Office 365 Information
Office 365 Screen Capture

 

Project

Timeline and Critical Information about Email Changesdocument

Helpful details to remember during/immediately after migration:

  • Using Outlook client - you may be asked to restart(close) your client.
  • You may be asked to enter your username (full email address) and password (FalconAccount password)
  • Online/Web Access will be available through the Faculty/Staff homepage link.
  • Shared mailboxes will be accessible until they're upgraded at https://owa.uwrf.edu/sharedmailboxaddress@uwrf.edu  (where sharedmailboxaddress@uwrf.edu is the address of the shared mailbox)
  • Your mobile device (university and personally owned) may need configuration updates.
    • Mobile Phone Setup Wizard - http://help.outlook.com/en-us/140/dd936215.aspxlink
    • Server name: m.outlook.com (Some Android devices, use office365.outlook.com)
    • Domain:  uwrf.edu
    • Username: (full email address) (Some Android devices, use uwrf.edu\full email address)
    • Password: (Falcon Account password)
    • Depending on device:  If the above isn't working, you may need to delete UWRF mailbox and re-create
  • Be patient if backend processing time is still occurring. Through our testing it could take a few minutes for everything to sync for the first time.

This upgrade will not update your version of the Office Suite that is installed on your workstation.  This upgrade will only upgrade the backend server components and the Office WebApp online web access site.  If staff have Office 2010, this upgrade will not upgrade the desktop application to Office 2013.  Please contact dots@uwrf.edu if you would like to schedule that upgrade for your workstation.

About the Project

DoTS is excited to announce that we are finishing a multiple phase email and calendar upgrade for all university employees. This upgrade will align all of the University faculty, staff, emeriti and student employees onto the same system that our student population has already been using for a few years.  For those using the Outlook client, this upgrade should be transparent.  You may be asked to restart your client and/or enter your username (Full email address) and password (FalconAccount password). For those using Outlook Web Access, you will notice the  enhancements to the appearance of the OWA webpage as it is upgraded from the 2010 to the 2013 version.

Some excellent benefits:

  • Free Office 365 Suite for all students while attending the university (coming later in 2014)
  • Increased email quota from 2GB to 150GB (50GB primary storage, 100GB archive space)
  • Better integration between faculty, staff and students (shared calendars)
  • Full featured Microsoft Office applications available for Android, iOS and Windows smart devices
  • New Work at Home options for employees with up to 5 installs of the full Office Suite on personal machines (coming later in 2014)
  • Better help documentation maintained by Microsoft

Email

E-mail is part of a larger suite of applications called Office 365. The e-mail box can be accessed via the web or through the Outlook Client on your Windows or Macintosh laptop/desktop.   Office 365 provides access to not only e-mail, but a large suite of collaboration tools such as the traditional calendar, tasks, and contacts.

E-mail is currently available to all employees and students and provided in the form of:    

  • Student Academic accounts (the W# account) - freddy.falcon@my.uwrf.edu
  • Student Employees (the S# account) - freddy.falcon-work@uwrf.edu   
  • Employees - freddy.falcon@uwrf.edu

E-mail can be accessed via the UWRF webpage links (under the drop-down UWRF Students or Faculty/Staff) or by visiting outlook.com/uwrf.edu

Tutorials

Email/Calendar Smartphone Setup Wizardlink
Outlook Web App Screenshotslink (provided by UW-Madison)
Office 365 Featureslink (Students A2, Employees A3)
Microsoft's Office 365 Resource Pagelink

Backup & Restoration of E-Mails

Microsoft Exchange Online offers extensive retention and recovery support for an organization's email infrastructure. This includes mailbox replication at data centers and the ability to restore deleted mailboxes and deleted items. Exchange Online mailboxes are continuously replicated to multiple database copies, in geographically dispersed Microsoft data centers, to provide data restoration capability in the event of a local messaging infrastructure failure. For large-scale failures, service continuity management procedures are initiated.

Exchange Online enables users to restore items they have deleted from any email folder, including the Deleted Items folder. When an item is deleted, it's kept in a user's Deleted Items folder. It remains there until it's manually removed by the user or automatically removed by retention policies. By default, retention policies will automatically remove items from the Deleted Items folder after 30 days. 

After an item has been removed from the Deleted Items folder, it's kept in a Recoverable Items folder for an additional 14 days before being permanently removed. Users can recover the item during this 14-day period by using the Recover Deleted Items feature in Outlook Web App or Outlook. Using this feature eliminates the need for a mailbox restore. If a user has manually purged an item from the Recoverable Items folder, an administrator can recover the item within the same 14-day window by using the Single Item Recovery feature using behind the scenes administrator tools. 

Account Retention and Termination

Students who graduate

1 year after last term enrolled for credits

Students not enrolled but not officially withdrawn

1 year after last term enrolled for credits

Graduate students

1 year after last term enrolled for credits, or 1 year after term graduated

Faculty and Academic Staff

120 days from contract end date (or earlier as arranged by supervisor)

Classified staff, Limited-Term Employees and other limited appointments

On contract end date (or earlier as arranged by supervisor)

Student employees

On contract end date

Limits

To prevent attacks on the mail system there are several self-preservation limits set in place to protect the system.  See storage quotas in the next section for the total mailbox sizes.  These limits are periodically reviewed and adjusted by Microsoft on about an annual basis.

Message size limit  - 25MB
Message size limits are necessary to prevent large messages from blocking delivery of other messages and affecting service performance for all users. These limits include attachments, and apply organization-wide to all messages (inbound, outbound, and internal). Messages larger than this limit will not be delivered, and the sender will receive a non-delivery report (NDR). Although message size limits can't be configured up, down, or on a per-user basis, administrators can create transport rules to limit the maximum size of any individual attachment.

Subject length limit  - 255 characters
The maximum number of text characters allowed in the subject line of an email message.

File attachments limit  - 125 attachments
The maximum number of file attachments allowed in an email message. Even if the total size of all the file attachments doesn't violate the message size limit, there is still a limit on how many attachments are allowed in the message.

File attachment size limit - 25MB
The maximum file size of a single attachment.  This is the maximum file size of a single attachment. Individual client programs, including Outlook Web App, may limit the size of attachments below this maximum. Exchange ActiveSync does not implement attachment size limits on an individual attachment basis. The total size of all attachments to an Exchange ActiveSync message must be less than the message size limit.

Recipient rate limit - 10,000 recipients per day
To discourage the delivery of unsolicited bulk messages, Exchange Online has recipient limits that prevent users and applications from sending large volumes of email.  Exchange Online customers who need to send legitimate bulk commercial email (for example, newsletters) should use third-party providers that specialize in these services. These limits apply to all outbound and internal messages. For distribution groups stored in an organization's address book, the group is counted as one recipient. For distribution groups stored in the Contacts folder of a mailbox, the members of the group are counted individually.

Recipient limit - 500 recipients
This is the maximum number of recipients allowed in the To:, Cc:, and Bcc: fields for a single email message. For the purposes of the recipient rate limit and the recipient limit, a distribution group that is stored in the organization's shared address book counts as one recipient. In a personal distribution list, each recipient is counted separately.

Message rate limit - 30 messages per minute
Message rate limits determine how many messages a user can send within a specified period of time. These limits help prevent overconsumption of system resources and guard against inappropriate use. If a user submits messages at a faster rate, Exchange Online will deliver the messages but will queue them at the server and throttle the rate of delivery. Additional limits relating to messages, mailboxes, and recipients help ensure the health and responsiveness of the Exchange Online service for all customers.

Storage Quotas
Storage quotas are in place to protect the mail system from overfilling with mail on abandoned accounts.  Mail accounts that are actively managed will not usually see issues with the storage quota.  These quotas are evaluated by Microsoft from time to time and continue to expand per user about annually.  While your e-mail can stay on the server indefinitely, most faculty & staff periodically need to move e-mail to their online archive or delete it and empty Deleted Items and Sent Items to prevent having problems that arise when you reach your quota. 

 

 

Main

Mailbox

Dedicated

Archive

Space

Students

50 GB

n/a

Employees (FTE & LTE)

50 GB

100 GB

Emeriti & Honored Retirees

50 GB

n/a

Student Employees

50 GB

n/a

Shared mailboxes (department@uwrf.edu)

10 GB

n/a

 

If you get close to your quota, you will see a warning in the Outlook client or on the web site.  At 49 GB capacity of your box you will be sent a warning before you reach your quota your full mailbox.  You will no longer be able to send e-mail when you have 49.5 GB or more in your Inbox and sub-folders.  You will continue to receive e-mail until you hit 50 GB and then you will no longer be able to send or receive e-mail. E-mails sent to your account at that point will be returned to sender with a message that your account is over quota and the e-mail could not be delivered.  The best way to avoid hitting your quota is to move items to your online archive and empty your Deleted Items and Sent Items folders.

Faculty and Staff are provided with both an active main mailbox and an online archive mailbox.  The online archive mailbox stores your email in a folder that is not indexed as frequently and is less overhead for your e-mail software (such as Microsoft Outlook) to maintain.  By using this archive feature your software will perform better on your computer.  Only active Faculty and Staff have access to the online archive space.  This space is in addition to your additional main mailbox quota.  At retirement emeriti and honored retirees will no longer have that additional space and will need to purge items from the archive prior to retirement if the total exceeds space allowed .

Storage of E-Mail

E-mail at UW-River Falls is received by and stored on Microsoft Office 365 servers at their United States based data centers. You have the ability and responsibility to control what e-mail is stored in your account.  Please refer to the University Archives & Area Research Center for assistance in understanding the retention of specific types of e-mail for which you are responsible.

A&ARC link:  http://www.uwrf.edu/AreaResearchCenter/

UWRF does not permit the use of PST files, the ability to export and store you email locally due to the need to maintain the availability, security of and accessibility to open records law requests.

Deleted Items folder retention period - 30 days
The maximum number of days that items can remain in the Deleted Items folder before they’re automatically removed.

Retention period for items removed from the Deleted Items folder - 14 days
The maximum numbers of days that items removed from the Deleted Items folder are retained before they’re permanently deleted.

Junk Email folder retention period - 30 days
The maximum number of days that items can remain in the Junk Email folder before they’re automatically removed.

Security of E-Mail

When you send e-mail to someone, you don’t have any control over how they may distribute it to others or how it may be backed-up on their e-mail system.  Likewise, you may have e-mail messages you have copied to your personally-owned or university-issued cell phone, home computer, etc.  The University of Wisconsin-River Falls can’t control how long those e-mails are kept.

DO NOT send social security numbers, driver's license, passport, credit card, banking or any other form of identifiable information via email or an email attachment.  Consider email like a post card, it can be read on the Internet while in transit.  Email is secure when it stays inside of our email system but once it leaves it is open to interception on the Internet.

Delegate access

Exchange Online supports delegate access—the ability for users to allow others to manage their email and calendars. Delegate access is commonly used between a manager and an assistant, where the assistant processes the manager’s incoming email messages and coordinates the manager's schedule. Delegate access can be enabled by contact DoTS email administrators for assistance.

Delegates can have two types of access:

Send on Behalf permissions  

The delegate can compose email messages and enter the other person’s name in the From field, where it will be displayed as “[delegate name] on behalf of [person’s name].”

Send As permissions  

The delegate can send messages from the other person’s mailbox as if the delegate were the mailbox owner. This scenario is common where there is a shared mailbox and several employees send email messages from that shared mailbox instead of from their Exchange Online accounts.

Calendar

Calendar is part of a larger suite of applications called Office 365link. The calendar can be accessed via the web or through the Outlook Client.   Office 365 provides access to not only calendar, but email, tasks, and contacts. Your calendar lets you create and track appointments and meetings. You can create multiple calendars, link to other people’s calendars, and even share your calendar with other people in your organization.

Calendar is currently available to all employees and students.  Faculty and staff that have personally owned phones and smart-devices connected are also under a potential open records eDiscovery process.

Tutorials

Office 365 Calendar Resource Pagelink

Sharing your Calendarlink - Outlook Web Access

Managing your calendarslink - Outlook Web Access

Email/Calendar Smartphone Setup Wizardlink

Conference room management

Exchange Online includes the Resource Booking Attendant (RBA), which automates scheduling of conference rooms and other resources. A resource mailbox that is RBA-configured accepts, declines, or acknowledges meeting requests from a meeting organizer based on the resource’s calendar availability.

DoTS email administrators can customize automated conference room responses and configure booking policies in Outlook Web App. These policies include who can schedule the resource, when it can be scheduled, what meeting information is visible on the resource’s calendar, and the percentage of scheduling conflicts allowed. Administrators can disable the Resource Booking Attendant and assign specific users to manually manage meeting requests for conference rooms.  Contact DoTS for assistance in setting up this feature for your department.

Sites/News Feeds

Office 365 includes two services that let you share ideas and documents, and collaborate with people inside and outside of your organization: Sites and Newsfeed.  Work together on projects, in study groups, or in clubs with team sites that help keep related documents, notes, tasks, and conversations organized together.

You can:

  • Share ideas by posting to a newsfeed
  • Follow people, documents, and tags to keep informed about activities and updates
  • Create team sites and document libraries to keep documents organized

Sites and Newsfeed are currently being evaluated for faculty and staff.

Faculty/Staff: Currently unavailable

Students: Available

Tutorials

Microsoft Sites/Newsfeed/OneDrive Resource Pagelink

Desktop Apps

UWRF provides a desktop client for a more robust experience while using e-mail and calendar.  The supported application is Microsoft's Outlook Client for either Mac or PC.  You are able to access your mailbox, calendar, people, tasks, and notes from within the Outlook Client.  

Along with the licensing of Office 365 you can download and install the desktop applications associated with Microsoft's Office 365 Suite to your local computer.

Outlook Icons

Usage

Starting in summer 2014, students, faculty and staff will be able to download and install full Office Suite applications on their personal computers.  This comes at no additional cost to students, faculty and staff.  Alumni, emeriti and student employee accounts are not eligible.  Up to 5 installs are permitted.  The software must "phone home" every 90 days to remain active.  If the software cannot validate an active relationship with UW-River Falls it will become inactive.

More information will be emailed to students, faculty and staff when this becomes available.

Tutorials

Installing Desktop Applicationslink from Office 365 web interface.

Smart Devices

Access, edit, and view Word, Excel, and PowerPoint documents on iPhones, Android phones, and Windows Phones. Use the OneNote, OWA, Lync Mobile, and SharePoint Newsfeed apps on most devices.

Device Sync

Please password protect your mobile devices. By configuring your mobile device to access UWRF resources, you are agreeing to the Universities Acceptable Use Policy.

You can configure your smart device to connect to Office 365.   This allows e-mail, calendar, notes, tasks and contacts to be viewed and manipulated on your phone.  See the below configuration wizard for help configuring your device:

Email/Calendar Smartphone Setup Wizardlink

Additional setup instructions and referenceslink

For best results, you may need to remove and re-add your account configuration if you experience difficulties.

 

Full Featured Application:

Technology Services expects these applications to be available late Spring 2014:

Android phoneslink

iOS Devices (iPhones, iPods, iPads)link

Windows Phoneslink

OneDrive

Create and edit Word, OneNote, PowerPoint, and Excel documents from any modern browser.

OneDrive is free cloud storage that comes with your student Office 365 account. It’s like an extra hard drive that’s available from any of the devices you use, so the files you save there are always with you. You no longer need to email files to yourself or carry around (and possibly lose) a USB flash drive. Instead, whether you’re on your laptop and working on a presentation, viewing photos from your last family vacation on your new tablet, or on your phone reviewing your shopping list, you can get to your files on OneDrive.

We are currently evaluating OneDrive for faculty and staff.  We encourage faculty and staff to continue saving files to either the S: or T: drive and access them on the web at http://files.uwrf.edu

Students: 25GB of online storage
Faculty/Staff: Currently unavailable

(Microsoft OneDrive was formerly SkyDrive.)

Tutorials

Microsoft OneDrive Support Pagelink


University of Wisconsin-River Falls
410 S. 3rd Street, River Falls WI 54022 USA
Campus Information 715-425-3911