Email Services/Office 365: Difference between revisions

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=== Welcome ===
== Welcome ==
Welcome to the Argonne Office 365 pilot. We hope that you will find this new email and collaboration experience to be an improvement over the existing Argonne service offering.
Welcome to the Argonne Office 365 Migration Wiki.
<br><br>
<br><br>
As we plan to transition your email data and services to the cloud, there are several key items of which you should be aware. They will be outlined here for your review and reference. You can find all of the information relevant to the initiative on this wiki. We hope that the details to follow will both answer common questions and set some reasonable expectations for the process.
As we transition your email data and services to the cloud, there are several key items of which you should be aware. They will be outlined here for your review and reference. You can find all of the information relevant to the initiative on this wiki. We hope that the details to follow will both answer common questions and set some reasonable expectations for the process.
<br><br>
<br><br>
As always, if you have any questions or concerns, please contact the CIS Service Desk at 2-9999 option 2
As always, if you have any questions or concerns, please contact the BIS Service Desk at 2-9999 option 2
<br><br>
<br><br>
Thank you,
Thank you,
<br>
<br>
Christiaan Zaluzec and the CIS Email Services Team
BIS Email Services


=== What to Expect ===
== Who will perform the work? ==
BIS will be performing the data migrations in cooperation with consultants skilled in the migration to Office 365. BIS field technicians, the BIS Service desk, and your division's technical support will be providing post migration support.We will have Email Migration staff from the Service Desk available at APS to assist you if an issue arises. 
<p>
The migration is straightforward and occurs in the background while you are working.
 
== What to Expect ==


# Once your migration date is set, you will be informed via email no less than two days before and again on the day of your migration
# Once your migration date is set, you will be informed via email no less than two days before and again on the day of your migration
# Migration times vary based on mailbox content and total size. As an estimate, it’ll take about an hour for every 2gb of data in your mailbox
## Mailboxes with a large number of folders and subfolders will take much longer to migrate, as data for each folder must be verified and compared with the source after data migration. Any efforts to clean up unneeded mailbox clutter before migration will help reduce this effect
# All mailbox data will be migrated. This includes mail, mail folders, calendar items, contacts, inbox rules and notes
# All mailbox data will be migrated. This includes mail, mail folders, calendar items, contacts, inbox rules and notes
# During the migration process, you can work normally in your mailbox. Your access will not be affected
# During the migration process, you can work normally in your mailbox. Your access will not be affected
# At the very end of your migration, your mailbox will be unavailable for up to fifteen minutes as the final cut-over occurs.
# After your migration has completed, you may need to reconfigure your mail client or mobile device. Instructions for doing so can be found on the [[CIS Email Services/Office 365/Client Configuration Documents | Office 365 Client Configuration Documents Wiki.]]
# After your migration has completed, you may need to reconfigure your mail client or mobile device. Instructions for doing so can be found on the [[CIS Email Services/Office 365/Client Configuration Documents | Office 365 Client Configuration Documents Wiki.]]
# If you had any connections to additional calendars or shared mailboxes, they will need to be re-established in your new mailbox. Instructions for doing so can be found on the [[CIS Email Services/Exchange User Documentation | Exchange User Documentation Wiki.]]
# If you had any connections to additional calendars or shared mailboxes, they will need to be re-established in your new mailbox. Instructions for doing so can be found on the [[CIS Email Services/Exchange User Documentation | Exchange User Documentation Wiki.]]
# If you are a delegate for another user’s mailbox or calendar, that capability will be unavailable until that user is also transitioned. Every effort will be made to coordinate the migration of mailboxes so that managers and delegates are migrated together
# If you are a delegate for another user’s mailbox or calendar, that capability will be unavailable until that user is also transitioned. Every effort will be made to coordinate the migration of mailboxes so that managers and delegates are migrated together
# If you manage a distribution list through Outlook, you will no longer have that capability. The Service Desk or your Division's IT Staff will be able to make list modifications for you
# If you subscribe to a shared calendar via .ics file or normally view it on the web, The address to that calendar may change after the corresponding mailbox has migrated. you can reference the wiki pages below to obtain the updated addresses
## [https://wiki.inside.anl.gov/inside/Exchange_How-To_Docs/Room_Calendar_Web_Addresses Shared Calendar Web Addresses]
## [https://wiki.inside.anl.gov/inside/Exchange_How-To_Docs/Room_Calendar_ics_Addresses Shared Calendar ics Addresses]


=== Accessing Your Mailbox ===
== Accessing Your Mailbox ==
In addition to your normal email client and mobile device, you can access your mailbox from anywhere in the world from either of the following websites by logging in with your ANL domain username in the format [email protected] and your password.
In addition to your normal email client and mobile device, you can access your mailbox from anywhere in the world from either of the following websites by logging in with your ANL domain username in the format [email protected] and your password.


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From the Office 365 Welcome page, click the “Mail”, “Calendar” or “People” icon to access your inbox, calendars, or contacts, respectively.
From the Office 365 Welcome page, click the “Mail”, “Calendar” or “People” icon to access your inbox, calendars, or contacts, respectively.


For more information on how to use Office 365 via the online interface or how to connect your existing email client, please reference the wiki pages listed below.
== Mailbox and Message Size Limits ==
 
* The new primary mailbox size limit will be 100gb. It is unlimited on our current system, but very few users are currently at or near that limit. Additionally Office 365 provides an archive mailbox feature with unlimited storage to accommodate our needs
=== [https://technet.microsoft.com/en-us/library/jj871004.aspx Office 365 Getting Started Guide] ===
** Archive data is only accessible via Outlook 2016 (windows and mac) and the web client
 
* for current mailbox limit information visit https://technet.microsoft.com/library/exchange-online-limits.aspx
=== [[CIS Email Services/Office 365/Client Configuration Documents | Office 365 Client Configuration Documents]] ===
* The message size limit for Office 365 is 150gb. It is 100gb on our current system. That being said Effective maximum message size limit varies depending on mail client the user chooses
 
** Outlook 2016 (windows) - 150mb
=== [[CIS Email Services/Exchange User Documentation | Exchange User Documentation]] ===
** Outlook on the Web - 112mb
 
** Outlook 2016 (mac) ~ 35mb
=== [[CIS Email Services/Office 365/Client Feature Comparison | Client Feature Comparison]] ===
** IMAP/POP ~25mb
 
* All users have access to Outlook on the web. If you do not use Outlook for Windows, the recommendation is that you leverage Outlook on the Web at http://portal.office.com to send large attachments.
=== Known Issues ===
* If a potential pilot user has delegates, all delegates MUST also be moved to Office 365 in order to retain that level of mailbox access.
 
* Pilot users will see an *incomplete* directory listing (GAL) - any users with their mailbox associated with a child domain account will NOT be visible to pilot users (a pilot user in Office 365 will not be able to “look up” a user with a mailbox associated with a child domain account; however, this does not prevent the pilot user from sending or receiving email to/from that user)
 
* Free/Busy calendar time for users with their mailbox associated with a child domain account will NOT be visible to pilot users - this does not prevent scheduling meetings, but it will be difficult without knowing availability.
 
* During the migration process, you should not expect any interruption in mail access or service. After your migration has completed, you may need to reconfigure your mail client or mobile device. The following documents will outline that process for the Laboratory's most frequently used mail clients and mobile devices.
 
* Office 365 users will not have access to Public folders. We are investigating the fix below as an option
** https://technet.microsoft.com/en-us/library/dn249373(v=exchg.150).aspx


* Mailboxes with a large number of folders and subfolders will take much longer to migrate, as data for each folder must be verified and compared with the source after data migration. Any efforts to clean up unneeded mailbox clutter before migration will help reduce this effect
== Helpful Links and Information ==
* For more information on how to use Office 365 via the online interface or how to connect your existing email client, please reference the wiki pages listed below.
* You can also find helpful links on your Office 365 landing gage
** Log in to portal.office.com
** click the tiles Icon at the top left, and choose the "all" view
** scroll to the bottom to the section labeled "Other" for getting started guides and other helpful reference materials
=== Post Migration Support ===
==== [[CIS Email Services/Office 365/Client Configuration Documents | Office 365 Migration Client Configuration Documents]] ====
* Tips to resolve connectivity issues with desktop and mobile clients after migration to Office 365
==== [[CIS Email Services/Office 365/New User Setup| Office 365 New User Setup]] ====
* Connecting a desktop or mobile client to Office 365 for the first time


=== Migration Notes ===
last updated 4/12/17 - BIS
* Outlook for Windows users not in cached mode do not seem to automatically reconnect. They also report slower performance when compared to on-Premises Exchange
* Some Thunderbird users had to delete and recreate their profile. Simply changing the server name and login settings does not always re-establish connectivity
* Most Android users had to delete and recreate their Activesync connection for their Mobile device to function

Latest revision as of 13:50, April 16, 2019

Welcome

Welcome to the Argonne Office 365 Migration Wiki.

As we transition your email data and services to the cloud, there are several key items of which you should be aware. They will be outlined here for your review and reference. You can find all of the information relevant to the initiative on this wiki. We hope that the details to follow will both answer common questions and set some reasonable expectations for the process.

As always, if you have any questions or concerns, please contact the BIS Service Desk at 2-9999 option 2

Thank you,
BIS Email Services

Who will perform the work?

BIS will be performing the data migrations in cooperation with consultants skilled in the migration to Office 365. BIS field technicians, the BIS Service desk, and your division's technical support will be providing post migration support.We will have Email Migration staff from the Service Desk available at APS to assist you if an issue arises.

The migration is straightforward and occurs in the background while you are working.

What to Expect

  1. Once your migration date is set, you will be informed via email no less than two days before and again on the day of your migration
  2. All mailbox data will be migrated. This includes mail, mail folders, calendar items, contacts, inbox rules and notes
  3. During the migration process, you can work normally in your mailbox. Your access will not be affected
  4. At the very end of your migration, your mailbox will be unavailable for up to fifteen minutes as the final cut-over occurs.
  5. After your migration has completed, you may need to reconfigure your mail client or mobile device. Instructions for doing so can be found on the Office 365 Client Configuration Documents Wiki.
  6. If you had any connections to additional calendars or shared mailboxes, they will need to be re-established in your new mailbox. Instructions for doing so can be found on the Exchange User Documentation Wiki.
  7. If you are a delegate for another user’s mailbox or calendar, that capability will be unavailable until that user is also transitioned. Every effort will be made to coordinate the migration of mailboxes so that managers and delegates are migrated together
  8. If you manage a distribution list through Outlook, you will no longer have that capability. The Service Desk or your Division's IT Staff will be able to make list modifications for you
  9. If you subscribe to a shared calendar via .ics file or normally view it on the web, The address to that calendar may change after the corresponding mailbox has migrated. you can reference the wiki pages below to obtain the updated addresses
    1. Shared Calendar Web Addresses
    2. Shared Calendar ics Addresses

Accessing Your Mailbox

In addition to your normal email client and mobile device, you can access your mailbox from anywhere in the world from either of the following websites by logging in with your ANL domain username in the format [email protected] and your password.

From the Office 365 Welcome page, click the “Mail”, “Calendar” or “People” icon to access your inbox, calendars, or contacts, respectively.

Mailbox and Message Size Limits

  • The new primary mailbox size limit will be 100gb. It is unlimited on our current system, but very few users are currently at or near that limit. Additionally Office 365 provides an archive mailbox feature with unlimited storage to accommodate our needs
    • Archive data is only accessible via Outlook 2016 (windows and mac) and the web client
  • for current mailbox limit information visit https://technet.microsoft.com/library/exchange-online-limits.aspx
  • The message size limit for Office 365 is 150gb. It is 100gb on our current system. That being said Effective maximum message size limit varies depending on mail client the user chooses
    • Outlook 2016 (windows) - 150mb
    • Outlook on the Web - 112mb
    • Outlook 2016 (mac) ~ 35mb
    • IMAP/POP ~25mb
  • All users have access to Outlook on the web. If you do not use Outlook for Windows, the recommendation is that you leverage Outlook on the Web at http://portal.office.com to send large attachments.

Helpful Links and Information

  • For more information on how to use Office 365 via the online interface or how to connect your existing email client, please reference the wiki pages listed below.
  • You can also find helpful links on your Office 365 landing gage
    • Log in to portal.office.com
    • click the tiles Icon at the top left, and choose the "all" view
    • scroll to the bottom to the section labeled "Other" for getting started guides and other helpful reference materials

Post Migration Support

Office 365 Migration Client Configuration Documents

  • Tips to resolve connectivity issues with desktop and mobile clients after migration to Office 365

Office 365 New User Setup

  • Connecting a desktop or mobile client to Office 365 for the first time

last updated 4/12/17 - BIS

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