Fort Garry Campus
123 Fletcher Argue
Mon - Fri: 8:00 a.m. to 8:00 p.m.
Your journey starts here.
Microsoft 365 (formerly known as Office 365) is a cloud-based service that provides online and desktop versions of Office along with collaboration applications and services like SharePoint, OneDrive and Teams. Microsoft 365 is available to all current students, staff and faculty.
December 10, 2020
All staff and faculty are now licensed to use Microsoft 365. Staff and faculty have access to:
Web-based versions of the classic applications you’re familiar with, like Outlook, Word, PowerPoint and Excel
New applications like Microsoft Teams for group communication and collaboration
Install Microsoft Office on up to five mobile devices, such as a smartphone or tablet.
Please contact the IST Service Desk at 204-474-8600 if you experience any issues with accessing the Microsoft 365 apps.
New University of Manitoba virtual backgrounds for Teams are now available! Find the backgrounds and instructions to install them on our Teams page.
The University of Manitoba community Data Sharing and Storage Guidelines are now available.
All student email messages are now available in your @myumanitoba.ca mailbox. All official communication from the University of Manitoba will be sent to your @myumanitoba.ca email address.
To access your mailbox:
To access your new mailbox using a mobile device or Outlook on a computer, you must add a new account with your @myumanitoba.ca email address and password. See Add an email account to Outlook for detailed instructions.
Thank you for your patience,
The Office 365 Project Team
How do I access my old and new mailoxes?
To access your new mailbox:
To access your old mailbox (for students who are not currently enrolled in classes and alumni only):
Note: If you are trying to look at both mailboxes at the same time, use two different browsers.
Do I need to check both mailboxes?
No. All student email has been successfully migrated. Check your new mailbox for all official communication from the University of Manitoba.
How long will it take for previous messages to be downloaded?
All student email has been successfully migrated.
How to I access by new mailbox on my mobile device or in Outlook?
To access your new mailbox using a mobile device or Outlook on a computer, you must remove your existing account and create a new one with your myumanitoba.ca email address and password. See: Add an email account to Outlook
How long will the old email site be available?
We have not yet determined a date to close the availability of the myumanitoba.onmicrosoft.com (old) mailbox. As students may need to go back and get their OneDrive data, it will be available for a minimum of 6 months.
Is there a difference in emailing a student using @myumanitoba.ca vs @myumanitoba.onmicrosoft.com?
Yes. Only send email to the @myumanitoba.ca email address. The onmicrosoft.com address is the old one and no email should be sent there.
Were the migration instructions sent out to students' “new” accounts only?
Instructions were sent to students both before and after the migration. All enrolled students with active email were sent the instructions.
There is concern that students using (old bookmarked login link) or those who have forwarded “old” UM email to another personal account will not know of this migration.
If students had forwarding set up prior to the migration, the messages would have been forwarded. They will need to re-establish forwarding rules in their new mailbox. Forwarding is not recommended.
Some students are emailing us with @myumanitoba.ca.onmicrosoft.com addresses. When we respond to that email, where is it ending up?
If you respond to an email that you receive from their onmicrosoft.com email address, it will go to the old mailbox. Remove the onmicrosoft.com address and send email to only the @myumanitoba.ca address.
If a student emailed us as far back as two weeks ago, when we respond to that email where is it ending up?
Since those messages are from the @myumanitoba.ca email address, when a response is sent, the replies will be sent to the new mailbox.
Is there an issue if students were using MS Teams as a guest prior to now? Is this creating a problem for access?
Students who had guest access to Teams will no longer have that access. They need to be re-added to the Team, but not as a guest this time.
Will all students have access to MS Teams starting now?
Yes, students now have access to MS Teams and no longer need to be added as guests to Teams. This allows them to collaborate with each other, as well as with faculty and staff.
The first step begins with your account migration.
This summer, the university starts migrating faculty and staff to the full Microsoft 365 environment, which includes the Office 365 core applications and several new apps and services like Teams, OneDrive and SharePoint.
Faculty and staff will be able to use the rich set of leading-edge communications and collaboration services that students have been using since 2015. But even though we are migrating to Microsoft's cloud solution, you can and should continue to use Office products on your desktop for full functionality.
The Microsoft 365 A3 license allows you to install Microsoft 365 Office Apps in addition to Teams, OneDrive and SharePoint on up to five PCs or Macs per user and on up to five tablets and five phones per user. Some occasional or email only users may have an online only (A1) license assigned.
The online version will always provide you with the newest version of the Office applications regardless whether you are accessing it from your UM provisioned computer, a shared U of M computer or your own PC or Mac.
Each migration journey will include:
You will be notified with a detailed communication about your migration date in advance. You will also receive a reminder notice three days before your email is migrated.
All migrations will begin at 5 p.m. on the scheduled date. Migrations are ongoing and are being scheduled on a weekly basis. If you do not see your faculty/unit listed, please check back later or contact project manager Marty Lepage at Marty.Lepage@umanitoba.ca.
Anesthesia, Biochem and Medical Genetics, Central Animal Care Services, Clinical Health Psychology, Emergency Medicine
Family Medicine, Human Anatomy and Cell Science, Immunology
Max Rady College of Medicine; Medical Education; Medical Microbiology; Obs, Gyn and Reprod Sciences
Occupational Therapy, Ophthalmology, Pathology, Pediatrics and Child Health, Pharmacology and Therapeutics, Physical Therapy, Physiology and Pathophysiology, Preventive Dental Science, Psychiatry, Rehabilitation Sciences
Radiology, Rady Fac. of Health Sciences, Respiratory Therapy, Surgery
CHS and Ongomiizwin
After your migration, follow these steps to log in to your Microsoft 365 account and check your email messages.
Your first step will be to sign into the Office 365 portal. Completing this step will verify that your license was correctly provisioned.
All users of Apple devices will need to remove and re-add your accounts as part of this migration.
You may be required to delete and re-add your email account on your mobile device.
If you are unable to access your email in Outlook on your desktop computer and mobile device, log in to Outlook on https://portal.office.com for immediate access to your messages.
Some legitimate email may go to your junk folder. Check your junk folder often and mark items you want to keep as ‘not junk’.
When you check your email, you may notice some missing messages. By default, Outlook on your desktop only downloads the last 12 months of mail. All mail is still accessible on Outlook online. To download your older email:
Contact the Service Desk (204-474-8600) for assistance on restoring any other missing email messages.
If you shared your calendar with someone else, the person/people the calendar was shared with will get a popup asking for the password to your account after it is migrated. There is no way for the Microsoft 365 administrator to know who a calendar was shared with. The popup should be cancelled by the user that receives it since they don’t have the information required. If your calendar still needs to be shared after your account is migrated, you can re-share it as required.
If you have a delegated account, the delegation fails if one account is migrated to the cloud and the other is not. The delegation will work only if both accounts are migrated. That is why we migrate entire faculties or departments at the same time.
If you experience an issue with a delegated account with a user from another faculty or department, view the migration schedule above to see when other units will be migrated.
You may have to recreate any email rules.
Using Office on iOS or Android can give you the on-the-go convenience of replying to a quick chat, notating a document, or delivering a presentation from your mobile device.
For the best email experience, we strongly recommend installing the Outlook Mobile App on your device.
Some of the functionality of Teams is not supported in all browsers. The recommended browsers for use with Teams are Google Chrome or the latest version of Microsoft Edge.
Installing the Teams app will guarantee you full functionality.
Administrative access may be required to install the software.
CAUTION: The 365 Office Apps may conflict with other enterprise software installed on your computer. Please contact your department's IT provider before you proceed.
The Microsoft 365 A3 license allows you to install Microsoft 365 Office apps in addition to Teams, OneDrive and SharePoint on up to five PCs or Macs per user and on up to five tablets and five phones per user. Some occasional users may have an online-only (A1) license assigned.
The online version will always provide you with the newest version of the Office applications regardless of whether you are accessing it from your UM provisioned computer, a shared UM computer or your own PC or Mac.
Remember, your login will be your UM email address and password. This means that any information you save to the cloud on your personal devices will be stored on the university’s cloud.
Please follow the instructions below if your PC is supported by Information Services and Technology (IST).
If your PC is not supported by IST, please contact your department IT administrator.
Please follow the instructions below if your Mac is supported by Information Services and Technology (IST), and has the Parallels Mac Management client.
To find out how to install office on a personal computer or home device, click the link below:
If you would like a separate instance of Office 365 for your non-work-related data. You may purchase a personal subscription to Office 365 from the University bookstore.
After the migration, departmental networks and servers as well as the central data centres will continue to operate. This means you will still have access to your shared and H: drives.
Information Services and Technology jointly with Access and Privacy Office has developed guidelines to help members of the UM community identify, understand, manage and use university data appropriately.
The Microsoft 365 service for the University of Manitoba is hosted in Toronto and Quebec City, Canada, in Microsoft’s data centres.
Outlook supports SSL encryption to secure your connection, and the web mail client uses https to secure your connection.
Your password is not known to anyone at Microsoft. When you set your password using signUM, an encrypted copy of your password is synchronized with our UM managed Microsoft environment to allow you to log in to the online services Microsoft offers.
When in the cloud, your data is encrypted at rest and in transit, using several strong encryption protocols, and technologies.
Microsoft does not use your data for anything other than providing you with the service that the university has subscribed to. Microsoft does not scan your email, documents or teams for advertising or purposes that are not service-related.
Microsoft does not provide governments or law enforcement with "back doors,” encryption keys, or assistance to break encryption. Microsoft will comply with requests for customer data that comply with applicable laws such as a subpoena, warrant, court order or its local equivalent.
To learn more visit the more about Microsoft’s trust and security related information, visit the Microsoft Trust Center.
Microsoft 365 physical security is managed by Microsoft and their service and data centre staff. Logical security is the shared responsibility of both Microsoft and the University of Manitoba. The University of Manitoba manages our own authentication and login credentials. We also have administrator access to our online instance of Microsoft 365. We control our data. Microsoft hosts the service and Information Services and Technology (IST) is the service provider to the university community.
Microsoft 365 Apps for Enterprise are available at no charge for students, staff and faculty and include your favourite applications such as Word, Excel, PowerPoint, OneNote and Outlook. They also include several new apps and services that, altogether, make up the Microsoft 365 environment.
Browse the applications and services included in UM’s Microsoft 365 subscription.
Not all applications and services are available to all University of Manitoba users. Visit your Office 365 portal page to see what specific products and services are available to you. Some advanced features may require additional licensing for which your unit is responsible.
Contact Microsoft 365 dedicated support staff at the Service Desk to get answers to your migration questions quickly.