Microsoft Office 365

This is the information page for the Cambridge College Staff Email upgrade. Click the links below to be directed to the section of your choice.

 

Notification to Cambridge College Staff - Information Concerning the Office 365 Migration

Instructions for Setting Up Email on your Mobile Device Following the Migration

FAQs

Post Migration Issues for Employee Email Upgrade


Upgrade to Staff Email Coming!

With the upgrade to Windows 7 for staff and labs complete, the IT Department is happy to announce a system wide migration for staff to Microsoft Exchange Online that will increase email storage capacity to 50 GB per mailbox!  This is one of the many components of the Office 365 platform that we plan to roll out over time. 

In order to assign resources to any issues that may arise, the migration will be scheduled by department.  You will be notified in advance of your upcoming migration.

Prepare for the upgrade

  • Start deleting any old or unnecessary email from your inbox and folders.  
  • Contact Angie Hunt if you have any of following conditions. This will help us expedite your department, and prepare you for a seamless upgrade:
I am a delegate of one mailbox or more (this includes calendars, folders, and inboxes).
The accounts delegated to me are (list the employee or shared mailbox names):
_____________________________________________________________________
_____________________________________________________________________
 

What to expect during the upgrade

  • At 5:00 pm EST on the date of your migration, you will not have access to email.
  • Depending on the size of your mailbox, your estimated wait time to access email again will be from 2 to 20 hours. The larger your mailbox, the longer the migration will take.
  • Core Faculty – This migration will not affect access to your Cambridge College GO email account.

Following the Migration

  • You will continue to use email on your computer through Outlook 2010. The change should be seamless once the migration is complete.
  • The first time you sign into Office365, you will need to set your language and time zone preference. In the Language List, select English (United States). In the Time Zone list select the US time zone of your location.
  • When you open up Outlook on your computer following the migration, you will be prompted to login for the first time. Type your email address as: firstname.lastname@cambridgecollege.edu and your network password.  Check the box to “Remember credentials” so you don’t have to login to Outlook every time.
  • If you receive email on your mobile device(s), the web address will need to be updated once the upgrade is complete; instructions are below.
  • You will continue to use Microsoft Outlook Web App (OWA) to view and send email, but you will sign in at a different website once the migration is completed : outlook.office365.com
  • You'll notice some changes in OWA due to the upgrade.  For an introduction on how to get around, see What's new in Outlook Web App
  • If you have previously logged into OWA with your first initial last name as your username (ex:jjohnson) you will now login as firstname.lastname@cambridgecollege.edu  (ex: jim.johnson@cambridgecollege.edu)
  • Immediately following the upgrade, if you have delegate access, check to see that those relationships have been maintained.  If you no longer find you have access to a delegated mailbox/calendar, please contact the IT Department.
  • Check your junk mail folder periodically following the upgrade to ensure you are not receiving any mail that is flagged for junk that should not be.
  • Mac Users – Outlook for Mac 2011 is now available for use.  The IT department will help configure your email account in Outlook once the migration is complete.  To familiarize yourself with new features in Outlook, Microsoft has a number of tutorials available on their support website, including Outlook for Mac 2011 Basics.
     
If you have any questions about this process, please contact the Cambridge College IT Helpdesk by placing an eHelpdesk request or by calling 617-873-0159.

Instructions for Setting Up Email on your Mobile Device Following the Migration

Setting up Exchange Email on an Apple iPhone
 
 
1. If this is the first email account on your iPhone, tap Mail. Otherwise, tap Settings > Mail, Contacts, Calendars >Add Account.
2. Tap Settings > Mail, Contacts, Calendars

3. Under Accounts, tap Exchange> Delete Account and Delete your current account

4. Tap Settings > Mail, Contacts, Calendars > Add Account.
5. Tap Microsoft Exchange.
6. You don’t need to type anything in the Domain box. Type the information requested in the Email, Username, and Password boxes. You need to type your full email address in the Email and Username boxes (for example, firstname.lastname@cambridgecollege.edu).
7. Tap Next on the upper-right corner of the screen. Your mail program will try to find the settings it needs to set up your account. Use outlook.office365.com for your server name.
8. Choose the type of information you want to synchronize between your account and your device, and then touch Save. By default, Mail, Contacts, and Calendar information are synchronized.
9. If you're prompted to create a passcode, tap Continue and type a numeric passcode. If you don’t set up a passcode, you can’t view your email account on your iPhone. You can set up a passcode later in your iPhone settings.
 
Setting up Microsoft Exchange Email on an Android phone

 

1. From the Applications menu, select Email. This application may also be named Mail on some versions of Android.
2. Type your full email address, for example firstname.lastname@cambridgecollege.edu, and your password, and then select Next.
3. Select Exchange account. This option may also be named Exchange ActiveSync on some versions of Android.
4. Enter the following account information and select Next.
 
Domain\Username: Type your full email address in this box. If Domain and Username are separate text boxes in your version of Android, leave the Domain box empty and type your full email address in the Username box. Note – On some versions of Android, you must use the domain\username format. For example, if your email address is firstname.lastname@cambridgecollege.edu, type cambridgecollege.edu\firstname.lastname@cambridgecollege.edu
Your username is your full email address.
 
Password: Use the password that you use to access your account.
 
Exchange Server: Use the address of your Exchange server. If you’re connecting to your Office 365 email, use outlook.office365.com for your server name.
 
5. As soon as your phone verifies the server settings, the Account Options screen displays. The options available depend on the version of Android on your device. The options may include the following:
Email checking frequency: The default value is Automatic (push). When you select this option, email messages will be sent to your phone as they arrive.
 
Amount to synchronize: This is the amount of mail you want to keep on your mobile phone. You can choose from several length options, including One day, Three days, and One week.
 
Notify me when email arrives: If you select this option, your mobile phone will notify you when you receive a new email message.
 
Sync contacts from this account: If you select this option, your contacts will be synchronized between your phone and your account.
 
6. Select Next and then type a name for this account and the name you want displayed when you send e-mail to others. Select Done to complete the email setup and start using your account.
 
Setting up Microsoft Exchange Email on a Windows Phone
  1. On Start, flick left to the App list, tap Settings , and then tap Email + accounts.
  2. Tap Add an Account > Outlook.
  3. Tap the Email address box, and then type your email address.
  4. Tap the Password box, and then type your password.
  5. Tap Sign in. If the phone finds your account settings, your email, calendar, and contacts will be synced to your phone, and you can skip to step 7. If not, continue to the next step.
  6. On the Outlook screen, do the following, and then tap Sign in:

 

Email Address: Verify your email address appears correctly

 

Password: Tap Show password and verify the password is correct

 

User name: Verify the username is correct (For example, if your email is firstname.lastname@cambridgecollege.edu, then your user name would be firstname.lastname

 

Domain: Leave the domain box empty

 

  1. If the New password needed message appears after a few moments, tap Set, tap the New password box and enter a password that meets the security requirements. Tap the Confirm Password box and type the same password, and then tap Done.

FAQs for Employee Email Upgrade from Exchange 2003 to Exchange Online 2013

The IT Department at Cambridge College is planning a system wide upgrade and migration for employee email to Microsoft Exchange Online that will in create email storage capacity to 50GB per mailbox! This is one of the many components of the Microsoft Office 365 platform that we plan to roll out over time.  We have created a few FAQ’s to help you ease through the transition.

What is MS Exchange Online?

MS Exchange Online is part of the Office 365 suite of products hosted by Microsoft.  This is an online email service offering 50 GB of mail storage free to universities and colleges.  The Cambridge College IT department is working with an outside vendor to upgrade the email service and migrate all employee email accounts from our current version of Exchange 2003, to Exchange Online 2013.

Will my email address change?

No, you will continue to use your employee issued email address: firstname.lastname@cambridgecollege.edu. However, to log into Outlook Web App employees previously used only part of their email address (firstname.lastname or first initial and last name).  After the migration you will now have to use your complete email address to log in to OWA.  Your password remains the same.

EXAMPLE:

Old Login: John.doe

New Login: john.doe@cambridgecollege.edu

Password: (Network Password remains the same)

How will I change or reset my password on the new system?

You should continue to use our current password reset website (below) as you are using now:

https://pwd.cambridgecollege.edu/

Does the new system have any limitations?

Yes. Since we are migrating to Microsoft’s version of hosted exchange, they have set certain parameters for accounts that we do not have the authority to change:

Mailbox Maximum Size: 50 GB

Maximum number of recipients per message: 500

Maximum size of single attachment sent/received: 25 MB

Maximum number of recipients per day: 10,000

Do I need a new email client?

Most employees will not need a new email client and will continue to use Outlook 2010 to access their Cambridge College email.  As part of the employee refresh process completed last year, the IT Department worked to upgrade all employee hardware to Windows 7 and Office 2010. If you believe you have not been upgraded, please contact the IT Department immediately to request an upgrade. 

 

However, if you are a Mac user, you will now use Outlook 2011 to access your email. Please contact the IT department following your account migration to have Outlook 2011 on your Cambridge College issued device updated.  Here is an  Outlook Basics Tutorial from Microsoft for Mac users to assist you with the transition.

What is expected to happen during the migration?

The Cambridge College IT Department is working to prepare you for a seamless migration.  We plan to complete the migration in waves over the course of the summer.  You will be notified when your department is part of the next migration wave.  On the date of the migration starting at 5 pm EST, you will not have access to email.  Depending on the side of your mailbox, your estimated wait time to access email again will be from 2 to 20 hours.  The larger your mailbox, the longer the mailbox will take to migrate.

Will I need to reconfigure the Outlook client following the migration?

No, you will have the ability to send and receive emails immediately following the completion of the upgrade with no changes made on your part. In order to avoid any issues, please close all instances of Outlook that you use to manage your Cambridge College email the night before your migration.  In the morning, when you reopen outlook, you will receive a prompt to login. Use your complete email address (firstname.lastname@cambridgecollege.edu) to login, and check the box to “Remember Credentials”.

Will I need to reconfigure my email settings on my mobile device following the migration?

Yes.  Your email will now be hosted by Microsoft Exchange Online and the settings on your mobile device will need to be updated.  We have prepared instructions for updating your mobile device.If you require additional assistance please place an eHelpdesk request through http://helpdesk.cambridgecollege.edu or by calling (617) 873-0159.

When I’m away from my office, I mainly use Outlook Web App (OWA) to check my Cambridge College employee email, will this change?

Yes, following the migration you will now access OWA through an upgraded portal at outlook.office365.com.  The interface of Outlook Web App (OWA) will be upgraded and have more features than the current version of OWA. The webmail address will also differ from the current address, so please update your personal bookmarks for OWA as necessary.  The IT Department will work to update any college wide bookmarks. Additionally, to log into webmail, you will now have to use your entire email address (including the @cambridgecollege.edu extension after your username).  Your password will remain the same.

What should I do to prepare for the upgrade?

You can prepare for the upgrade by reducing the size of your mailbox.  Delete any old mail that you no longer reference, as well as large emails. The IT department has posted instructions on the IT Support Website. Additionally, notify the IT department of any shared mailboxes you access, along with any delagates who access your mailbox. This will ensure those connections are maintained during the migration.  To search for delagates in Outlook, select File> Account Settings> Delagate Access. You will see a list of users who can access your mailbox.

Is the connection between my computer and Microsoft’s Cloud Services secure?

Yes, the exchange connection supports SSL Encryption to secure your connection, and the web mail client uses https to secure your connection.

 


Post Migration Issues for Employee Email Upgrade from Exchange 2003 to Exchange Online 2013

During the migration process, we have noticed a few issues that may arise while we are migrating users to the new platform.  If you are having post migration issues, check the answers below for a solution, or contact the Cambridge College IT Support Center by placing an eHelpdesk request at https://helpdesk.cambridgecollege.edu or by calling the IT Support Helpdesk at 617-873-0159 or toll free at 1-800-877-4723 ext.1159.

I have already been migrated and I noticed that I have been receiving undeliverable email message when I email certain people.  If I use the name in the “To” line and it autocompletes, I will receive an undeliverable error, but if I search for the name in the address book, I can email them just fine.

Email addresses stored in autocomplete tool in MS Outlook may not always work correctly with the new service.  To correct this, open Outlook 2010, and go to File>Options>Mail> Empty auto complete list

Are there any email limits for Office 365?

Yes. Since we are migrating to Microsoft’s version of hosted exchange, they have set certain parameters for accounts that we do not have the authority to change:

Mailbox Maximum Size: 50 GB

Maximum number of recipients per message: 500

Maximum size of single attachment sent/received: 25 MB

Maximum number of recipients per day: 10,000

You may encounter some of these changes especially if you 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.

I was recently migrated to Office 365. Since the migration, I have not been able to access certain shared mailboxes that I use to have access to.

The IT department is currently working to migrate mailboxes by department. Because we are currently on 2 different platforms during the migration, it is possible the shared mailbox is on the old platform and you will not have access until the mailbox is migrated to the new platform. This includes certain public folders within Exchange that are currently stored on the old platform.  Once all mailboxes have migrated, we will migrate public folders last so the relationships are maintained between user mailboxes and public folders. So we may help you work through a solution for accessing public folders through the migration, please contact the Cambridge College IT Support Center by placing an eHelpdesk request at https://helpdesk.cambridgecollege.edu or by calling the IT Support Helpdesk at 617-873-0159 or toll free at 1-800-877-4723 ext.1159.

I was recently migrated to Office 365, and now when I send emails, I can no longer find certain addresses in the global address book. When I try to type out the address and sent, I receive a “Your message did not reach some or all of the intended recipients. Error is [0x80070005-00000000-00000000].  ”

You might receive this message if the connection to the address book is not updated. To fix this, try updating the address book in Outlook: