Department of Defense Education Activity

Microsoft 365: Phase 2

Microsoft_Office365_logoPhase 2 of the Microsoft 365 implementation has two steps:

1. Microsoft Office 365 Installed Apps Upgrade: All government-issued computers should have Office 365 installed. If not, install the latest Microsoft Office Apps. A new version of Outlook is included with Office 365. However, you will not have online access to Outlook email and calendar until Step 2 (Outlook Online/Exchange Migration). Learn more about the Applications & Services and see details of what's new in Microsoft apps.

Microsoft 365 web mail2. Outlook Online Access (Exchange Online): DoDEA IT will move staff Outlook mailbox to Microsoft Exchange online servers. 

  • Access your email and calendar online at https://outlook.office.com using your Microsoft 365 account.
  • View your Calendar within Microsoft Teams.

There are a few notable differences with how Outlook works when email is migrated to online servers. If you are the owner of a public folder that's currently being used, a shared calendar or use a shared mailbox [or distribution list], submit an IT Service Request (ITSR) through the Global Service Desk so IT can assist in a smooth transition. 

Microsoft Office 365 Desktop Apps

Most staff have already installed Microsoft 365 desktop apps (Outlook, Word, PowerPoint, Excel, OneNote, Publisher). 

The Outlook desktop application upgrade does not provide online Outlook email access nor the Calendar function within Microsoft Teams. Online access to email from https://outlook.office.com and the calendar app within Teams will only be available after DoDEA IT migrates the Outlook mailbox to the online servers. 

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There are two options for upgrading your installed Microsoft Office desktop applications such as Outlook, Word, Excel, PowerPoint, Publisher, etc.

  • Self-Service Installation provides you the most flexibility to install the applications when it is most convenient for you. Self-service installation became available in January 2021.
     
  • Automatic Installation involves DoDEA IT pushing the installation to your government-issued computer after normal duty hours for your location. Staff who have not installed the upgraded Office 365 apps will have the applications automatically installed. 

Important: Close all Microsoft applications - including Outlook - prior to starting the installation. Leave your computer powered on and connected to the DoDEA network until the installation completes. (If you are working from home, please ensure your computer is connected to the VPN).

The Office 365 applications should install within 30 minutes (but may take longer depending on the internet connection). After the installation has completed, verify that all of your Office 365 office apps are functioning and that you can still send and receive email. You may need to recreate your icon shortcuts if you have the Office 2013 apps saved to your desktop or taskbar. Some older Microsoft products - such as Project, Visio, etc. may need to be reinstalled.

If you encounter any problems during any part of the installation, please submit an IT service request (ITSR) through the Global Service Desk

Target Dates
  • Above-School Level:
    • January 4-18: Installation using Software Center
    • January 19 (after hours): Installation pushed to computer by DoDEA IT
  • DoDEA Champions
  • School Level: 
    • February 1-16: Self-Service Installation using Software Center (Projected Completion: March 2021)
    • February 16 (after hours): Automatic Installation 
Considerations and Next Steps

The Office 365 desktop installation does NOT change your Outlook email access online or within Teams. Your Outlook email will not be available through the Microsoft Portal until you complete the Exchange/Outlook Online step.

After the installation has completed, verify that all of your Office 365 office apps are functioning and that you can still send and receive email. You may need to recreate your icon shortcuts if you have the Office 2013 apps saved to your desktop or taskbar.

Report any problems with your installation to the Global Service Desk.

Outlook Online Access via Microsoft Exchange

DoDEA IT will migrate Outlook information to Exchange online service by division and location. The process will be largely behind the scenes. When your Outlook is migrated, you'll have online access to your work email, calendar and tasks through the Microsoft Portal. This will also allow you to create, view and join meetings directly from the Calendar within Microsoft Teams. 

  • In order to have your Outlook email migrated for online access, you must setup your Microsoft 365 account for multi-factor authentication (MFA).
  • To prevent or minimize negative impact after your email is migrated, be sure Office 365 is installed and review the considerations and steps that you should take if you use shared resources or public folders.

Outlook Migration Considerations & Next Steps

Shared mailboxes, shared calendars, and public folders will not be automatically moved or available with the Outlook migration.

If you are the owner of a public folder that's currently being used, a shared calendar or use a shared mailbox, submit an IT Service Request (ITSR) through the Global Service Desk so IT can assist in evaluating when to migrate shared mailboxes or determine the best options to replace your existing public folders.  Provide as much information about your needs as possible. The considerations below can help you think about how you can move forward.

Public Folder: Shared Mailbox:

Public Folders will not be supported when DoDEA transitions to Microsoft 365 Exchange/Outlook Online.

  • Microsoft now provides better solutions for collaborating on documents and sharing calendars in a modern work environment.
  •  Public Folders currently being used primarily as a SHARED CALENDAR can be integrated into Teams, viewed in the new Office 365 Outlook application and the Outlook Web Portal.
  • Public Folders with non-calendar uses must be evaluated to identify the best solution in Microsoft 365 to support your need.

Existing shared mailboxes (and distribution lists) should only be moved after all users of the shared mailbox have been migrated to Microsoft 365 Exchange/Outlook Online.

  • Once the shared mailbox is migrated, it cannot be accessed by users who have not yet been migrated to Microsoft 365 Online.
  • If your email is migrated to Microsoft 365 Online before the shared mailbox, you can still access it manually by adding the pre-migrated shared mailboxes. Contact the Global Service Desk for assistance with this. 

 

Contact IT Customer Support Services for additional support (VPN & CAC required).
Contact: Nicole McNealy, IT Communications, for questions about this page
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