Office 365 FAQs

Office 365 or O365 is a hosted service from Microsoft that provides collaborative applications like email, voice-mail and SharePoint.  More information can be found at: http://office.microsoft.com/en-001/academic/
Check out the Office 365 tutorial

General

  1. How do we currently provide email, voice-mail and SharePoint?
  2. Why is the District moving to Office 365?
  3. Will my email address change?
  4. Will this change effect student email account?
  5. What will happen to my existing saved messages?
  6. Will I lose my existing email or voice-mail messages?
  7. What will I notice that is different in the O365 email system?
  8. What is Microsoft Lync?

Privacy and Security

  1. I am concerned about privacy, will someone from outside the District have access to my messages?
  2. Does Office 365 provide protection from computer viruses and malware? How does it work?

Functionality

  1. What will I notice that is different in the voice-mail system?
  2. Will my Message Waiting Indicator on my Siemens phone turn red when a new voice message arrives?
  3. What is the URL for retrieving email via a browser?
  4. When will be migrating to the new version of SharePoint?
  5. What is the email attachment size limit?
  6. What is the maximum mailbox size?
  1. How do we currently provide email, voice-mail and SharePoint?

    These services are currently running on multiple servers in the District office.  ITS staff provides technical support in order to keep the software and hardware up-to-date and resolve issues as they arise.

  2. Why is the District moving to Office 365?

    There are a number of reasons that the move makes sense for the District:

    • The existing voice-mail system is not compatible with the most recent versions of the Microsoft Exchange email system.  The price to upgrade the voice-mail system is substantial and does not offer any additional features.
    • District support requirements for Office 365 will be significantly reduced as the email servers will be off-site.
    • Significantly increased storage for individual users (almost 50 gigabytes.)
  3. Will my email address change?

    No.  Employees will continue to have the same @smccd.edu email addresses they currently have.

  4. Will this change effect student email account?

    No.  Students will continue to be provided @my.smccd.edu accounts hosted by Google.

  5. What will happen to my existing saved messages?

    All the saved email that you currently have on the District’s Exchange server will be moved to Office 365.

  6. Will I lose my existing email or voice-mail messages?

    Messages that are already in your email inbox (or other folder on the Exchange server) will be available to you after the switch to Office 365.

  7. What will I notice that is different in the O365 email system?

    New features in O365 include integration with Lync and social media.  The web interface (OWA) has been significantly redesigned.

  8. What is Microsoft Lync?

    Microsoft Lync is an instant messaging client used with Microsoft Office 365.  Lync allows you to send and receive instant messages as well as share your desktop with other SMCCCD Lync users.  Lync displays the “presence” of other Lync users to assist you in determining the best tool to communicate with other users.  For computers equipped with video cameras, Lync can be used to conduct a video conference call.  A future feature of Lync will include telephone services.

    You can see a video about Link here (note – we currently do not support voice-calls with Lync): http://office.microsoft.com/en-us/office365-suite-help/communicate-with-lync-in-office-365-VA103140880.aspx?autoplay=true

Privacy and Security

  1. I am concerned about privacy, will someone from outside the District have access to my messages?

    Microsoft is contractually obligated to maintain privacy of our messages.  A statement on the Office 365 web site says:

    “Your data is not mined to create advertisement products. Office 365 does not build advertising products out of customer data. We don’t scan your email or documents for building analytics, data mining, or advertising, or to improve the service.” More information about privacy can be found at: http://www.microsoft.com/online/legal/v2/?docid=43&langid=en-us

  2. Does Office 365 provide protection from computer viruses and malware? How does it work?

    Yes.  Office 365 will eventually have malware protection that will replace the existing Pure Message system. This is yet to be enabled.

Functionality

  1. What will I notice that is different in the voice-mail system?

    If your message is less than 1 minute in length, you will receive a text transcript of your message with the voice message attached as a WAV file.  If you use the phone to retrieve messages you will find the menus and prompts have all changed.  Most interactions can be spoken instead of relying on touching a phone button.

  2. Will my Message Waiting Indicator on my Siemens phone turn red when a new voice message arrives?

    Yes!

  3. What is the URL for retrieving email via a browser?

    http://webmail.smccd.edu/

    You will find a link to the web interface entitled “O365 Webmail” on the SMCCD portal page.

  4. When will be migrating to the new version of SharePoint?

    This is being planned for spring 2014

  5. What is the email attachment size limit?

    The file size limitation on attachments is 30MB

  6. What is the maximum mailbox size?

    The maximum size for email storage is 49.5GB

Check out the Office 365 tutorial.