About Office 365

Q: What is Office 365?

A: Office 365 is Microsoft’s online collaboration platform, which includes e-mail, calendaring, file storage (OneDrive for Business), collaboration tools, and more.

Office 365 offers:

  • Microsoft OneDrive for Business, which includes 1 TB (1,000 GB) of online document and file storage, and is accessible from a computer, tablet, or smartphone
  • Microsoft Office desktop software (Word, Excel, PowerPoint, OneNote)
    • Microsoft Office software will continue to be installed on your Windows or Macintosh computer
    • Additionally, you will have a licence to install Microsoft Office on up to five devices, including work and personally-owned computers or mobile devices
  • Microsoft Office applications for mobile devices, including apps for iPad, iPhone, and Android
  • Online versions of Microsoft Office applications accessible from any computer or device through a web browser
  • 50 GB of e-mail storage

Q: Why is the University moving to Office 365?

A: The decision to move to Office 365 was made in consultation with the IT Steering Committee and the Academic Computing Committee.

The Office 365 platform is widely used by post-secondary institutions and Mount Allison students already use Office 365 for their e-mail. The platform makes it easier to collaborate and share documents and calendars with colleagues and students. It also provides services, software, and applications that are not currently available, such as the ability to access shared documents offline and to edit documents on a smartphone.

Q: When will I be able to access Office 365?

A: Office 365 will be implemented in two phases.

OneDrive for Business, which offers 1 TB (1,000 GB) of storage for files and documents, will be available in January 2018.

Also beginning in January 2018, you will have the right to install Microsoft Office applications on five devices, including work and personally-owned computers or mobile devices.

E-mail and calendaring will be implemented in mid-2018. A transition schedule will be developed in consultation with departments.

Computing Services will continue to keep the community informed about these and other new features as they become available.

Q: I’m a Mac/Apple user. Will Office 365 work for me?

A: Yes. All the services and features offered through Office 365 will work on both Mac and Windows devices.

Q: What other features does Office 365 include?

A: Office 365 comes with a full version of Office and familiar Office applications like Word, Excel, PowerPoint, Outlook, OneNote, and more. Office 365 allows each user to install the applications on up to five devices, including both work and personal computers or mobile devices (tablets and smart phones).

About OneDrive for Business

Q: How do I sign in to OneDrive for Business?

A: Beginning Jan. 15, 2018, go to the Office 365 sign in page: https://login.microsoftonline.com/ and log in using your MtA e-mail address and password.

Q: How do I learn how to use OneDrive for Business?

A: Computing Services will offer training for those who want to learn how to use OneDrive, beginning in January 2018.

Q: How is OneDrive for Business different than OneDrive on my personal computer?

A: Microsoft OneDrive is a free online storage that you can get with either a personal Office 365 account or Outlook.com. OneDrive for Business is managed by the University and lets you share and collaborate on work documents with co-workers.

Q: Does it matter which browser I use to access OneDrive for Business?

A: OneDrive for Business will work in any up-to-date browser, but for full functionality in Windows, you should use Internet Explorer.

Q: How much space do I have in OneDrive for Business?

A: OneDrive for Business provides 1 TB (1,000 GB) of storage space. A terabyte provides enough space to hold more than 85 million pages of Word documents, 17,000 hours of music, or a million 1 MB photos.

Q: What happens to my personal file share (M drive)?

A: OneDrive for Business will ultimately replace the M drives as the new platform for file storage and sharing. There will, however, be a one-year transition period. The M drives will remain in place until Dec. 31, 2018. On June 30, 2018, the M drive will become read only (which means that new files cannot be created and all existing files can be read but not edited or changed in your M drive).

Q: Do I need to transfer my previous files from my personal file share (M drive) to OneDrive for Business?

A: Yes, you will need to transfer the files by the end of 2018. We will provide you with instructions to assist you in moving your files from M drive to OneDrive once OneDrive is launched in January 2018.

Q: What happens to my departmental shares?

A: MtA file shares will continue to work as before until further notice. The data on MtA network shares will also continue to be backed up.

About Office 365 e-mail

Q: When is my e-mail moving to Office 365?

A: All staff and faculty e-mail will be moved to Office 365 in mid-2018. A transition schedule will be developed in consultation with departments.

Q: How will I access my e-mail after it moves to Office 365?

A: The way you access your e-mail will not change after Office 365 is implemented. You will still be able to access e-mail through Outlook as well as via the web.

Q: Will I have to manually transfer any old e-mail I want to keep to Office 365?

A: No. Computing Services will be moving all of your existing e-mail to Office 365. The transition should be seamless from the user’s perspective.

About privacy and security

Q: Where are my files stored?

A: Your documents and e-mail will be stored in Canada at data centres located in Quebec City and Toronto. All documents in OneDrive will be stored at these Canadian data centres, effective with the implementation. E-mail will also be ultimately stored in Canada. The process of moving Office 365 e-mail to the data centres will be complete by October 2018 at the latest.

Q: How is my data protected?

A: Microsoft’s Canadian data centres utilize the highest information security standards. The data will be encrypted both at rest and during transmission, which is an improvement over our current setup. Automatic backups with multiple levels of redundancy will ensure that your data is protected at all times. Mount Allison retains effective control over security and access to University data.

Q: Will Microsoft somehow use the information in our accounts or metadata about our accounts for commercial purposes?

A: No. Microsoft’s contractual commitment restricts any use of information in or about Mount Allison accounts for commercial purposes. Our data is stored separately from other Microsoft customers’ data.

Q: Where can I find additional information on Microsoft privacy and security?

A: Complete information about Office 365 security, privacy, and compliance can be found on Microsoft’s website: https://products.office.com/en-us/business/office-365-trust-center-security