Welcome to Microsoft 365

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. 

• July 6 – Build Your Skills with Microsoft Teams
• July 7 – Share Files in Microsoft365
• July 8 – Microsoft Teams Advanced
• July 9 – Using Microsoft Bookings

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!

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.

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.

•  Read more in UM Today

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.

All staff and faculty are now licensed to use Microsoft 365. Staff and faculty have access to:

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:

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

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.

• Internal Medicine
• Functional accounts
• CHS and Ongomiizwin
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• 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
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• University Secretary
• Faculty of Science (all except CS and Physics)
• St. Andrew's College
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• 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
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• College of Pharmacy
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• Faculty of Nursing
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• School of Music
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• Riddell Environment
• Faculty of Architecture
• Office of the VP Indigenous
• The Centre
• Office of Institutional Analysis

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.

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.

• Set up Office apps and email on a 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. 

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’.

• How to mark Junk folder items

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. 

You may have to recreate any email rules. 

• Manage email messages by using 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.

• Set up Office apps and email on a mobile 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. 

• Download Teams

 Administrative access may be required to install the software.

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:

• Download and install or reinstall Office 365 on a PC or Mac

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.

Data Sharing and Storage Guidelines – Quick Reference (PDF)

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.