Office 365

In order to enhance our services and provide world-class messaging, Howard University is moving all @howard.edu faculty, staff, and generic e-mail accounts to Microsoft Office 365 starting in Spring 2014 (see "migration process" for details). This initiative will provide increased mailbox storage, instant messaging, and web conferencing.

Office 365 is a communication and collaboration service hosted by Microsoft. The University is using Microsoft's Outlook (e-mail) and Lync (IM and Conferencing) products.

Users will experience little change in the way they use their "@howard.edu" accounts. E-mail addresses will remain the same. Some of the benefits include:

  • Mailbox storage increased to 50GB!
  • Message size limits increased to 25MB!
  • Instant Messaging
  • Web Conferencing

Accessing Your Office 365 Account

Desktop

Staff who currently use the Outlook 2010/2013 desktop version on their HU or home workstations, will continue to use Outlook as usual.

If you use Outlook 2007, you will not be able to use Office365, because they are no longer supported by Microsoft. Contact the Help Desk to obtain Office for Mac or Office 2013 for PC.

Web

  1. Go to http://outlook.com/owa/howard.edu
  2. Enter credentials:
    1. On-campus: When prompted, enter username@howard.edu and password.
    2. Off-campus: Enter username@howard.edu and password.

Video: Accessing Office365 E-mail

Information Security

Microsoft provides Office 365 via the internet and stores the data on their servers. This is commonly referred to as a "cloud computing" service, offered by such companies as Google and Apple. Information Security being a major concern, the University has thoroughly evaluated this service and found it to be safe and reliable.

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 a server on-campus.

Security Tips

  • Do NOT check 'Keep me signed in' if prompted.
  • To exit e-mail click the 'Sign out' button located when you click on your name in the top right corner of the screen and a drop down menu will appear.  Then, close your browser. Failure to sign out may allow other people to use your e-mail account without having to know your user name or password.

Migration Process

Migrations will start Spring, 2014 and the process will run behind the scenes without any disruption to users.

  1. An e-mail will be sent when your mailbox has begun moving and when your mailbox has successfully completed moving.
  2. During the migration process, users can use their e-mail as normal. Messages will not be lost.
  3. Once the migration is complete, Outlook Desktop or Web will prompt that "an administrator has made a change to your mailbox". At this point, restart Outlook.

Your Username is now your E-mail Address: Instead of HOWARDU\username, type you e-mail address (username@howard.edu).

Note: There are a small amount of users whose network username is not the same used in their e-mail address. If this applies to you, use your network username followed by @howard.edu.

Mobile Devices

Your mobile device will need to be reconfigured (This does not pertain to Blackberry users; see below). After you are migrated to Office 365, delete your mail account from the mobile device and then add it back. If your device requires a server name, use outlook.office365.com for Exchange ActiveSync configurations.

Note: Remember your username is your e-mail address.

POP and IMAP settings on Office 365 are different. They are listed here for your convenience.

Settings POP IMAP SMTP
Server outlook.office365.com outlook.office365.com smtp.office365.com
Port 995 993 587
Encryption SSL SSL TLS

Blackberry users moved to the cloud will need to contact the ETS Help Desk to schedule a backup & wipe of their BlackBerry device. Subsequently, the technician will complete an Enterprise activation which will allow the device to receive e-mail.

Walk-in assistance can be obtained at the Help Desk @ the iLAB, call-in support will be routed to ETS Telecommunications for scheduling.

Generic Mailboxes

Some permissions cannot be shared between users whose mailboxes have been moved to Office 365 and mailboxes that have not been moved. You may be able to view items, but you also may not be able to perform certain functions such as; adding calendar items or sending mail as that mailbox. Once your mailbox and the shared mailboxes has been moved to Office 365, all functionality should work. If you get an error accessing the shared mailbox, you may need to remove and re-add the shared mailbox. If you successfully added the shared mailbox and still cannot expand/access the shared mailbox, you may need to do one or all of the following, and in this order testing after each: 1) Close and reopen Outlook, 2) Logoff and log back onto the computer and/or 3) Remove the mailbox and add it back to your mailbox profile.

If you access a generic account (yourdept@howard.edu), you may need to reconfigure Outlook to access the generic mailbox.

Video: Accessing Generic E-mail Mailboxes Online

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

Limit

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 ETS Help Desk at 202-806-2020 so alternative solutions can be researched.

Known Office 365 Issues & Resolutions

Can't connect to Outlook Desktop or Web

Make sure you are typing your full username including @howard.edu.

If you are a user whose network username is not the same used in your e-mail address, use your network username followed by @howard.edu.

If you are still unable to login reset your password by contacting the ETS Help Desk at 202-806-2020 for a password reset.

Mobile device isn't receiving e-mails

After your mailbox is moved to Office 365, you must remove and re-add your Howard e-mail to all mobile devices. See Mobile Devices section above.

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 Office 365 - since permissions can't be shared between Office 365 and legacy mailboxes, your credentials will not be accepted. Contact the ETS Help Desk at 202-806-2020 to schedule having the mailbox moved to Office 365.

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

Since e-mail 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 2007/2010 upgrading to Office 2013 may help performance.

Undeliverable Returned E-mail Messages

When addressing an e-mail using Outlook Auto-Complete (where you type the name directly in the To: field), the message may be returned as undeliverable. Some old e-mail addresses you've used in the past for howard.edu recipients will need to be deleted from the Outlook Auto-Complete. The only workarounds are to type the entire e-mail address for howard.edu recipients or use the Outlook Address Book.

How to remove an address from the Auto-Complete List (Outlook 2010/2013)

  • Open a new e-mail and begin typing the address in the 'To' field.
  • Use the up and down arrow keys to select the address to be removed. When the address to be removed is highlighted, press the Delete key on the keyboard or click the X to the right of the name.