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Operation Upgrade: Install Office 365 on your desktop computer

The Office 365 Project Team has licensed and migrated all staff and faculty to the new Microsoft cloud environment. Now everyone can take advantage of the Office 365 desktop apps (also called Microsoft 365 Apps).

Install Office on your UM-owned Windows computer

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's IT administrator.

  1. If you are working remotely, connect to the UM network using VPN (Pulse Secure).
  2. In Software Center (click start, type Software Center in the search bar), Office 365 ProPlus 64-bit application should be present with the option to Install (runs the installer immediately). If you currently have any Microsoft office products running you will receive a prompt to close Microsoft apps.**
  3. Click Continue to close the respected applications and the install will continue.
  4. The install usually takes around 20 minutes to complete and is fully automated. Once completed, you will see a window confirming that Office 365 is installed.

** If you do not see Office in Software Centre, it is likely that you already have it installed. To verify, open Word. On the Home page click Account and check to see if Microsoft 365 Apps for Enterprise is listed under Product Information.

How to install Office 365 on your UM-owned Mac computer

If you have Administrator access to your Mac, you can install Office 365 apps yourself. If you do not have Administrator access, please contact the IST Service Desk at 204-474-8600 or department's IT administrator.

  1. Log into https://portal.office.com using your UM email address and password.
  2. From the Microsoft 365 home page select Install Office (if you do not see that option, go to aka.ms/office-install).
  3. Select Office 365 apps to begin the download and installation.

Video tutorials

News and updates

July 9, 2021

Operation Upgrade lunch and learn series recordings

If you missed a session or want to review something you learned this week, the lunch and learn webinars are available on Microsoft Stream. Log in using your UM email address and password.

Microsoft 365 webinar series - July 6-9, 2021

 

Past updates

June 24, 2021 - Operation Upgrade lunch and learn series - July 6-9

We’ve planned a second series of one-hour online webinars during the week of July 5 to introduce some of the new Office tools like Microsoft Planner and Bookings

Webinar schedule

Time: 12:00 p.m. and 12:50 p.m.
Location: Microsoft Teams

Click on the links below for more information about each session. 

May 25, 2021- Operation Upgrade begins!

Now that all staff and faculty have been licensed and migrated to the Microsoft cloud environment, you can take full advantage of the Office 365 desktop apps (also called Microsoft 365 Apps).  Over the next eight weeks (to the end of July) Information Services and Technology (IST) will be rolling out the Office upgrade to all IST supported units.

If you are in a faculty or unit that is not supported by central IST, please contact your department's IT administrator to find out when your area will be upgraded to the latest Office desktop apps.

Microsoft 365 Apps are integrated with OneDrive and Teams so you can access, share and co-author documents easily from wherever you are.

The new Microsoft Office apps enable you to: 

  • Work collaboratively with your colleagues across all your devices 
  • Access the very latest version of your documents - all the time 
  • Collaborate on the most recent versions of Word, Excel, PowerPoint, Outlook, OneNote, Sway, and Publisher – to create impactful content together with your teams 

As an added bonus, you don't have to wait for the automatic update to start using the new Office apps. Follow the instructions above to install Office 365 on your UM-owned computer today!

April 13, 2021 - Save your OneDrive files and folders before you graduate!

Graduating students who are leaving the university will lose access to their Microsoft 365 applications and storage after graduation. Save your important files and folders today! For more information visit Graduating students and Microsoft 365.

March 23, 2021 - New file request feature in OneDrive

With the new file request feature in OneDrive, you can choose or create a folder where others can upload files using a link that you send them.

January 22, 2021-Students - Move your OneDrive files to your new OneDrive folder before April 16, 2021

Last August, all students were moved to the same UM Microsoft environment as UM faculty, staff and researchers to enable collaboration.The move included student email but did not include your OneDrive folders. 

All students also have access to a new OneDrive folder.

Please download any OneDrive files you want to keep and move them to your new OneDrive folder BEFORE the end of this academic term.

How to access your new OneDrive folder:

  1. Navigate to http://portal.office.com
  2. Sign in using UMnetID@myumanitoba.ca and your password.
  3. Select OneDrive.
  4. Upload files you want to keep to your new OneDrive. (MS Stream video)

How to access your old OneDrive folder and download your files:

  1. Navigate to http://portal.office.com
  2. Sign in using UMnetID@myumanitoba.onmicrosoft.com and your password.
  3. Select OneDrive.
  4. Download files and folders from OneDrive. (Microsoft.com)

Please feel free to contact the IST Service Desk at 204-474-8600 if you any trouble moving your files.

December 10, 2020 - All staff and faculty licensed to use Microsoft 365

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.

October 28, 2020 - UM digital backgrounds for Teams

New University of Manitoba virtual backgrounds for Teams are now available! Find the backgrounds and instructions to install them on our Teams page.

September 15, 2020 - Data Sharing and Storage Guidelines quick reference sheet

The University of Manitoba community Data Sharing and Storage Guidelines are now available.

September 4, 2020 - All student email messages now availalbe in @myumanitoba.ca mailbox

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:

  1. Visit http://portal.office.com (or http://365.myumanitoba.ca).
  2. Sign-in using your UMnetID@myumanitoba.ca email address and password.
  3. Select Outlook.

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

August 31, 2020 (Updated September 16, 2020) - Answers to questions about recent changes in student email

Questions from students

How do I access my old and new mailoxes?

To access your new mailbox:

  1. Visit http://portal.office.com (or http://365.myumanitoba.ca).
  2. Sign in using your UMnetID [at] myumanitoba [dot] ca email address and password.

To access your old mailbox (for students who are not currently enrolled in classes and alumni only):

  1. Visit https://portal.office.com.
  2. Sign in using UMnetID [at] myumanitoba [dot] onmicrosoft [dot] com and your password.
  3. Select Outlook.

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.

 

Questions from staff and faculty

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.

Migrating to Microsoft 365

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.

The migration processes

Each migration journey will include:

  1. IST providing you with a license that is tied to your firstname.lastname@umanitoba.ca email address.  
  2. Your umanitoba.ca email, calendar, tasks, notes and contacts migrated to a UM Microsoft cloud service located in Canada. 
  3. Depending on the type of license assigned to you, Microsoft Office 365 may be installed on your computer. Information Services and Technology (IST) or your faculty /unit IT will provide you with instructions on how to install Microsoft 365 Apps on your device.

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.

The migration schedule

All mail migrations have been completed.

Faculties/Units that have already been migrated

  • Internal Medicine
  • Functional accounts
  • CHS and Ongomiizwin
  • Radiology, Rady Fac. of Health Sciences, Respiratory Therapy, Surgery
  • Occupational Therapy, Ophthalmology, Pathology, Pediatrics and Child Health, Pharmacology and Therapeutics, Physical Therapy, Physiology and Pathophysiology, Preventive Dental Science, Psychiatry, Rehabilitation Sciences
  • Max Rady College of Medicine; Medical Education; Medical Microbiology; Obs, Gyn and Reprod Sciences
  • Family Medicine, Human Anatomy and Cell Science, Immunology
  • Anesthesia, Biochem and Medical Genetics, Central Animal Care Services, Clinical Health Psychology, Emergency Medicine
  • Science
  • Student Engagement and Success (Career Services)
  • MCHP
  • Asper
  • Finance, Student Engagement and Success (rest of Career Services)
  • CHRIM
  • Dentistry
  • FKRM, VP Admin - Sustainability
  • Registrars Office (Group 2)
  • NRI and Environment users that were missed
  • Ancillary (Residences)
  • Registrars Office (Group 1)
  • Student Support
  • MCHP IT team
  • Student Engagement and Success (ARTS 1110, Academic Learning Centre, Executive Director's Office, some U1/FYC)
  • Ancillary (Parking, Pharmacy, Central Services)
  • Law
  • Chiamaka Kalu-Uche
  • Student Engagement and Success (rest of U1/First Year Centre Student Life, Community Engaged Learning)
  • Ancillary (Bookstore)
  • Provost Office
  • Ancillary (IT Staff)
  • Physical Plant
  • Faculty of Agricultural & Food Sciences
  • Libraries
  • Admissions
  • Extended Education
  • Faculty of Arts (remaining)
  • Financial Aid and Awards
  • The English Language Centre
  • Office of VP Research & International (VPRI)
  • Student Recruitment
  • Enrolment Services
  • Campus Planning
  • Smartpark
  • Sustainability
  • External Relations
  • President's Office
  • Audit Services
  • Risk Management/EHSO
  • University Secretary
  • Faculty of Science (all except CS and Physics)
  • St. Andrew's College
  • St. Paul's College
  • Faculty of Social Work
  • St John's College
  • Faculty of Arts (Women’s Studies, Labour Studies, the Institute for Humanities, CCWOC, Icelandic, Asian Studies, Linguistics, German & Slavic, Classics, the Language Centre, Philosophy, and French, Spanish & Italian)
  • Faculty of Graduate Studies
  • Faculty of Education
  • Department of Psychology
  • Office of Fair Practices and Legal Affairs
  • College of Pharmacy
  • Human Resources
  • Faculty of Nursing
  • Faculty of Engineering
  • School of Music
  • School of Fine Art
  • Riddell Environment
  • Faculty of Architecture
  • Office of the VP Indigenous
  • The Centre
  • Office of Institutional Analysis

 

Post-migration checklist

After your migration, follow these steps to log in to your Microsoft 365 account and check your email messages.

1. Sign-in to Microsoft 365

Your first step will be to sign into the Office 365 portal.  Completing this step will verify that your license was correctly provisioned.

  1. Open a web-browser on your device and navigate to http://portal.office.com
  2. Sign-in using your UM email address and password.  The Office 365 home page will open and display your most recently used applications and documents.
  3. To launch any application not displayed on the Home page, click on the "Waffle" in the top-left corner of the page. This is the App launcher icon.

2. Access your email in Outlook on your desktop and mobile devices

Windows

  1. After your account is migrated, you MAY see a pop-up message in your desktop version of Outlook that reads, “The Microsoft administrator has made a change that requires you to quit and restart Outlook”. If you do not see this message, and new email is still not coming into your mailbox, please quit and restart Outlook.
  2. If you are prompted for credentials when opening Outlook, use your email address and regular email password.

Macs

All users of Apple devices will need to remove and re-add your accounts as part of this migration.

See detailed instructions for removing and re-adding your Microsoft 365 email account on Apple devices in the IST Service Catalogue or download the instructions in PDF format.

    Mobile devices

    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. 

    3. Check your messages

    Junk folder

    Some legitimate email may go to your junk folder. Check your junk folder often and mark items you want to keep as ‘not junk’.

    Missing messages

    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:

    1. In Outlook, select File, then select Account Settings to open the Account Settings drop-down menu.
    2. Choose Account Settings again.
    3. Select your umanitoba.ca account and select Change.
    4. Set a new limit and click Next
    5. You will receive a message that your account has been successfully updated. Select Done.

    Contact the Service Desk (204-474-8600) for assistance on restoring any other missing email messages.

    Missing mailboxes

    If any of your shared mailboxes are missing, please try re-adding the mailbox through Outlook using the mailbox address. If you encounter any difficulties, please contact the Service Desk.

    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. 

    Delegated accounts

    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. 

    4. Review and update your email rules

    You may have to recreate any email rules. 

    5. Install the Outlook Mobile app

    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.

    6. (Optional) Install Microsoft Teams on your desktop

    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.

    7. Install Microsoft 365 Apps for Enterprise

    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.

    Install Office on your UM-owned Windows computer

    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.

    1. If you are working remotely, connect to the UM network using VPN (Pulse Secure).
    2. In Software Center (click start, type Software Center in the search bar), Office 365 ProPlus 64-bit application should be present with the option to Install (runs the installer immediately). If you currently have any Microsoft office products running you will receive a prompt to close Microsoft apps.
    3. Click Continue to close the respected applications and the install will continue.
    4. The install usually takes around 20 minutes to complete and is fully automated. Once completed, you will see a window confirming that Office 365 is installed.

    Install Office on your UM-owned Mac computer

    Please follow the instructions below if your Mac is supported by Information Services and Technology (IST).

    If you have Administrator access to your Mac, you can install Office 365 apps yourself. If you do not have Administrator access, please contact the IST Service Desk at 204-474-8600.

    1. Log into https://portal.office.com using your UM email address and password.
    2. From the Microsoft 365 home page select Install Office (if you do not see that option, go to aka.ms/office-install).
    3. Select Office 365 apps to begin the download and installation.

    Install Office on a Personal Computer

    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.

    8. Review the university’s guidelines for data storage and file sharing

    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.

    Data Sharing and Storage Guidelines – Quick Reference (PDF)

    Security

    Microsoft 365 Education for University of Manitoba is hosted in Canada.

    The Microsoft 365 service for the University of Manitoba is hosted in Toronto and Quebec City, Canada, in Microsoft’s data centres.

    The connection between your computer and the cloud server is secure.

    Outlook supports SSL encryption to secure your connection, and the web mail client uses https to secure your connection.

    Password Protection

    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.

    Secure Data Handling in the Cloud

    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 Security Controls

    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.

    Self-paced learning

    Applications and Services

    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.

    A separate license is required to use MS Project and Visio. Compare Project Management Solutions and Costs and/or Compare Visio versions and features to decide which version of each product fits your requirements. Use the Request a Microsoft 365 product process to order your license(s).

    Contact the Service Desk

    Contact Microsoft 365 dedicated support staff at the Service Desk to get answers to your migration questions quickly.

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