Office 365 / Office 2016 Upgrades – Project Information Page




We’re migrating all staff and student services to Office 365, and upgrading the University Desktop PC’s from Office 2010 to Office 2016



Office 2016 is a suite of office and productivity tools from Microsoft.

Office 365 is a cloud based counterpart to Office 2016, that expands the core features of Office 2016 and extends access to anywhere


Information for Students

Students were migrated to Office 365 in 2015, but there are still changes affecting you. Over the course of December and January (17/18), we’re upgrading the desktop software used on PC’s at the Ipswich Campus from Microsoft Office 2010 to Office 2016.

Office 2016 is designed to work with Office 365. As with all software upgrades, there will be changes to the user interface and the way the application works that may be unfamiliar to you.

We advise students to familiarise themselves with a personal copy of Office 2016 (click here for information on how to download up to 5 free copies) and to use the training facilities provided (details below).



Information for Staff

Staff are being migrated (from Exchange) to Office 365. At the same time, your desktop software is being upgraded from Office 2010 to Office 2016. This change will be most notable on on-campus desktop computers where you will use a newer version of Microsoft Outlook to access your email.


Why am I being upgraded?

The existing versions of Office in use on campus (Office 2010) is now quite old and Microsoft has withdrawn mainstream support for it. Office 2016 is designed to work in conjunction with Office 365, delivering much tighter integration with the Office 365 services Students already use, and staff are being migrated to.

The same is also true of our current e-mail platform (Exchange 2010) and file sharing facility (Remote Docs). The move to Office 365, in addition to delivering a number of significant additional features and improvements to users, will offset costs associated with the replacement hardware such as servers and storage, that would be required to upgrade to an equivalent on-premises solution.


When am I being upgraded?



Migration of Student mailboxes to Office 365

Completed in 2015

Upgrade of Student desktops to Office 2016

December 2017 – January 2018

Migration of Staff mailboxes to Office 365

January – February 2018

Upgrade of Staff desktops to Office 2016

At the same time your Staff mailbox is migrated (January – February 2018)


What are the benefits?

There are several benefits to migrating to Office 365, these include:

  •        Mailbox limit increases from 750MB to 50GB (68x larger)
  •        5 free copies of Office 2016 to use on your personal devices

o   This includes Mobile apps that work on devices such as Apple/Android tablets and smartphones

  •        1TB of free cloud storage (OneDrive)
  •        Access to new software and services, including:

o   ​Communication Tools such as Skype for Business and Microsoft Teams

o   Productivity Tools such as Microsoft Forms, Flow, Delve and PowerBI

o   The ability to use Microsoft Office from anywhere, on almost any device (usually with versions of the applications specific to your device) and via a web browser


Are there any drawbacks?

  •       Microsoft is planning to withdraw support for exchange public folders, and has limited support for them in Office 365. Our Microsoft partners have advised:

o   Public folder access during the migration period will be temporarily unavailable for users that have been migrated across to Office 365 (but will remain available for staff not yet migrated).

o   Once all users are migrated across to Office 365, public folders will be made available on Office 365 as an archive (a 'read only' copy).

o   Microsoft recommends migrating any Public Folder content to Office 365 Groups. Training will be provided to staff specifically on these new features, and how they can be used instead of Public Folders.

  •       During the migration, staff split between the legacy Exchange system and Office 365 will have some additional restrictions:

o   Staff will be able to see full free/busy information (including appointment details) for users in the same environment, but will only be able to see free/busy periods for users that have been migrated to the other environment (and vice versa) (NB:- we've had reports subsequent to some Microsoft lead changes that this issue may have now been resolved, investigations are ongoing).

o   Shared mailboxes and shared calendars will only be accessible to staff in the same system (e.g. Office 365 users can share mailboxes/calendars


What is the upgrade process?


Before the upgrade…

Upgrades are occurring in phases to minimise the impact on various teams, departments and structures (for example, groups of users that share mailboxes or calendars). You and your colleagues will receive an e-mail 5 working days before you are due to migrate. The e-mail will confirm your migration date, and any steps you need to undertake before and after migration. We’ll also ask you to confirm the details of the PC’s you normally use on the campus (where applicable), to ensure these are included in your migration.

-      We strongly recommend staff take advantage of the training resources available, and familiarise themselves with the changes before you are migrated. Remember - the IT Service Desk are only able provide technical support, not ad-hoc training. Further information is in the section ‘Training and Support’ below.

During the upgrade…

We’ll send you a reminder e-mail on the day before you are due to be upgraded. we’ll ask you to:

  1.        Tidy up your mailbox (empty out deleted items etc) to minimise the amount of data we need to transfer
  2.        Sign out of any devices or PC’s that you normally use
  3.        Leave the university PC you normally use switched ON
  4.        If you use a personal or unmanaged device, we suggest this is the time to upgrade this to Office 2016.

The upgrade takes place overnight, and will comprise moving your mailbox from the on-premises systems to Office 365. At the same time, we’ll uninstall Office 2010 on your normal PC(‘s) and install Office 2016. We’ll also move your primary username from the legacy ‘’ to the new institution identity of ‘’

After the upgrade…

  •       Your desktop device will automatically connect to your new mailbox. You need do nothing other than login to your PC and check that everything is working as it should
  •       Your personal devices, such as tablets, mobile phones and unmanaged devices, will need to be reconfigured to point to Office 365 and use your new ‘@uos’ credentials. Please click here for guidance on how to reconfigure your devices
  •       If you encounter any problems, please contact the IT Service Desk in the first instance for guidance

What happens if I have a problem?

As each area or department is upgraded, IT Services Staff will be on hand in the morning to check that the migration has gone smoothly and to answer any questions users may have.

Otherwise, If you experience any technical problems post-upgrade, please contact the IT Services Desk in the first instance


Training and Support

ITS Help Guides:

We have a range of help guides being produced to help you set-up and use the new Office 365 email platform. Please be aware that we are still adding content to these guides, so if a guide is missing please contact the IT Service Desk for assistance. Click the button below to access the new pages:

Office 365 for Staff




Instructor Lead Training

A Microsoft accredited training provider has been contracted to provide on-site training at the university in the new year. We’ll send out an invitation and further joining instructions once we’ve confirmed available session dates. Check back here in a couple of weeks for further information on the training syllabus.


Self-help/Online Tutorials

There are a number of tutorials available on, a training service available free to staff and students. Below are some links that take you directly to relevant sections and further information on each product. Please be aware that there are a large number of products included in the Office 2016 and Office 365 solution, and Microsoft are adding features all the time. below are the most commonly used products but this is not an exhaustive list!



What is it?

Links to Training

Office 365 is a cloud based counterpart to Office 2016, that expands the core features of Office and extends access to anywhere Understanding Cloud integration (Office 365) Microsoft Cloud Services: SharePoint Online, Onedrive, and Skype for Business Online Office365 – New Features

OneDrive is Microsoft's service for hosting files in the "cloud", that's available for free to all University of Suffolk Staff and Students. OneDrive offers users a simple way to store, sync and share all kinds of files, with other people and devices on the Web. OneDrive is tightly integrated with both Office 2016 and Office 365


The files stored in OneDrive can be accessed directly from a web browser, Office 2016, or, if you're using Windows 8.1 or Windows 10, directly from the operating system. Other means of accessing your OneDrive files include apps for Windows, Windows Phone, Xbox and even Mac OS X, iOS or Android.

Youtube: OneDrive for Office365 Tutoral OneDrive for Business Essential Training

Microsoft Word is a widely used (approximately 90% of the word processing market) commercial word processor designed by Microsoft. Microsoft Word is a component of the Microsoft Office suite of productivity software and Office 365 Word 2016 Essential Training Migrating from Word 2010 to Word 2016

Microsoft Excel is a software program produced by Microsoft that allows users to organize, format and calculate data with formulas using a spreadsheet system. This software is part of the Microsoft Office suite including Office 365 and is compatible with other applications in the Office suite. Excel 2016 Essential Training Migration from Excel 2010 to Excel 2016

PowerPoint is a presentation software program that creates a slide show of important notes to display during a presentation. Powerpoint 2016 Essential Training Migration from Powerpoint 2010 to Powerpoint 2016


Take a quick note before you forget it. Share your meeting notes so everyone is on the same page. Organise all your class notes and ace that exam. OneNote is a digital notebook. Use OneNote to take notes wherever you go. And OneNote automatically saves and synchronizes your notes so you can focus on your thoughts and ideas. Onenote 2016 Essential Training

Skype for Business lets you connect with co-workers, students and colleagues in the university or around the world.
- Start conversations with IM, voice, or video calls.
- See when your contacts are available online, in a meeting, or presenting.
- Set industrial-strength security for meetings.
- Broadcast online to a large audience.
- Present your screen during meetings or give control to others.
Use Skype for Business in other Office programs to chat, call, or join a meeting with a click. Skype for Business Essential Training Team Collaboration Tools in Office 365

With Microsoft Forms, you can create surveys, quizzes, and polls, and easily see results as they come in. When you create a quiz or form, you can invite others to respond to it using any web browser, even on mobile devices. As results are submitted, you can use built-in analytics to evaluate responses. Form data, such as quiz results, can be easily exported to Excel for additional analysis or grading. Get Started with Microsoft Forms

Microsoft Flow is a cloud-based software tool that allows staff and students to create and automate workflows across multiple applications and services without the need for developer help. Automated workflows are called flows. Get Started with Microsoft Flow

Image result for microsoft teams logo

Microsoft Teams is an entirely new experience that brings together people, conversations and content—along with the tools that teams need—so they can easily collaborate to achieve more. It's naturally integrated with the familiar Office applications and is built from the ground up on the Office 365 global, secure cloud. Managing Collaborative Conversations with Microsoft Teams


SharePoint Online is a cloud-based service that helps organizations share and collaborate. With SharePoint Online, you can access internal sites, documents, and other information from anywhere—at the office, at home, or from a mobile device. Sharepoint Online Essential Training

N.B. Some of the videos may appear quite long. However, every video is indexed into short 1-10 minute segments so you can quickly jump to segments that may be of more immediate interest to you.


IT Support

If you run into any problems, or experience a technical fault with any part of the upgrade or new services, Please contact the IT Service Desk in the first instance



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