Nexus365 frequently asked questions (FAQs)

What will happen when Nexus email and calendaring moves to the cloud?

Listed below are questions that have been raised by both end users and IT Support Staff about how the introduction of the Office 365 cloud-based service for email and calendaring and the introduction of OneDrive for Business will impact them.  These will be updated during the course of the project.

Reasons for moving Nexus email and calendaring service to the cloud

  • There is widespread desire from users for increased mailbox quotas and it would not be cost effective to increase the existing Nexus mailbox capacity.
  • The hardware that supports email/calendaring becomes unsupported in September 2018. It would not be cost beneficial to continue hosting the email service on-premise (i.e. within University buildings)
  • The University can benefit from the advantageous JISC (Joint Information Systems Committee) negotiated amendments to the Microsoft Office 365 agreement, under which many other research-intensive Universities have already made this change. (In consultation with the University's Legal Services Office we are signed up to the Microsoft Office 365 JISC (the Joint Information Systems Committee) Agreement, which covers areas related to standard liability and jurisdiction)
  • A much enlarged email mailbox quota: increasing to 50GB from 2-3GB.
  • Availability of OneDrive for Business (with 5TB of cloud storage) to share documents and collaborate.  This will complement existing drives and systems and is not intended for sensitive data.
  • Improved email protection for users through Office 365’s up-to-date security measures along with additional security tools being implemented.
  • Greater capacity and resilience to meet future needs.
  • Better utilisation of the Nexus team.
  • SharePoint will continue to provide an on-premise (i.e. within University buildings) secure document repository for the foreseeable future.  This will be reviewed at the appropriate point in the service lifecycle (e.g. when an upgrade is next due)
  • SharePoint has recently been upgraded to 2013 so we are reluctant to put users through another change so soon
  • There would be much increased complexity simultaneously migrating both the email and calendaring exchange and SharePoint to a cloud service provider
  • 22/3/17: Retaining SharePoint on-premise addresses the regulatory requirement of some funding bodies for certain data types and data sets to be stored on premise.  Many existing such data are already stored in the University’s on-premise SharePoint system.  

Security

Data will be stored in Microsoft's UK repositories, backed up to other European Economic Area Data Centres. 

  • Yes. The University’s Information Security Team has already performed their due diligence over Microsoft and Office 365 and confirmed that the cloud-based service meets the University’s information security requirements. 
  • Additional security tools are also being introduced to further improve email protection for users.

 

You should not use email for this purpose unless the information is encrypted.  See the University guidelines at https://www.infosec.ox.ac.uk/want/email-securely

26/5/17 Two factor authentication will not be delivered by this project.

(Two factor authentication is an extra layer of security that requires not only a password and username but also something that only, and only, that user knows or has on them (e.g. a piece of information only they know or something only they have to hand, like a token)

5/6/17  Microsoft back up Office 365 content for disaster recovery purposes only. However Nexus users can self-restore email items that have been accidentally deleted from any email folder. When a user deletes an item, it is kept in a ‘Deletions’ subfolder of the ‘Recoverable Items’ folder. Items remain in this folder until the user manually removes them, or until they are automatically removed by retention policies.

30/5/17:  No, this is not in scope for this project.  Guidelines will be provided

What will be different for me?

30/5/17:  It depends how you access your emails.  Guidance will be made available for a variety of access methods

5/6/17:  If you access your email via a desktop client/programme (e.g. Outlook, Mac Mail) you will see no change.  If you access emails via OWA (Outlook Web App) you will notice a newer more modern interface.

No, your email address will remain the same.

Yes, all your emails and calendar information will move across to Office 365

30/5/17:  You will always be able to see free and busy information in other people's calendars but, until ALL email accounts are moved to Office 365, you might not be able to see any more detail than that. 

  • Yes, you will but you will need to reconfigure how your client/programme is set up
  • Guidance for doing this will be made available
  • Support for IMAP clients will be retained.

 

30/5/17: No. This project will not be updating Outlook or local Office products.  NOTE:  if you are still using Outlook 2007 you will need to upgrade because Office 365 will not work with Outlook 2007

All email inbox quotas will increase to 50GB.

No.  All email inbox quotas will be 50GB as part of the Office 365 provision.

  • No
  • Office 365 will give you an email inbox quota of 50GB.  You will not be able to extend this and our advice is that this should cover your needs and you should be considering alternative archiving provision should you reach this capacity
  • 30/5/17 There is an archive service within Office 365 and we are investigating how best to use this

30/5/17  Yes, but this will need re-configuring.  Guidelines will be made available for this

  • A few users will move to Office 365 early if they are part of the pilot.  Their accounts will remain in Office 365 after completion of the pilot
  • Everyone else's account will move after the successful conclusion of the pilot.  Dates are yet to be confirmed.

Support

The following will be fully supported by IT Services:

  • Email
  • Calendaring
  • OneDrive for Business

A decision has yet to be taken on availability and level of support for other functionality.  SharePoint Online will not be available (see earlier question Why is SharePoint staying on-premise).

23/3/17: Skype for Business is out of scope for this project. A new project will look at the options for delivering collaboration tools, including videoconferencing, across Oxford. Option analysis will include looking at functionality offered by Skype for Business, Chorus and possibly other solutions. The project is aiming to deliver a proposal and roadmap shortly

19/6/17:   IT Committee agreed at their meeting on 6th June that the scope of the Nexus 365 project should not be changed to incorporate Skype for Business in time for the 2017 admissions interviews. However, the Nexus 365 project leadership team has agreed that a request to change the scope of the project to include Skype for Business will be submitted,  with the intention of delivering Skype for Business after the email and calendar migration has completed.  Meetings are being held with relevant staff from Admissions, the colleges and IT Services to fully understand the impact of Microsoft no longer allowing new Skype accounts to be associated with a .ox.ac.uk email address and to agree a way forward.  In addition, ways to resolve concerns around using non-.ox.ac.uk Skype accounts will be explored and brought to the July IT Committee meeting. 

20/9/17 In addition, Groups, Teams and Delve will be switched on in Nexus365 although the timing for this is not yet agreed.

No, it does not.  The Nexus team will be better able to support the email and calendaring service.

30/5/17: Yes.  The required amount of additional resource is under discussion

What else will I get with Office 365?

If your email service is currently provided through the Nexus service, you will receive your email and calendaring via the Office 365 cloud-based service instead.  In addition you will get:

  • 50GB email quota
  • Access to OneDrive for Business (this will complement existing systems and drives)
  • Easy access to the 2016 Office suite

20/9/17 We will monitor what is introduced by Microsoft and investigate and review the proposed new tools before release.

Yes, in addition to what you have already, you will be able to download five free copies of Office 2016 for your own personal use whilst at the University.

20/9/17 Microsoft currently allows you to download 5 copies to desktops/laptops and 5 to mobiles/tablets.

Skype for Business is out of scope of the Nexus 365 project. A new project will look at the options for delivering collaboration tools, including videoconferencing, across Oxford. Option analysis will include looking at functionality offered by Skype for Business, Chorus and possibly other solutions. The project is aiming to deliver a proposal and roadmap shortly

19/6/17: IT Committee agreed at their meeting on 6th June that the scope of the Nexus 365 project should not be changed to incorporate Skype for Business in time for the 2017 admissions interviews. However, the Nexus 365 project leadership team has agreed that a request to change the scope of the project to include Skype for Business will be submitted,  with the intention of delivering Skype for Business after the email and calendar migration has completed.

Meetings are being held with relevant staff from Admissions, the colleges and IT Services to fully understand the impact of Microsoft no longer allowing new Skype accounts to be associated with a .ox.ac.uk email address and to agree a way forward.  In addition, ways to resolve concerns around using non-.ox.ac.uk Skype accounts will be explored and brought to the July IT Committee meeting. 

20/9/17: Meetings have been held with colleges, Admissions and IT Services to agree a way forward for the undergraduate admissions Skype interviews in Michaelmas term 2017.    Colleges will be able to request Skype accounts from the Service Desk, which will be set up by IT Services for college IT support staff. For more information see http://help.it.ox.ac.uk/nexus/skype

8/9/17 The groups functionality will be available to users but a decision has not yet been made about when this will be.

Web access to email and calendaring

Some of the additional Office 365 functionality will only be available via the web browser version of Office 365 (rather than your local machine).  We will be providing information on this

It is up to you how you log into your email account.  You can continue to access your email and calendar through the method of your choice
 

Staff / student changes during the migration period

We will confirm this process once the migration planning is finalised

Pilot

30/5/17:  The pilot will include approximately 100 users including some staff in IT Services and members of the TCG (technical consultation group).  Their email accounts will remain in Office 365 at the end of the pilot

8/9/17: Further analysis has resulted in a review of the pilot approach. It will be necessary to migrate units together wherever possible to minimise disruption to end users.  Therefore, the pilot will include all staff in IT Services and the Physics department

OneDrive for Business

There are already many solutions available that provide you with places to store and share your data, e.g. on-premise SharePoint, shared drives, Oxfile.  One Drive for Business will be an additional resource.  We are currently working on some guidance to highlight the appropriate uses for using these storage solutions. Please also refer to your local IT Support Staff

8/9/17:  For guidance on OneDrive usage see https://sharepoint.nexus.ox.ac.uk/OneDriveUserGuidance.  Information about the different offerings of OneDrive can be found at https://sharepoint.nexus.ox.ac.uk/OneDriveComparison

 

 

Please see the University's guidelines on cloud services https://www.infosec.ox.ac.uk/i-want/use-cloud-services-safely

8/9/17:  For guidance on OneDrive usage see https://sharepoint.nexus.ox.ac.uk/OneDriveUserGuidance.  Information about the different offerings of OneDrive can be found at https://sharepoint.nexus.ox.ac.uk/OneDriveComparison

You can use it for sharing documents within and outside the University but please consult local guidance about use of OneDrive for Business

8/9/17:  For guidance on OneDrive usage see https://sharepoint.nexus.ox.ac.uk/OneDriveUserGuidance.  Information about the different offerings of OneDrive can be found at https://sharepoint.nexus.ox.ac.uk/OneDriveComparison

No. A shared mailbox does not have any OneDrive allocation. A shared mailbox in this context is a mailbox that does not belong to a single person

Deletion rules for OneDrive will be the same as for an Email account. Until accounts are deleted it will be possible to recover data from these accounts, although this may be time limited. Further information and guidance will be made available once our investigations have been completed

Deletion rules for OneDrive will be the same as for an email account. Until accounts are deleted it will be possible to recover data from them, although this may be time limited. Further information and guidance will be made available once our investigations have been completed

30/5/17: OneDrive for Business will be administered  by IT Services

8/9/17:  For guidance on OneDrive usage see https://sharepoint.nexus.ox.ac.uk/OneDriveUserGuidance.  Information about the different offerings of OneDrive can be found at https://sharepoint.nexus.ox.ac.uk/OneDriveComparison

20/9/17: Data in Nexus 365’s OneDrive is recoverable by Microsoft in the event of a major disaster, such as if one of their datacentres was destroyed. However your OneDrive files are not backed-up to tape in the way that you may be used to. Documents you save to OneDrive keep a history of editing activity meaning that you can easily return to a previous version of a file. There are some protections against accidental file deletions but if you are concerned that you will always need the ability to fully recover files from backup tapes, particularly after a long period of time has elapsed, OneDrive will not be a good fit for your needs. The key difference between unauthorised cloud storage solutions and Nexus365’s OneDrive is that Nexus365 has enterprise-level support, availability, troubleshooting, and network capacity. We can also escalate issues with a priority that may be lacking on a free or single-user unauthorised storage solution.

 

30/5/17:  Yes there is, via the web browser

This is still under investigation

8/9/17:  For guidance on OneDrive usage see https://sharepoint.nexus.ox.ac.uk/OneDriveUserGuidance.  Information about the different offerings of OneDrive can be found at https://sharepoint.nexus.ox.ac.uk/OneDriveComparison

Also, see http://researchdata.ox.ac.uk/funder-requirements/

20/9/17: It does not.  You can have multiple OneDrive accounts and it is up to you as an individual how you use these.

8/9/17:  For guidance on OneDrive usage see https://sharepoint.nexus.ox.ac.uk/OneDriveUserGuidance.  Information about the different offerings of OneDrive can be found at https://sharepoint.nexus.ox.ac.uk/OneDriveComparison

There will be a coexistence period when some users have moved and others will still be using the existing service. We are testing scenarios to understand the effect of this. We will answer the questions below as soon as we can.

30/5/17: Once ALL email accounts have been moved to Office 365 shared mailboxes will work as they do now. Until that time you might not see the full details of shared mailboxes, for example you might only see free or busy information in calendars

30/5/17: Once ALL email accounts have been moved to Office 365 users with two or more mailboxes will have the same experience as they do now. Until that time you might not see the full details of additional mailboxes

Message-processing rules can be specific to your email client program, or stored centrally on the server. Server rules are the most common. These will always operate, regardless of whether your email program is open. You can view your server-side rules within Outlook Web App here: https://owa.nexus.ox.ac.uk/ecp/?rfr=owa&p=RulesEditor/InboxRules.slab.  All server-side rules will be migrated automatically as part of Nexus move to Office 365.

Rules which are unique to your email program may need to be updated after you move. This is dependent on the program you’re using as well as what tasks the rule undertakes. Microsoft Outlook adds the words ‘client only’ in brackets after the rule’s name, to help you identify those. Client only rules will only work when your email program is running. Non-Microsoft email programs may not distinguish between server-side and client-only rules. No rules will be deleted as part of the move and, depending on what your rules are configured to do, most client-only rules should continue to work after it is completed.

20/9/17: Yes, once all Nexus accounts are migrated.  During the migration period there maybe restrictions with this is you have delegations set up for people working in a different college, department or faculty and they are yet to be migrated.

30/5/17: Yes

20/9/17: As part of this project we will be implementing an email security product with the intention that users can manage their own SPAM scoring.

30/5/17: Your .pst files will not be migrated to Office 365 because they is stored in a location that you have chosen so are not kept on, nor visible to, the Nexus email servers

30/5/17: Yes but guidelines will be provided.

Alumni

No, alumni will not have access to Office 365

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