Office 365 FAQ

The Office 365 Implementation Team updates these Frequently Asked Questions regularly. If your question is not answered here, please email the IT Help Desk.

General Questions

What is Office 365?

Here at UMB, Office 365 is a set of cloud-based productivity and collaboration tools including Outlook Online, Office Online, SharePoint, OneDrive for Business, and Skype for Business. 

  • 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 among multiple individuals.
  • Office Apps is available through the Office 365 portal. It is full-featured productivity software including Word, PowerPoint, Excel, Outlook, OneNote, and more 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.

What is the difference between Office 2013/2016 and Office Apps (via the Office 365 Portal)?

Office 2013/2016 is the suite of Microsoft Office applications that is installed directly to your campus desktop/laptop in your office at UMB. Office Apps is the same suite of applications but available for you to install on your personal computers, tablets, and smartphones (up to five devices).

Can I see how many of my five Office 365 ProPlus licenses I have used?

Yes. First, log into Office 365. Then, click on your avatar in the very upper right corner of the screen. Click My Account, then click Install Status. You will see how many licenses are in use for your account and on which devices the licenses are installed.

I bought a new laptop and I no longer use my old laptop. How can I free up the Office 365 ProPlus license from my old laptop to use on my new laptop?

Log into Office 365. Then, click on your avatar in the very upper right corner of the screen. Click My Account, then click Install Status. Each device you have Office Apps installed on is listed. To free up a license from one of these devices, click Deactivate.

Will Office 365 ProPlus replace Office 2013?

No. Desktop and laptop computers owned and maintained by UMB will continue to use the full Office suite. Most schools and departments have installed Office 2013 or 2016. These campus workstations will continue to receive patches, updates, and upgrades through each school/department IT group in which it resides.

How do I prepare my office computer at UMB for Office 365?

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. 

Do you need both Office 2013/2016 and Office 365?

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 smartphones (up to five devices).

How do I get Office 365?

CITS is 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.

This all sounds great! How do I log into Office 365?

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 email 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 Questions

What is OneDrive for Business?

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.

Can I share files from OneDrive?

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 would like to consider adding other collaborative functionality such as discussion topics, then a SharePoint site might be better suited for your needs.

Can someone recover files in OneDrive?

OneDrive provides versioning of files and a "recycle bin" for deleted files. The OneDrive web interface offers a recycle bin that 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.

What is the difference between OneDrive and OneDrive for Business? What if someone has a personal OneDrive using their UMB email address?

OneDrive is Microsoft’s free, cloud-based service providing 5 GB of file storage. It is not supported by CITS or your school/department IT administrators. OneDrive for Business is licensed through UMB and provides 1 TB 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.

How do I sync my files to OneDrive?

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 or in a hotel with no internet access), 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 being always connected, all of the time, this capability will be utilized less often than you might think.

I’m having trouble uploading a folder/file to OneDrive. Are there certain file types or characters within file names that are not able to be stored on OneDrive, SharePoint, etc.?

Perhaps so. Microsoft has supplied two documents that explain blocked file types and character restrictions. If you think your file is being blocked because of these restrictions, 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

What is Skype for Business?

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.

How many meeting participants can join a Skype for Business meeting?

Up to 250 people can participate simultaneously in an online meeting.

While participating in a Skype meeting already in progress, can I invite additional participants to join us in the meeting?

Yes! As a meeting presenter, you can invite additional participants, ad hoc. To do so:

  1. Click on the Participants panel
  2. Click the Invite More People button
  3. 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.

What else can I do with Skype for Business?

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. 

Can I share documents or applications with others?

Yes! Skype for Business has a built-in whiteboard where you can share files, your desktop, a PowerPoint presentation, and even other applications.

I want to have an online meeting in Skype for Business. Is there special equipment my participants and I need?

Skype for Business utilizes Voice Over Internet Protocol (VOIP) technology. 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 telephone) at this time. Participants who wish to participate in a video conference with others will need a webcam device.

Can I use Skype for Business on my Macintosh/Apple computer?

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.

I am using Blackboard Collaborate for my teleconference needs today. Should I switch to Skype for Business?

That depends. Blackboard Collaborate integrates some education-specific features such as breakout rooms, polling, quizzes, and non-verbal communication (raise hand, green checks/red X, emoticons) that are not featured in Skype for Business. If you are 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 to 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 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, Skype for Business most likely will suit your needs.

Outlook Questions

What new features can I expect in Office 2013?

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 email from your most important email with Clutter.

What is this Clutter folder in Outlook?

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.

I don’t like the Clutter folder. I find it annoying to me. What can I do?

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.

Do I still have Outlook Web Access (OWA)?

Yes, it is now called Outlook 365 Webmail. You access Outlook webmail through the Office 365 Portal.

How do I use the spell check in Outlook Online?

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 usually will present word choices to consider.