Email and Cloud Storage Migrating to Office 365

migrationOver the next few months, campus Information Technology (IT) will be migrating students, faculty and staff to Office 365 for their email, calendar and cloud storage. Office 365 is a cloud-based system providing enhanced collaboration services, improved email and calendaring, excellent spam and virus filtering, as well as a number of other collaboration, education, and business tools.

The objective is to migrate all students to Office 365 over winter break. After migrating students to Office 365, IT will work with campus departments/units to schedule and migrate faculty and staff during the spring semester.

What does this mean for you?

  1. Fifty GBs of email storage! Increased storage is probably the most significant change for students who are currently capped at 100 MBs. That’s 500 times more storage. It is also a very large increase for faculty and staff.
  2. Easy storage, syncing, and sharing of files. With 1TB of OneDrive file storage, you will have plenty of space for all your files. Plus, because your files are stored online, you can access your files whenever you need them via the Web, Office applications (Word, Excel…) and desktop, tablet and phone applications. No more USB drives.
  3. Collaboration. Stop emailing documents around and losing track of the latest version. Using OneDrive, you can easily add, respond to, and track comments and status updates on one version of the document. You control who sees and edits each file. And you can create, edit, and review with others to avoid back-and-forth hassles and save time in the process.
  4. Online access to Office products. From Office 365, you can easily create Word, Excel and PowerPoint documents, store them on OneDrive and share as needed.
  5. Optimized note-taking. If you haven’t used OneNote, you can now type or handwrite notes, capture webpages, record audio/video, embed spreadsheets, and more, on all your devices as well as online.
  6. Same email address and familiar login. You will not have to change your email address and your login will simply change to your full email address of username@semo.edu using your current password. For faculty and staff already using Outlook as their email client, this change will have a minimal impact.

What does this mean for the University?

  1. Reduced costs. Office 365 in the cloud will reduce our expenses for on-site hardware and software currently supporting two separate email systems. In addition, staff time will be freed up to focus on other IT priorities as Office 365 will manage physical servers, network controls, data repositories, operating systems and applications currency.
  2. Increased Security. Office 365 provides advanced security capabilities meeting ISO 27001, SOC2 and many other standards providing controls and guidelines for protecting Personally Identifiable Information (PII) and providing risk/incident management and security assurance for cloud computing. Data is encrypted in transit and at rest. HIPAA and FERPA compliance are met.
  3. Information Protection. Office 365 provides several tools supporting data loss protection, eDiscovery, data governance and retention.
  4. Increased redundancy and disaster recovery. Office 365 is a cloud service that has built redundancy into their infrastructure at every level; power, servers, networks, data storage… all to protect against failures and support recovery and resiliency. Data is replicated across geographically separate data centers.

Southeast IT is committed to making this a smooth transition for everyone. Over the next several weeks you will receive additional information regarding the move to Office 365. A website has been established at http://www.semo.edu/it/office365/ that will provide answers to frequently asked questions, how-to videos, and will provide important information on various topics, such as setting up your mobile devices.