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School of Medicine Technology Services

SOMTech, Administrative and Academic Systems,
and Educational Technologies

SOMTech, Administrative and Academic Systems, and Educational Technologies

Microsoft Office 365

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Frequently Asked Questions

Pre-Migration FAQs

Will I receive a new e-mail address?
Yes, everyone migrating to the hospital’s Office365 will receive new physical addresses with the following format is: firstname.lastname@vcuhealth.org. Your @vcu.edu address will forward all new mail received to your new mailbox.
Will all of my old email migrate over to Office 365?
Approximately one year’s worth of email will be migrated. Email received prior to May 1, 2014 will not be migrated. Non-migrated Lotus Notes email will be archived and accessible through the Lotus Notes client.
Why can’t all email be migrated to Office 365?
Given the current bandwidth requirements to migrate email from Lotus Notes to the Health System and then to Office 365, it was determined that one year’s worth of email would be the most optimal..
I have both a VCU and VCUHS lotus Notes account. What will happen to my accounts.
We cannot merge both VCU and VCUHS Lotus Notes e-mail for our e-mail migration. As such your primary email account (the one you use the the most for day to day activities) will be migrated. On your scheduled migration date, your new e-mails for both accounts will be automatically  routed to your new Office365 e-mail account. We have identified an enterprise tool that can be purchased which will allow us to migrate your second email account to your Office365 account. Once we have purchased and confirmed that this tool does what we need it to do, we will schedule the second round of migration. This will most likely occur after the initial migration is completed.
Can my archived mail be migrated to my new Office 365 Account?
We currently do not have the tool in place to migrate your archive mail to your new Office365 account. We have been informed of 3rd party enterprise tools that can be used to help us migrate archive mail to your new email account. Once we have purchased and confirmed that this tool does what we need it to do, we will schedule the second round of migration where we will migrate your archived e-mails. This will most likely occur after the initial migration is completed.
How do I get Outlook on my computer?
As part of the email migration, all School of Medicine managed computers will receive the Microsoft Office 2013 productivity suite. SOMTech will be using LANDesk to coordinate the automatic removal of the current Office suite on your computer so Office 2013 with Outlook can be installed. An email detailing the upgrade process along with what to expect and upgrade dates will be distributed to all faculty and staff.
Will I lose any e-mail during this migration?
You will not lose any e-mail with tis migration.  Your VCU Lotus Notes will be intact.  As part of the migration process, we will be replicating your e-mail database to the hospital, where it will be migrated to Office365.  Please note we will only migrate approximately one years’ worth of e-mail  ( all mail after May 1, 2014).  All mail prior to May 1, 2014 will be archived and accessible via the Lotus Notes client.  Directions to access archive mail can be found by accessing the following url: http://www.ts.vcu.edu/askit/email/lotus-notes-at-vcu/archiving/archiving/

We realize there will be faculty and staff that will require their archive mail to be migrated as well.  We have been working with both the VCU and VCUHS e-mail team to evaluate an enterprise tool to help us migrate archive messages.  Once we are able to procure and validate the tool, to ensure it does exactly what we want it to do, we will schedule a second round of migrations to migrate archive mail.
How do I manually replicate/sync my Lotus Notes contacts?
If you used the Lotus Notes client to manage your contacts, it's important to make sure that they are synced to the server so that they will be copied over to your Office 365 account when it's migrated. You may have also be given a message to "manually run replication to ensure all desired contacts are synchronized to your mail file before migration." To manually run replication, please follow the steps on the following page:
http://www.ts.vcu.edu/askit/email/lotus-notes-at-vcu/contacts-personal-address-book/synchronizing-your-personal-address-book/

You can stop once you get to the instructions on how to "set a schedule for replication triggers".
What if I already have a Google account or if I am a student?
Your Google account will not be migrated. However, an account will be provisioned for you so that you can maintain collaboration with the necessary individuals. For full-time employees, your @vcu.edu account will be redirected to your @vcuhealth.org account. For full-time students, your @vcu.edu account will continue to redirect to your @mymail.vcu.edu account.

Post-Migration FAQs

How do I prevent Outlook from automatically sending my email to my Junk Email folder?
You may have noticed that some of your email skips your Inbox and ends up in a folder named "Junk Email" in Office 365's Outlook. The intention of this is to prevent "junk mail" from landing in your inbox your inbox. Both VCU and VCU Health have extensive SPAM filtering so this feature is not as beneficial as it could be and may cause confusion.

To disable this functionality, please follow the steps below. If you have any further questions, please email somsecurity@vcuhealth.org.
  • Step 1: Sign into Outlook via http://outlook.com/vcuhealth.org with your email address
  • Step 2: Click the gear icon in top right corner of Outlook email screen, located between the Alarm icon and Question mark icon, and select "Options" at the bottom of the drop-down menu
  • Step 3: Go to "Block or Allow" under "Accounts"
  • Step 4: Check "Don't move email to my Junk Email folder" and then click "Save".
Note: Taking these steps to disable this functionality will send all mail (both junk mail and regular mail) to the user's Inbox and the user will have to manually choose what email goes to" junk".
What is "Clutter" and how do I remove it?
You may have noticed that some of your email skips your inbox and ends up in a folder named "Clutter" in Office 365's Outlook. The intention of this is to reduce "cluttering" up your inbox with unnecessary email. Both VCU and VCU Health have extensive SPAM filtering so this feature is not as beneficial as it could be and may cause confusion.

To disable this functionality, please follow the steps below. If you have any further questions, please email somsecurity@vcuhealth.org.
  • Step 1: Sign into Outlook via outlook.com/vcuhealth.org with your email address
  • Step 2: Click the gear icon in top right corner of Outlook email screen, located between the Alarm icon and Question mark icon, and select "Options" at the bottom of the drop-down menu
  • Step 3: When the Mail Options screen appears, click on the left-side menu option called "Clutter" under "Automatic Processing"
  • Step 4: Uncheck the first checkbox option on the "Clutter" screen called "Separate items identified as clutter."
What should I do about my old Lotus Notes conenctions that I have setup?
Please remove all connections (both IMAP and Traveler) to your Lotus Notes email setup on your phone. Instructions for removing Traveler are available on our mobile page. IMAP connections setup on your personal and work devices should be disabled or removed. The Lotus Notes client can remain installed on your computer and will continue to work for the time being in case you need to reference your old account.
What do I do if I am missing email or calendar entries that should have been migrated when I start using Office 365?
It may take a day or two for all of the email and calendar entries to be migrated over. If you do not see what you expect on the first day after your migration, please wait 48 hours and then submit an email to SOMOffice365@vcuhealth.org.
What do I do if I am still receiving email in my Lotus Notes account after I was supposed to be migrated to Office 365?
If there is a problem migrating your account to Office 365, your account may be postponed. You will likely receive an email letting you know this. Please email to SOMOffice365@vcuhealth.org if you are in this situation, but have not received any notification.
How can I access my archived Lotus Notes email?
Instructions for accessing archived Lotus Notes email are available here: http://www.ts.vcu.edu/askit/email/lotus-notes-at-vcu/archiving/archiving/
How do I access Office 365 on my mobile devices (phones, tablets, etc.)?
Instructions for accessing your Office 365 account on your iOS or Android device are available here.
Can my archived mail be migrated to my new Office 365 Account?
We currently do not have the tool in place to migrate your archive mail to your new Office365 account. We have been informed of 3rd party enterprise tools that can be used to help us migrate archive mail to your new email account. Once we have purchased and confirmed that this tool does what we need it to do, we will schedule the second round of migration where we will migrate your archived e-mails. This will most likely occur after the initial migration is completed.
How do I access my new Office 365 e-mail account?
You can access your Office 365 account in one of two ways on your computer. Instructions for accessing your account through the web and through Outlook are avaialble here.
Can I use a third-party email client like Thunderbird or Mac Mail?
Third-party email clients are not supported by SOMTech or VCUHS and in most circumstances will not work.
How do I share my calendar with someone else?
There are a few different options when sharing your calendar. This process can be setup in the Outlook client, but is more straight forward in Outlook Web Access. Have the person who is sharing th calendar log into http://outlook.com/vcuhealth.org and then follow these steps
How do I access a shared calendar in Outlook 2013?
Log into Outlook 2013 as the person who is trying to access someone else's calendar and follow these steps. The calendar must already be shared for this to work.
How do I add request read receipts to an email or to all emails?
Instructions for adding request read receipts to emails in Outlook 2013 can be found on this How-To Geek tutorial.
How can I BCC myself on every email?
This option is not available in the Windows version of Outlook. In Outlook 2016 for Macs, follow these steps to turn this on:
  1. Click Preferences... in the Outlook menu.
  2. Click the Composing button.
  3. Check the box next to When sending messages, automatically Bcc myself
How can I send confidential emails that restrict things like printing and forwarding?
Before you can use this fucntionality, you must log into the Outlook program with your email account. This is different than where you login to access your email. To do this, follow these steps:
  1. In Outlook, click File
  2. Choose Office Account. At the top, under User Information, you’ll see something like eID@rams.adp.vcu.edu.
  3. Click the Switch Account link
  4. Click the Add Account button
  5. Enter in your email address (firstname.lastname@vcuhealth.org) and click Next
  6. Enter in your email password and click Sign In
  7. You should now see your vcuhealth.org email address listed at the top under User Information
  8. Close Outlook and reopen it. You should now have the confidential options under the Permission button in the Options tab of a new email.
I am not able to approve travel reimbursements for Chrome River, what do I do?
You can either log into the Chrome River website or email the Chrome River team with your updated address. Please see the first tech tip on this page for the email address to contact.
How can I install Microsoft Office on my home computers for free?
Instructions for obtaining copies of Microsoft Office for your home computer are available here.
How can I make it so that when I respond to an email sent to a group account, it shows the group account address as the sender?
Follow the instructions under "Method 1" on this page: https://support.microsoft.com/en-us/kb/2843677. These steps must be completed on each computer that you want to setup this way.

More questions will continue to be added. If you have any questions that are not on this list, please email them to SOMOffice365@vcuhealth.org