card
SharePoint Online Pilot Tip Card
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.
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.
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.
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.
Files and folders to be synced with OneDrive cannot contain the following special characters in their names: * : ? / |
Individual files are limited to
15 GB each.
OneDrive files can be synced to
any computer using the OneDrive sync application, including personal computers at home. This sync app lets you save a local copy of your OneDrive files and folders to a computer, which is accessible from the Document Library. These files and folders will be accessible even when you are not connected to the Internet.
OneDrive is a personal file storage tool for your work documents and is only managed by you. It is recommended that you use OneDrive to store files which would normally be saved to your local desktop or network drive.
You may choose to store a file on OneDrive when:
SharePoint Online is used for team document storage and is managed by more than one individual.
You may choose to store a file on SharePoint Online when:
To ensure successful migration of all your files and folders to OneDrive, please plan to transfer your content in smaller sections rather than transferring large quantities of data in one move.
If you are using the Sync App to complete the transfer of many folders, we also recommend copy and pasting the items, rather than dragging the files to the folder.
Since launching OneDrive and testing with various UHN teams, there have been mixed reports related to issues when migrating many files and data sets in a single move. Initial investigation has revealed that this may be caused by poor network connectivity or latency.
Our team is continuing to investigate these reports. If you are experiencing any challenges, please contact your local Help Desk for additional support.
Multiple O365 accounts
cannot be signed in at the same time, from the same browser. Once you have signed into your UHN account, if you are looking to access another account on the O365 browser, please be sure to log out of your UHN account first.
Alternatively, you can open multiple O365 accounts on separate browser applications -- for example, open one account on Google Chrome and another account on Internet Explorer.
Data stored in your OneDrive library is private and only accessible to you. Please note, in the case of privacy or security investigations, UHN Digital is able to access your data if needed. In compliance with UHN's privacy policies, Microsoft has committed to ensuring your data is safe, secure and protected.
The OneDrive application has been tested and piloted by several teams at UHN since December 2017. From past pilot participants, the following known issues have been reported:
Should any additional issues be reported throughout the rollout of OneDrive, details will be provided on our Information Site.
Your current SharePoint Team Site ( also called “SharePoint On-Premises”) resides on UHN servers and is available through the UHN Network only. SharePoint Online is housed online, in the cloud which provides enhanced stability, accessibility and collaboration features.
These additional features include:
• SharePoint Online sites are accessible from anywhere and will not require a VPN token for remote access
• Files are editable through the browser with Office Online
• Real-time co-editing with your team members
Teams are generally composed of Site Owners and Site Members.
Your files will be saved online and in the cloud when you use SharePoint Online. To keep your team's files and folders organized, you should follow the following naming conventions:
Yes. Microsoft's data storage facilities comply with our digital security standards. The data stored within Microsoft's Data Centres are encrypted and physically secured to prevent loss or unauthorized access of data. Files that are transmitted using the SharePoint Online service over Internet are also encrypted.
In compliance with UHN's privacy policies, Microsoft has committed to ensuring your data is safe, secure and protected on its cloud-based applications, including OneDrive and SharePoint Online.
For additional information on the O365 project, please contact
firstname.lastname@example.org. For technical support related to SharePoint or SharePoint Online, please contact