Office365 @ Grinnell College

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Want to get a little more in depth about Office 365? Take a look at Microsoft's Office 365 for Education website or want to know more about Office 365 data security and privacy? Click here.

Click here to read Grinnell's Microsoft Agreement.

 Microsoft® Office 365 Announcement

Coming Soon! Microsoft® Office 365 for Grinnell College!

Good Afternoon,
Several months ago Grinnell College's Information Technology Services embarked on a project to evaluate Microsoft's Office 365 service as a potential upgrade of our current email system. Office 365 is a hosted email service and I am delighted to annouce today that our evaluation has led us to a decision to proceed with upgrading our email service to Office365.

The project team has just completed a heavy testing phase both internally in the department and with Grinnell users representing students, staff and faculty.

Office 365 is a great service that has features beyond just email and on behalf of the project team we are very excited to bring them all to Grinnell College. Please browse our launch site which contains lots of information about Office 365 such as features, training resources and much more.

Thank You,
Office 365 Project Team
Information Technology Services

Microsoft® Office 365

 What is Microsoft® Office 365?

Microsoft Office 365 is a cloud hosted productivity and communications suite that includes the following:

Email, Calendars, Contacts Use business-class, browser-based Outlook, including a 25 GB mailbox per user, shared calendars, and task-management tools. Desktop Outlook clients for PC and Macs can be easily integrated and offer further functionality.
Web conferencing Available with full Lync client. Host online meetings with audio and video using one-click screen sharing, and virtual whiteboard. Excellent for distance learning. Available with installation of the Lync client.

Instant messaging

Connect with others via instant message and let people know your availability with your online status. Lync online is now available for everyone via Outlook Web Access.
Desktop screen sharing Available with full Lync program. Easily share your desktop with coworkers.
File storage and sharing SkyDrive Pro gives users 7 GB of personal storage that syncs with their PC for offline access. Easily share documents with others.
Office Web Apps Create and edit Word, OneNote, PowerPoint, and Excel documents from any modern browser.

Mobility

Sync email, calendar, and contacts; view and edit Office documents with Office Web Apps using a browser on Windows Phone, iOS, and Android devices.
Reliability Get peace of mind knowing your services are available available with a guaranteed 99.9% uptime, financially backed service level agreement (SLA).
Security

Cutting-edge security practices with five layers of security and proactive monitoring help keep your data safe.

Privacy Your data belongs to you. Microsoft does not scan emails or documents for advertising purposes.
Features

Want to know about all the features of Office 365? Click here for a helpful document that describes all the awesome features you will have access too once your account has been upgraded.

Learn

Lynda.com Office 365 Training - Start with Lesson 3 of this course!

Lynda.com Registration Guide

Information Technology Services is very excited to now provide unlimited access to lynda.com for all students, staff and faculty. Lynda.com is an online library of courses covering topics from photography to project management.

To access lynda.com, go to http://iplogin.lynda.com and create your user name and password. You must use your Grinnell email address.

You must be on campus the first time you create your account, but after that you can access Lynda.com from anywhere! If you are an existing lynda.com member, you can use your current user name and password to create your profile. 
Once your profile is created, you will be able to access lynda.com directly through http://www.lynda.com from anywhere! To learn more, we suggest that you watch the introductory movie about the service, and also access the How to use lynda.com course.

Introductory Movie:
http://www.lynda.com/home/VideoPlayer.aspx?lpk4=73

How to use Lynda.com course: 
http://www.lynda.com/Business-E-learning-tutorials/How-to-use-lynda-com/77683-2.html

Please contact the Grinnell Technology Services Desk if you have any questions or issues signing up for or into lynda.com.

Or check out Microsoft's Office 365 Getting Started

Frequently Asked Questions

General

Who does this upgrade affect?
The upgrade to Office 365 will affect all students, staff, faculty and alumni of Grinnell College.

Why do I have to type my password in so many times when logging into Outlook Web App?
Once all accounts have been upgraded you will only have to log into your account once. The multiple logins is temporary during the upgrade.

Will this change how I get to my email?
If you are using an email program (ie. Outlook, Apple Mail, etc) you can use those same programs to access your email.
If you are accessing your email using the Outlook Web App, once your account has been upgraded you will use this URL:
http://office365.grinnell.edu
When your account is upgraded to Office 365 you will receive an email with a help guide on how to access the service and also how to update the settings of your mail programs and mobile devices.

Will my email address change?
No. The upgrade to Office 365 will not result in any changes to existing @grinnell.edu addresses. For example, if your current email address is username[at]grinnell[dot]edu then it will still be username[at]grinnell[dot]edu

Will my username and password change?
No. However you must use your full email address to log into Outlook Web App. Up to now you have only used the first part of your email address as the username.

Will this change how I get to other Grinnell services (e.g. PioneerWeb, time, etc)?
No, access to PioneerWeb and all other Grinnell services will be unaffected.

Will any emails get lost in the upgrade?
We do not anticipate any emails being lost when your account is upgraded to Office 365. ITS has worked closely with Microsoft to ensure the process has been setup according to their parameters and fully tested with actual Grinnell email accounts.

If I have problems after my account is upgraded, whom should I contact?
Make sure to check out this page for FAQ's, How To's, and Possible Problems with solutions. If you cannot find the answer there then please contact the ITS Technology Services Desk at x4901 and we will be happy to help!

Do I have to be upgraded Office 365?
Yes, the transition to Office 365 will mean that all new email will only be received within Office 365.

Will my email rules move with my account?
Yes, your previously created rules will move.

Why can't I log into Outlook Web App after my account was upgraded?
Possible solutions:


  1. If you are using a bookmark/favorite/shortcut to access the login page, please check/edit the url that it links to. It should link to http://office365.grinnell.edu There should be no www or additional text on the end of the url.

  2. Please ensure that you are entering your full Grinnell email address as the User ID
  3. Please remember that your password is the same as before your account was upgraded to Office 365 password.
  4. If you still can not access your account after trying the above suggestions, please call the ITS Technology Services Desk for assistance.
For Students

When will I be upgraded?
More information is coming shortly!

How can I get to the new features of Office 365?
You can get to all the features at the new URL:
http://office365.grinnell.edu

How do I transfer my emails to this new account?
ITS will be responsible for moving your email to your Office 365 account.

Can I forward my @grinnell.edu to another email address?
No. You will not be able to forward emails. Alumni will be allowed to forward their email account.

Can I access my Office 365 email and calendar on a mobile device?
Yes. Office 365 is accessible on most mobile devices using the native mail client (no need for purchasing of installing apps). Microsoft provides mobile device setup instructions. Please follow this link

For Staff and Faculty

xWhen will my account be upgraded?

More information coming shortly!

Can I still use the full version of Outlook Professional or other mail program?
Yes. When your account is upgraded you will see a notification that some settings have changed and will have to close and reopen your email program.
Make sure to read this page for FAQ's, How To's, and 'Possible Problems with solutions'. If you cannot find the answer there then please contact the ITS Technology Services Desk at x4901 and we will be happy to help!

How can I get to the new features of Office 365?
You can get to all the features at the new URL:
http://office365.grinnell.edu

Will my email rules move with my account?
Yes, your previously created rules will move.

Can I access my Office 365 email and calendar on a mobile device?
Yes. Office 365 is accessible on most mobile devices using the native mail client (no need for purchasing of installing apps). Microsoft provides mobile device setup instructions. Please follow this link.

Possible Problems with Solutions

We have identified several possible problems our users might encouter when their accounts are upgraded. This page will be updated if we find additional problems that have solutions.

Outlook 2007/2010

I manage someone else's calendar (create, accept, modify appointments) and I am not able to open the calendar or I get an error when I try to make a change.

Solution: CLICK HERE FOR OUTLOOK 2007 OR HERE FOR OUTLOOK 2010

I manage a room calendar (create, accept, modify appointments) and I am not able to open the calendar.

Solution: CLICK HERE

Apple Outlook 2011

When I opened Mac Outlook 2011 I got the error message, "Outlook was redirected to the server autodiscover-s.outlook.com to get your new settings." The error asks me to allow this action. What is the error and should I allow it to take this action?

Solution: CLICK HERE

Internet Explorer 8

I am using Internet Explorer 8 and my Outlook Web App will not load.  I only see a spinning circle after I log in.

Solution: CLICK HERE

iPhone/Android/iPad

I am getting an error that my username/password is incorrect.

Solution: CLICK HERE

I am getting an error that the server not found.

Solution: CLICK HERE (being updated)

How To's

I am the owner of Mail Enabled Security Groups for my department. How do I make changes to that group?

After the upgrade users that managed Mail Enabled Groups for their department will need an alternate account to manage the group. Click here to submit a request for that account. Once you have that information follow these instructions:

1) Log into the http://office365.grinnell.edu then click the Gear icon
2) Click Options
3) Click Groups
4) Double Click the group you want to make changes too
5) Click Membership
6) If you want to remove someone from the group click their name and then the – (minus) symbol. Then click Save.
7) If you want to add someone to the group click the + (plus) symbol.
8) Type the person's name in the search people field and press enter
9) When you have found the person click the + (plus) symbol shown at the right side of the contact card. Repeat this step if you want to add multiple people.
10) Click OK when you have finished adding each person
11) Click Save

 

I want to share my calendar with someone. How do I do that?

There is an instructional video on how to share your calendar here:
http://office.microsoft.com/en-us/outlook-help/share-your-office-365-cal...

 

Since I was upgraded to Office 365 my Outlook 2007 or 2010 program is running slowly. How can I make it work faster?

Outlook may run faster if it is configured to use Cached Exchange Mode. Follow the instructions in the Self Help Guide (below) on how to recreate your Outlook Profile using Cached Exchange Mode. The instructions are on Page 3

 

I am getting an error that Outlook cannot open a .PST file. How do I fix that error?

1) Close Outlook
2) Click Start Menu > Control Panel > Mail
3) Click Data Files
4) Click on the .PST file causing the error and then click Remove
5) Click Close > Close
6) Open Outlook

 

I have many .PST files in my Outlook 2007 or 2010. Can I upload these to the cloud and access them in the Outlook Web App?

Yes. Instructions for this are coming shortly.

 

Setup Skydrive Pro on my Windows Computer

Instructions for this are coming shortly.

 

Setup Skydrive Pro on my Mac computer

Instructions for this are coming shortly.

 

I accidentally deleted a file from my Skydrive when using the Outlook Web App. Where can I find the recycle bin to restore the file?

1) Log into http://office365.grinnell.edu
2) Click Skydrive
3) Click the Gear icon in the top right corner
4) Click Site Settings
5) Under the section Site Collection Administration, click Recycle Bin
6) Put a check mark next to the file you want to restore and then click Restore Selection

 

How to I empty my Recycle Bin in Skydrive?

1) Log into http://office365.grinnell.edu
2) Click Skydrive
3) Click the Gear icon in the top right corner
4) Click Site Settings
5) Under the section Site Collection Administration, click Recycle Bin
6) Click Empty Recycle BinWARNING: This cannot be undone!

 

How to I change my password?
You can change your password by using the Password Reset Station at this URL:http://passwordreset.grinnell.edu

 

How do I turn off conversations in the Outlook Web App?
1) Log into http://office365.grinnell.edu
2) At the top right corner of your email list you will see the words Items by Date. Click this option for a drop down list of sorting options
3) At the bottom of the list of options you will see the word Conversations, click off
4) You will need to do this in each folder you do not want to use conversation

 

Can I forward email?

Only Alumni are allowed to forward email. To change your forwarding address follow these instructions:

1) Log into http://office365.grinnell.edu
2) Click the Gear icon in the upper right corner
3) Click Options
4) Click Connected Accounts
5) In the Forwarding section, under Forward my email to type the email address you want to forward too
6) Click Start Forwarding

 

How do I turn on the Light Version of Outlook Web App?

1) Log into http://office365.grinnell.edu
2) Click the Gear icon in the top right corner
3) Click Display Settings
4) Click Outlook Web App Version
5) Click the checkbox to Use the light version of Outlook Web App.
6) Click OK. You may have to restart your browser for this option to take effect.

 

How do I turn off the Light Version of Outlook Web App?
1) Log into http://office365.grinnell.edu
2) Click Options in the top right corner
3) Click Settings > General
4) Uncheck Use the blind and low vision experience
5) Click Save in the lower right corner

 

When I log out of my browser I get an error that I was unsuccessfully logged out. Why and how do I fix that error?

You will get that error if your browser is set not to accept all cookies. The directions to turn on this option depend on your browser or even your device. Please use the Help menu or search the Internet using the keywords, "device type or browser and change cookie options" For example, if I am using Firefox my search would be, "Firefox and change cookie options"

 

How to I install the Lync program for instant messaging?

For Mac:
1) Log into http://office365.grinnell.edu
2) Click the Gear icon in the top right corner
3) Click Office365 Settings
4) Click Software
5) Click Lync
6) Click Install

For Windows:
Lync is installed as part of the Office Professional 2013 suite. The suite also contains new versions of Word, Outlook, PowerPoint and Excel. If you are sure you want to upgrade to this newest version follow these instructions:

7) Log into http://office365.grinnell.edu
8) Click the Gear icon in the top right corner
9) Click Office365 Settings
10) Click Software
11) You will see an Install button at the bottom of the page. By clicking the Install button you will upgrade your entire Office programs to the newest version.

 

How do I open my Skydrive documents in Office Professional?

For Mac:
You first need to make sure you have the latest version of Mac Office 2011. To find out what version you have:
1) Open an Office application, such as Word
2) Click the Word menu in the top left corner
3) Click About Word
4) You need to have Version 14.3.4 or later. If you have an earlier version close the about menu, then click the Help > Check for Updates to install the latest version

Once you have updated Mac Office 2011 follow these steps to open a Skydrive document

1) Log into http://office365.grinnell.edu
2) Click Skydrive
3) Click on the document you want to open.
4) After the document has opened in your browser click Edit Document > Edit in Word/PowerPoint/Excel

5) You will be prompted for your credentials. Use your full email address and password.

For Windows:
Skydrive Pro is installed as part of the Office Professional 2013 suite. The suite also contains new versions of Word, Outlook, PowerPoint and Excel. If you are sure you want to upgrade to this newest version follow these instructions:

1) Log into http://office365.grinnell.edu
2) Click the Gear icon in the top right corner
3) Click Office365 Settings
4) Click Software
5) You will see an Install button at the bottom of the page. By clicking the Install button you will upgrade your entire Office programs to the newest version.

 

What is Sites? Why am I not able to use this feature?
Sites is a SharePoint document server. ITS is currently implementing a different but similar system. To avoid confusion, this feature in Office365 is disabled while the parallel project is proceeding. Stay tuned for more information about this exciting feature.

Self Help Guide

When your account is upgraded to Office 365 we will send out a help guide that contains the information you will need to update your mobile devices and Mail programs. Click here if you need to access the Help Guide.