Office 365

Migration Information »

Update 07/20/2015 – “What to expect” presentation by Dave Hoffman (Project Mgr, ACNS/Telecom):

The migration schedule is as follows »

  • Departments 1401, 1474, 1475, 1476, 1499 will move on July 28, 2015
  • Departments 1472, 1480, 1482, 1484 will move on July 29, 2015
  • Department 1490 will move on July 30-31, 2015
  • You’ll receive a reminder email a week prior to ACNS moving your account to Office 365 and then another the day before the move happens.
  • If you plan to continue using Outlook, you must be using version 2010 or higher (Windows) or 2011 or higher (Mac).

After migration is complete »

  • You’ll receive a confirmation email indicating that the migration is complete.
  • Outlook will prompt for your username and password. You must sign into Outlook using your eName formatted like ename@colostate.edu for example: jdoe@colostate.edu
  • Outlook may display a message saying your mailbox can’t be found and a request to “auto-discover”. Say yes.
  • Outlook may prompt you to restart after signing in (maybe twice!)
  • Mobile devices (Android & iPhone) and Thunderbird/IMAP clients must be reconfigured to use Office 365. For configuration instructions, please visit: http://help.mail.colostate.edu/tt_o365.aspx
  • New URL for Outlook Web Access: https://portal.office.com This is a good alternative to use on any device if you have trouble using Outlook or the email app on your mobile. Sign in using your ename formatted like ename@colostate.edu for the username and your ePassword for the password.
  • Shared resources (e.g., calendars) may not be visible to users in other departments (and vice-versa) that have NOT yet migrated. Also note that after the migration calendars may take a few seconds longer to sync/display.

More information about the migration is available at: http://help.mail.colostate.edu/o365splash.aspx

Please let us know of any questions at WCNR_IT_Support@Mail.ColoState.EDU 

Again, remember that your username needs to be formatted like ename@colostate.edu for all methods of accessing your email (Outlook, web access, mobile).

Overview »

Beginning in July 2014, CSU enrolled in the Microsoft Office 365 program.  The new program will provide new services including:

  • Enhanced E-mail services – Includes 50GB mailbox quotas (the current default quota is 2GB) and unlimited archiving while still supporting connections from traditional clients including Outlook, mobile devices, and Outlook Web App.
  • One Drive for Business – 1 TB of personal cloud storage through OneDrive for Business. OneDrive for Business can also be used to share documents with users outside of CSU
  • Skype for Business – Supports secure instant messaging through locally installed Skype for Business clients, remote desktop control, and hosting online meetings.
  • Qualifying users (includes all active undergraduate and graduate students and most faculty and staff) can install up to 5 copies of Office on the computers and devices of their choosing

There are four primary services offered as part of Office 365, where a users affiliation with the university determines the services for which they qualify. The table below summarizes the Office 365 services that are available to different types of CSU users. Office 365 services are available until a user’s eID no longer meets the required criteria; students typically have access to Office 365 services for 1 year after graduation or the end of the last semester they were enrolled while faculty and staff retain access for 30 days after their employment with CSU ends.

  Exchange
post-migration
  Lync     OneDrive   Office Subscription
(5 copies of Office)
Undergrad Students No Yes Yes Yes
Graduate Students No Yes Yes Yes
CSU Faculty and Staff
Classified as Info Workers
Yes Yes Yes Yes
CSU Faculty and Staff
Not Classified as Info Workers
Yes Yes Yes *No
Associate eID Accounts Yes Yes Yes No
Secondary eID Accounts No Yes Yes No

CSU is developing processes for non-eligible employees to purchase Office Subscription services (formally referred to as Office ProPlus) individually

Installation and Upgrades »

If you already have Office 2013 Pro Plus installed (or Office 2011 for Macintosh), you are ready to begin using the new features of Office 365.  Otherwise, WCNR IT support is available to assist with new installations and upgrades from older versions of Office.  It’s important to note that you will no longer need to go to RamTech to buy MS Office with a department or research account or with your own resources.  Instead, WCNR IT will provide the media for your CSU work computer.  If you’re in a research unit (CEMML, CSFS, NREL, CNHP, etc.) please contact your local IT support team, otherwise, contact WCNR_IT_Support@Mail.ColoState.EDU and provide the following information:

  • Is this a new Office installation or an upgrade?
  • What operating system are you using? (e.g., Windows 7/8, Mac OS X)
  • Contact information (building and room number).
  • Would you like assistance with the installation or upgrade?  If not, would you prefer a download link or a DVD?

If you have any questions, concerns or problems, please email WCNR_IT_Support@Mail.ColoState.EDU.  We’re here to help!

Portal for personal software and additional features »

In addition to Office, Lync and OneDrive for Business services are available to you now as well.  Please visit the Office 365 portal at https://portal.office.com to install these applications on your computer. You can also access your 5 personal software copies via the portal. When logging into the portal, use your eID in the format “ename@colostate.edu“.  You can also visit your App Store to install them on your mobile devices.

Do not visit the Office 365 portal to install Office onto university owned computers!  That copy of Office is only to be used on personal devices.

Frequently Asked Questions

No.  The Office media is only made available to “information workers” (see below) as defined by the MS agreement.  However, OneDrive and Lync are available to all faculty, students and staff at CSU.

Log into the Office 365 portal at https://portal.office.com and then click on the gear icon in the upper right and choose “Office 365 Settings”.  Next, click on “Software” and then click on the install button.

Yes, you can install up to 5 copies of Office on any device you choose.

No, you are not required to replace your current version of Office.  However, it’s highly recommended that you use Office 2010 or newer if you intend to use the portal and/or OneDrive to create, edit or synchronize files.

In general, an “information worker” is a person that relies on a computer and it’s [Microsoft] software to perform assigned duties at CSU.  That would include things like email, directory services and the Microsoft Office suite.

You can check your eligibility for Office 365 by visiting the Office 365 License check utility at help.mail.colostate.edu/o365licensecheck.aspx.

From a user’s perspective, Student Advantage and Office Pro Plus are one in the same – both names refer to the service offered as part of Office 365 that allows all CSU students and eligible CSU faculty and staff the option of downloading and installing up to 5 copies of Microsoft Office on the Windows and Mac computers of their choosing. Student Advantage is the name of the service for users who qualify as students while Office ProPlus is the name of the service for qualifying faculty and staff. More information about what is included with Student Advantage/Office ProPlus is available at the Student Advantage and Office 365 ProPlus FAQ.

All copies of Office that are installed using the 365 portal are to be used as personal copies and should not be installed onto university-owned computers.

If you inadvertently installed Office onto your work computer, login to the 365 portal at https://portal.office.com, and then click on the gear icon in the upper right and choose “Office 365 Settings”.  Click on “Software” and it will display your current usage of your personal copies of Office.  Select the computer that you wish to remove Office from and it will be deactivated on that computer and your available license count will be incremented.  Once deactivated, you will also need to uninstall Office from your computer.  Contact WCNR_IT_Support@Mail.ColoState.EDU for assistance and to receive your copy of Office for work.

OneDrive for Business is personal “cloud” storage provided for you through Office 365. You can access it using the Office 365 Portal at https://portal.office.com via the “OneDrive” navigation link (at the top right) or there is also a OneDrive for Business client that can be installed on a Windows PC that allows you to treat your OneDrive for Business storage as a local folder in Windows Explorer that will sync with Office 365. OneDrive for Business also allows you to share files (including large files) with users outside of CSU.

It is not intended to be used as a storage device for official CSU information!

Skype for Business (Skype-B) is a service provided as part of Office 365 that is probably most often associated with instant messaging (IM). The IM function of Skype-B is similar to other IM services or clients you might have used such as MSN Messenger, Skype (personal), Google Talk, or Facebook Messenger. The key difference with Skype-B is that the IM service and contact list is limited to other CSU users who have an active eID – but that also comes with the added advantage that IM sessions between Skype-B clients/users is encrypted (i.e. secure) as it passes between clients. Skype-B services also include audio and video conversations, Skype-B meetings, and remote desktop control – for remote desktop control, think in terms of a helpdesk technician needing remote access to your system to provide assistance when you request it. If you have a mailbox hosted in Office 365 Exchange, you can initiate a Skype-B chat session from Outlook Web App; otherwise you will need to install Office 2013 on your computer in order to use Skype-B. As with all Office 365 services, you’re required to enter your username as ename@colostate.edu when you’re prompted to login.