Microsoft 365 Migration Loyola Law School

ITS has compiled the following FAQs intended to provide you with the background of the migration and how the migration will impact you. As we meet with end users, we will post additional questions and answers.

If you do not see an answer to your question, please email the ITS Help Desk.

 

Frequently Asked Questions

  1. Who made this decision? Why was it made?
  2. What are the benefits of Microsoft 365?
  3. Why are we changing email providers?
  4. I will not be on campus or I will be traveling on July 9. How do I access my emails?
  5. I am a faculty and I am not sure if my laptop has Office 2016 installed. Can I still access my emails?
  6. I have been using Outlook to access LLS Gmail. Do I need to do anything to Outlook?
  7. Do I need to do anything to my computer?
  8. How do I know which version of Office I have on a PC?
  9. How do I know which version of Office I have on a Mac?
  10. What changes do I need to make on my iPhone?
  11. I have an Android. What changes do I need to make on my phone?
  12. Can I keep using Gmail?
  13. Will my labels in Gmail transfer to Outlook?
  14. Will my calendar transfer over?
  15. Will material in Google Suite transfer over?
  16. Will new employees get an Outlook account, a Gmail account, or both?

 

Who made this decision? Why was it made?

In Fall 2017, Information Technology Services (ITS) formed an ad-hoc committee of 13 members from both front-facing and technical teams to investigate cloud-based enterprise email and collaboration software. The drivers for this investigation were:

  • Migrating from LMU’s current on-premises Microsoft Exchange email server to a cloud-based long-term solution for email and collaboration software (potentially including video conferencing and chat capabilities)
  • Selecting a solution that will ultimately serve all constituents (LMU/LLS students and LMU/LLS faculty and staff) on the same platform for easy collaboration
  • Selecting a solution that provides the most secure and compliant platform
  • Removing the dependency on local hardware and administrative resources

The two major enterprise cloud-based email and collaboration tool providers are Google (Gmail) and Microsoft (Office 365); no other vendors were considered, as only Google and Microsoft met the enterprise cloud-based requirements at this time. Both companies had pre-meetings to discuss LMU's situation and needs, presented to the committee for several hours, and had follow-up discussions.

The ITS Email and Collaboration committee unanimously recommended LMU migrate to Microsoft 365. This decision was accompanied by the overwhelming and repeated sentiment that Microsoft supplied a solution that is enterprise-ready, has fully developed strong security and compliance tools, and is a much better fit for all LMU and LLS constituents.

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What are the benefits of Microsoft 365?

All faculty, staff, and students should see significant benefits as a result of this email migration:

  • Office 365 offers 50 GB mailbox with an unlimited online archive
  • Outlook Online (the web client through MyLLS or email.lls.edu) will constantly be upgraded by Microsoft, and therefore be more secure for end-users and less prone to browser dependence
  • Students and faculty will be on the same email platform and, should they choose, will be able to share calendars and jointly use collaboration tools available within the Office 365 apps, including chat capabilities and Teams
  • All users can install Office desktop version on up to 5 devices, including personal and home computers
  • A seamless collaboration on and between Loyola Law School and the Westchester campus

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Why are we changing email providers?

Google's services work best as a consumer, rather than enterprise-based, platform. While some Google products are easy to use, they lack the feature-set our faculty and staff have come to rely on, specifically within calendars, delegation, and email organization. In particular, Microsoft's embedded security and compliance protocols are better in line with LMU's.  Microsoft 365 offered a complete suite of productivity tools for users but allowed for the better security and system administration.

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I will not be on campus or I will be traveling on July 9. How do I access my emails?

You can access your email using Outlook Online (the web version) via MyLLS or the direct link, mail.lls.edu.

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I am a faculty and I am not sure if my laptop has Office 2016 installed. Can I still access my emails?

No problem. You can access your email using Outlook Online (the web version) via MyLLS or the direct link, mail.lls.edu.

When you return in August or whenever you are on campus, please contact the ITS Help Desk for Office 2016 upgrade.

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I have been using Outlook to access LLS Gmail. Do I need to do anything to Outlook?

Yes, you do. You need to add a new Outlook profile and mark this profile as the default. On July 9, ITS staff will be available to perform this for you. If you prefer, we have created a DIY guide that you can follow. NOTE: You cannot do this before July 9.

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Do I need to do anything to my LLS-issued computer?

Yes. Make sure you have Office 2016 installed. Over the past few weeks, ITS has personally reached out to many faculty and staff to perform this upgrade. If you do not know which version of Office is installed on your computer, refer to "How do I know Which version of Office I have on my Windows computer" or "How do I know which version of Office I have on my Mac?" below. Or, just contact the ITS Help Desk to verify or to upgrade your LLS-issued computer. 

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How do I know which version of Office I have on my Windows computer?

It is very easy to check which version of Office is installed on your Windows computer. Just follow the instructions in this PDF: Check Your Version of Office

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How do I know which version of Office I have on my Mac?

Office for Mac 2016 and Office for Mac 2011 look very different from one another. You should be able to easily tell the differences between the two by simply looking at them. If you have Office 2016, your Outlook icon is blue. In Office 2011, the Outlook icon is yellow. 

Here are some screenshots of Office for Mac 2011:

Here are some screenshots of Office for Mac 2016:

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What changes do I need to make on My iPhone?

IMPORTANT: Do the following on or after July 9, after your email account is migrated.

This depends on how you receive email on your phone. If you don't get LLS email on your phone and aren't interested in setting it up, feel free to ignore this question.

  • If you have been using the Gmail app, you need to remove LLS Gmail account.
  • On your iPhone's built-in Mail app, you can create a new account (select Exchange, enter your LLS username and password)
  • You can download the Outlook app from the App Store and log in using your LLS credentials.

Detailed instructions on this are coming soon.  

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I have an Android. What changes do I need to make on my phone?

IMPORTANT: Do the following on or after July 9, after your email account is migrated.

If you don't get LLS email on your phone and aren't interested in setting it up, feel free to ignore this question.

  • If you have been using the Gmail app, you need to remove LLS Gmail account.
  • On your Android's built-in Mail app, you can add a new account (select Exchange, enter your LLS username and password)
  • You can download the Outlook app from the App Store and log in using your LLS credentials.

Detailed instructions on this are coming soon.  

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Can I keep using Gmail?

Yes, you can continue to use Gmail for your personal accounts.

It is possible to add LMU Outlook to Gmail, but the ITS Help Desk will not troubleshoot any issues, in part because this is not a secure connection. Detailed information on server settings will be available soon. 

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Will Labels in Gmail transfer to Outlook?

Yes. Gmail Labels will turn into folders in Outlook. If you have emails with multiple labels, Outlook will create multiple copies of the emails and place them in all the appropriate folders.

NOTE: If there are any tags associated with an email, those tags will supersede any other labels that may be associated with it.

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Will my Contacts transfer over?

Yes, individual contacts will be migrated. Our understanding is that Groups (list of contacts) will be migrated. Our pilot testing will provide a definite answer. We will update this question as soon as we have a confirmation.

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Will my Calendar transfer over?

Yes. Lamentably, some things will be lost in translation, such as responses to meeting invitations. The meeting will be on your Outlook calendar, but invitees responses won't transfer over. If you have more than one Gmail account, the safest bet is to copy your LLS calendar to another, non-LLS account, so you still have all the information safely on a Google calendar. 

Shared calendar settings will transfer to Outlook.  

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Will material in Google Suite transfer over?

For this email migration, only Gmail, Calendar and Contacts will be migrated. You still have access to other Google Suite apps, such as Forms, Docs, Drive, and Blogger.

Keep in mind that Box is LMU's enterprise cloud storage platform. Any LLS related work documents should be stored in Box. OneDrive is Microsoft's cloud-based file storage system. ITS is in the process of comparing Box and OneDrive features. We will post a best practice guideline later.

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Will new Loyola Law School employees get an Outlook account, a Gmail Account, or Both?

New employees will be provided with only Outlook accounts. Once migration is complete, ITS will no longer provision Gmail accounts. New employees who need access to Google Suite can request a Google account from ITS.  

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