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Office 365 - Connect. Collaborate. Co-create

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 Office 365 for Staff

Wondering how you can log into Office 365? There are three different options:

  • Via web browser: https://portal.office.com
  • Via your desktop apps like Word, Excel, etc.
  • Via your OneDrive desktop client (for Windows 10/Mac devices only)

Wondering what you will see when you log into Office 365?

When you log into O365 via https://portal.office.com you will see the apps available to you similar to the picture below. Just click on any of them to start using them. Why not click on Teams to explore the new ways of collaboration?

View of O365 apps when logging in Wave 1

 

Online Training:

The MO365 - Microsoft Office 365 - training will be available on Canvas from now on. The training is a mixture of texts, videos and a quiz. You should receive an email when this training has been automatically assigned to your modules. 

REMINDER: If you log into Office 365 now, you will not be able to see any apps. You will be able to see and use the apps from February 17th.

What if I have troubles accessing the training?

If you have troubles signing into Canvas or any other specific issues related to Canvas, please log a ticket with the Service Desk via https://itportal.sunderland.ac.uk/  
If you have any issues with the training itself or want to provide feedback, please contact office365project@sunderland.ac.uk

 

Also, LinkedIn Learning is now available to you. Please follow this link to activate your LinkedIn Learning account, if you haven’t already:  https://lnkd.in/gXVWEpy

The Office 365 Collection can be found here:

https://www.linkedin.com/learning/collections/enterprise/1~AAAAAATzoFI=677040?u=83075154&auth=true

 

Office 365 and DUO:

Many will already have heard of DUO and are using it, which is great. If you want to access O365 while you are not on a University campus, you will need to use DUO to log in. This is to ensure data security when you are in a different network, so everything you do will be safe and protected via this 2-factor authentication method.

Please find some general information about DUO in this article.

If you already set up DUO for your computer or phone, that is great! You are ready to go off and work agile and use Office 365 without problems. If you have not yet set up DUO, please have a look on this help page, where you can find more information about how to set up DUO.

 

Still wondering what O365 is? David Conway explains in this short video what it is and the opportunities it will open up:

Be empowered with the Office 365 tools, to collaborate efficiently, communicate on the go, and access files with ease.

 

 

Lead the way - Become an Office365 Advocate

  Do you like finding and sharing better ways of     
  working?
  Interested in becoming an Office365 Advocate?
  Get in touch via email to office365project@sunderland.ac.uk 

FAQs

What is O365?

Office 365 is an integrated experience of apps and services all in one place, that provides a suite of new productivity and business tools, which you can access from anywhere on any device. David Conway explains what Office 365 is and what benefits it opens up in this short video for Digital First. 


Why are we doing this?

There are several benefits to rolling out Office 365: 

  • Greater ease of collaboration
    • Microsoft Teams is a new hub for collaboration within your team and across teams
    • SharePoint makes sharing documents easy and quick – share links to a single document rather than sending email attachments
  • Improved engagement for teachers and learners
    • Once students will join Office 365, they can make use of the collaboration tools within Office 365
    • Students will work with industry-standard tools which will prepare them for their professional careers
  • Opens opportunities for broader uptake of agile working
    • Work from any location or device of your choice without losing files or having to copy anything across device

Who is getting O365?

Office 365 is avilable to all staff and students.


Will it work for everyone internationally as well?
 

Office 365 is available in all countries with the exception of Cuba, Iran, Democratic People's Republic of Korea, Sudan, and Syria. If you are travelling abroad, or are working on a campus abroad, you can still use O365. 
See: https://products.office.com/en-gb/business/international-availability 


How much storage will I have within OneDrive/Teams/SharePoint?
 

Your storage is going to increase from what you currently have. Your OneDrive storage will be 1TB, each team in Teams will have up to 25 TB per group, and SharePoint will also have up to 25 TB available per site collection. 

What computer set-up do I need for O365 to run on my computer? 

If you are using a managed device (i.e. a University computer/laptop), you will already be on a set-up that supports O365.  

If you want to know in detail what the system requirements for O365 are, please have a look on this website: https://products.office.com/en-gb/office-system-requirements#coreui-contentrichblock-cs9mei4 

The section under Office 365 plans for Personal, Home, and University” will give you all the details. 

 

Which browsers can I use? 

Generally, you will be able to use O365 with almost all browsers, providing they are recent versions.  

Have a look here to get more information: https://support.office.com/en-gb/article/which-browsers-work-with-office-for-the-web-ad1303e0-a318-47aa-b409-d3a5eb44e452 

However, depending on which browser you are using, you might not get the full Teams functionality. Please see https://docs.microsoft.com/en-us/microsoftteams/limits-specifications-teams#browsers for more information. For specific information on what will be limited in terms of browsers, please scroll down to the “Browser” section. Most limitations are in terms of calling, meetings/conference calls and sharing in a call. Using the desktop app alleviate these reductions in functionality. 

 

Can I use it on my tablet/mobile phone? 

Yes, you can. There are specific apps for OneDrive, Planner,Teams, SharePoint, Word, Excel, PowerPoint and OneNote that you can download to your Apple or Android devices. And of course, you can always access Office 365 through a browser as well. 

 

Can I use it on my Mac? 

Yes, you can use O365 on your Macbooks, iPhones and iPads.  

 

Will it work with Office 2019/Office 2016? 

Yes, Office 365 works with Office2019 and Office 2016. You can work on a file, save it to Office 365 and keeping working on it within Office 365 as well. They are fully compatible. 

 

Is there anything specific I need to do before the launch? 

You should not have to do anything specific before the launch to be ready for O365. If you are using a managed device (i.e. a University computer/laptop), you will already be on a set-up that supports O365 

You might have to set up DUO authentication if you haven’t done so, as you will need this to be able to log in to O365 if you are not at the University. If you have any questions around DUO, please contact the Service Desk. 

Find more information on DUO here:  
https://ts.sunderland.ac.uk/help-and-advice/accounts-and-security/duo-2-factor-authentication/ 

Will there be online training? 

Yes, there will be! There is an online training package called M365 - Microsoft Office 365” on Canvas. You are automatically added to this training. It consists of a mixture of texts, videos and a quiz, and will take roughly 60-120 minutes to complete (depending on which route you take and how much time you spend on it)Please make sure you complete the training so that you are ready to explore all the opportunities that Office 365 can bring to you. 

 

What other training material/sources are there? 

Visit https://go.sunderland.ac.uk/o365 to see what else could help you use O365 more often and better. See the links under the “Related Content” section on the right.  
Why not try Explore the Office 365 training center” and “Try the Teams interactive demo? 

Also, LinkedIn Learning is now available to you. Please follow this link to activate your LinkedIn Learning account, if you haven’t already:  https://lnkd.in/gXVWEpy

The Office 365 Collection can be found here:

https://www.linkedin.com/learning/collections/enterprise/1~AAAAAATzoFI=677040?u=83075154&auth=true

 

 

 

Where can I find more information? 

Visit https://go.sunderland.ac.uk/o365 for more information and updates. 

 

Who can I talk to if I want to know more? 

Please get in touch with the Project Team via office365project@sunderland.ac.uk or talk to your Advocates. To find out a list of Advocates, please have a look here. 

What exactly will be rolled out? 

The core apps for the initial rollout will be: 

  • Teams 
  • Planner 
  • SharePoint (which will be picked up by the Modern Filestore project in more detail) 
  • OneDrive 
  • Office Online 
  • Office ProPlus (mobile/tablets) 


How do I log in?
 

There are three different options once O365 is launched: 

  • Via web browser: https://portal.office.com  
  • Via your desktop apps like Word, Excel, etc. 
  • Via your OneDrive desktop client (for Windows 10/Mac devices only) 


What will I see when I log in?
 

When you log into O365 via https://portal.office.com you will see the apps available to you similar to the picture below. Just click on any of them to start using them. Why not click on Teams to explore the new ways of collaboration? 

 View of O365 apps when logging in Wave 1

What desktop apps are there? 

There will only be 2 desktop apps, one for OneDrive and one for Teams. Everything is of course also in the web versions. 
If you are on a USD device, the Teams desktop app will be pushed out to you on launch date. If you are an apple user, you can download the app via self-service. However, please be aware that if you download the Teams app as a Mac user, you will then not be able to see the Skype meeting button in Outlook anymore. If you require anyone to physically dial in a number to join an online meeting, you will need to keep Skype, as Teams does not support a dial in functionality.  
If you require more information about this, please do get in touch. 

 

How do I create a Plan on Planner?

To create a new Plan within the Planner app, you firstly need to be a member of an existing Teams team or request a new Team to be created using the "Create Team" button on the left-hand bar on the Teams app. Once you are a member of a Team you can then create a new Plan which will be linked to that Team. You can create several Plans in a Team, e.g. one for each channel. Note that all members of the Team will have full edit rights on the Plan and all tasks. A Plan should only be used to track tasks when working with other colleagues, for example on a project. If you need to track personal tasks then try using Tasks within Outlook.

Can I use it on my Mac? 

Yes, you can use O365 on your Macbooks, iPhones and iPads, it is fully compatible.

 

What desktop apps are there? 

There will only be 2 desktop apps, one for OneDrive and one for Teams. Everything is of course also in the web versions. 
If you are on a USD device, the Teams desktop app will be pushed out to you on launch date. If you are an apple user, you can download the app via self-service. However, please be aware that if you download the Teams app as a Mac user, you will then not be able to see the Skype meeting button in Outlook anymore. If you require anyone to physically dial in a number to join an online meeting, you will need to keep Skype, as Teams does not support a dial in functionality.  
If you require more information about this, please do get in touch. 

Should I use OneDrive, Teams or SharePoint? Where should I store my data/files? 

OneDrive, Teams and SharePoint all have the ability to store files, you can share files from these places as well – but when should I use which one to do what? See the below for guidance: 

OneDrive: 

  • Individual file storage 
  • For files you are working on that you do not want to share with anyone yet 
  • Things you work on by yourself 

 

Teams: 

  • To have conversations, discussions, organise meetings, have private chat and share files/knowledge, all in one place 
  • For small group of people to quickly collaborate i.e. small project teams 
  • When fluid communication is required regarding updates, daily tasks, sharing of related documents or links 
  • To post announcements and have conversations with the team rather than using emails. You can use channels to discuss different topics 

 

SharePoint: 

  • When a record has been created that needs to be managed 
  • When hard core document governance is required (versioning, metadata classifications, doc templates, restricted libraries/documents) 
  • A tool to store and manage controlled documents that have a lifecycle 
  • When you want to implement Document Management System i.e. policies and procedures 
  • Have automated business processes on libraries and lists i.e. forms and workflows 
  • To implement more structure to the content within a site 
  • For more static content

 

I tried to open a document in Teams directly but it only displayed “bad request” and did not open. What can I do? 

If this happens to you, please check if your document is a .doc or a .docx type of document. It is likely that it is a .doc document, which is a relatively old version of a word document. If that is the case, open the document in the browser or in the Teams desktop app. Edit the document as you wanted to, work with it and save it/have it autosave. When you do that, it will update the document to a .docx format, which you will then be able to open directly in Teams in the future. 

 

Will there be any core Teams/Teams already set upe.g. a University-wide Team or a Team for my department? 

No, there will not be any core Team(s) set up when O365 launches in February 2020.

 

 

Clicking on the Outlook button in the web browser will not take you to your Outlook email service

When using the Teams app within a Web Browser, clicking the App Launcher/Waffle menu in the top left will show an Outlook icon. Clicking on this Outlook icon (or going to https://outlook.office.com) will display an error saying “Something went wrong. We couldn’t find a mailbox for this recipient. Either they don’t have a mailbox or don’t have a licence assigned”. Your University email still remains on University infrastructure and this icon assumes your email is stored in Office 365, which will be the case in the future. For now, you should continue to access your University email in the usual way.  

If you are on a UDS Windows 7 device, you will not receive the OneDrive desktop app

Once your computer has been upgraded to Windows 10, you will automatically receive the desktop app. If you are on Windows 7, please use the browser only to access OneDrive. We strongly recommend not to install the OneDrive sync client on personal devices still using Windows 7, and instead either upgrade your PC to Windows 10 (as of January 14th 2020 Windows 7 is now no longer supported by Microosft) or access OneDrive files via a web browser. 

The button in the left bottom corner in Teams will not let you create a Team

In order to create a Team, please use the “Create Team” button on the left menu in Teams. The button in the left corner lets you join a Team via a code (should you have one) but you cannot create a Team from there. This is related to the process of creating a Team which is bespoke to the University.

The busy indicators on Teams are not automatically updating

Currently, Skype displays your different statuses (available, busy, in a meeting, do not disturb, etc.) according to your calendar. Teams does not do this automatically yet so it will not adjust the busy indicators (the only exception is when you are on a Teams call). You can adjust it manually by clicking on your picture and then choosing your status.
Further work will be carried out in the future to automate this.
 
I cannot add a member of a Team to the private channel I created even though they are as regular members in the overall Team
This is a known issue on Microsoft’s side which people in other businesses and organisations also encounter. If you do, please try removing that person from the Team and re-add them in. If that does not work, try adding them via the Teams mobile app. The latter suggestion seems to work better for most people.

The team owner can restore a deleted channel from Teams as follow:
  1. Click on the ... next to the team name.  
  2. Click on Manage Team, 
  3. Beneath the current list of channels there is a section called deleted, expand this.  
  4. Find the channel you would like to restore and click on restore. 

The channel will be restored immediately.

To stop Team members from deleting channels adjust the settings for those members:

  1. Click on the ... next to the team name.  
  2. Click on Manage Team, 
  3. Click on Settings Tab
  4. Click on Membership permissions
  5. If "allow members to delete and restore channels" is ticked, click on it to remove tick
Please note this will apply to all channels.

Is O365 going to replace any existing systems? 

At the initial launch in February, no tools you currently work with will be directly replaced by Office 365. 

However, there will be a project called “Modern Filestore” which will review the current shared and home drives and transition those into SharePoint. The ultimate goal is to have only the data that is necessary, in a more organised environment with more controls in terms of retention, labelling, etc. This will eventually result in the removal of the shared and home drives. 

Can students view my Outlook calendar? 

By default, students will not be able to see your Outlook calendar. You can however choose to share your calendar with individual students if you wish as you would with other staff: https://support.microsoft.com/en-us/office/share-an-outlook-calendar-with-other-people-353ed2c1-3ec5-449d-8c73-6931a0adab88