DTI CIO – Microsoft Office 365 Update

M E M O R A N D U M

TO: Governor, Cabinet Members, Elected Officials, Chief Justice, and Agency Heads

FROM: Jason Clark, CIO

DATE: May 25, 2021

SUBJECT: Microsoft Office 365 Update

I am pleased to let you know that the Department of Technology and Information (DTI) is near completion of the enterprise-wide move to Microsoft (MS) Office 365. By June 30, 2021, the MS Office 365 (O365) Project Team anticipates that all state employees will have access to the core MS applications, such as Outlook and Office, as well as MS collaborative services including OneDrive and Teams.

Regarding next steps, the O365 Project Team will focus on decommissioning Skype for Business (SfB), standardizing conference tools, and enabling additional MS products and features. SfB and WebEx will be phased out in favor of Microsoft Teams use. Driving the adoption of MS Teams will significantly reduce our costs and improve support for a single enterprise solution.

DTI is actively working with your agency’s Information Resource Managers, Information Security Officers, and IT staff to identify and communicate any additional tasks associated with decommissioning SfB.

To ensure employees are aware and can maximize the use of all the MS tools available, DTI’s O365 Team actively manages the Office365.delaware.gov website and coordinates with MS partners to provide weekly online training. Our end goal is to enable new MS products and features, guide and encourage employee adoption, and form a more standardized, cost-effective service to you — our partner agencies.

If you have any questions or concerns, please feel free to reach out to your agency’s Customer Engagement representative.

NTK.365: #0012 – Set up “Out of Office” in Teams

NTK.365		#0012 – Teams
Title:		Teams: Out of Office set up in Teams, sync’s with Outlook
Available:		May 15, 2021
Message:		Set up an Out of Office status & message directly within the Teams app. to let everyone know when you are out or on vacation! When others send you a chat message, they will see you are unavailable and can view your Out of Office status from your profile card. Additionally, when you set your Out of Office status in Teams, it will automatically sync and send Out of Office replies via your Outlook email too. The link below provides directions on how to set up your Out of Office status and message in Teams.
Additional Information:		https://support.microsoft.com/en-us/office/schedule-an-out-of-office-status-in-teams-e3ce705a-cc43-4f7d-9418-0642ec5f6bd8#:~:text=Go%20to%20your%20profile%20picture,message%20in%20the%20text%20box. (Disclaimer: Links are provided as an additional learning resource; some of the information covered may not always apply or be available in the Government Community Cloud (GCC) environment.)
Posted:		June 2, 2021

NTK.365:#0011 – Teams PIN an App

NTK.365

#0011 – Teams

Title:

Teams: PIN an App to Left Navigation Menu

Available:

Now

Message:

	.
You can now PIN an app to the app bar (left-most navigation in Teams) by right-clicking it and choosing PIN.

To undo the PIN, right-click on the app icon in the navigation bar and select Unpin.

Additional Information:

(Disclaimer: Information covered in external resources may not always apply or be available in the Government Community Cloud -GCC- environment.)

Posted:

April 21, 2021 (New feature)

NTK.365:#0009 – Teams Live Events

NTK.365

#0009 – Teams

Title:

Teams Live Events

Available:

Now!

Message:

	.
Microsoft Teams Live Events is an extension of Teams meetings, enabling meeting organizers to broadcast video and meeting content to a large online audience, up to 10,000 attendees for as long as 4 hours.
	.
The Microsoft Teams Live Event scheduling feature is located in the Teams Calendar; in the upper right corner, select new meeting, and then Live event.

Additional Information:

Learn more about Teams Live Events at these links:

Microsoft 365 learning pathways: Microsoft Teams Live Event – https://stateofdelaware.sharepoint.com/sites/LearnOffice365/SitePages/Recommended-Playlists.aspx

What are Microsoft Teams live events – https://docs.microsoft.com/en-us/microsoftteams/teams-live-events/what-are-teams-live-events

Get started with Microsoft Teams live events – https://support.microsoft.com/en-us/office/get-started-with-microsoft-teams-live-events-d077fec2-a058-483e-9ab5-1494afda578a#bkmk_productiontypes

Schedule a Teams live event – https://support.microsoft.com/en-us/office/schedule-a-teams-live-event-7a9ce97c-e1cd-470f-acaf-e6dfc179a0e2

And, always watch for additional training opportunities on the Office365 website: Upcoming Event Calendar – https://office365.delaware.gov/upcoming-events/

(Disclaimer: Information covered in external resources may not always apply or be available in the Government Community Cloud -GCC- environment.)

Posted:

April 14, 2021

2nd Quarter 2021 – Office 365 Update

Here is the 2nd Quarter 2021 – Office 365 Update (click on the link below) – Are you using Microsoft Teams? Check out upcoming Microsoft Live Events, and learn how to establish a Teams Workspace and use Teams Channels.

O365 Q2 2021 Bulletin

NTK.365: #0008 – Teams In-Meeting Share Experience Revised

NTK.365

#0008 – Teams

Title:

Teams In-meeting Share Experience Revised

Available:

End of March through the end of April

Message:

	.
In the Microsoft Teams desktop client on Windows and Mac, users will see a new menu design when sharing their screen, window, or PowerPoint during meetings.
	.
A new Share Content box will display when selecting the Share Icon:

Additional Information:

From ON MSFT.com

New In-meeting share experience coming to MS Teams

(Disclaimer: Information covered in external resources may not always apply or be available in the Government Community Cloud -GCC- environment.)

Posted:

March 04, 2021 (MC235111)

NTK.365: #0007 – How to Track Attendance in Microsoft Teams Meetings

NTK.365

#0007 – Teams

Title:

How to Track Attendance in Microsoft Teams Meetings

Available:

Now!

Message:

Teams meeting organizers can view and download a meeting attendance report. Meeting organizers will find the download attendance feature in the Participants panel.
Select the Participant icon to show the participants panel:

From the Participants panel select the ellipse ^… to open the menu

Select “Download attendance list” from the menu to download a .CSV attendance report.

Additional Information:

You Tube Video:

How to Track Attendance in Microsoft Teams

(Disclaimer: Information covered in external resources may not always apply or be available in the Government Community Cloud -GCC- environment.)

Posted:

March 03, 2021

NTK.365: #0006 – Share Teams Chat and Channel Conversations via Outlook

NTK.365

#0006 – Teams

Title:

Share Teams Chat and Channel Conversations via Outlook

Available:

Now!

Message:

The new “Share to Outlook” feature allows you to share a copy of a Teams channel conversation or chat via an Outlook email directly from within the Teams app. Users will access the new feature from the ellipses ^…, which will then launch an email message panel.


	(Note: Share to Outlook is not available in the Teams Mobile App)

Additional Information:

Share to Outlook from Teams – Office Support (microsoft.com)

(Disclaimer: Information covered in external resources may not always apply or be available in the Government Community Cloud -GCC- environment.)

Posted:

March 01, 2021 (Ref. MC235387)

MS 365 Alert #004

MS 365 ALERT

# 004- 03/02/2021

TITLE:

NEW! Online Archive Mailbox enabled for all State of Delaware Outlook accounts.

ALERT:

On March 7, 2021, an Online Archive Mailbox will be enabled for all State of Delaware Outlook accounts.
Once your Online Archive Mailbox is enabled, you will see a new mailbox displayed under your primary mailbox (in the left menu column):
	In the Outlook Client, it appears as:


The Online Archive Mailbox provides advanced archiving capabilities. Review NTK.365 #0005 to learn more about the Online Archive Mailbox capabilities

ACTION:

Outlook 2016 and newer clients, including Outlook 365:
	No End-User Action is Required
		.

2013 and older clients of Outlook:
	End-Users will need to authenticate their Microsoft Outlook Account.
	When the Windows Security dialogue box appears:

	1. Enter your email and Password
	2. Select the checkbox to “Remember my credentials” (this will minimize user authentication requests to only occur when a password change is required)
	3. Select OK
		.
Review NTK.365 #0005 to learn about the Online Archive Mailbox capabilities and how to have messages automatically move to the Online Archive Mailbox.

NTK.365: #0005 – Online Archive Mailbox

NTK.365

#0005 – NEW! Outlook Online Archive Mailbox

Title:

Online Archive mailboxes will be enabled on March 7, 2021, for all State of Delaware Outlook Accounts.

Once your Online Archive Mailbox is enabled, you will see a new “Online Archive” mailbox displayed under your primary mailbox (in the left menu column).

Available:

March 8, 2021

Message:

Online Archive is a feature that will provide an alternative to deleting messages when your Outlook mailbox becomes unruly. Features of the Online Archive Mailbox include:

Unlimited Online Archive email storage that does not use your primary (100 GB) mailbox quota
Messages can be moved to the Online Archive mailbox automatically or manually

Unlike .pst files, messages in your Online Archive mailbox:

are easily accessed through your Office Outlook client and on the Outlook Web App
will not be lost if the hard drive fails

The Online Archive Mailbox provides advanced archiving capabilities. You are in control of how and when your messages are archived. There is no default or standardized archive policy established. You may choose to archive your entire Outlook account, or you may choose to set up various archiving timelines for individual email folders. There are several archive timeline options available.

Once you create the archive policy, you will not immediately see the items in your Online Archive folder. The process will run overnight and may take a few days before reflected in the Online Archive folder.

Instructions – Set up Online Archive for:

A. The entire Outlook accounts folder structure, including Inbox, Sent Items, Conversation History, etc.
B. Only your Inbox and its subsequent folders
C. For a particular Inbox folder and its subsequent folders
D. Online Archive of messages – Adhoc

1. Select the folder level you intend to archive:
	A. The entire Outlook Account folder structure; Select First.LastName@delaware.gov

	B. Only your Inbox and its subsequent folders; Select “Inbox” under First.LastName@delaware.gov

	C. For a particular Inbox folder and its subsequent folders; Select the sub-folder under the Inbox

2. From the Home menu, select the Assign Policy button


3. Choose the dropdown arrow and “Set Folder Policy…”,
4. Dialogue box will appear. Make note of the title of the dialogue box. This is a true indicator of the level you are setting the archive policy on.
	A. Outlook Today – entire Mailbox

	B. Inbox Properties

	C. `~~!a Miscellaneous File

5. Choose the Policy tab. The bottom half of the dialogue box pertains to the Online Archive mailbox.

6. Click on the caret [V] next to “Use Parent Folder Policy” to display the archive options. Select the policy timeline that best suits your needs

7. Select the apply button
8. Select OK. Remember, you will not immediately see the items in your Online Archive folder. The process will run overnight and may take a few days before reflected in the archive.
D. Online Archive of Messages – Adhoc You can create your own folder structure under the Online Archive mailbox and drag and drop messages from your primary mailbox and from .pst files.
1. From the Online Archive mailbox, Right-click on the Inbox folder, Choose New Folder

2. Name the folder

3. Once the folder is named, you will see it displayed in the Online Archive mailbox structure and you can drag and drop messages from any of the mailboxes you have access to, into the folder.