Pre-Migration | Post-Migration | General Questions

Frequently Asked Questions


What to do before Migration

Pre-Migration

Get your free copy of Office 2016 for U of T Faculty and Staff with your new Office 365 Account

If you are a current U of T faculty, librarian or staff member, you have access to full desktop versions and mobile versions of Microsoft Office. You may run Office on up to 5 personal machines (Mac or PC). You can also run the Office Mobile Apps (Word, Excel, Powerpoint) on up to 5 mobile devices (on various platforms). To find out if your mobile device is eligible, log into Office 365 through webmail and choose Office 365 settings from under the settings icon. Click Software then click Phone & Tablet.

For instructions, visit:
http://help.ic.utoronto.ca/index.php?solution_id=2069

Upgrade SAP GUI to latest version

If you use SAP GUI, update to the latest version. If you are on a managed desktop, this will be done for you. If your computer is not managed and you have an older version, download and install the latest version of the software.

Upgrade to Office 2016

If you are not currently using Outlook 2016, upgrade your software.

Update your web browser(s) to the latest version(s)

Update your web browser(s) to the latest version(s).

For detailed information on what you can do to prepare for Office 365, visit:
http://help.ic.utoronto.ca/category/8/office-365.html

Empty Junk E-mail and Deleted Items folders

Empty Junk E-mail and Deleted Items folders.

For more information on what you can do to prepare for Office 365, visit:
http://help.ic.utoronto.ca/category/8/office-365.html

Back up your Inbox Rules in Outlook on Windows

Rules will not be migrated across to your new UTmail+ account, so to preserve them, you will need to export them from UTORexchange and then import them into your UTmail+ account.

For full instructions, visit:
http://help.ic.utoronto.ca/index.php?solution_id=2068


What to do after Migration

Post-Migration

How to log in to UTmail+ (powered by Office 365)

To log in to UTmail+

 

Get your free copy of Office 2016 for U of T Faculty and Staff with your new Office 365 Account

If you are a current U of T faculty, librarian or staff member, you have access to full desktop versions and mobile versions of Microsoft Office. You may run Office on up to 5 personal machines (Mac or PC). You can also run the Office Mobile Apps (Word, Excel, Powerpoint) on up to 5 mobile devices (on various platforms). To find out if your mobile device is eligible, log into Office 365 through webmail and choose Office 365 settings from under the settings icon. Click Software then click Phone & Tablet.

For instructions, visit:
http://help.ic.utoronto.ca/index.php?solution_id=2069

Reattach Signature files after UTmail+ Migration

After migration, you may need to re-attach your Email signature files.

For full instructions, visit:
http://help.ic.utoronto.ca/index.php?solution_id=2066

Remove locally stored password in Outlook 2016 on Windows

If you are having problems accessing your UTmail+ account, Windows may be using stored credentials from your old UTORexchange account. To fix this, remove locally stored passwords for Outlook using the Credential Manager.

For full instructions, visit:
http://help.ic.utoronto.ca/index.php?solution_id=2067

Update your Preferred Display Name

If you were recently migrated from UTORexchange to UTmail+ and your preferred display name no longer appears, you can reset it

For full instructions, visit:
http://help.ic.utoronto.ca/index.php?solution_id=2075

Create a rule to separate student messages from staff messages for merged UTmail+ accounts

If you have an @mail.utoronto.ca or an @alum.utoronto.ca account, it will be merged with your @utoronto.ca account. If you wish to keep incoming messages to each account separate, you will need to create a rule so that messages sent to your @mail.utoronto.ca account are sorted into another folder.

For full instructions, visit:
http://help.ic.utoronto.ca/index.php?solution_id=2064

Update your delegate settings

If you have both an @mail.utoronto.ca and an @utoronto.ca account, settings for delegate access may not have been migrated and you will need to set it up again.

To view full instructions, visit:
http://help.ic.utoronto.ca/index.php?solution_id=2077

Upgrade to Office 2016

If you are not currently using Outlook 2016, upgrade your software.

Windows users: Reattach your PST files after migration

Your Personal Folders/Local Folders will not be automatically migrated across with your online folders. This is because personal folders sit locally on your computer rather than on the mail server. To keep these folders and contacts, you must re-attach or import them to your new UTmail+ account.

For full instructions, visit:
http://help.ic.utoronto.ca/index.php?solution_id=2058

Set up UTmail+ on Desktop Clients
Set up UTmail+ on Mobile Clients

iOS — Instructions for accessing your UTmail+ account using an iOS device such as an iPod Touch, iPhone, or iPad and the iOS Mail app.

Android — Instructions for accessing your UTmail+ account using a device with the Android Operating System and the Gmail mail app.


Answers to General Questions about Office 365

General

Where is the service hosted?

The Office 365 service is hosted in Toronto and Quebec City, Canada in Microsoft’s data centres.

I have a question that is not answered on this page. How can I get an answer?   If you have a question that is not covered on this page or have other concerns, please e-mail help.desk@utoronto.ca.

How difficult will it be to use Office 365?

Most of the services such as e-mail and calendaring will remain the same if you are taking advantage of popular desktop clients such as Outlook, Mac Mail and other desktop e-mail clients.

Information Technology Services will initiate a tri-campus wide education campaign for the available cloud services. The following resources will be available:

Are Office applications going to be stored off-site requiring us to only use Office WebApps in the cloud?

No. There is no requirement to use the online suite of Office products. Local networks will continue to operate as will the capacity to save documents to local machines. Online Office is not intended to replace desktop Office. The University’s Microsoft Campus Agreement licenses ALL faculty and staff to obtain the Office ProPlus suite at no local charge for University-owned equipment. Microsoft Office ProPlus will be available for free to faculty and staff using Office 365 and can be installed on up to 5 personal computers or other devices.

Do we give Microsoft our login credentials?

No. Users gain access to Office 365 by logging on to our standard University weblogin screens. When a user wants to access e-mail, Office 365 sends a request to the University’s authentication system (weblogin) asking for UTORid credentials. This takes the user to the University’s weblogin screen, on equipment hosted by the University.  When login is successful, a token is sent back to Office 365 that verifies the user’s identity. This is part of the separation of duties designed to better protect the privacy and confidentiality of community members.

Will there be guidelines on what type of documents can be stored in Office 365?

Yes.  When placing documents in electronic media, one must always be considerate of the risks associated with loss or misdirection. For example, it would be unwise to send credit card numbers or passport information via unencrypted e-mail because of the risk of exposing personal and sensitive information. The University recognizes that there are varying degrees of confidentiality and sensitivity in information handled by faculty and staff.  The University will provide guidance and use cases to assist community members in appropriately utilizing the variety of available tools and services for e-communication and collaboration.  Additionally, the University will work with the community to identify and develop alternative tools for the delivery of sensitive and confidential information that may not be appropriate for cloud services such as Office 365.

What will happen to my locally saved e-mail?

E-mail saved locally will not be affected by the Office 365 migration.

Can I use other clients to connect to Office 365?

Older versions of Outlook for Windows (2007 or 2010) will not work with the Office 365 service.

However, you can use any web browser to connect to your Office 365 account.

Will my e-mail address change?

No, the @utoronto.ca email addresses will not change. Accounts will be migrated into Office 365.

What do I need to do to be ready for the Office 365 service rollout?

To prepare for your migration to Office 365, we recommend doing the following:

  • Clear out junk mail and trash folders
  • If you are on a Windows computer, make an archive copy of your PST file. Instructions on how to do that are on the Help Desk Knowledge Base: http://help.ic.utoronto.ca/index.php?solution_id=2058
  • If you are not currently using Outlook 2016, upgrade your software. Instructions on how to do that are on the Help Desk Knowledge Base
What is Office 365 replacing?

The Office 365 service is intended to replace the current UTORexchange and UTORmail services.

What is Office 365?

Office 365 is a comprehensive online e-communication and collaboration service provided by Microsoft. The service provides virtually anywhere access to familiar Office tools (e.g., online versions of Word, Excel, Powerpoint), e-mail, calendaring, instant message, audio/video conferencing, and cloud storage services. Note that the online Office applications do not replace PC/Mac-based software. They are adjuncts to the software you may already have.

Why do I need to migrate to Office 365?

The University of Toronto is replacing the legacy UTORexchange and UTORmail services with Office 365. Faculty and Staff will be able to use the rich set of leading-edge communications and collaboration services that students have been using since 2011.

How will the Office 365 service be rolled out?

Information Technology Services has started consulting with faculty and divisional leadership to develop their specific implementation plans. To schedule an introductory planning meeting, please contact Marden Paul at 416 578 0615 or marden.paul@utoronto.ca.

Account migrations will begin August 2017 with a pilot group and then gradually be rolled out to the rest of the University. Your department/division will have 8 weeks of lead time to prepare for migration and receive training.

What Email client should I use to connect to Office 365?

We recommend that that you connect to the Office 365 service via your web browser or the Outlook 2016 client for the most complete access to the features and functionality.

Outlook 2016 is available for U of T owned computers through the Microsoft Campus License Agreement.

For personal computers, once you have migrated, you will be able to download and install Office 2016 on up to 5 devices. The software will be available through the web interface for Office 365.

What will be migrated?

E-mail (both individual and shared/departmental), departmental resources, calendars, tasks and notes will all be automatically migrated.

I forward my e-mail from UTORexchange/UTORmail. Can I continue to do this after migrating to Office 365?

It is possible to forward e-mail from within Office 365 to another e-mail service. Instructions are available on the Help Desk Knowledge Base. Forwarding should be practiced with care.  The University of Toronto cannot guarantee that messages will successfully be received if forwarded to other services (such as Gmail, Hotmail, or any non-UofT address). Factors beyond our control, including external spam filters and mail routing problems may prevent message delivery.

Is there an expectation that faculty and staff will use Office 365 for cloud-based file storage?

No. Departmental networks and servers, as well as the central data centres will continue to operate. Community members will be under no obligation to utilize the cloud storage available through the Office 365 OneDrive. Should community members decide to use OneDrive in Office 365, they should consult the use-case guidelines that will be provided by the University.  Note that facilities and processes employed by Microsoft to secure, protect and preserve data are at least as strong and likely better than anything we can provide internally.  It is still important to consider where cloud storage is appropriate before using.

What features will I have that I don’t currently have available?

The following new features will be available:

  • 50GB mailbox (larger e-mail quota)
  • Option to use online Office WebApps (useful when your device is unavailable but you have access to the Internet)
  • OneDrive cloud storage (for file transfer and storage)
  • Skype for Business services for instant messaging, audio and video conferencing from desktop and mobile devices
  • 99.9% service uptime guarantee
  • Enhanced malware and spam protection in addition to those provided by the University
Are Office 365 communication tools exposed to surveillance?

In our digital world, most forms of communication are potentially exposed to electronic surveillance regardless of where they are hosted. Microsoft has stated that they do not provide back doors to their servers to governmental agencies.

Will the University be subjected to Microsoft’s upgrade schedule?

Microsoft offers a fairly lengthy upgrade period, the most recent example is 24+ months.  If on a rare occasion an upgrade requires an outage, the University will have adequate time to negotiate an appropriate outage period in consultation with the community.   We anticipate, from experience, that most upgrades to the system will not require an outage and will not affect concurrent use of service.

How is Office 365 security controlled?

Office 365 physical and logical security is managed by Microsoft and their service and data centre staff. U of T manages the authentication and login credentials. Microsoft does not get user IDs and passwords. We have administrator access to our instance of Office365. The University is the service provider to the community. Microsoft is hosting the service. We control our data.

Is my computer capable of running the software required for UTORexchange?
  • Windows: at least Windows 7
  • Mac: at least Mac OS X 10.6
  • Outlook Web Access (OWA) with a web browser: current versions of Edge, Internet Explorer, Safari, Firefox, Chrome.
  • iOS 8.0 or later (iPad Pro requires iOS 9.0 or later)
  • Android 4.4 or later (also requires an ARM-based or Intel x86 processor)
What will be migrated?

E-mail (both individual and shared/departmental), departmental resources, calendars, tasks, notes and public folders will all be automatically migrated.

What will happen to my locally saved e-mail?

E-mail saved locally will not be affected by the Office 365 migration. However, you may need to reattach your local files to Outlook. Instructions will be available on the Knowledge Base.

I am an IT support person. Can I get early access to Office 365 so that I can learn how to use it before my constituents migrate?

Yes, you can. Contact Vicki Vokas at 416-978-0122 or at vicki.vokas@utoronto.ca for more information.  

I am an IT support person. Can I migrate my community’s e-mail for them?

We do not have a mechanism which would allow an IT support professional to migrate someone else either individually or in a group.

Is SharePoint Online part of Office 365?

SharePoint Online is being implemented independent of the Office 365 suite. It will be available to units as a set of enterprise-class services, delivered and managed by ITS. Stay tuned for more information. For questions please contact Heather Postill or Pamela Harris.