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Phase 2 - Office 365

You will be given access to Office 365 during phase 2 of the migration. This will replace Microsoft Office 2013 and 2016.

This means that you will have an updated version of Word, Excel, PowerPoint and Access available to use with a number of new features. The client version of Outlook will also be available as part of this phase, providing greater functionality than the initial web version you were moved to during phase 1 of the rollout. However, you can continue to use the web version, if you'd prefer. As well as everyone across the council having the same version of Office for the first time, you will also be able to:

  • collaborate online with others in real time
  • edit and view changes to shared documents at the same time as your colleagues, who have the correct permissions
  • share documents easier by sending a link rather than an attachment
  • save files to OneDrive cloud storage so you can access files and make updates more quickly

Migration to Office 365

The rollout of Office 365 is scheduled to start in June and finish at the end of July.

Please note: If you haven't installed the new version of Office 365 by the end of July, this will be automatically installed.

Upgrade process

Step 1 - Select a time to install the upgrade

When it is your turn to be upgraded a pop-up message will appear on your screen to let you know the new version is available to you. Make sure that any work you have open is saved before you start the install. You will have the option to either install and apply the changes:

  • 'Right now (recommended)'
  • 'Outside my business hours' - installation takes place outside the hours of 8am to 5pm
  • 'Snooze and remind me' - allows you to set a time to be reminded about the update

Then select Ok.

Select upgrade time

Step 2 - Installation process

Office 365 should take about 30 minutes to install and will close your current version of Office. This screen will display during the installation.

You will be able to access all files in the new version of Office. During the update you will still be able to check and respond to your emails via the web version of Outlook.

Office installation in progress

Step 3 - After the installation

Once the installation has been completed, you will receive confirmation on your screen.

You will then be able to access Office 365 by selecting the start menu. You are now ready to open any existing documents and create new ones.

Office installation completed

Guidance and support

Will you help me learn how to use the new version of Office 365?

The majority of the new system will be similar to the previous version you had along with some new features. You can access help and support for the different products via the Microsoft support website links below.

Word help and learning

Excel help and learning

PowerPoint help and learning

Access help and learning

Outlook help and learning

Are the custom templates I set up in Office 2013 or 2016 available in Office 365?

Yes, they are available but not by default. You will need to open each Office program and follow the instructions on the Microsoft support - where are my custom templates page. You only need to do this once for each program.

How do I create a new template?

If you regularly create the same type of document such as a monthly report or presentation with a particular layout and design, you can create a standard template so it is set up for future use.

Follow the instructions on the Microsoft support - create a template page.

Your Office 365 question not answered?

If you have a question that isn't answered above, you may find the answer on the Microsoft support website.

We may add more questions to the page, as Office 365 is rolled out, that we think are useful for staff to know. Please keep checking back for more updates.

If you have a technical issue relating to the upgrade of Office 365 please contact the IT Service Desk.

Raise a technical query via the IT Service Desk

Please do not contact the Service Desk asking what date you will be moved to Office 365, as they are unable to provide this information.


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