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Office 365 Email FAQs 

Fox Valley Technical College is moving to Microsoft Office 365 . This means that your mailbox will be hosted in the cloud at Microsoft vs. in the server room at Fox Valley Tech. Your email experience will be much the same as you’re used to, with the major difference being where your email is stored.

There are several sections to this FAQ list:
Use the links above to take you to those areas or simply scroll down.

General FAQs

What is Microsoft Office 365?


Office 365 is a communication and collaboration tool hosted in the cloud by Microsoft. “In the cloud” means that a third party (in this case, Microsoft) provides the applications via the internet and stores the data on their servers. At this time FVTC will be implementing Lync and Email through this service.

Is my information safe “in the cloud”?


Multiple copies of your data are stored for redundancy purposes. The data is encrypted when accessed from the server. The end result is an online service that has the equivalent reliability and security as an on-campus server.

Why are we moving to Office 365?

  • Increase amount of email storage available to students
  • Free up storage space on our servers
  • Reduce management of email/backups
  • Web Conferencing
  • Cost savings - FREE to FVTC!

Who will be moving to Office 365?


All FVTC students, faculty, and support staff.

When is this going to happen?


Migrations will start fall 2013. Accounts will be moved in random order (unless otherwise requested). An email will be sent when your mailbox has begun moving and when your mailbox has successfully completed moving.

Will my email address be changing?


No, your @fvtc.edu email address will remain the same.

Will there be new limitations or changes with my email account?

  • There is a 25 MB limit for incoming and outgoing messages . This means you cannot send or receive messages that are larger than 25 MB so attachments would need to be sent in separate emails, compressed, or saved to an alternate location with a link provided in email.
  • There is a 25 GB limit for total mailbox size. This includes Inbox, Sent Items, Deleted Items, etc. If you reach the limit you will not be able to send or receive messages until your mailbox is under the limit. Make sure to Empty the Delete Items folder since that counts toward the total.
  • There is a 10,000 recipient per day limit. Microsoft has this rule in place to help fight spam and prevent abuse from hackers or hijacked accounts. If you send mass mailings and think this limit may prevent you from completing your duties please contact the Helpdesk so alternative solutions can be researched. For detailed information see http://help.outlook.com/140/ff381292.aspx .
  • Items will now be automatically removed from ‘Deleted Items’ after 30 days. In the past items remained in the ‘Deleted Items’ folder until you emptied the folder. Once an item is removed from ‘Deleted Items’ (either automatically or by a user) it is moved to ‘Recoverable Items’. After 14 days items will be purged from ‘Recoverable Items’ and will no longer be retrievable.
For a complete listing please see;
http://help.outlook.com/en-us/140/dd630704.aspx#RecipientLimits .



Pre-Migration Action Items (Staff Only)

1.  Remove messages that are larger than 35 MB.


Messages larger than 35 MB cannot be moved into the cloud. If you have messages with information you need to keep that are larger than 35 MB they must be saved to an alternate location as oversized messages will be lost and unrecoverable when your mailbox is moved to the cloud.

To find and delete messages over 35 MB:

  1. In Outlook click File
    Screen Shots for Delete Instructions

  2. Click Cleanup Tools > Mailbox Cleanup
    Screen Shots for Delete Instructions

  3. Click Find
    Screen Shots for Delete Instructions

  4. From the Look for : drop down select Any type of Outlook item – if prompted click OK to clear your current search results
    Screen Shots for Delete Instructions

  5. Click the More Choices tab
    Screen Shots for Delete Instructions

  6. In the Size (kilobytes) dropdown select greater than and enter 34000
    Screen Shots for Delete Instructions

  7. Click Find Now
    Screen Shots for Delete Instructions

  8. Click the Size column to sort by size – you may need scroll up/down to see all files
    Screen Shots for Delete Instructions

  9. Review the messages and decide the appropriate action for each message.

    1. Delete the message (including the attachments):

      • If messages aren't needed they should be deleted by highlighting the email(s) you wish to delete (hold down Ctrl while you left click to select multiple messages)

      • Once all desired messages are selected hold down Shift and hit the Delete button on your keyboard

      • Click Yes you want to permanently delete the selected item(s) Screen Shots for Delete Instructions
    2. Save the attachment(s) and delete the message:

      • Double click a message.

      • To save one attachment, click on the attachment’s name, then click Save As in the Attachment Tools ribbon. Select the location to save to, then click Save. Repeat as desired for other attachments.

      • To save all attachments, click on any of the attachment’s name. Click Save All Attachments in the Attachment Tools ribbon. Select the location to save to, then click Save.

      • Once all desired attachments are saved delete the message by clicking Delete in the Message ribbon

    3. Delete the attachments but save the message:

      • Double click a message.

      • Click on an attachment – the Attachment Tools ribbon will appear.

      • Click Remove Attachment.

      • Repeat for additional attachments.

      • Click the X in the upper-right hand corner of the message to close it.

      • When prompted click Yes to save your changes to the message.

    4. Save the message (including the attachments) and then delete the message:

      • Drag and drop messages from Outlook to desired location or when the message is open in Outlook click File > Save As, select desired location, and click Save.

      • Delete the message from Outlook


2. Notify IT of other mailboxes/calendars that you must have immediate access to (if applicable).


Permissions cannot be shared between users whose mailboxes have been moved to the cloud and mailboxes that have not been moved to the cloud. If your mailbox has delegates or you are the delegate of a mailbox we can try to schedule to move the mailboxes to the cloud at the same time to try to minimize interruption in performing delegate functions. This also applies to shared calendars such as conference rooms. Please inform the Helpdesk if this pertains to you and you’d like to try to schedule to migrate mailboxes together.


What to expect during your Migration

How long will it take to move my mailbox to the cloud?


The time is determined by the size of your mailbox. Nothing can be done to increase the speed at which it is moved.

Can I access my email while my mailbox is moving?


Yes, you can continue using Outlook and Outlook Web Access while the move is in process.

Will emails be lost if sent/received during the migration?


No, your emails should not be lost.

Post-Migration

How do I know when my mailbox has been moved?

  • If you are connected to email you will be prompted that Outlook/OWA needs to be restarted.
  • You receive a “Welcome To The Cloud” email.

How do I access my email, calendar, and contacts once my mailbox has been moved? Email link

  • Remote Access (students or staff)
    1. Go to www.fvtc.edu
    2. Click Email on the left side of the page.
    3. Click Sign In to Office 365 Email link.
    4. Enter your username@fvtc.edu and password and click Sign In.

  • On Campus (staff):  Staff who currently use Outlook on their FVTC or home workstations will continue to use Outlook for their FVTC email and calendar. Make sure to check the box to remember password.

  • Mobile (students or staff):  Mobile devices (cell phones, tablets, etc) are still supported but you will need delete and re-add your email on each device. Most devices will automatically configure your email settings after you enter your email address. Directions vary by device so if email isn’t automatically configured correctly see http://office.microsoft.com/en-us/web-apps-help/set-up-a-mobile-device-to-synchronize-with-your-account-HA102908321.aspx?CTT=1 for instructions for your specific device.

    How do I access a shared mailbox after my mailbox has been moved?


    Some permissions cannot be shared between users whose mailboxes have been moved to the cloud and mailboxes that have not been moved to the cloud. You may be able to view items but not be able to do certain functions such as add calendar items or send as that mailbox. Once your mailbox and the shared mailboxes have been moved to the cloud all functionality should work. If you get an error accessing the shared mailbox the mailbox may need to be closed and reopened.

    1. In Outlook click File > Account Settings > Account Settings.
    2. Click Change.
    3. Click More Settings.
    4. Click Advanced.
    5. Highlight the shared mailbox and click Remove.
    6. Click Yes you are sure you want to remove this mailbox.
    7. Click Add.
    8. Type all or part of the name of the mailbox and click OK.
    9. Select the appropriate mailbox and click OK.
    10. Click OK.
    11. Click Next.
    12. Click Finish.
    13. Click Close.

    What should I do if I have problems after my mailbox has been moved to the cloud?


    Please contact the FVTC Helpdesk:

    Common Issues

    Can't connect to Outlook/OWA


    Make sure you are typing your full username including @fvtc.edu. If you are still unable to login reset your password using the Password Reset. For directions please see http://www.fvtc.edu/reset.

    My mobile device isn’t receiving emails


    After your mailbox is moved to the cloud you must remove and re-add your FVTC email to all mobile devices. Please see http://office.microsoft.com/en-us/web-apps-help/set-up-a-mobile-device-to-synchronize-with-your-account-HA102908321.aspx?CTT=1 for instructions for your specific device.

    Outlook keeps prompting for my password


    Check the box to remember password. If you continue to get prompted it could be because a Shared Mailbox you have open has not been moved to the cloud – since permissions can’t be shared between cloud and non-cloud mailboxes your credentials won’t be accepted. Contact the Helpdesk to schedule having the mailbox moved to the cloud.

    Outlook is slow / it takes a minute or more to receive scans


    Since email is now through the internet rather than being on site it may be slightly slower than what you are used to. If you are using Office 2010 upgrading to Office 2013 may help performance.

    I can’t update distribution lists I used to be able to manage


    There will be a transition period where you will be unable to add or remove members to distribution lists. If a change is needed to a distribution list please put in a service desk request.


       Maintained by:

       Brent Schuettpelz

       Last Modified:
       1/23/2014 12:35:44 PM