Back to Section Home

FAQ - Office 365 Migration

Office 365 FAQ

Frequently Asked Questions about the Butte College migration to Office 365

Following are some frequently asked questions about the Butte College migration to Office 365.

What is Office 365?

Office 365 is a Microsoft hosted messaging solution that delivers the capabilities of Microsoft Outlook as a cloud-based service. This means your email services and data will be located in data centers owned and managed by Microsoft. It gives users a rich and familiar access to email, calendar and contacts allowing access by PC's, Mac, the web and mobile devices. By utilizing this service, it removes Butte College's operational burden for an on-premises hosted email service.

User Benefits

While users will not experience a change from their current desktop Outlook e-mail look and feel, there are some improvements.

  • Individual mailbox storage capacity will increase substantially to 25 GB. With the current system, the capacity is set 300 MB for the majority of faculty and staff.
  • The campus will benefit from the broader, stronger anti-virus and spam protection provided by Microsoft Office 365.
  • Support is expanded for additional browsers, i.e., Firefox, Safari and Chrome.Off-campus users who currently access OWA will now have an interface that appears nearly identical to the campus desktop version.
  • Incoming messages identified as spam will be sent immediately to the user's Junk Mail folder where any legitimate messages can be retrieved at any time.
  • Students, faculty and staff will all use the same URL to access OWA (mail.butte.edu).
  • The Butte College District will not pay to use Office365. The migration also means that the significant costs of both replacing the aging on premise hardware environment and upgrading the software will be avoided.
  • Secure access, security audits, service continuity, intrusion monitoring and high availability.

What are the use parameters of our new email system? Can we change them?

Here are the controls under Office 365. Controls are set by Microsoft and we cannot change any of them.

  • Quota: 25-50 gigabytes (Faculty and staff typically had about 300 MB (megabytes) of storage)
  • Maximum number of recipients per message: 500
  • Maximum size of attachment sent/receive: 25 megabytes
  • Maximum number of recipients per day: 10,000

These are very high limits, but in a few rare cases, you may encounter one of them, especially if you frequently send emails to large numbers of recipients. If you reach 10,000 recipients in a day, your email will be locked for 24 hours by Microsoft and we will not be able to unlock it!

If you send large numbers of emails, you can request to create a distribution list by emailing usersupportservices@butte.edu. This allows you to maintain a list of addresses that can all be sent to Butte.Edu users using a single email address. Sending an email to the distribution list causes it to be sent to everyone you have added to that list.

If you need more information, please contact the User Support Services Service Desk at x2888 regarding alternative methods of sharing large files or sending large numbers of email messages.

Will my email address change?

No, you will keep your existing email address. However, faculty and staff used to log in to email using only their user id before the @ sign as the username. To log in to the new system, they will have to use their complete email address for the username like we use to log in to MyBC: username@butte.edu

Will my password change?

No, your password will stay the same.

Do I need a new email client?

If you use Outlook, you must be using Outlook 2007, 2010, or 2013 (Windows) or Outlook 2011 (Mac). Older versions will not work.

If you use Mac Mail, versions for Leopard and above will work, but may require some reconfiguration.

If you use Entourage for the Mac, you will need to reconfigure Entourage to use either Web Services Edition or POP/IMAP. Note: we do not recommend using Microsoft Entourage as it is a discontinued product with numerous known problems.

If you use a mail client other than what is listed above, such as Thunderbird, or use one of the listed mail clients using POP or IMAP, they will work, but only after you have reconfigured them with new server information. Please note that if you choose to use POP or IMAP to connect, you will not be linked to the calendar and contacts on the server.

Will the new system have spam filtering and anti-virus for email?

Yes, like our current system, spam filtering and email antivirus checking is built in. Unlike the current system, though, spam will be delivered to your Junk Mail folder for you to examine, and the system will learn as you tell it some things are not junk.

What operating systems are supported?

A variety of Windows and Mac operating systems are supported. For more complete information on Office 365 system requirements, see:
http://technet.microsoft.com/library/office-365-system-requirements.aspx

Will mailbox and calendar sharing permissions (delegates) be migrated or will they have to be set up again?

Delegate permissions will migrate, but until all delegates associated with an account are migrated to O365, those permissions will not function.

Will I be able to share my calendar with a Mac user now?

Yes, you will be able to share a calendar between Mac and PC users, though the sharing will need to be set up in web access, not the Windows Outlook client

I check my mail using my iPhone/iPad. Will that work with the new system?

Yes, but you may have to enter some new server information for the device to find your mailbox in its new location. Check the Post-Migration page for more info.

I check my mail using web mail. What will change for me?

The web mail client will be significantly improved. The log in address will also change, but you will continue to find a link to the correct log in page on our Email page. The webmail page for use with O365 will be mail.butte.edu

Do I need to upgrade my browser?

Most modern browsers will work fine for web mail; however, one of the most common means of attacking your computer is through your browser, and we highly recommend that everyone use the latest version of any web browser. For more complete information on Office 365 system requirements, see:
http://technet.microsoft.com/library/office-365-system-requirements.aspx

Will Outlook web access work differently for people using browsers other than Internet Explorer?

According to Microsoft, the complete set of features available in Outlook Web App will be available in the following browsers:

  • On a computer running Windows XP, Windows 2003, Windows Vista, or Windows 7 Internet Explorer 7 and later versions, Firefox 3.0.1 and later versions, or Chrome 3.0.195.27 and later versions.
  • On a computer running Mac OS X 10.5 and later versions, you can use Safari 3.1 and later versions or Firefox 3.0.1 and later versions.
  • On a computer running Linux, you can use Firefox 3.0.1 and later versions.

If you use a Web browser that doesn't support the full feature set, Outlook Web App will open in the light version.
For complete information, see http://help.outlook.com/en-us/140/bb899685.aspx

Can I move my existing mail to the new server?

All your mail currently on the existing servers should be migrated for you (though it's a good idea to back up anything vital).

What about my archived mail / PST files?

If you currently use PST files (Outlook archive files) they will continue to work as before, stored on your local PC, or you may choose to upload them to the server where you can access them from anywhere. In the same way, mail stored on your local Mac or PC in standard mailbox (mbox) files can be used as is or uploaded to the new server.

Will all my contacts, notes, etc., be transferred?

If they are stored on the server, they will be transferred along with your mail.

Will the domain have to be changed from Campus to something else?

This will have no effect on the domain you are attached to.

What else are we getting with with Office 365? SharePoint? Lync? SkyDrive, Office Online Apps?

Microsoft has a web site listing the services provided to educational users, and we plan to take advantage of these services in the future. Once the email migration has been completed successfully, the other services will be made available as part of a later phase of the project.

Will the connection between my computer and the cloud server be secure?

The email connection types (Exchange, POP, IMAP, and SMTP) all support SSL encryption to secure your connection, and the web mail client uses https to secure your connection.

Will my username and password be handled securely in the cloud?

Yes. For active authentication by Outlook 2007+, Exchange Active Sync (iOS devices, Android, etc.), or POP/IMAP clients, credentials are passed encrypted to Office 365 servers and relayed to the customer's on-premises ADFS servers secured via SSL. For web-based authentication, user credentials are passed between the client and the customer's ADFS servers over SSL and never pass to Office 365 at all.

Will my data be handled securely in the cloud?

Yes. Office 365 provides the ability to encrypt data at rest by supporting technologies that can encrypt the content of emails and/or files. The supported technologies for data encryption at rest include Microsoft's Information Rights Management (IRM), S/MIME and PGP Email encryption and have the advantage of allowing the customer to maintain full control over the encryption infrastructure and key management on their premises.

Office 365 support for data encryption at rest technologies is designed to minimize the risk of information leakage by encrypting the content, allowing access only by the intended users and by extending the protection beyond the initial publication location. Microsoft's IRM goes further by restricting the actions allowed on the protected content and also encrypting Office application document attachments.

Office 365 mitigates against the risk of unauthorized physical access with extensive physical protections in their datacenters and operational procedures.

Post Migration Questions

I am trying to update a distribution list and get the error that I "do not have sufficient permission to perform this operation on this object."

This is a transitional problem caused by having some members of the distribution list migrated and some still local. This issue will resolve itself after all accounts have been migrated.

Since the migration, I have found addresses that do not work (undeliverable email). I have noticed that if I use the recipient's name from the "To" line (autocomplete), I will get that error, but if I search for the name in the email directory and use that, then it is fine.

Items stored in the local cached of your copy of Microsoft Outlook may not work correctly with the new server. To correct this, open Outlook with your new profile (the one pointing to Office 365) and do the following:
Go to File > Options
Select Mail
Scroll down and click "Empty Auto-Complete list" button under the Send messages section
This will remove all the "remembered" e-mail addresses that now have an invalid path.

What's Coming Next: O365 Phase 3

Microsoft Office 365 provides a platform that allows the campus to incorporate additional features in the near future. These planned features expand the availability and accessibility to information, collaboration between constituents, and enhanced communications. Features that will be tested after migration will be:

  • SkyDrive Pro - This personal library will allow users to sync their Microsoft documents in the cloud. Once stored in SkyDrive, these documents are accessible anytime, anywhere, from any supported 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.
  • Lync - Currently scheduled for a limited pilot deployment, this unified communications platform 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.

 

Butte College | 3536 Butte Campus Drive, Oroville CA 95965 | General Information 530.895.2511

Back to Top