Frequently Asked Questions (FAQ)

This list will continue to grow as more details become available. Please continue to check back for more information.

FAQ Categories

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General

What is O365?

O365 is Microsoft’s online collaboration platform, including email, calendaring, file storage (OneDrive), collaboration tools and more. Watch Microsoft’s short video on Office 365

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I’m a Mac/Apple user. Will O365 work for me?

Yes. All the services and features offered through O365 will work on both Mac and Windows devices.

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Will O365 work on my phone/tablet?

Yes, in fact, your email integration should work better than before.

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I’m a Linux/Unix user. Will O365 work for me?

Yes, all of the features available in O365 are available through a web browser. Email will also work with almost any email client you wish.

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I’m a UNB retiree or guest researcher, does this affect me?

Yes. If you are currently using UNB’s email service, you will be moved to O365 along with faculty and staff. 

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Does O365 include MS Office (Word, Excel, PowerPoint, etc.)?

Yes, you will be able to edit Office documents within a web browser if the documents are stored in your OneDrive. You will also have access to install up to 5 concurrent installations of Office on personally owned devices.

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How is O365 different from what we have now?

The immediate differences you will see are that O365 provides you with 5 TB of storage space through OneDrive and you will get an increase in your email quota from 2 GB to 100 GB. Additional features will become available at a later time.

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How much will it cost? Will my department have to pay to use it?

There will be no cost to your faculty or department. Microsoft provides O365 to all Academic Institutions for free.

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Will any staff be laid off due to the move?

No, staff will be able to spend less time maintaining the services available in O365 and be able to focus their time on other tasks.

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Security/Privacy

Where can I find additional information on Microsoft Privacy and Security?

O365 information about security, privacy and compliance can be found on Microsoft’s website. All aspects on this website are also included in the contract Terms and Conditions.  

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Has the contract been approved by UNB privacy experts?

Yes, the Terms and Conditions were reviewed and approved by the Office of the University Secretariat.

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If Microsoft was legally required to provide someone with access to my account’s data, would I be informed?

Yes, unless the warrant issued specifies that UNB is not to be informed.

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Would the US be able to get access to data in UNB accounts?

Only if they are following proper legal processes – this is the same as when your data is stored at UNB.

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Could Microsoft make a data ownership claim on data stored in the UNB O365 accounts?

No. It is clearly addressed in the Microsoft online services agreement that they could not.

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Will I still use my UNB login ID and Password to login to O365?

Yes.

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Will Microsoft have access to my UNB login ID and Password?

No, UNB will be providing the authentication service.

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Some information that I use or receive (example: research data on human subjects) should never be stored in the cloud. How will I keep that information secure?

UNB will still provide on-site data storage. In addition, UNB’s Data Governance Committee and Data Management Working Group are developing standards that will provide a guide to the UNB community on how to classify and properly handle information. The Information Security Policy (in draft) outlines roles and responsibilities for keeping our information secure.

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What if I suspect a security issue with my O365 email – such as inappropriate access. Will I have to go through Microsoft to get help, or can I continue to go through technical support staff at UNB?

You will continue to go through UNB support. We have administrator level access to this environment and will be able to determine if there are any inappropriate accesses.

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Will Microsoft somehow use the information in our accounts or metadata about our accounts (data mine) for commercial purposes?

Microsoft’s contractual commitment restricts any use of information in or about UNB accounts to use required to deliver the service. For example: Microsoft automated service will scan incoming mail information in order to implement mail filters.

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Is moving UNB mail to O365 effectively ceding control of future terms and @unb.ca email addresses to Microsoft?

No. The terms and conditions include provisions that allow UNB to move our accounts elsewhere if we so wish.

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Will O365 change UNB's spam filtering?

The new spam filters in O365 have different rules for catching spam than our previous environment; as a result, some emails that previously went to your inbox may go into your junk mail folder after the migration. Learn more about junk mail with O365. 

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Why O365

Are there any cost benefits to UNB for moving to O365? If so, how will the freed up dollars be used?

Yes, we will no longer need to pay for Microsoft licenses to host these services on campus. These cost reductions will go toward offsetting the annual price increase of all of our other enterprise systems.

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There are companies that offer similar services for virtually nothing or free. Why not use one of those?

While there are a number of services available that are of low cost or free, many do not have the full suite of services available from O365, or the ability to integrate with our existing services. Also, many of these services include advertising, providing access/control to our data and allowing the sale of our aggregate transactional data to unidentified third parties.

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I understand why we don’t want to use other commercial or virtually free services, but why pick Microsoft?

Research on this topic was made prior to moving UNB student email to the Microsoft cloud in 2011. Some of the key reasons UNB selected Microsoft are that Microsoft offered a fully integrated solution. Examples include voicemail messages appearing in your email and your Skype for Business (Lync) program knowing when Outlook has you in a meeting. This provides ease of use for the UNB Community. In addition, the product offers many features and continues to add to this number.

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Has there been any indication from faculty and staff that they are dissatisfied with the existing on-premise service?

Yes, we receive numerous requests for email and network storage quota increases. In addition to increased email quotas and file storage space, O365 will also provide an easier way for faculty and staff to access online data and synchronize data between their devices and online. We also receive a lot of feedback that it is difficult to share files and collaborate with other members of the UNB community. O365 provides many solutions to address that feedback.

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Many other universities have made the move to O365. Overall, what has their experience been like?

Great! We have not heard of any issues about the service from other universities who have moved to O365 and we are using their transition experience to make our own smoother.

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Were there any technical drivers for choosing O365?

Yes, this system works with our current environment and integrates with many of our existing systems such as VoIP and D2L. O365 is completely available through web browsers and works with the application on your devices, making it far more flexible regardless of which platform you are using.

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Deployment & Scope

Why are we doing this now?

A key factor in moving to O365 is the deployment by Microsoft of a Canadian data center which keeps UNB account information in Canada. Another factor was the maturing of Information Governance at UNB. Both contribute to improving the security and privacy of UNB information.

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When is UNB hoping to implement O365?

We plan on having test groups within the new O365 environment in December 2016. The general rollout to faculty and staff will begin in the summer of 2017.

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O365 is a big and expanding offering. What services would be included in UNB’s initial rollout, and what would the plans be for adding additional services in the future?

The initial O365 rollout to faculty and staff would include a 100 GB email mailbox, calendaring, tasks, people (contacts), OneNote and 5 TB of storage with OneDrive.

In the long term, we would be working with the UNB Community to determine the rollout of additional features and services.

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Is this migration mandatory?

We are proposing for the migration to take place in the summer of 2017 with an option to defer your migration date until March 2018.

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Why must all migrations be completed by March 2018?

To realize the cost benefits. Our licenses for our current email (Exchange) servers expire in 2018 and will have to be renewed otherwise. In addition, we need our staff working on other things that provide value to UNB.

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How will O365 be deployed?

We are still working on these details but will let you know as soon as they have been determined.

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What will I have to do during the migration to O365?

We are still in the planning phases, so the full impact is not yet known; however, we do know that you will need to re-set your VoIP pin and greeting message following the migration. No emails or voicemail messages will be lost.

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Will the OneDrive storage space replace my H: Drive?

No, not at this time. You will still have access to your H: drive and all your files during and following the migration.

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Will this affect the departmental (P:) and bulk (J:) drives?

No, not at this time.

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Will Macs be treated any differently than Windows computers?

No – your migration and new services will be the same as those using Windows computers.

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I’m a Mac/Apple user. Will I have to use O365?

To take advantage of UNB’s full suite of services, you will have to use O365; however, you can choose to setup a different email client to work with O365 if you wish. (Keep in mind, Outlook is UNB’s officially supported email program).

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Are students affected by this?

UNB Students are already using O365. This November, their O365 accounts were migrated from Microsoft’s US data centre to their new, Canadian data centre.

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Will there be an email outage during the migration to O365?

No; you shouldn't even notice the change. 

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Features

How big will my new email quota be?

100 GB instead of your current 2 GB.

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How much storage space (OneDrive) will I have?

You will have 5 TB of storage space with OneDrive. You will also still have your personal H: drive.

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I share my calendars with others, will this still be possible with O365?

Yes – all calendaring sharing features will remain the same.

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Will students be able to see my calendar?

By default, students, faculty and staff will continue to see only your free/busy information – no specific details. If desired, you can hide your calendar completely from everyone and only make it available to those you wish.

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Will this impact how I use my Outlook email client or MS Office suite (ie: Word, PowerPoint, Excel, etc.) on my computer?

O365 will have no effect on the software already installed on your computer and you will use Outlook the same way you did before. The only difference is you will have more space for your email and files – 100 GB email quota and 5 TB of storage space in OneDrive.

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Will I continue to be able to use software locally installed on my computer such as Microsoft Word and some of the add-ons for the Microsoft products that I have purchased?

Yes.

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Do I need a wired internet connection to use O365, or does it work wirelessly?

O365 will work with any internet connection in any location on and off campus.

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Will I be able to upload previously archived mail from my computer?

This is unknown at this time. We are still investigating whether email only stored locally can be moved back to the server.

Will I be able to recover email? How?

Yes, you will be able to recover email by logging in to the web email client, right clicking on the deleted folder and choosing to restore deleted items.

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Will I be able to recover files? How?

Yes, OneDrive and SharePoint Online allow you to see previous versions of files you have modified or deleted.

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How will I access O365 OneDrive? For example, can I have a desktop icon on my computer for that purpose?

There is a OneDrive client that you can install on your computer (Windows/Mac) that will allow you to access your OneDrive and synchronize it with a folder on your device. You will also have the option to map a folder or drive to your OneDrive directly if you wish.

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