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Moving to Microsoft 365

Learning and development

What is Microsoft 365?

Microsoft 365 is the new suite of software that we are rolling out across the council. This is to replace the current Microsoft software that you'll already be familiar with. We will also be replacing Lotus Notes email with Microsoft Outlook. The software includes:

  • Outlook email
  • Word
  • Excel
  • PowerPoint
  • Teams (We've already rolled this out with limited functionality. We'll be adding more features in the next release.)

Why are we using Microsoft 365?

Moving over to Microsoft 365 is part of the council's commitment to providing a modern workplace for a modern workforce. There are 3 main reasons why we are migrating to Microsoft 365:

  • Microsoft 365 will allow the council to be as effective and efficient an organisation as possible in the delivery of services for residents, businesses and communities.
  • Using these new technologies will allow the council to work in a more collaborative and secure way, helping us work together and securely with colleagues and external parties.
  • As was seen earlier this year with the rollout of Microsoft Teams, the technology allows the council to respond to ever changing circumstances, such as those presented by the COVID-19 pandemic.

When will we be able to start using Microsoft 365?

The migration over to Microsoft 365 includes 3 main installation phases as shown below. By installing it bit by bit, we can make sure you get the right training and support you need, when you need it:

Phase 1 - Outlook email

You'll be given access to Outlook email during Phase 1 of the migration. This will replace your Lotus Notes email software.

In September, all staff will be divided into groups from A-Z so that we can migrate your email account to Outlook in managable batches.

When IT are ready to move you to Outlook, we will contact you via email through our GovDelivery system. The email will come from eastridingcouncil@public.govdelivery.com and is not a spam email. This is an important email with instructions on how and when you will be moved to Outlook, and will provide links to essential support and learning guides.

Please do not contact the service desk to request your date, you will be provided with this individually when it is your turn.

New to using Outlook?

Many of you may use Outlook email at home. If you haven't, don't worry, we're here to help.

Here's some answers to common questions you may be asking.

Migration to Outlook

Will my email address stay the same?

Yes, your email address will stay the same.

Will I still have access to Sametime?

No, Sametime is part of the Lotus Notes program so will no longer be available. We advise you to use Teams for communicating with your colleagues.

Will my emails be moved from Lotus Notes to Outlook?

Yes, the last 90 days worth of emails (your current inbox) and calendar entries will be transferred from Lotus Notes to Outlook. Your archive will be transferred at a later date.

Help will be provided once you have been invited to start using Outlook.

Will my email mailbox quota be increased in Outlook?

Email quotas will be increased when you are migrated to Outlook. You shouldn't need to request any additional capacity.

How quickly will my archives be migrated over to Outlook?

Your archives will be migrated at a later date. We will provide you with further information about timescales shortly.

Will my Lotus Notes folders be moved to Outlook?

Yes, all the folders you had set up in Lotus Notes will be available to you in Outlook.

Will the contacts I have set up in Lotus Notes be migrated over?

Yes, all personal contact lists that you have set up in Lotus Notes will be transferred to Outlook.

Will shared mailboxes be migrated to Outlook?

Yes, shared mailboxes will be moved to Outlook later in the year and will still be accessible in Lotus Notes until then. Keep checking back for further updates.

Will my stationery/templates be migrated to Outlook?

We are currently producing guidance around this that will be available shortly.

Guidance and support

Will you help me learn how to use Outlook?

We'll provide you with the support and training you need to help you get to grips with all of the new applications we're rolling out. The training programs have been tailored to make the transition a smoother process for everyone.

Once Outlook is available to use on your computer, you will:

  • get access to the learning portal
  • be invited to an expert led webinar via email (this email will come from m365.webinar@eastriding.gov.uk)
  • have access to custom user guides
  • complete a skills path assessment covering the basic functionality of Outlook in comparison to Lotus Notes.
Learning portal

You will be given access to the learning portal for a 3 week period once your computer has been updated to Outlook. You'll receive an email from eastriding.m365.training@eastriding.gov.uk with instructions on how to access the portal. This will be sent the week before your email is moved to Outlook.

Please note: You will be given access to the learning portal again to help you when Office is installed in Phase 3.

The learning portal has a variety of learning resources and materials including:

Expert led webinars

These webinars will show you how to access the learning portal and how to navigate around the system.

Custom user guide

This explains how to use and navigate around Outlook that you can refer to.

Skills path assessment

For the purpose of our migration, you will be presented with a predefined skills path with short, easy to understand information showing you how to use the applications you will need. This will build on what is covered in the expert led webinars.

How will I set up a new email signature?

This will be covered in your Outlook webinar. We have also created a corporate email signature user guide which shows you how to set this up in Outlook.

Calendars and meetings

How will I book meetings if some staff are on Outlook and some on Lotus Notes?

You will be able to invite someone to a meeting just like you do now, no matter what system you're both using. You can check to see if they are available at the time you'd like to set the meeting.

Help will be provided once you have been invited to start using Outlook.

Can I create a Teams meeting invite when I have Outlook?

Yes, but more help will be provided once you have been invited to start using Outlook.

Can I access my line manager's calendar in Outlook to book and amend entries on their behalf?

Yes, this will be covered in the Outlook webinar that you attend and in the learning portal.

Corporate and personal devices

Will I still be able to access emails on my corporate iPhone or iPad?

Yes, once you have been moved to Outlook, you will be able to use the Outlook app installed on your corporate iPhone or iPad instead of the current email app you are using.

You will need to set this up by entering your email address and Windows/network password into the Outlook app to access your emails.

Will I be able to use Outlook on my personal device?

Yes, we will provide you with further guidance shortly.

Your Outlook question not answered?

More information will be added to this page on a regular basis as the migration begins. Please keep checking back for more useful updates.

In the meantime, you can:

  • Fill in our short form below if you have a question we haven't answered:
  • Ask a question about Outlook

    (Please check back in a few days to see if your question has been answered in the FAQs above.)

  • Wait to be sent your email from IT inviting you to begin using Outlook. This email will give you access to the Learning Portal where you will find all the help and support you will need.

Please do not contact the IT Service Desk with your queries.

Phase 2 - Teams

More functionality will be added to Teams during Phase 2 of the migration.

Because Microsoft Teams was rolled out quickly to assist with working from home during this pandemic period, the version we made available had limited functionality.

In this phase, we will release some of the extra functionality available, such as the ability to:

  • share files securely
  • collaborate on documents

We will add more information about this phase nearer the time.

Phase 3 - Office

Your Office software will be replaced during Phase 3 of the migration.

In this phase, due in 2021, we will update Office so you can benefit from the latest versions of Word, Excel and PowerPoint.

We will add more information about this phase nearer the time.

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