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Office 365


Office 365 Frequently Asked Questions (FAQ)

What is Office 365 and why are we changing the mail system?

Do I have to use a different name and password? Will I have a different email address?

Will I still be able to use Outlook on my computer?

Will I lose my current mail, calendar and the mail folders I created?

What will happen with my public folders and the school’s Master Calendar?

Can I link the SharePoint calendars to my Outlook desktop application?

How do I log on to Outlook Web Mail through the internet?

Why does it take so many steps to log in from the Employee Email link on our district home page?

What are the message size limitations with Office 365?

How much mail storage do I have now?

I’m finding email in the Junk Mail folder that isn’t junk. What do I do?

Is it true that my Deleted Items folder will auto-delete in 30 days?

I can’t see the calendar that another user shared with me? Why? What can I do to get it back?

How do I reconnect my phone to my District email?

My Outlook is acting very s-l-o-w-l-y!! What can I do?

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What is Office 365 and why are we changing the mail system?

Office 365 is a Microsoft suite of products that is being offered FREE to staff and students of K12 educational institutions. MVUSD has partnered with Microsoft to make Office 365 available to staff and students (grades 3-12). There are many exciting new features available to staff with Office 365! Not only do we have a 50 GB (Gigabyte) mailbox but we also have a 25 GB cloud storage space available where we can store documents in the cloud. Documents can be shared dynamically among colleagues, and many of the Microsoft Office products can be utilized directly from your web browser even if you don’t have Microsoft Office installed on your computer (for example, from your home computer).The following link describes Office 365 for education in more detail: Office 365 Training Center.

Do I have to use a different name and password? Will I have a different email address?

MVUSD has integrated your computer login name and password into Office 365, so your same name and password will log you in to Office 365. Your email address will remain the same as well (ex: jqpublic@mvusd.net)

Will I still be able to use Outlook on my computer?

Yes, Microsoft Outlook (Part of the Microsoft Office Suite installed on your computer) will automatically detect the new location of your mailbox and update accordingly. You will be prompted to enter your login name and password, and it is a good idea to check the box to allow the system to remember your login credentials when using Outlook.

Will I lose my current mail, calendar and the mail folders I created?

No. Your entire mailbox, including all of your folders linked below your inbox, your personal calendar, and your contacts will be migrated to your new mailbox location in Office 365. During the move process (which takes just a few hours for most average sized mailboxes) your mailbox will not be available. Once the migration process has completed you will again be able to connect with and log in to your email.

What will happen with my public folders and the school’s Master Calendar?

For several years now, Microsoft has not supported public folders. Because Office 365 is one of Microsoft’s newest mail systems it does not support public folders. If your school has been using the old public folders as the Master Calendar, IEP calendar or other site calendar, your school’s information will need to be copied to your Microsoft SharePoint site. If you’re used to viewing your public folder calendar in Outlook you will be able to set up SharePoint calendars in a similar manner. See the next FAQ answer below for details.

Can I link the SharePoint calendars to my Outlook desktop application?

Yes! Open Microsoft Outlook on your computer. Then launch Microsoft Internet Explorer from your computer and browse to the target calendar on your school’s SharePoint site. From the calendar’s menu near the top of the calendar select Actions, Connect to Outlook. Acknowledge the confirmation messages that appear both in Internet Explorer and Microsoft Outlook and you will have successfully linked the SharePoint calendar to your Microsoft Outlook calendars. Repeat this process for as many SharePoint calendars as you like. You can view/hide the linked calendars by checking/unchecking the check boxes next to the calendars in your calendar list.

How do I log on to Outlook Web Mail through the internet?

There are several different ways to connect to your Outlook Web Mail. One of the easiest ways to connect to Outlook Web Mail is to begin at the District home page (https://www.mvusd.net/) and select the Office 365 button on the right side. The Student Email button is currently configured to take you to your Office 365 login page as well. Note that the Employee Email button will also work, but the Employee Email button will pass you through an intermediate step that looks for your mailbox both at the old location and in Office 365 before it gets you to the Office 365 login screen. This button is on the web page for those users who have not been migrated to Office 365 yet.

Why does it take so many steps to log in from the Employee Email link on our district home page?

The Employee Email button works like a traffic cop to direct you to your mailbox whether you are still using the old mailbox location or the new location. Once you have entered your login name and password you are connected directly to your mailbox if it is still on the old system, or redirected you to the link that will allow you to log in to your new Office 365 email. Once all of our staff have been moved to the new Office 365 mail system we will remove the old Employee Email button from our website altogether.

What are the message size limitations with Office 365?

The largest email message that you can send is 25 MB (Megabytes) in size. Note that message metadata is also included in this size limit so the largest attachment that you can send will be limited to something below 25 MB. This limitation is set by Microsoft and cannot be modified. The total size of your mailbox is limited to 50 GB (Gigabytes) which is quite large! This size limit is significantly larger than the size limits that MVUSD has been able to offer to users in the past.

How much mail storage do I have now?

The total size of your mailbox is now 50 GB (Gigabytes) which is quite large! This size limit is significantly larger than the size limits that MVUSD has been able to offer to users in the past. Note that when your mailbox size draws close to the 50 GB you will not be able to send or receive email until you reduce your mailbox size. Check/empty your Sent Items folder and empty your Deleted Items folder to free space when necessary. Another good thing to do is to copy large attachments out of your mailbox and delete the message containing the large attachments.

I’m finding email in the Junk Mail folder that isn’t junk. What do I do?

Microsoft junk mail filters scan your incoming mail and attempt to help you filter questionable email by moving messages from your inbox to your junk mail folder. Check your junk mail folder periodically and clear out junk messages as necessary. If you find mail in the junk mail folder that should NOT be labeled as junk mail, do the following:

 

Is it true that my Deleted Items folder will auto-delete in 30 days?

Yes. Microsoft Office 365 is configured to clear items out of the Deleted Items folder after 30 days. DO NOT use this folder to store email that you wish to keep! You should rather create folders beneath your Inbox folder and store your saved email in those locations.

I can’t see the calendar that another user shared with me? Why? What can I do to get it back?

If you had been given rights to view another user’s calendar and you cannot see their calendar after moving to Office 365, it is likely that both accounts are not on the same side of the migration process. This usually occurs in cases such as when a secretary mail account is migrated to Office 365 but the Principal’s mailbox could not be migrated at the same time. Rest assured this is a temporary issue and will be resolved as soon as both mailboxes have been moved to Office 365! If you need to expedite getting both mailboxes on Office 365 contact Information Systems and we will work with you to get both mailboxes moved as soon as possible.

How do I reconnect my phone to my District email?

Generally speaking, if you had been connected with the District email system before your mailbox was moved, you should be able to apply a few simple updates to your phone settings to update your mail profile. From the Email Settings on your phone, change the server name from “webmail.mvusd.k12.ca.us” to “outlook.office365.com”. Also, if you see your login name listed in the configuration that resembles “jqpublic” append the login name to read jqpublic@mvusd.net in the name box. (Replace the jqpublic in this example with your own name). If you still are not able to connect to the District email, delete your current Exchange mail profile on your cell phone and start fresh with the Exchange configuration feature provided on your phone. The phone should auto-detect the server information and connect you to your new email location. As a courtesy, our Information Systems staff will also assist you in setting up your cell phone for District email access as time permits.

My Outlook is acting very s-l-o-w-l-y!! What can I do?

If Microsoft Outlook on your PC is dragging very slowly, check to make sure your Outlook Mail software is configured to use “Cached Exchange Mode”.

1. Close Microsoft Outlook

2. Go to Control Panel from the Start menu (If Control Panel view is set to “Category” you may need to switch to “Large Icons” – see screenshot below)

3. Locate and open the Mail item

4. Click the “E-mail Accounts…” button

5. Under the E-mail tab double-click on your email address

6. Place a check in the check-box for “Use Cached Exchange Mode”

7. Click Next, and then Finish

8. Close the settings windows and open Microsoft Outlook

You should see a message at the bottom of your Outlook window that indicates Outlook is updating various folders. Once you see the message stating that all folders are up to date you should see your email flowing much more quickly.