395 West Passaic Street | Rochelle Park | New Jersey | 07662 | www.insys.com

Office 365 Feature Overview

Migrating Email to Office 365

September 2014

Overview of Changes

• What is Office 365?

• What are the major changes that affect me?

• When will this be implemented?

• What are the Office 365 key benefits and features?

• What materials and training are available to me?

• What will happen on implementation day?

• User Checklist

• Helpful links

Agenda

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The Office 365 product is actually an umbrella term that encompasses four different technologies that have been woven together to provide a seamless solution in the cloud.

What is Office 365?

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Component Description

SharePoint Online SharePoint is Microsoft’s web platform and is designed to provide communication, consolidation, collaboration, and content management.

Exchange Online Exchange is Microsoft’s email server designed to handle the heavy lifting of managing and routing emails. In addition Exchange handles functionality such as contacts, calendars, and tasks. Users generally use an email client such as Outlook to connect to Exchange.

Lync Online Lync is a communications system designed to provide instant communication and ad-hoc meetings. Lync lets you conduct online meetings by sharing your screen or presentations online with multiple users simultaneously while communicating via voice, chat, and surveys. Lync is integrated with the other products in Office 365 in order to provide instant ability to communicate regardless of what software you are using.

Office 2013 Professional Plus Office Professional Plus is the nearly ubiquitous productivity.

What are the major changes that impact me?

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Component Major Change

SharePoint Online • Major versions upgraded each year • Secure OneDrive Pro • Sharing of documents

Exchange Online • No longer will utilize Postini • No quarantine, spam items moved to Junk Mail folder • 50GB Mailbox • Email archiving unlimited • Multiuser emails – Single mailbox to accept all emails • Outlook rules to be imported separately • Calendar functionality remains unchanged

Lync Online • Instant messaging, collaborative sessions • Use LYNC invite as opposed to conference bridge

Office 2013 Professional Plus • Office 2013 – MS Word, Excel, PowerPoint all upgraded

1. Office 2013 (Word, Excel, PowerPoint, Outlook) – Completed

2. Exchange Online Office 365 – Exchange migration to Cloud – Saturday, September 20th

3. LYNC – Implemented, available now

4. OneDrive Pro – Available now, requires user training

5. SharePoint Online (Replacement of current INSYS SP– To be implemented in future)

When will this be implemented?

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Smartphone impacts:

• BB – All Blackberry devices will no longer be supported

• Following devices will require re-enabling INSYS email accounts

iPad

iPhone

Android

Desktop/Laptop (non Mac)

• Exchange Online profile to be implemented by IT

• MAC devices will require re-enabling INSYS email account

What impacts are there on my devices?

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Essentially, a new profile is being created on your Laptop (non Mac) that will point to the Cloud for email prior to cut over day

• Mac and Smartphones/PDA’s will not have new profiles

At 11pm, Friday, September 19th, all new inbound internet mail will be coming into your O365 account; emails for current INSYS.com, Truthnote.com, Veracite.com will go to new O365 INSYS.com accounts

On Saturday, September 20th you will select O365 Profile on Laptop and also re-enable those devices for O365 accounts

Your mailbox will be migrated to O365:

• An export PST file will be created from your current exchange mailbox for email, calendar and contacts

• The PST file created will then be imported into the O365 account

• Please note, there will be some delays as we process during the September 20th weekend

Dial 201-880-9461 on Saturday, September 20th to report any issues!!

What will happen when email is migrated?

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Activity Date Target Completion

Change MX record for all inbound internet email

Friday, Sept 19 11:00PM EST

Create all User PST export files Friday, Sept 19 12:00PM EST

Verify email flowing to O365 Friday, Sept 19 12:00PM EST

Execute all DNS records, SMTP relay

Saturday, Sept 20 2:00AM EST

Import Core User PSTs Saturday, Sept 20 8:00AM EST

Update Portal OWA Saturday, Sept 20 8:00AM EST

Contact all users to verify O365 access and update Smartphones

Saturday, Sept 20 9:00AM – 12:00PM

Provide continuous users support Saturday, Sept 20 thru Sunday Sep 21

Cutover Day Plan

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Specific Exchange items and targets

Activity Date

Current emails/folders on INSYS Exchange Exported via PST

Current personal contacts on INSYS Exchange Exported via PST

Current rules on INSYS Exchange Exported separately September 13, 2014 into O365; frozen until Saturday, September 20th

Public Folders Saturday, September 20

Client billing contacts To be Migrated to O365 Sharepoint

Current clients To be Migrated to O365 Sharepoint

Current Emp and Contacts To be Migrated to O365 Sharepoint

Faxes To be set up as Mailbox

Financial Contacts To be Migrated to O365 Sharepoint

Old Employees To be Migrated to O365 Sharepoint

Previous Clients To be Migrated to O365 Sharepoint

Scheduled Leave Calendar To be set up as Mailbox

SubContractors To be Migrated to O365 Sharepoint

Vendors To be Migrated to O365 Sharepoint

Conf Room To be Migrated to O365 Sharepoint

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Communication Plan

Activity Item

Friday, September 5th Reminder on email migration and prepping for user actions in coming weeks; link to site

Tuesday, September 9th User action 1: Verify access to O365 via O365 Profile

Friday, September 12th User action 2: Migrate “Rules” to O365 environment, provide procedure; reminder for Rules frozen in current env

Tuesday, September 16th User action 3: Get familiar with Smartphone docs; provide links

Wednesday, September 17th User action 4: Final Checklist of access to O365 and Documentation for Smartphone

Thursday, September 18th Reminder to personnel on migration weekend

Friday, September 19th Reminder to personnel on migration and cutover plan details

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Verify your access to O365 Account with O365 profile

Verify your access to Lync

Verify your access to OneDrive Pro

Verify and get familiar with re-enabling email for Smartphones and Mac

User Checklist (to be completed before September 20, 2014)

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O365 Profiles – Logging in

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http://www.insys.com/html/insys_move_to_o365.html

Helpful Links

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Thank You

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