WRIGHT STATE PHYSICAINSM365 ROLL OUT
What is an email migration?
WSP is moving from an ‘on premises’ email server to a cloud server for email routing, archiving & back ups.
The actual migration – the copy-paste – of the inboxes has already completed. Users will then be ‘cut over’, so their end points (Outlook) will being to look to the cloud server rather than the on-premises server for email activity.
When is this happening?
The migration has already happened!
Cut-overs will start 01/05/2023.
Majority completion by Mon 01/09/2023.
What do I need to do or know?
1. RECONNECTING
Your first log in after cut over will prompt you to restart Outlook. Follow the prompts. If the program hangs, manually close it. A reset may be necessary.
2. log back in
You will be prompted for login credentials.
NOTE: Your username is your primary email address.
I AM CONNECTED... NOW WHAT?
Upon successful connection, you now have access to the M365 suite via https://www.office.com/ (or, for more direct route to email https://outlook.office.com/mail/). BTBIT will update desktop apps for those with associated licensing. After you are cut over, you will also have (i) 50GB OneDrive; (ii) unlimited team cloud storage; (iii) Microsoft Teams licensing; (iv) and the full suite of Microsoft Office products.
Outlook crashing? Need help getting email reconnected on your phone?
What's next? Office Updates & Teams
What do I need to do or know?
1. KEEP AN EAR OUT
With the focus on keeping the email transition smooth, Office updates and Teams deployment will not have any specific focus until Feb / March.
2. Reach Out
(Optional)
If you have an interest in being part of a M365 / productivity steering committee, reach out to Joshua Ryder-Miller.
3. DIY Learning
(Optional)
Microsoft Learn is an extensive library of training material and information regarding their products. It is free and does not require a log-in (however, if you log-in it will track modules you complete).
Microsoft Learn for Microsoft 365
https://learn.microsoft.com/en-us/training/m365/
Articles and modules around concepts and M365 –
- What is Microsoft 365?
- Education Leadership and Collaboration
- Blended, remote and hybrid learning
- Microsoft Educator Training Academy (multiple modules)
Learning for specific tools –
- Getting Started with Office 365
- Teams Learning Path
- Bookings – Automate Scheduling w/ Bookings
- Outlook – manage email addresses, lists, and resources
- Lists – create, edit & share.
More advanced topics / tools (licensing may vary) –
Outlook crashing? Need help getting email reconnected on your phone?
| WSP M365 LICENSING MATRIX | |||
| O-A1 | O-A3 | M-A3 | |
| MICROSOFT OFFICE | |||
| Office Cloud Apps |  | | |
| Office Desktop Apps |  | | |
| Microsoft OneNote | | | |
| Microsoft Access | | | |
| OneDrive Size | 1TB | 5TB | 5TB |
| Outlook Desktop App | | | |
| Inbox Size | 50GB | 100GB | 100GB |
| MICROSOFT TEAMS | |||
| Microsoft Teams | | | |
| Classroom Experience in Teams | | | |
| Group Meeting Hosting | | | |
| Webinar Hosting | | | |
| Audio Conferencing | | + | |
| Phone System Options | | + | |
| Microsoft Dataverse for Teams | | | |
| NEWS, INFO & CONNECTING | |||
| Microsoft SharePoint | | | |
| Delve | | | |
| Viva Connections | | | |
| Viva Engage | | | |
| Viva Learning in Teams | | | |
| Viva Insights (Personal) | | | |
| ORGANIZATION & COLLABORATION | |||
| Microsoft To Do | | | |
| Microsoft Planner | | | |
| Microsoft Lists | | | |
| Microsoft Forms | | | |
| Microsoft Shifts | | | |
| Microsoft Bookings | | | |
| Viva Goals | + | + | + |
| PRESENTATION & DRAFTING IDEAS | |||
| Microsoft Sway | | | |
| Microsoft Stream | | | |
| Microsoft Visio | | | |
| Microsoft Whiteboard | | | |
| AUTOMATION & INFORMATION | |||
| Microsoft Power Automate | | | |
| Microsoft Power Apps | | | |
| Microsoft Power BI Pro | | | |
| Microsoft Dataverse | | | |
| + Add’l licensing; not broadly applicable. | |||
LICENSING FAQ
What licenses are there?
WSP will be using Academic licensing through Microsoft, and will be predominately be marking use of:
- Office 365 A-1 (O-A1)
- Office 365 A-3 (O-A3)
- Microsoft 365 A-5 (M-A5)
The difference between Office & Microsoft licensing is predominately the actual Microsoft Windows suite and a lot of behind-the-scenes security and IT options.
The difference between the A-1, A-3, and A-5 licensing is the actual included software & tools. In numbered order, A-1 has the least, A-3 has most and A-5 has (almost) everything. See the table to the left for a breakdown by license type.
What licenses will I have?
If you have an individually assigned PC or laptop, you will almost certainly have a Microsoft 365 M365 A-5 (M-A5).
If you don’t have an assigned PC or laptop but have roles or responsibilities that see you needing licensing that A1 doesn’t offer, you will have Office M365 A-3 (O-A3).
Otherwise, you will be assigned an Office A-1 (O-A1).
License allocation will be a fluid process as we roll out services and learn more about workflows that may have limits under an A1. After reviewing the table to the left – or after you cut over and you experience limitations – communicate with your managers if you find or suspect issues.
This is a long list! Do I need how to use all of this stuff?
Generally – no!
Microsoft Teams
We will be moving entirely away from Zoom, and intend to make Microsoft Teams a one-stop-shop for our collaboration. In the short term, no action or learning is required. In the coming weeks, high-level information about joining, using, and navigating the basics of Microsoft Teams.
Owners of Internal Forms & Processes
(Not applicable for clinic / HIPAA relevant forms)
If you currently own a process that has internally routed forms or approvals, you may also do some reading on what Power Automate is. Not so much how to make the processes, but to get a high-level idea of what it is capable of.
Other Recommendations
- To Do / Planner – simple task and kanban organization tools.
- Lists – a simple concept that is VERY powerful, with granular premissioning and endless potential when paired with Power Automate.
- Forms – easy-to-use and share form tool that can export aggregate answers to excel.
- Bookings – with a little bit of setup, you can generate links/buttons that would allow people to schedule themselves onto your calendar. Dynamically updates based on your active calendar availability – and can be configured to only allow access to specific portions of specific days, with breathing room between, etc. etc.
- Microsoft Shifts – a fully team-integrated shift tool that can allow transparency, self-scheduling (with approval options), and Teams comms with only folks actually on-shift with “@” commands.
- Microsoft Stream – a OneDrive/SharePoint integrated tool that can host, record, and do basic editing (including automated closed captioning, bookmarking, etc.) for presentations, CME, internal education, etc.
I am interested in being a part of how we use these tools as an organization. How do I get involved?
If there is enough interest, we intend to form a steering committee of sorts, that might steer some or all of the following:
- Identifying processes that can be modernized/simplified into the Teams-based environment, and triaging them for review and implementation.
- Identifying projects to replace existing tools with Teams-based / M365 integrated options (e.g., Asana > Planner or Project).
- Identify education needs for broad consumption and more specifically, smaller group items. Coordinate with Microsoft FastTrack and other resources to meet those needs.
- Brainstorm on troubleshooting process improvements. Share knowledge. Ad hoc training, etc.
If this speaks to you, reach out to: Joshua.Ryder-Miller@wspi.org
HELP DESK
iPhone Setup for O365 (default mail app)
If this is the first time setting up this account, skip steps 3-6. Otherwise include these steps to avoid having a duplicate email account.
- Unlock your phone and open Settings > Mail > Accounts.
- [If you have a prior email account] Tap on your existing / old Wright State Physicians mail account > Delete Account > Delete from My iPhone (this cannot be undone!).
- Staying within Settings > Mail > Accounts. Review the accounts listed. The new account may auto-populate. If so, click on it and skip the next step.
- [If the account did not auto-populate] Click Add Account > Microsoft Exchange > enter your full email address (e.g., first.last@wrightstatephysicians.org). Add a Description so you can identify this inbox later, then tap Next at the top (which should have changed to blue from grey).
- On the subsequent popup message choose Sign In > to enter your WSP password > Next.
- [If any entries or pop-ups appear to finalize the account] Select Server and enter outlook.office365.com > enter your full email as your Username > Next. You may see a green check mark appear to indicate success. If everything passes inspection you will be navigated to the next screen where you may choose synchronization options (if you’re having trouble, see “NOTE” below).
- FINAL STEP! Decide the type of information you want to synchronize on your iOS device. By default, Mail, Contacts, Calendar, Reminders, and Notes are all turned on. If you disable everything you will put the account into an inactive state without deleting it. To turn on/off individual items tap once on the slide switch to the right of an item. Tap once on Save when you’re ready to complete the setup and begin using mail. You may always go back into Settings > Passwords & Accounts and select your account to modify the synchronization settings.
Notes / worth knowing:
- If you are having trouble with steps 4-6, double-check your iOS version (Settings > General > Software Update) and follow the instructions for updating your phone’s software. If your phone’s software is up-to-date, try starting from #1 at least a second time. If problems continue, reach out to BTBIT (help@backtobusinessit.com).
- Once added successfully, you still may need to reset your iPhone / iPad to get the first sync to kick off.
- Default iPhone settings only sync for a limited period of days. This is a performance setting but can be configured.
- There are many free iPhone/iPad apps specifically designed for Office 365 that you can take advantage of as well. These include Outlook, Word, Excel, PowerPoint, One Note, OneDrive for Business, Skype for Business, and Yammer: https://products.office.com/en-us/mobile/office-mobile-apps-for-ios
Android Setup for O365 (default mail app)
(NOTE: These instructions are based on a Samsung Android phone. All Android phones are different so use these instructions as a guide but know that the settings, buttons, and labels may vary slightly. If you run into a phone that you need assistance with configuring, please let us know).
Settings > Accounts.
If you have a prior WSP email account, tap on it, click More, and choose Remove Account.
Staying in Settings > Accounts, click Add Account.
For Samsung phones, choose Email. This may also be called Microsoft Exchange, Microsoft ActiveSync, or Microsoft Exchange ActiveSync.
(NOTE: Do NOT choose Outlook.com as an account type)Type your full e-mail address (e.g., first.last@wrightstatephysicians.org), and the password you’ve used prior > Sign In.
[If a ‘Server’ field appears] Enter the server name outlook.office365.com and then tap Next.
[If prompted to select remote security administration warning] Choose OK. Your phone should automatically configure your account.
[Optional] Select the settings for syncing time and frequency (the default should be “push” or “automatic” which is recommended).
Click Sign In again.
[If prompted with a device administrator security warning] Click Activate to accept your email administrator’s requirements for adding your account.
Important – name your account to something obvious. Click Done.
You can use your Mail app, your Calendar app, and your Contacts or People app to access your Office 365 data.
There are many free Android apps specifically designed for Office 365 that you can take advantage of as well. These include Outlook, OWA, Word, Excel, PowerPoint, One Note, OneDrive for Business, Lync, and Yammer:
https://products.office.com/en-us/mobile/office-mobile-apps-for-android