February 21st Migration

Today at 5 PM, the migration to Office 365 will start for University Advancement and Marketing, Student Affairs, Executive, and Administration and Finance divisions.

Here is some information to help you understand what is going to be happening.

Calendar

Unfortunately, meetings will come across as appointments and will need some maintenance to be working as expected again. Several issues are occurring, but are fixable.

  1. During the migration, responses from the participants are lost. This is expected, as Lotus Notes has its own proprietary way for doing the linking that cannot be relinked during the migration. The chair of the meeting will need to open the meeting, click on Scheduling Assistant in the toolbar, click on Invite Attendees, and verify the people and location. Click on Send. They will then respond to the invite with their acceptances or declines.
  2. Recurring meetings will not be linked together. It might be best to cancel recurring meeting dates that occur after mid-March and recreate them later after everyone migrates. IT WILL BE EASIER TO DO THIS BEFORE BEING MIGRATED, SO DO IT TODAY. If you do it after migration, you will need to go to each one and do the steps listed in #1 above.
  3. Room scheduling – as each room now has a calendar in Lotus Notes and in Outlook, until we have completed migrating everyone over to Office 365, please use Lotus Notes to reserve rooms for new meetings.
  4. Reminders, like birthdays and other reminder entries you may have made are coming across as all day events, making your calendar look like you are busy all day. You will want to right click on these calendar entries, click on Show As, and change it to Free.

While we are in this change-over phase, if you are cancelling a meeting, changing a meeting, etc., email the attendees to let them know of the changes, just to be sure everyone is on the same page.

University Wide Notices

We are working on a solution to move the University Wide Notices to an Outlook-based delivery system and plan to have it functioning next week. In the meantime, Outlook users will need to use Lotus Notes to view the notices.

Archives

Your Outlook account is set up to automatically archive email older than two years old. So, if you look in your inbox or folders for something older than two years old, it will not be there. On the side bar that shows all your folders, scroll down to the bottom and you will see Online Archive with your account name after it. Just open that up and navigate to the correct folder.

Your Lotus Notes archives are still accessible via Lotus Notes. They will be migrated to your Outlook account in March. Look for more information about this in a later update.

Additional Training Opportunities

Two additional on-site, instructor led Advanced classes have been added to the schedule on March 14 – one at 8 am and one at 1 pm. Please go to the website listed below and select Live Training Options on the menu for instructions on how to sign up for training. 

Remember, if you have any questions, give the Technology Assistance Center a call at 231-591-4822, press 2, then press 1 to get to the Office 365 specialists. Also, view additional information on the project website, http://www.ferris.edu/office365.

 

Ferris Information Technology Services

Last updated: 05-01-2014