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Microsoft Office 365 - Outlook E-mail Upgrade:
Frequently Asked Questions

The Upgrade Project
Preparing for the Move
What to Expect During the Move
What to Expect After the Move
Limits of Office 365 Outlook
Student Quick Reference
Managing your Access
Office 365 Outlook Features and Functions
PCs - Desktop and Laptop
MACs - Desktop and Laptop
Tablets and Smartphones
Future Office 365 Features

The Upgrade Project

Yes. All students, faculty and staff will be upgraded to the new Office 365 Outlook.

The main reason is to increase mailbox storage capacity to 25 GB. Additionally, there are several operational reasons for the upgrade. The new environment provides more dependability and redundancy with multiple national data centers, which may mitigate the loss of e-mail should there be a catastrophic campus event that disables our current e-mail servers. It enables faster disaster recovery should a large-scale regional disaster occur. The campus will no longer interrupt e-mail service for scheduled maintenance activities. And finally, it will control our growing costs for maintaining and refreshing equipment, which will allow us to focus on new technology provisions supporting student learning and graduation.

Outlook client users will not experience any changes from their current desktop Outlook e-mail look and feel, but there are some improvements.

  • Individual mailbox storage capacity will increase substantially to 25 GB.
  • Off-campus users who currently access Outlook Web Access (OWA) will not have an interface that appears nearly identical to the campus desktop version.
  • Support is expanded for additional browsers - Firefox, Safari and Chrome.
  • The campus will benefit from the Microsoft Office 365 broader, stronger anti-virus and spam protection designed to manage detection and remediation at a higher level of efficiency
  • Students, faculty and staff will all use the same URL to access OWA - mymail.calstatela.edu.

The campus can follow the project's progress throughout the summer by visiting the ITS home page and clicking on ITS Projects. This project site will also post the vice president's announcement and a link to the user notification portal.

Preparing for the Move

The migration set-up and testing began on Monday, July 1, 2013. Physical mailbox migration will begin in early August and continue until completion, anticipated to be mid-September. The work will occur 24 hours per day, Saturday through Thursday. Friday will be an open day for any required catch up from delays caused by excessively large mailboxes.
No, there is no reapplication process. However, all students, faculty and staff should be aware that the use of Office 365 Outlook must be in accord with the user standards, guidelines and Administrative Procedures to which they have previously agreed.
It is anticipated that each mailbox migration could range from a matter of minutes to an hour or more. The quantity of messages in an existing mailbox will determine the duration. Prior to the move, ITS and the ITCs will be working with individuals who have high-capacity mailboxes to shorten their migration time by exporting and importing existing messages.
No, this will be a four-step, phased relocation as follows: 1) ITS technical staff who are not participants in a department mailbox (outside group); 2) ITCs; 3) faculty, staff, student assistants and department mailboxes; and 4) students.
There are two methods of saving e-mails - archive or PST. Archiving removes the e-mails from the server and saves them on the user's computer. PST saves the e-mails on a server. Either of these alternatives gives users an opportunity to review their message and delete old messages, repetitive messages in an e-mail string or those with an expired timeframe, such as announcements and invitations. This is also a good time to organize messages so they can be easily retrieved in the future. Some users may archive or PST all files by academic or calendar year, while others may archive completed projects, classroom materials or other pertinent categories.

To archive messages:

  • Click File and select Info on the left pane.
  • Click Cleanup Tools and select Archive.
  • Ensure that Archive this folder and all subfolders option is selected.
  • Select which folder you would like to archive from the list (e.g., Inbox).
  • Set the dates from the Archives items older than list.
  • Check the box Include items with "Do not AutoArchive" checked if you would like to archive all messages.
  • Click Browse to designate where your archive.pst file would be saved.
  • Click OK to archive your file.

To create .PST files:

  • Click the File tab and select options.
  • Then, click Advanced from the left menu.
  • Under Export, click Export.
  • Click Export to a file and click Next.
  • Select Outlook Data file (.pst) and click Next.
  • Select the folder that you would like to export the .pst file into (e.g., Inbox).

Note: If you would like to export all of your folders, select the account username on the top level folder in step 6 to include all mail, calendar, contacts, etc.

  • Make sure that the Include subfolders check box is selected.
  • Click Next to continue.
  • Click Browse to select where you want to save the Outlook Data File (.pst) and enter a file name.
  • Click OK to complete the file export.
Campus-critical department and individual mailboxes can be scheduled for overnight migration. If you feel that migrating your mailbox during business hours will interfere with critical campus services, please contact the ITS Help Desk at 3-6170. Every effort will be made to accommodate these requests.

What to Expect During the Move

No. Users will be unable to access their mailbox during the physical migration, however all incoming messages during that time will be queued into the new mailbox and be available as soon as the mailbox migration is complete.
A 24-hours notification from IT Infrastructure Services will be sent to faculty and staff in advance of their migration. This notification will also include important information and reminders to help you begin using Office 365 Outlook quickly and easily.
You can view the status of your account migration by viewing the migration status report. This page will be updated twice each day, in the morning and late afternoon. You will be instructed to call the ITS Help Desk if there is a problem with your migration.
The most common reason is one or more e-mail messages, or e-mail with attachments, in the current mailbox that equals or exceeds 25 MB per message. This condition must be identified and corrected for migration to occur successfully.
ITS has posted options and step-by-step instructions for managing all messages over 25 MB on the ITS Projects web page, under Messages Larger Than 25 MB. Your ITC is also prepared to assist you, if needed.
All incoming messages will be queued into the new system and will be available as soon as the mailbox migration is complete.
Department mailboxes, also called groups or outside groups, are department or activity mailboxes that allow multiple users or delegates to access a single mailbox. Some groups are comprised of staff within a single department, but others include varied users, such as MPP, staff and ITCs. Department mailboxes must move at the same time as all the assigned delegates to ensure continuity and viability of the group.

What to Expect After the Move

Outlook client users will experience no noticeable change from the current version. Outlook Web Access (OWA) users will experience a new interface similar to the familiar client version.
No, the migration will not affect your username (userID) or password. You will use your current credentials to log into the new Office 365 Outlook.
The current spam filter that produces the QM message will be replaced with a newer spam filter. The existing QM will remain in place until the end of quarter break, when it will be removed. At that time, the new spam filter will perform the same functions, but messages identified as spam will be sent directly to your "Junk Mail" folder. Users will be able to check messages periodically throughout the day instead of waiting for a morning reports. This can be advantageous for users anticipating an incoming e-mail that fails to arrive as scheduled. Users can check the Junk Mail folder right on the desktop and immediately retrieve the message.
Your Junk Mail folder will automatically delete messages older than 30 days, or you can delete messages at any time.
Yes, the limit is 25 MB. If you are sending a message that exceeds that limit, you will receive a notification telling you it is too large and cannot be sent. If an incoming message is greater than 25 MB, it will not be delivered to your mailbox, and the sender will receive a non-delivery message.
The process for importing is the same in Office 365 Outlook.

  • Click the File tab.
  • Click Open.
  • Click Import.
  • In the Import and Export Wizard, click Import from another program or file, and then click Next.
  • Click Outlook Data File (.pst), and then click Next.
  • Click Browse, and then choose the file to import.
  • Click Next.
  • If a password was assigned to the Outlook Data File (.pst), you are prompted to enter the password, and then click OK.
  • Set the options for importing items. The default settings usually don‚Äôt need to be changed.
  • Click Finish.
Yes. Personal folders are associated with your user profile and profiles will not change during the upgrade.
Public Folders did not move to Office 365 Outlook because the functionality is very different from the current Public Folders. Instead, all active Public Folders were migrated to SharePoint. Access to the new Public Folders is through the myCSULA Portal. Log into the portal and click on the new Public Folder icon in the left QuickLaunch sidebar.
Public Folder icon You will need to log into Sharepoint with your username and password.
Access to the new Public Folders is through the myCSULA Portal. Log into the portal and click on the new Public Folder icon in the left QuickLaunch sidebar.Public Folder icon

You will need to log into SharePoint with your user name and password.
Appearance of the new icon on your myCSULA Portal is not immediate. The system update to add the icon to your portal page occurs twice daily. You will see the icon after the first update that occurs immediately following your migration completion. In all cases, the new icon will be visible by the next business day.
Please call the ITS Help Desk, 3-6170, and they will provide further instructions.

Limits of Office 365 Outlook

There are three limitations that may impact some users:
  • Messages are limited to 25 MB. Any message or any message with attachment(s) that exceeds 25 MB will be blocked. Senders will need to minimize the message by segmenting the content or distributing by other means. If an incoming message is greater than 25 MB, it will not be delivered to your mailbox, and the sender will receive a non-delivery message.
  • Total mailbox size is limited to 25 GB. The new mailbox is a substantial size increase from the previous 2 GB limit for faculty and staff. However, all Users are encouraged to actively manage their mailboxes. Delete early messages in a string and retain only the later copy with all messages. Delete conversational messages, or past event notices or any messages that do not require retention under the University records retention schedule. Create .PST files or archive messages on an annual or semi-annual basis.
  • Broadcast messages are limited to 500 or less recipients. Senders of large distribution messages must keep the number of recipients at 499 or under for the message to be sent. If the distribution meets or exceeds 500, none of the recipients will receive the message.

Student Quick Reference

Students will use the same URL as faculty and staff to access OWA - https://mymail.calstatela.edu
No, there will be no e-mail notification to students Student mailboxes currently have a smaller capacity and each is projected to move within minutes.
Through the Career Development Center, there are many students who work in positions throughout the campus. Some of these student assistants also share access to department, activity or group mailboxes with University employees. All delegates in a shared mailbox must move their personal e-mail in unison with the shared mailbox. Therefore, a student assistant delegate's personal mailbox will migrate at the same time as the shared mailbox. All remaining students will be migrated as a group following the employees and department mailboxes.
No. Students are not required to change passwords on a regular basis. However, it is recommended that you change your password if your e-mail account has been entered by an unauthorized individual, the password is not strong enough to prevent another from obtaining or guessing it, or you have posted or shared it with others.
It is advisable that you review all section of these FAQs. Much of the information contained here applies to students, as well as faculty and staff.

Managing your Access

There is no change in how you access your e-mail. Simply click on the Outlook icon on your taskbar and use the same sign-on credentials you use today.
Students, faculty and staff will all use the same URL to access OWA - https://mymail.calstatela.edu. Users can also access OWA directly from the myCSULA Portal - https://mycsula.calstatela.edu - by clicking on the mail icon in the QuickLaunch sidebar.
Yes. The move to Office 365 Outlook does not affect or change your myCSULA Identity account.
Your myCSULA Identity account will not change. Students do not need to change their password. Faculty and staff will still follow the same campus password standards and change their password when notified by the system to do so.
The self-service procedures to retrieve or reset your password remain the same. Go to www.calstatela.edu/its and click on myCSULA Identity on the left sidebar. This will direct you to the appropriate action you need. Or, from the myCSULA Portal login page, click on "reset password."
New mailboxes will continue to be automatically created through the campus Identity and Access Management ((IAM) system. This system automatically retrieves student information from GET when the student applies to the University. Faculty and staff mailboxes are created from HCM when Human Resources Management inputs new employee data.
You can view both campus accounts but each requires a separate login. You can also view your campus e-mail and your personal e-mail, but only if your personal mail application allows it. The steps to do this are different depending on your mail account. Instructions for various Outlook versions are available on the Microsoft website.
Since there is no significant change from the existing Exchange Outlook, there is no formal in-person training offered. However, there are various resources available on the ITS website to assist in answering your questions.
  • Outlook Web Access (OWA) Handout - An online, printable Microsoft Office 365 OWA handout is available at http://www.calstatela.edu/handouts under "O" (for OWA) or "E" (for e-mail) sections.¬†This handout provides step-by-step instructions on the new e-mail features.
  • Microsoft Office 365 Online Tutorials - www.calstatela.edu/outlook.¬†This site provides links to Microsoft tutorials where users can view videos on all Office 365 features.
  • Mobile Device Quick Guides - These online guides, available on the ITS Help Desk "Quick Tips" web page, explain how users can set up their mobile devices to access the new Outlook 365.

The ITS Help Desk, located in the Library Palmer Wing Lobby, is available to answer questions and provide assistance. You can contact them at 3-6170 or helpdesk@calstatela.edu.

To prevent a possible information security breach, all University documents containing Level 1 Confidential Data and Level 2 Internal Use Data must always be encrypted - at rest on your desktop or laptop, during transport on electronic storage devices, and in e-mail messages as attachments. Documents can be easily encrypted within the Microsoft applications by clicking on File Info, Protect Document, and then Encrypt with a password. Encryption becomes vitally important as unencrypted attachments are vulnerable to hackers as they cross the Internet. Passwords for unencrypting the attachment should always be provided to the recipient by telephone or in a different e-mail.

Office 365 Outlook Features and Functions

Individual mailbox storage capacity has increased substantially to 25 GB. Previously, the capacity was set at 2 GB for faculty/staff and 100 MB for students.
There are two methods of saving e-mails - archive or PST. Archiving removes the e-mails from the server and saves them on the user's computer. PST saves the e-mails on a server. Either of these alternatives gives users an opportunity to review their message and delete old messages, repetitive messages in an e-mail string or those with an expired timeframe, such as announcements and invitations. This is also a good time to organize messages so they can be easily retrieved in the future. Some users may archive or PST all files by academic or calendar year, while others may archive completed projects, classroom materials or other pertinent categories.

To archive messages:
  1. Click File and select Info on the left pane.
  2. Click Cleanup Tools and select Archive.
  3. Ensure that Archive this folder and all subfolders option is selected.
  4. Select which folder you would like to archive from the list (e.g., Inbox).
  5. Set the dates from the Archives items older than list.
  6. Check the box Include items with ‚ÄúDo not AutoArchive‚ÄĚ checked if you would like to archive all messages.
  7. Click Browse to designate where your archive.pst file would be saved.
  8. Click OK to archive your file.

To create .PST files:
  1. Click the File tab and select options.
  2. Then, click Advanced from the left menu.
  3. Under Export, click Export.
  4. Click Export to a file and click Next.
  5. Select Outlook Data file (.pst) and click Next.
  6. Select the folder that you would like to export the .pst file into (e.g., Inbox).
    Note: If you would like to export all of your folders, select the account username on the top level folder in step 6 to include all mail, calendar, contacts, etc.
  7. Make sure that the Include subfolders check box is selected.
  8. Click Next to continue.
  9. Click Browse to select where you want to save the Outlook Data File (.pst) and enter a file name.
  10. Click OK to complete the file export.
Yes. There are no changes to the current calendar functions and all data in your personal calendar will be migrated to Office 365 Outlook.
Yes. Your current Contacts will migrate intact to the new Outlook. The Address Book icon in shown on the right side of the Home toolbar.
Public Folders are not moving to Office 365 Outlook because the functionality is very different from the current Public Folders. Instead, all active Public Folders have been migrated to SharePoint. Access to the new Public Folders is through the myCSULA Portal. After logging into the portal, click on the new Public Folder icon in the left QuickLaunch sidebar. Public Folder icon
Access to the new Public Folders is through the myCSULA Portal. After logging into the portal, click on the new Public Folder icon in the left QuickLaunch sidebar.Public Folder icon

You will need to log into SharePoint with your user name and password.
Yes, there is no change to this feature.
Yes, the search feature is still available. But some users have experienced problems. If you are using the client version, the problem can be resolved with an update by contacting your ITC or the ITS Help Desk. If you are using the OWA version, the problem can only be corrected by Microsoft. The campus has already placed a request for this update with Microsoft.
Attachments on the client version remain the same. If you are using OWA, you will not be able to attach documents from the default preview pane. For example, if you are replying to a message and want to attach a document, you must first open the message in a new window and then "insert" the document. You can open a new window by clicking on the dots(...) in the upper right corner of the message.
  • Click the Settings button Settings icon located in the top right corner, then select Options from the drop-down menu.
  • Select groups from the menu on the left.
  • Under distribution groups I own, select the Add icon button to create a new distribution group.
When creating a distribution list, keep in mind that the limit is 500 recipients per message. It is recommended you limit your distribution to 499 to ensure successful transmission. Recipient names should always be entered in the Bcc: field, not the To: or Cc: fields.

But the campus is encouraged to use good judgment when sending large distribution messages as many recipients may consider irrelevant content to be spam. Users can refer to ITS-1000-G User Guidelines for Electronic Communications, Section 4.5, E-mail Broadcast for best practices and requirements.
There is a limitation in Office 365 Outlook of 500 recipients per message. If a message distribution exceeds that limit, the message will be blocked and none of the recipients will receive the message. It is recommended that broad distribution messages be limited to 499 recipients per message to ensure successful transmission.

All e-mail broadcasts must have an impact on the campus community at large, cannot be communicated as efficiently by any other means and must relate to at least one of the following: 1) office University business; 2) emergency notifications (e.g., building or street closures, power outages, evacuations); 3) medical, health or safety issues; or 4) mandatory training. E-mail broadcasts must be approved by the division vice president or appointed delegate. In addition, messages should be reviewed by Public Affairs before sending.

Users can refer to ITS-1000-G User Guidelines for Electronic Communications, Section 4.5, E-mail Broadcast for specific guidelines.
Yes, you can change a variety of settings and options by clicking the Office 365 settings icon Settings icon at the top right corner, adjacent to your name.
  • Log in to Office 365. Click the Office 365 settings icon Settings icon¬†at the top right corner and select Options.
  • Select account from the left navigation menu. Your account information will be displayed.
  • At the bottom of the page, click Edit information.
  • A new window will appear which allows you to edit your account information.
  • Click photo from the left navigation menu and click Change.
  • Click Browse and select your image, then click Open.
  • Click Save to apply the image to your Office 365 profile.
To add an image or logo to your signature, follow the steps below:

  • Upload the image you want to use to a public access URL (e.g., an unrestricted online album). Then, right-click the image and select Copy.
  • Log in to Office 365. Click the Office 365 settings icon Settings icon¬†in the top right corner and select Options.
  • If prompted, click to select the option that you are sure to leave the page.
  • Click settings from the left navigation menu; the mail settings page will be displayed.
  • In the email signature edit box, press [Ctrl+V] to paste the image file you just copied.
  • Move the image to the desired location, and resize and shape within the email signature edit box.
  • Check the Automatically include my signature on messages I send option. Make sure that HTML is selected from the Compose message in this format list.
  • Click Save.
  • Finally, send an e-mail (from OWA) to any e-mail address to check the result.
The University has established identity standards to which all visual and printed copy must adhere. Visit the Public Affairs Identity webpage for detailed guidelines or address any questions to the Office of Public Affairs, ext. 3-2780.
Click the Office 365 settings icon Settings icon in the top right corner and select Display Settings. Under message list click on Hide preview text to remove it from the preview pane.
On the blue Office 365 toolbar, look for your name on the right side.  Click on the down arrow and Open another mailbox

PCs - Desktop and Laptop

Component PC System Requirements

Computer processor

1 gigahertz (GHz) or faster x86- or x64-bit processor with SSE2

Memory

1 GB RAM (32-bit or Mac) /2 GB RAM (64-bit)

Hard disk

3.0 GB of available disk space

Display

1366x768 minimum resolution

Operating System

Windows Server 2008R2, Windows 7, Windows Server 2012, Windows 8

Graphics

Graphics hardware acceleration requires a DirectX 10 graphics card with 1366x768 resolution

Browser

Microsoft Internet Explorer 8, 9, or 10

Other

Internet functionality requires an Internet connection.

Product functionality and graphics may vary based on your system configuration. Some features may require additional or advanced hardware or server connectivity; www.office.com/products.

Multi-touch features require Windows 7 and a touch-enabled device.

Microsoft Office 365 Outlook works with Windows 7 and Windows 8 operating systems. If you currently have Windows XP, you will need to upgrade your system. Work-at-Home (WAH) Windows 7 media will be available from the Cashiers Office to faculty and staff who are qualified to purchase them. Others can purchase WAH from JourneyEd.com. You can find more information on how to upgrade your Windows operating system from http://windows.microsoft.com/en-us/windows7/help/upgrading-from-windows-xp-to-windows-7.
You do not need to install Outlook on your home computer. Office 365 Outlook is a cloud-based application and can be accessed directly through your Internet browser. To access your e-mail from home, simply go to https://mymail.calstatela.edu and log in using your myCSULA Identity username, followed by @calstatela.edu.
Work-at-home Office 2013 is available at the Cashiers Office for faculty and staff who are qualified to purchase it. Others can purchase WAH Office 2013 from JourneyEd.com.

MACs - Desktop and Laptop

Component PC System Requirements

Computer processor

1 gigahertz (GHz) or faster x86- or x64-bit processor with SSE2

Memory

1 GB RAM (32-bit or Mac) /2 GB RAM (64-bit)

Hard disk

2.5 GB HFS+ hard disk format

Display

1366x768 minimum resolution

Operating System

Mac OS X 10.6 or later

Graphics

Graphics hardware acceleration requires a DirectX 10 graphics card with 1366x768 resolution

Browser

Mozilla Firefox 10.x or a later version; Apple Safari 5; or Google Chrome 17.x

Other

Internet functionality requires an Internet connection.

Product functionality and graphics may vary based on your system configuration. Some features may require additional or advanced hardware or server connectivity; www.office.com/products.

Yes. You can continue to use Entourage, but this browser is no longer being supported. This means that future enhancements and upgrades will not be available, so you will eventually experience a loss of functionality. However, Outlook 365 support has expanded to include Firefox and Safari.
Work-at-home Office 2011 is available at the Cashiers Office for faculty and staff who are qualified to purchase it. Others can purchase WAH Office 2011 from JourneyEd.com.

Tablets and Smartphones

You will need to update your settings, and settings can differ depending on the device. ITS is providing links to Microsoft references that will take you through the steps for accessing mail from multiple electronic devices. Input the following information in the appropriate fields:

E-mail address: username@calstatela.edu
User name: username@calstatela.edu
Password: (your current password)
Server: outlook.office365.com
Domain: (leave blank)

If you encounter problems, please contact the ITS Help Desk at 3-6170. Some devices require additional steps or different input, and the help desk staff is prepared to assist.
Yes, but each model of smartphone must be configured differently. ITS is providing links to Microsoft references that will take you through the steps for accessing mail from multiple electronic devices. Input the following information in the appropriate fields:

E-mail address: username@calstatela.edu
User name: username@calstatela.edu
Password: (your current password)
Server: outlook.office365.com
Domain: leave blank)

Future Microsoft Office 365 Features

SkyDrive Pro is a personal library that allows users to sync their Microsoft documents in the cloud. Once stored in SkyDrive, these documents are accessible anytime, anywhere, from any device with an Internet connection. Not only does this feature enhance personal productivity by expanding access, but critical department and individual documents, such as disaster recovery and business continuity documents, can be readily available and shared when needed.
SkyDrive is still in the testing phase and no firm implementation date has been set. The launch is planned for the fall 2013 quarter after faculty returns to campus. More information will be distributed as the implementation date approaches.
This feature will also be available in the near future. It is a collaboration tool designed to improve individual and group productivity by organizing projects, tasks, documents and information. Documents of general campus use can be centrally located and easily accessed, while being secured, updated and managed by the ownership department.
This feature will also be available in the near future. Lync is a unified communications platform that allows users to connect with others through instant messaging (IM), video, voice calls and online meetings. Lync Online features allow users to make voice calls through their computer to other Lync or Skype users; create, moderate and join pre-planned audio, video and web meetings; enhance online presentations with screen-sharing and virtual whiteboards; and more.

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