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Office 365 FAQ
The Office 365 Implementation Team updates these Frequently Asked Questions regularly. If your question is not answered here, please e-mail the IT Help Desk.
Printable version of the Frequently Asked Questions
Here at UMB, Office 365 is actually three separate products and/or services.
- Office 365 for Education is a set of cloud-based productivity and collaboration tools such as Exchange Online, SharePoint, OneDrive for Business, Skype for Business, Office Online.
- Office Online is a collection of the browser-based, limited functionality editions of Word, Excel, PowerPoint and OneNote. With Office Online you can easily access OneDrive for Business and SharePoint documents through most web browsers. Office Online allows for collaboration and simultaneous editing of documents between multiple individuals.
- Office 365 ProPlus is full-featured productivity software including Word, PowerPoint, Excel, Outlook, OneNote, Publisher, Access and Skype for Business that is installed locally on your desktop or laptop computer. As a current UMB faculty or staff member, you can install these applications on up to five of your personal devices.
Our goal is to work with each school to migrate existing faculty and staff mailboxes from our on premise e-mail systems to Office 365. We will be working with school/department IT administrators over several months on this migration. When that portion of the project is complete, you will have mobile email and calendaring with 50GB of storage.
No. The current Office 365 Project only includes UMB faculty and staff at this time.
SharePoint Online and Microsoft Groups for Office 365 are currently not available for use. CITS is currently working on the security framework and automating processes to aid in expediting the workflow for requesting and establishing the appropriate feature. Users will be notified by their IT Support staff when these features are available for use.
Office 2013/2016 is the suite of Microsoft Office applications that is installed directly to your campus desktop/laptop in your office here at UMB. Office 365 ProPlus is the same suite of applications but available for you to install on your personal computers, tablets and smartphones (up to five devices).
Yes. First, log into Office 365. Then, click on your avatar in the very upper right corner of the screen. Click View Account, then click Install Status. You will see how many licenses are currently in use for your account and which device the licenses are installed.
Log into Office 365. Then, click on your avatar in the very upper right corner of the screen. Click View Account, then click Install Status. Each device you have Office 365 ProPlus installed is listed. To free up a license form one of these devices, click Deactivate.
No. Desktop and laptop computers owned and maintained by UMB will continue to use the full office suite. Most schools and departments are in the process of upgrading to 2013. Some will move directly to 2016. These campus workstations will continue to receive patches, updates and upgrades through each school/department IT group in which it resides.
You do not need to do anything with your office workstation. Office 2013/2016 will be installed on your UMB computer by your school/department IT group. They manage the installation, upgrade, and management of that software and access to the Office 365 cloud based services.
No. You do not need both. Your IT administrator installs the Office 2013/2016 suite on your campus workstation. You have the choice to use Office 365 ProPlus, free of charge, through UMB’s licensing on your personal computers, tablets and smart phones (up to five devices).
CITS is currently deploying many of the services of Office 365 such as Skype for Business and OneDrive to the Central Administration and the Academic Affairs offices. Office 365 is available to the campus at large, your IT administrators will communicate with you about their plan for implementation.
We're glad you asked! Logging in couldn't be more simple. Simply visit http://portal.office.com and log in with your UMB issued e-mail address and MyUMB password. From here you will be able to access all of the online resources your IT administrators have made available to you.
OneDrive for Business is 1 TB of personal, web-based file storage for faculty and staff, similar to services such as DropBox and Google Drive. OneDrive for Business allows for easy download, upload, editing and even sharing of files.
Since it is easy to lose track of which documents are shared, CITS recommends that faculty and staff limit their sharing to specific folders or files that they will remember are shared, and that they limit sharing to individuals or smaller groups of people. CITS also recommends sharing with read-only permissions instead of edit permissions when reasonable. However, if you need to collaborate on many documents and you would like to consider adding other collaborative functionality such as discussion topics, then a SharePoint site might be better suited for your needs.
First, sensitive data (e.g., confidential information, SSNs, patient information, credit card numbers) should never be stored on OneDrive or any local drives. OneDrive is designed for documents you would like to have access to from anywhere, on any of your devices. One popular way is to store documents such as presentations or spreadsheets you worked on in your office but may need to reference or present at a meeting across campus.
OneDrive provides versioning of files and a "recycle bin" for deleted files. The OneDrive web interface offers a recycle bin which keeps deleted files for 90 days before removing them permanently. If a file has been modified, it's also possible to access the previous version of the file by viewing its version history.
CITS has no capability to recover/restore files deleted in OneDrive.
OneDrive is Microsoft’s free, cloud-based service providing 5GB of file storage. It is not supported by CITS or your school/department IT administrators. OneDrive for Business is licensed through UMB and provides 1TB of storage. Most applications that allow users to connect to their files will clearly distinguish between "OneDrive" and "OneDrive for Business." For those who have a personal OneDrive, this is where they may store their personal files. All faculty and staff who use OneDrive for Business may store their professional work files on here.
First, let’s understand how OneDrive works. OneDrive is a separate storage location from your computer hard drive and your network drives. Think of it as yet another network drive that is off-site. You can move files from your hard drive or network drive to your OneDrive and back again whenever you wish, though if you intend to access files from multiple devices such as your work computer, your home computer and maybe a mobile device or two, it is best to just store those files on OneDrive so it can be accessed from wherever you are. As long as you are logged into your work computer or the Office 365 portal when you are away from campus you will be logged into the very same storage location and be able to modify these documents in real time. No synchronization is required because you are always accessing the current copy of your files stored in the same location.
Syncing documents to OneDrive is different. If you need to work on documents stored in OneDrive when you do not have access to the Internet (such as working with a laptop on an airplane, in a hotel with no internet access) then you can download the OneDrive sync client to copy OneDrive files to your local device (such as a laptop or tablet) before you disconnect from the internet. You can work on the file offline and when you reconnect to the internet, the OneDrive sync application will update the file to your OneDrive to reflect the current changes. However in this day of always connected, all of the time, this capability will be utilized less often than you may think.
Perhaps so. Microsoft has supplied two documents that explain blocked file types and character restrictions. If you think that your file is being blocked because of these restrictions then you should view these documents: Blocked Files and Invalid characters in file or folder names or invalid types in OneDrive for Business.
Skype For Business Questions
Skype for Business is an online meeting, messaging and collaboration application. You may already be familiar with similar teleconferencing applications such as WebEx, Blackboard Collaborate or Adobe Connect. Skype for Business is fully integrated with the Microsoft Office suite of applications, making it easy to schedule online meeting through Outlook.
Up to 250 people can participate simultaneously in an online meeting.
Yes! As a meeting presenter you can invite additional participants, ad hoc. To do so:
- Click on the Participants panel
- Click the Invite More People button
- Choose a contact within your list or search for a contact by typing their name in a search bar
Note: If the person you are inviting does not have Skype for Business actively running on their workstation they will not see a pop-up invitation. In this case, it is best to contact them by telephone or email directly.
More information can be found on page 2 of the Skype for Business QuickGuide - Running a Meeting in Skype for Business on our Training Resources page.
Aside from online videoconferencing, Skype for Business has a built-in Instant Messaging tool. You can send quick text-based messages to one person or start a text-based conversation with multiple people.
Yes! Skype for Business has a built-in whiteboard where you can share files, your desktop, a PowerPoint presentation and even other applications.
Skype for Business utilizes Voice Over Internet Protocol (VOIP) technology. In order to hear and be heard in a meeting, participants will need a headset with a built-in microphone. Skype for Business does not have telephony services (the ability to “dial in” via a telephone) at this time. Participants who wish to participate in a video conference with others will need a webcam device.
Currently, Lync for Mac 2011 is the application available for Macintosh/Apple computers. Skype for Business for Mac is scheduled to be released later in 2016.
That depends. Blackboard Collaborate integrates some education-specific features such as breakout rooms, polling, quizzes, non-verbal communication (raise hand, green checks/red X, emoticons) that are not featured in Skype for Business. If you are currently using Blackboard Collaborate and its integration with your Blackboard Learn courses, there is very little need to switch at this time.
If you are using Blackboard Collaborate outside of Blackboard Learn for video conferencing and you require your participants have the flexibility to use VOIP and telephony (dial into a teleconference via telephone), then you may need to continue to use Blackboard Collaborate. Skype for Business does not have any telephony capabilities at this time.
However, if you would like to use a simple and easy to use application to connect with colleagues that integrates seamlessly with Microsoft Outlook, utilizes built-in Instant Messaging and you do not require all of the teaching and learning tools built into Blackboard Collaborate, then Skype for Business will most likely suit your needs.
Outlook 2013 has more robust integration with the other Microsoft Office Suite applications. Scheduling a Skype for Business meeting with colleagues is seamlessly integrated, making it as simple as creating an appointment in your calendar. Want to know what the weather will be like for that meeting you will need to attend across campus? Outlook has a built-in weather widget in the Calendar. Often used tasks such as viewing unread messages and searching messages is right at the top of the message list pane. Outlook will even help keep you on task by filtering low-priority e-mail from your most important e-mail with Clutter.
Clutter is Microsoft Outlook’s smart filter for email. By learning your work and email habits, Outlook places your low-priority e-mail, i.e. messages you are likely to ignore, into a separate folder for you to peruse separately. You can help to ‘train’ Clutter by marking your low-priority e-mails as clutter, making it a more efficient tool for you over time.
You can turn off the Clutter feature. You are not required to keep it enabled. We have supplied instructions on how you can turn off this feature by visiting this link: Turn off Clutter in Outlook.
Yes, it is now called Outlook 365 Webmail. You access Outlook webmail through the Office 365 Portal.
Outlook Online does not have a built-in spell check feature. Spell Check is browser-dependent and your choice of internet browser will determine what spell check capabilities you have in Outlook Online. Most browsers will indicate a misspelled word by underlining it with a jagged red line. Right-clicking the word will usually present word choices to consider.