Frequently Asked Questions - Office 365

Migration Information

What will migrate?
What do I do with my Lotus Notes archive files? Are they being migrated to Microsoft Office 365?
How do I prepare my contact list so that they migrate?

Office 2013 Information

When I try to launch Outlook for the first time, I get an error message: "Cannot start Microsoft Outlook. Cannot open the Outlook window. The set of folders cannot be opened. Your profile is not configured."
How do I set up my Outlook 2013 account for Windows?
Can I change the theme for Office 2013/365?
Can people with another Office version open documents I create with Office 2013? 

Mac Information

Are there features in Microsoft Office 2011 that will not be available for Mac users?
Are there any collaboration issues that may arise when working with users on both Mac and PC?
How do I set up my Outlook 2011 / Office 365 account?
I'm getting "Out of memory" messages.
I don't seem to be getting new messages in a timely manner.

Mobile Information

Will there be a way to access Office 365 through the web for those users that don't use the client installed on a computer?
Is there a cost to access email/calendar items from a mobile device or tablet?
Will there be a way to access Office 365 from a mobile device or tablet with an application or web browser?
What mobile phones are supported in Office 365?
I can only download a few of the Office apps. I can't download Word, PowerPoint, and others.
Things that you know are hyperlinks in an email are not working.
I deleted an event on my calendar on my iPhone and it canceled the meeting for everyone, even though I was not the chair.

General Office 365 Information

Will Office 365 require constant updates from Microsoft?
Is there a way to request time off in Microsoft Office 365 like there was in Lotus Notes?
Will I need a new password to use Microsoft Office 365?
What training options will be available to learn the new applications in Microsoft Office 365?

Email Information

What will be my mailbox size in Microsoft Office 365?
Are there any size limitations for working with email and sending attachments?
Why is my mailbox noticeably smaller than it was in Lotus Notes before migration?
Migrated mail in folders over a year old won't show up.
How do I give another person permission to access my email?
Can I manage multiple email accounts on Outlook 2013?
Some of my email has not shown up after migration.
I'm not getting email from some people or companies outside of Ferris.
I keep getting "undeliverable mail" messages when I try to send email to some Ferris employees.
When I go back into Lotus Notes, my email box got bigger by a significant amount. Why?
The amount of space my email is taking up MB-wise is much smaller in Outlook than it was in Lotus Notes. Why?
When I am looking for an email, the older ones are not in my inbox or folders.
Some of my folders are missing.
I want to access my email through MyFSU. Can I do that?
I need to email someone at Ferris, but their name is not in the global address book in Outlook yet. How can I find out what their address is?
What address do I use for University Wide Notices?

Calendaring Information

Will the new calendaring system handle shared resources (conference rooms, etc.)?
How should I schedule my meetings?
When I launch Outlook for the first time after migration, a bunch of reminders show up.
On a meeting I am the chair of, I cannot see who has accepted and who has not.
On a meeting set up by my assistant, that assistant is now the chair and I'm not on the invitee list.
The reminders, birthdays, and anniversaries on my calendar are now marking the entire day as busy.
I can't see someone else's calendar entries.
Some calendar entries do not have the room attached to them after migration.
I need to schedule a meeting with someone at Ferris, but their name is not in the global address book in Outlook yet. How can I find out what their address is?

OneDrive/Skydrive Information

Will I be able to use OneDrive/SkyDrive? If so, is there a size limitation?
I'm getting a message about a missing URL when I try to use OneDrive/SkyDrive; it wanted to connect to the Sharepoint Library.

Contacts Information

In my personal contact list, several items have a 0 after them.
Some entries in my personal contacts list are now missing their first name, or the middle name is showing up as the first name.
I need to email someone at Ferris, but their name is not in the global address book in Outlook yet. How can I find out what their address is?
I can't find someone in the Outlook address book.

Migration Information

What will Migrate?

The following are lists of what will and will not be migrated:

Will be migrated:

  • Individual mail files from the Lotus Notes directory for each account
  • Folders
  • Calendar entries
  • To-dos *Yes, these will migrate after all!

 

Will not be migrated and will need to be created/moved by each user:

  • Rules
  • Signature blocks
  • Access delegation
  • Bookmarks
  • While You Were Out Notes
  • Contacts

 

You will want to review your Ferris related contacts and delete any addresses that have a "/FSU" in them. You will have to export and import your contacts yourself. Instructions are here.

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What do I do with my Lotus Notes archive files? Are they being migrated to Microsoft Office 365?

Archive files will be migrated to Office 365. We are working on our procedure for migrating these files and how they will be accessed in Office 365. Until then, you will still be able to use the Lotus Notes client on your computer to access your archive files.

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How do I prepare my contacts list so that they migrate?

Contacts will not migrate well, so you will want to review your Ferris related contacts and delete any addresses that have a "/FSU" in them. Before your migration date, you will need to synchronize your contacts. See the instructions here.

Then, after migration, you will have to export your contacts from the Lotus Notes client and import your contacts into Outlook yourself. Instructions are here.

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Office 2013 Information

When I try to launch Outlook for the first time, I get an error message: "Cannot start Microsoft Outlook. Cannot open the Outlook window. The set of folders cannot be opened. Your profile is not configured."

You will need to remove the default mail account on your computer. See the instructions here.

If you continue to have problems, contact TAC.

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How do I set up my Outlook 2013 account for Windows?

Use your login name, which is your MyFSUid@ferris.edu

For Windows 7 users, first go to All Programs in the start menu. Go to the Microsoft Office 2013 folder and click Outlook 2013. Remember, you can right click or select "Send To" to add Outlook 2013 to your task bar or start menu.

For step-by-step instructions, see this page.

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Can I change the theme for Office 2013/365?

To change the theme for Office 2013/365 on your computer, simply follow the instructions here.

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Can people with another Office version open documents I create with Office 2013?

Yes. Office 2007, Office 2010, Office 365 and Office 2013 users can open documents created using the latest release of Office applications without any additional action, with the exception of Access databases.

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Mac Information

Are there features in Microsoft Office 2011 that will not be available for Mac users?

You will get the same user experience using either Office 2011 or Office 2013. The feature set in both products match and are used in the same ways.

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Are there any collaboration issues that may arise when working with users on both Mac and PC?

You will be able to collaborate with users on both platforms. File extensions are the same for both of the platforms and documents will open properly in each application.

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How do I set up my Outlook 2011 / Office 365 account?

There are different instructions for two different scenarios:

1. If, when you log into your Apple computer, the id you use is your ShortID, (like your MyFSuID format), and your password that you use to login to your desktop/laptop is the same as your Active Directory (MyFSU) password, see this link for further instructions.

otherwise,

2. Follow this link for further instructions.

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I'm getting "Out of memory" messages.

This can occur because of two reasons: either your Outlook preferences are configured incorrectly, or the database is damaged.

To resolve the issue, follow these steps. You can also find more information here.

  1. Exit all open applications.
  2. Start Outlook.
  3. On the menu, click Outlook, and then select Preferences.
  4. Open Reading.
  5. In the Security section, click to select In all messages or In messages from my contacts.
  6. Close the window.
  7. Restart Outlook, and then test to make sure that the error does not reoccur.

If you are still having problems, contact TAC.

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I don't seem to be getting new messages in a timely manner.

Unfortunately, there is nothing that can be done about this.

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Mobile Information

Will there be a way to access Office 365 through the web for those users that don’t use the client installed on a computer?

Office 365 is a cloud-based service that syncs with a locally installed client on a workstation. Because of this, you will able to work with your email, calendar, Word, PowerPoint, and Excel files through your web browser. You will need to go to http://Office.ferris.edu to login.

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Is there a cost to access email/calendar items from a mobile device or tablet?

There will no longer be a cost to have your email, calendar, and contacts synced to your mobile device or tablet. We have further information on how to setup your device or tablet to sync this information on this page.

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Will there be a way to access Office 365 from a mobile device or tablet with an application or web browser?

There is a native application that can be installed on Apple iOS devices (iPhone, iPad, etc.) to access your mail, calendar, and contacts, as well as Lync. You can also go to the web address URL and access your mail, calendar, and contacts as well. See more info here.

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What mobile phones are supported in Office 365?

There will be documentation to help support the iPhone, Android, and Windows devices.

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I can only download a few of the Office apps. I can't download Word, PowerPoint, and others.

Only a few mobile apps are available at this time: Outlook and Lync. We are currently working to see if we can have the others made available as well.

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Things that you know are hyperlinks in an email are not working.

No solution at this time.

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I deleted an event on my calendar on my iPhone and it canceled the meeting for everyone, even though I was not the chair.

You will want to use the "Decline a meeting" and "Send Response Now" in the Outlook desktop version instead of delete event, particularly on mobile devices.

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General Office 365 Information

Will Office 365 require constant updates from Microsoft?

Office 365 specifically will not have updates that will need to be applied to products. Office 365 is a suite of products from Microsoft that enhances your productivity and collaboration. Those individual products will be upgraded/patched, if needed, on Microsoft’s regularly scheduled monthly patch day.

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Is there a way to request time off in Microsoft Office 365 like there was in Lotus Notes?

We are currently working with vendors to implement a time off request application built into Office 365. Continue to use the Lotus Notes client to put in your time off like before and watch for announcements about the new system.

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Will I need a new password to use Microsoft Office 365?

You will be able to login to Office 365 applications with your current MyFSU password. When you change your password, there may be up to a five minute delay before the password synchronizes with the Office 365 servers.

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What training options will be available to learn the new applications in Microsoft Office 365?

You will have several training options available to you to learn all about Office 365. The training options consist of on-site instructor-led classes, online live instructor-led classes, Web-based classes, recorded class sessions via the web, access to the entire Lynda.com training library, and Microsoft-related tutorials and videos. To access these training options, please follow this link.

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Email Information

What will be my mailbox size in Microsoft Office 365?

You will get a 50 GB mailbox quota.

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Are there any size limitations for working with email and sending attachments?

The maximum message size limit is 25 MB, including attachments. Note: An email client may limit the size of an individual file attachment to a value much less than the message size limit. For example, in Outlook Web App, the maximum individual file attachment is 10 MB.

Why is my mailbox noticeably smaller than it was in Lotus Notes before migration?

Office 365 has a more efficient email system than Lotus Notes. All your mail should still be there. If you feel some is missing, contact TAC.

Migrated mail in folders over a year old won't show up.

This can be changed in settings.

  1. Open Outlook.
  2. Click the File tab in the top left corner.
  3. Click Account Settings.
  4. Click Account Settings in the drop down menu.
  5. Double click your email address in the email tab.
  6. Move the slider for cached email over to 24 months or all.
  7. Click Next.

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How do I give another person permission to access my email?

Find instructions for how to manage permissions here.

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Can I manage multiple email accounts on Outlook 2013?

Yes. To add an email account, follow the directions here.

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Some of my email has not shown up after migration.

One of four things may be going on:

  • If you are looking in your Outlook mailbox before you received notice that your account's migration was completed, please wait until you get the official notice.

  • If it was an older message, the system automatically puts messages over two years old in your online archive. In Outlook, on the left hand side, below the list of your folders, you might see an item that is titled Online Archive, with your email address after it. Note that items in folders older than two years will be there, too.
  • If your folders were marked as hidden or private in Lotus Notes, those would not have migrated.
  • Or, something didn't go right with the migration. Please contact the Technology Assistance Center.

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I'm not getting email from some people or companies outside of Ferris.

Outlook has a very good spam mail/junk mail filter, and will move email into your Junk Mail folder.

Depending on the Junk Email filter protection level that is set, some legitimate email messages might be moved to the Junk Email folder.

Tip: We recommend that you periodically review messages that are moved to the Junk Email folder to ensure that you aren't missing any legitimate messages.

To mark a message as not junk, do the following:

  1. In Mail, click the Junk Email folder in the Folder Pane (Folder Pane: The column on the left side of the Outlook window that contains folders for each view, such as Mail or Calendar. Click a folder to show the items in the folder. Formerly the Navigation Pane in earlier releases).

Tip: To avoid seeing objectionable content in the Junk Email folder, you can turn the Reading Pane off for only that folder.

  1. In the message list (message list: The middle part of the main Outlook window that displays the contents of the selected folder), click any message that you want to mark as not junk.
  2. Click Home.
  3. In the Delete group, click Not Junk.

Keyboard shortcut: To mark a message as not junk, select the message, and then press Ctrl+Alt+J.

A message that is marked as not junk is moved back to its original folder, usually the Inbox. When you mark a message as not junk, you can add the sender or the mailing list name to the Safe Senders List or Safe Recipients List.

Any message viewed in the Junk Email folder appears in plain text format and any links that it contains are disabled. When a message is moved out of the Junk Email folder, its original message format is restored, and links are enabled. Any links considered suspicious remain disabled.

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I keep getting "undeliverable mail" messages when I try to send email to some Ferris employees.

The most likely reason is that you have a contact in your personal address book with the old Lotus Notes formatting, usually one with the /FSU. When you start typing the person's name in the address line of your email or meeting invite, and you see multiple options show up, click on the X next to the one with the /FSU in it. If this is happening, go into your contacts list and review the contact information, and get rid of the email addresses with the /FSU in them.

If you are still having problems, use the person's shortid@ferris.edu to send the message to them. You can look up their address here.

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When I go back into Lotus Notes, my email box got bigger by a significant amount. Why?

It is unclear at this time why this is occurring.

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The amount of space my email is taking up MB-wise is much smaller in Outlook than it was in Lotus Notes. Why?

Outlook is more efficient at using space, thus, each email takes up less space.

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When I am looking for an email, the older ones are not in my inbox or folders.

The system automatically puts messages over two years old in your online archive. In Outlook, on the left hand side, below the list of your folders, you might see an item that is titled Online Archive with your email address after it. Note that items older than two years that were in folders will be there, too.

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Some of my folders are missing.

Folders that were hidden, private, or empty in Lotus Notes did not migrate over.

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I want to access my email through MyFSU. Can I do that?

Yes. Once you login to MyFSU, use the E-mail icon in the top right area of the screen, as you would normally do. This will take you to your Office 365 email.

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I need to email someone at Ferris, but their name is not in the global address book in Outlook yet. How can I find out what their address is?

You can quickly find them by using the online phone book.

Also, if you are a Lotus Notes user emailing someone who has already been migrated to Office 365, it is best for you to use that person's "shortname." Use the web online phone directory to look up the person's email address, which is still username@ferris.edu. Once we have migrated everyone over to Office 365, we will change these email addresses to preferredfirstnamelastname@ferris.edu.

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What address do I use for University Wide Notices?

To submit a UWN, please use this email address: University-WideNotices@ferris.edu.

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Calendaring Information

Will the new calendaring system handle shared resources (conference rooms, etc.)?

The Office 365 calendaring application will have all of the shared resources that existed in Lotus Notes.

How should I schedule my meetings?

For information on how to schedule meetings during the migration, find more information here.

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When I launch Outlook for the first time after migration, a bunch of reminders show up.

Click on Dismiss All. You may have to do this several times as it sets up your calendar for the first time. It won't happen again after the first time you open your calendar.

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On a meeting I am the chair of, I cannot see who has accepted and who has not.

During the migration, the links to the responses from the participants were lost.  This is expected, as Lotus Notes has its own proprietary way for doing the linking that cannot be relinked. So, as the chair, you will want to open the meeting, click on Scheduling Assistant in the toolbar, click on Invite Attendees, and verify the people and location. Click on Send. They will then respond to the invite with their acceptances or declines.

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On a meeting set up by my assistant, that assistant is now the chair and I'm not on the invitee list.

We are not sure how to fix this yet, but we are working with our consultant to correct the problem for groups that are migrating later.

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The reminders, birthdays, and anniversaries on my calendar are now marking the entire day as busy.

There is no perfect solution yet.

If you want to keep the event as an all-day event, but show it as free time on your calendar, change Show As.

  1. Open the event on your calendar.
  2. Click Event.
  3. Change Show As to Free.
  4. Click Save & Close.

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I can't see someone else's calendar entries.

By default, you can only see someone's free and busy times. You need to invite people to share calendars individually.

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Some calendar entries do not have the room attached to them after migration.

Rooms were not named exactly the same as they were in Lotus Notes. Also, being that Lotus Notes appends the /FSU to all resources, these rooms will not translate properly with a migration.

You will need to use the scheduling assistant to add the room into the calendar and send out the invites again.

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I need to schedule a meeting with someone at Ferris, but their name is not in the global address book in Outlook yet. How can I find out what their address is?

You can quickly find them by using the online phone book.

Also, if you are a Lotus Notes user emailing someone who has already been migrated to Office 365, it is best for you to use that person's "shortname." Use the web online phone directory to look up the person's email address, which is still username@ferris.edu. Once we have migrated everyone over to Office 365, we will change these email addresses to preferredfirstnamelastname@ferris.edu.

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OneDrive/SkyDrive

Will I be able to use OneDrive/SkyDrive? If so, is there a size limitation?

You will get a 25 GB OneDrive/SkyDrive account in addition to your mailbox size of 50 GB. Remember, since items you put on OneDrive/SkyDrive are accessible via an Internet connection, do not store any protected, sensitive, or confidential information on it.

I'm getting a message about a missing URL when I try to use OneDrive/SkyDrive; it wanted to connect to the Sharepoint Library.

Contact TAC.

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Contacts Information

In my personal contact list, several items have a 0 after them.

It is unclear at this time why this is occurring, but you can edit them in your personal contacts. We are searching for a solution.

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Some entries in my personal contacts list are now missing their first name, or the middle name is showing up as the first name.

It is unclear at this time why this is occurring, but you can edit them in your personal contacts. We are searching for a solution.

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I need to email someone at Ferris, but their name is not in the global address book in Outlook yet. How can I find out what their address is?

You can quickly find them by using the online phone book.

Also, if you are a Lotus Notes user emailing someone who has already been migrated to Office 365, it is best for you to use that person's "shortname." Use the web online phone directory to look up the person's email address, which is still username@ferris.edu. Once we have migrated everyone over to Office 365, we will change these email addresses to preferredfirstnamelastname@ferris.edu.

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I can't find someone in the Outlook address book.

Make sure the address book is up to date by running Sync. Instructions on how to do this can be found here.

Then, look them up by their last name by following these steps:

  1. Go to the Address book (Ctrl + Shift + B).
  2. Click on Advanced Find.
  3. Type the person’s last name in the Last Name box, and click OK.
  4. You should see all people with that last name. If you're still not sure if you have the right person, you can review the other attributes, such as title or department, to ensure you have the correct person.

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Last updated: 04-28-2014