Westchester Migration

 

All Westchester faculty and staff email accounts were moved to the Microsoft 365 cloud server on Monday, May 21, 2018. If you're having any trouble with your email or have questions, see the information below, check out our 365 FAQ page, or contact the ITS Help Desk a 310-338-7777 (on campus, x87777) or helpdesk@lmu.edu.

 

Here's a PDF with easy-to-follow screenshots: Check Your Version of Office 

 

 Here's a PDF with easy-to-follow screenshots: Self-Upgrade to Office 2016

 

Find detailed, step-by-step instructions here: Preparing Your iPhone or iPad for 365

 

Detailed instructions and links to additional resources: Preparing Android Devices for 365

 

  • For more information about Outlook setup and what you need to do to prepare for the migration, see our 365 FAQ page.

 

  • For a sneak preview of Outlook 2016 and Outlook Online, sign up for a demo session.

 

 

Timeline

Phase 1

Westchester Faculty + Staff (May 21, 2018)

Phase 2

Loyola Law School Faculty + Staff (July 9, 2018)

Phase 3

Loyola Law School Students (Nov - Dec 2018)

 

Phase 4

Westchester Students (Dec 2018 - Jan 2019)

 

Have Additional Questions?

Contact the ITS Help Desk:

To see a breakdown of the differences between Skype for Business, which comes with Microsoft 365, and Zoom, LMU's web conferencing platform, see this page

 

General 365 Questions

  • Why Microsoft 365?

    In Fall 2017, Information Technology Services (ITS) formed an ad-hoc committee of 13 members from both front-facing (people you see around campus) and technical teams (people who stay hidden in the shadows) 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.

  • What Are the Benefits of Microsoft 365?

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

    1. Individual email boxes will have significantly more storage than is currently allocated for on-premises email boxes (365 offers at least 50Gb; the current system provides about 2.5Gb)
    2. The web client, mail.lmu.edu, will constantly be upgraded by Microsoft, and therefore be more secure for end-users and less prone to browser dependence
    3. 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 suite, including chat capabilities, and Teams
    4. All users will receive free Office products for their own computers and be able to see calendars, tasks, teams, and other collaboration tools
    5. The Law School faculty, staff, and students will also be moving to Microsoft 365, allowing for seamless collaboration on and between campuses 
  • I'm at the Law School. What Does This All Mean To Me?

    ITS will be working closely with the Law School to ensure this transition is a positive one.

    • If you currently use Outlook, this change will mean a more consistent and worry-free email experience; otherwise, nothing will change for you.
    • If you currently use Gmail, there will be a change in how you see your email, but you won't lose anything; all your mail will be transferred over. 
    • For now, your Google Drive will not be migrated or turned off. This means any documents in Google Drive can still be accessed and used with your account. 
    • This change will provide benefits including sharing of calendars and directory with those on the Westchester campus, access to all Office 365 products, and integration with chat and web conferencing.  

     

  • Why Not Google?

    While LMU has used Google email services for students and the Law School for years, at this point, 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.    

  • Is My Computer Ready For the Transition?

    Faculty and Staff: If you have Office 2016, you're good to go. If your LMU-issued Windows computer has Office 2013 or Office 2010, you should have received an email with instructions on how to perform the upgrade yourself. If you do not have this email or run into any issues, contact the ITS Help Desk.

    Students: If you bought your computer within the last four years, you're good to go.

    We will be posting additional requirements here as we move through the migration. 

  • What Has Been Done So Far?

    Since the announcement in February 2018 that LMU's email platform will be migrated from on-premises servers to the cloud, Information Technology Service (ITS) has been working with our migration vendor to prepare for email account migration. A pre-pilot session, consisting of an ITS core team, started on April 11, 2018. All ITS staff with frontline support participated in another pre-pilot session, which began the week of April 23. The final pilot session, including the rest of ITS staff, begins on May 7. 

    This is a huge change for everyone. Myriad backend configurations are required to ensure LMU systems "talk" to each other correctly. This email upgrade is not simply a process of moving your account from a server to the cloud; ITS needs to make sure that Single Sign-On, Duo authentication, and many account attributes are carried over properly. Therefore, feedback from these pilot sessions is critical in making this process as seamless as possible.

    What will this look like for you? If you have been using Outlook 2016, your interface will remain the same other than maybe some added icons on the Ribbon. If you have been checking email through MyLMU > System Logins or mail.lmu.edu, be aware that the Outlook Online interface will be different, but for the better. There are lots of new and improved features. Sign up for an Outlook Preview demo session for a sneak preview here to learn more.

    There are more than 4,000 email accounts on the Westchester campus that need to be moved. All faculty and staff accounts will be moved in tandem in late May, to ensure seamless, uninterrupted collaboration across departments.

    Pre-Migration Reminder: If your LMU-issued Windows computer is running Office 2010 or 2013, you need to upgrade to Office 2016 soon. Many of the Office 365 productivity apps required Office 2016. Many Office 2010/2013 users have received an email with instructions. If you are not sure which Office version you have, contact the ITS Help Desk.

    With a migration of this size, there might be some email interruptions; we will work swiftly to resolve the issues. We anticipate a high volume of calls to the ITS Help Desk during the migration process; we ask for your understanding and patience as we go through this process together. 

  • Where Can I Learn More?

    There are many ways you can learn more about Microsoft 365:

    • "Outlook Preview" demo session, sign up here
    • Workshops: ITS will offer Office 365 workshops at both campuses
    • Lynda.com: Check out Office 2016 and Office 365 online courses through MyLMU > Systems Login or directly here.
    • See what Microsoft has to say for itself on Microsoft.com