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Delaware's Move to
Office 365

Frequently Asked Questions



Have questions about Office 365? View frequently asked questions by selecting a category from the list below.

What is Office 365?
Office 365 (O365) is the Microsoft cloud-based service the State of Delaware has procured for statewide deployment. The term cloud-based refers to applications, services or resources made available to users on demand via the internet from a cloud computing provider’s servers. Office 365 is an integrated experience of cloud-based apps and services which include email, file storage, collaboration, and more.

Why did the State select Office 365?
The Department of Technology and Information and your agency IRM or ISO worked together with Gartner, Inc. from April – Sept 2017 to assess requirements, preferences, capabilities, and concerns regarding a transition to cloud services for email and productivity tools. The recommendation was to move to a cloud-based service (vs. a revamp of on-premise hardware and software). Moving to the cloud will provide greater productivity, security, and collaboration across our State enterprise and support Delaware’s initiatives to become a more accessible, responsive and mobile government. Your familiarity with Microsoft Office products played a significant factor in choosing O365 over other similar cloud providers.

What type of Office 365 subscriptions are available?
The State has procured Office 365 Government Plan licenses including Advanced Threat Protection (ATP) add-on.    There are two versions of the O365 licenses.  The majority of state personnel will require a G3 license, which provides Outlook (email), and both online and locally installed Office Pro Plus.  The G1 license provides email and Office Online.

What are minimum system requirements for Office 365 ProPlus to work?
Operating system:  Windows OS – Windows 10, Windows 8.1, Windows Server 2019 or Windows Server 2016.  macOS – One of the three most recent versions of macOS.  When a new major version of macOS is released, the macOS and the previous two versions.  For the best experience, use the most current build of any operating system specified above.

Is there support for mobile devices like smartphones and tablets?
For all State issued devices there is support.  Issues encountered on personal devices are not supported. 

How is Office Online different from Office 365 ProPlus?
Office Online makes Office 365 applications (Word, Excel, PowerPoint, or OneNote) available to users via a web browser and provides subset functionality to edit.  Office Online is included with G1 licensing plans.  The following link provides information comparing Office Online feature capabilities to feature-rich Microsoft 365 Office ProPlus apps: https://technet.microsoft.com/library/jj819306.aspx

Office 365 ProPlus provides applications that are installed locally on your computer. Office 365 ProPlus includes the applications you are familiar with, including Access, Excel, OneNote, Outlook, PowerPoint, Publisher, Skype for Business, and Word. Office 365 ProPlus is included with G3 licensing plans.   (https://docs.microsoft.com/en-us/DeployOffice/about-office-365-proplus-in-the-enterprise)

NOTE: Project and Visio are not included in Office Online nor Office 365 ProPlus.  They must be procured separately.

What is included in Office 365 ProPlus?
Office 365 ProPlus includes Outlook, Word, Excel, PowerPoint, Publisher, Access, Skype for Business, and OneNote.
NOTE: Project and Visio are not included in Office Online nor Office 365 ProPlus.  They must be procured separately.

Does Office 365 ProPlus require that I connect to the Internet?
Users do not need to be connected to the Internet all the time to use Office 365 ProPlus.  However, users must connect to the Internet at least once every 30 days so that the status of their Office 365 subscriptions can be checked.  If users do not connect within 30 days, Office 365 ProPlus goes into reduced functionality mode.  After users connect to the Internet and Microsoft verifies their subscription status, all the features of Office 365 ProPlus become available again.

What is “migration”?
“Migration” is the term the Office 365 Project uses to describe the process of deploying Office 365 software subscriptions—either G1 Office Online or G3 Office 365 ProPlus (OPP)—and moving users’ mailboxes from Microsoft Exchange (on premises) to Exchange Online (EXO), Microsoft’s cloud-based email solution.

What is the migration schedule for O365?
Office 365 migration will consist of several phases. Phase One encompasses staff enrollment to Multi-Factor Authentication (MFA), migration to Exchange Online (EXO) deployment of Office 365 ProPlus (OPP), and voicemail transfer for employees that use Cisco voicemail. Below is the status of migration as of 06/15/2020:

 

Can my agency request a specific migration timeline or window?
DTI will work with each agency to determine appropriate windows for transitioning to Office 365. Agency engagement and readiness assessment meetings to determine timing of migrations will occur in three wave sets, beginning in April 2019. Migration timing is dependent on multiple factors, such as agency business cycles and agency technical readiness (determined by Microsoft systems assessment tools).

When will migration happen for me? Mailbox migration began in February 2019. Unlike with the change in email addresses to @delaware.gov, mailbox migration will take place agency-by-agency over the next few months.

How will I know what to expect?  You will receive notice before your mailbox is migrated. You will receive instructions on what you need to do before and after migration.

Does migration to Exchange Online come with added security requirements? Yes! Shortly before your mailbox migrates, you must enroll in Multi-Factor Authentication. This adds a second layer to your normal user ID and password sign-in procedure. For details, please see the instructions enroll in Multifactor Authentication, found on this website under the Resource Center tab, Reference Materials page.

What are the mailbox sizes?  Mailbox size depends on license (50GB for G1; 100GB for G3), but both G1 and G3 mailboxes have unlimited archive behind them. About 80% of state licenses will be G3.

Is there a limitation to the size of attachments?
The maximum total size of an email message is 25MB. The total size includes the message header, body, and any file attachments.  Even if the total size of all the file attachments does not violate the message size limit, there is a limit of 125 attachments permitted in the message.

What will happen with Egress?  Today, and at least through 2019, we anticipate continuing to use Egress for secure mail transit and sharing very large files. Data shows that we haven’t exceeded what the Office365 Exchange environment can currently handle in terms of file sizes, so we expect foundational requirements of the eventual O365 cloud environment to accommodate our needs. With respect to secure mail, if you were with us when we moved from IronPort to Egress, we went through an exercise for certain individuals who archive secure mail. When the time comes, we will develop a similar protocol for individuals who are required to maintain items transmitted through Egress; this won’t need to happen immediately to transition to Office365.

Can I send to more than 500 recipients at one time?
Yes! The combined total numbers of individual message recipients allowed in the To:, Cc:, and Bcc: fields may not exceed 1,000 (as of  March 2020). However, a distribution group (e.g. DTI_All or DHSS_all_dhss) which may contain many individual and/or group recipients is only counted as one individual recipient.

How long will messages remain in my inbox?
Messages will remain in your inbox and inbox folders as long as you don’t delete them.

How long will messages remain in Deleted Items and Junk Email folders?
Messages will remain in the Deleted Items and Junk folders for 30 days before they are removed.

Will I continue to use the existing Outlook Web App (OWA) link to access my email online via an Internet browser?
No. OWA is replaced by Outlook on the Web, which is accessible by compatible browser at https://outlook.delaware.gov as long as you have enrolled in Multi-Factor Authentication.

Which browser versions are compatible with Outlook on the Web?
Outlook on the Web is compatible with:

  • Internet Explorer: IE Version 11
  • FireFox:  The latest version
  • Google Chrome: The latest version
  • Safari:  The latest version
  • Edge:  The latest version

Note:  Outlook on the Web may continue to work with previous web browser versions, but there are no guarantees.

What is the difference between Outlook Web App (OWA) and Outlook on the Web?
OWA and Outlook on the Web are both browser based email applications.  OWA is used only in environments that are hosting their own Exchange server (on-premises).  Outlook on the Web is used only with Office 365 subscriptions (Exchange Online). For more information on Outlook versions: http://bit.ly/2TSRZgv

Will I be able to access email if the Internet goes out?
If you have O365 G3 license you have the ability to download Outlook to your computer. You can work and save “offline”.  However, you will not have the ability to Send/Receive mail without an Internet connection.  An O365 G1 license must have a connection to the Internet to access email.

Will all my messages, calendar events, contacts and tasks migrate to the new mailbox?
Yes, all messages, calendar appointments, contacts, and tasks will be migrated

Will my personal email contact, groups, rules and signature(s) migrate to the new mailbox?
These items should move as part of the migration. However, for precaution you should make note of any rules you have running prior to your migration.

What happens to access to .pst files after migration? The State will continue to operate in a hybrid Exchange environment while agency migrations happen over the coming year. You can continue to access your .pst files the same way you always have. Eventually in the future, most likely well after the migration phase has been completed throughout the state, a solution to migrate .pst files to the Government cloud will be implemented.

How will I access my email account?
Your work computers have the Outlook (email) client installed and you will continue to access your email and calendar no differently. At home, you will find your email is accessible by a web browser through Outlook on the Web and does not require additional software installation on your computer, but for security reasons, you will be required to enrolled in Multi-Factor Authentication once your email account migrates to Exchange Online.

How about accessing email from a mobile device?
Once your mailbox has been migrated to Exchange Online (Outlook in the Cloud), you may use the Outlook Mobile App (recommended; available for iOS and Android) or the native iOS (Apple) mail app to access your email from your mobile device.  There are additional security requirements, as well, especially enrollment in Multi-factor Authentication. Set up instructions can be found on the reference materials page.  You can also use iOS’ native mail application because it supports modern authentication. Android users who do not want to use Outlook app may install and use (at their own expense) any third-party mail application that supports modern authentication. Please note:  If you use Skype for Business on a mobile device, after your mailbox has been migrated, your Skype login credentials remain state.de.us until further notice.  For more information on the Outlook Mobile App: https://products.office.com/en-us/outlook-mobile-for-android-and-ios

Will I continue to use the existing Outlook Web App (OWA) link to access my email online via an Internet browser?
No, OWA is replaced by Outlook on the Web, which is accessible by compatible browser at https://outlook.delaware.gov as long as you have enrolled in Multi-Factor Authentication.

What about changing my password? When your mailbox moves to Exchange Online, you will still be able to change your Windows Domain password on state domain joined computers (e.g., your desktop/laptop computer at work or connected to the network via Remote Desktop Protocol). You will no longer be able to change your Windows domain password directly from Outlook on the Web as you once could with OWA. You MUST know your current password to be able to change it via the web portal. Instructions are available on the reference materials page.  If you don’t know your current password, contact the DTI Service Desk for assistance.

What training will be available for the new version of Office products?
Office 365 ProPlus has a similar user experience and the familiar file formats of Office 2010. Users should already be familiar with these Office capabilities from their experiences with prior version of Office.  There are also a number of training resources available such as:

Office 365 Training Center – https://support.office.com/en-us/office-training-center

Office Quick Starts – Get up and running quickly with the basic info you need to be productive right away.

https://support.office.com/en-us/article/office-quick-starts-25f909da-3e76-443d-94f4-6cdf7dedc51e?ui=en-US&rs=en-US&ad=US

I purchased the Microsoft Home Use Office Products. Can I continue to use those products?
Microsoft Home Use Products (HUP) you purchased will remain valid.

In October 2018, I received a new offer for the Microsoft 2019 Home Use Office Products. Can I take advantage of that offer?
Microsoft has confirmed the following agencies are the only ones meeting the eligibility criteria for their staff to participate in the Microsoft Home Use Program (HUP):

  • Delaware Department of Safety and Homeland Security,
  • Delaware Department of Safety and Homeland Security – Division of Forensic Science,
  • Delaware Legislative Information Systems,
  • Office of the Governor,
  • DNREC,
  • Delaware Insurance Department,
  • Delaware Department of Technology & Information,
  • Delaware Department of Services for Children, Youth and Their Families,
  • Delaware Health and Social Services.

Please note the HUP is not an initiative of the Office 365 project.  It is a benefit for staff of eligible agencies (listed above) based on specific criteria of the valid enterprise agreement in place for said agency.  If your agency is listed above, you should contact your Customer Engagement Specialist or Information Resource Manager for questions regarding your agency’s unique program code to take advantage of the offer.

What has changed with the Microsoft Home Use Program (HUP)?

Microsoft has recently introduced a new benefit, Office 365 Home and Office 365 Personal—premium, up-to-date software—at a discounted rate. All State of Delaware employees with a valid delaware.gov email address can participate.

Note: The previous HUP benefit is still in effect for eligible agencies (listed above) in addition to this new Office 365 subscription benefit.

What’s included in Office 365 Home Edition:

  • Share with your household – for up to 6 people
  • Premium versions of Word, Excel, PowerPoint, OneDrive, OneNote, Outlook, Publisher, and Access
  • 1 TB OneDrive cloud storage for each person
  • OneDrive Ransomware detection and file recovery

What’s included in Office 365 Personal Edition:

  • For one person
  • Premium versions of Word, Excel, PowerPoint, OneDrive, OneNote, Outlook, Publisher, and Access
  • 1 TB OneDrive cloud storage for each person
  • OneDrive Ransomware detection and file recovery

For more information on enrolling, purchasing, and redeeming the new benefit, plus much more, please visit  Microsoft Home Use Program – A Guide for Employees.

Who, in my agency, can answer my agency-specific Office 365 questions?
Every state agency has a Project O365 Change Liaison. The person in the role of Change Liaison for an agency:

  • Is empowered to delegate Project o365 checklist tasks to the appropriate resource within the Change Liaison’s own organization;
  • Ensures timely completion of tasks the agency needs to do in association with Project O365;
  • Signs off on, and returns, monthly checklists to DTI readiness coach;
  • Acts as a project liaison,  by forwarding Project o365 communications to appropriate individuals within that person’s own agency or agency concerns/questions to the Project O365 team.

If you need to know the name of your Change Liaison, contact your Customer Engagement Specialist or Information Resource Manager or email project_O365@delaware.gov

Unity Voice Mail: Why do I no longer see a name when I dial a common 4-digit extension?
When your Cisco phone’s voicemail was migrated, your phone was reset to ensure that your message button would be updated to dial 1001 to access messages. This reset process cleared your phone’s recent dialing history. If you need to search, you can select the corporate directory to search by name/number.  Your phone’s history will repopulate your commonly dialed extensions as your recent call history develops again with your daily use.

Outbound Faxes: Has the format to send an outbound fax changed?
Yes, the format for outbound fax will change after migration.  The new format is 3025555555@fax.delaware.gov.  Note, there is no impact to sending faxes via the Accuroute web interface at httsp://fax.state.de.us/WebClient.

I got an “Updates Available” message in one of my Microsoft applications. Can I accept it?
Yes! You can click the “Update Now” button.

Outlook: What is “Focused Inbox” and how do I turn it on/off?
Focused Inbox for Outlook helps you focus on the emails that matter most to you. It separates your inbox into two tabs—Focused and Other. Your most important emails are on the Focused tab while the rest remain easily accessible—but out of the way—on the Other tab. You’ll be informed about email flowing to Other, and you can switch between tabs at any time to take a quick look.

Focused Inbox works with you to prioritize what’s most important. What lands in Focused Inbox is based on the content of the email (e.g., newsletters, machine-generated email, and so on) and who you interact with most often. If you need to fine-tune your Focused Inbox, Move to Focused and Move to Other options are available to do that.

To turn Focused Inbox off (or back on), click on “View” on the top menu bar, then click on the “Show Focused Inbox” icon.

Outlook Calendar: I share a calendar with staff in another agency. Why are they getting pop-up messages when opening the shared calendar? Once your Outlook (email, calendar, contacts) account has migrated to Exchange Online,  employees not already on Exchange Online will receive a Multi-Factor Authentication (MFA) pop-up prompt occasionally when accessing any calendar shared with someone who has already migrated.

We recommend advising those you share calendars with that they can safely ignore these MFA pop-ups. These messages will continue to occur for non-migrated staff while the State of Delaware operates in a hybrid environment (some staff have Outlook accounts on premises, migrated staff have Outlook accounts in Exchange Online).

There is another choice for staff who share calendars with already-migrated agency staff. These people may wish to go ahead and enroll in MFA, which can be done by any State of Delaware (@delaware.gov) employee, even before their agency migrates.

Skype for Business: Why isn’t my Skype for Business launching when I log in?

Some individuals may need to edit their Skype for Business (SfB) settings after they receive Office 365 ProPlus to assure that the application launches at startup.

1) Launch Skype for Business application.

2) Click on the gear symbol upper right.

3) Click “Personal” in the left-hand navigation window

4) Click the check box “Automatically start the app when I log on to Windows”

5) Restart computer; Skype for Business should launch after login.

Windows 10: What happened to my Start Menu Microsoft Basic Applications Tiles?

Some individuals on Windows 10 may find that their start menu “Basic Apps” Microsoft Office application tiles have disappeared post-migration. Due to the tremendous number of variations in Windows10 desktops in use throughout the state, this could not be addressed with an automated solution without the risk of disrupting individual PC customizations. If you depend on tiles as your preferred method to launch your most used applications, here is a method to restore that functionality.

1) Open the Start menu.

2) Drag the “Basic Apps” title to the bottom of your Start menu, below “Play and Explore”

3) Find each app you’d like a tile for–either under “Recently Added” or locate it by its name in the alphabetical list.

4) Right click the application name and select “Pin to Start”

5) Drag your tiles into the desired order.

What happened to my desktop shortcuts to my Microsoft Office Applications?

Some individuals may have had Microsoft Office application shortcuts on their desktops for convenience. The old ones will not work post-migration. Due to the tremendous number of variations in desktops in use throughout the state, this could not be addressed with an automated solution without the risk of disrupting individual PC customizations. If you depend on shortcuts as your preferred method to launch your most used Office applications, here is a method to restore that functionality.
1) Open the Start menu.

2) Find each application you’d like a shortcut for–either under “Recently Added” or locate it by
name in the alphabetical list.

3) For each, right-click the application name and select “Open File Location”

4) Right-click the program name, and then click Send To > Desktop (Create shortcut). A shortcut for the program appears on your desktop.

After migration, will I continue to use the Outlook Web App (OWA) link to access my email online via an Internet browser?
No. OWA is replaced by Outlook on the Web, which is accessible by compatible browser at https://outlook.delaware.gov as long as you have enrolled in Multi-Factor Authentication.

Who are Early Adopters?

Project Office 365 has instituted an Early Adopters program. The goal of the program is to have approximately 10% of each agency’s staff identified as its Early Adopter Group (EAG). Members of an agency’s EAG should come from all facets of an agency’s business and from all levels, from line workers to managers. In general, an agency’s EAG list should not include its directors or more than a handful of others with mission-critical responsibilities.

How it works – release validation
Any new release is first tested and validated by the feature team, then by the entire Office 365 team, followed by all of Microsoft. After internal testing and validation, the next step is a Targeted release (formerly known as First release) to customers who opt in. At each release ring, Microsoft collects feedback and further validates quality by monitoring key usage metrics. This series of progressive validation is in place to make sure the worldwide release is as robust as possible. The figure below shows this release validation progression and where Early Adopters participate.

Graphic shows concentric rings, radiating out from the Feature Team at the center, ring 0, followed by Office 365 Team, ring 1; Microsoft, ring 2, Targeted release (includes EAG), ring 3, and, finally, Worldwide standard release, ring 4

Who makes a good candidate for the Early Adopter Group? We believe this is someone who

  • Is well-versed in the products and applications that an agency uses;
  • Doesn’t mind “beta testing” new versions of programs;
  • Can communicate the benefits of using new products; and
  • Is willing to answer questions from Project Office 365 staff; and
  • Is able to help co-workers as products are rolled out or updated.

Each agency change liaison maintains a list of the agency’s identified Early Adopter Group. Periodically, change liaisons are responsible for keeping Project Office 365 advised of any additions/deletions or other changes in that list.

What is OneDrive?
OneDrive for Business provides a place in the cloud where you can store and access your files.  Additionally, OneDrive allows you to easily share and/or collaborate on documents and files with other OneDrive users in the State network.

How much storage will I have with OneDrive?
OneDrive provides each O365 licensed employee with 1 Terabyte storage.

Can OneDrive space be increased?
There is no provision to increase space at this time.

Does OneDrive have a file upload size limit?
Yes, OneDrive for Business currently has a 15GB per file upload limitation.  Microsoft is increasing that limit to 100 GB in early 2020.  Remember, your total OneDrive storage is 1 Terabyte.

Where is my OneDrive data stored?
Data is stored in the Microsoft Government Community Cloud (GCC), in one of five GCC US data centers.

Can I change the name or location of my OneDrive folder after it’s created?
No. If you use File Explorer to rename or move your OneDrive folder, OneDrive will stop working.

Will new employees be setup with OneDrive instead of with personals space on the file server?
One Drive enablement does not change the current new employee onboarding process. If your agency enables OneDrive both options will be available.  OneDrive is not intended to completely replace file share drives.

Should I be using OneDrive to save my personal files, instead of my local drives?
Think of OneDrive as your “My Documents” file in the cloud.  Don’t store files in your personal OneDrive that others in your agency may need to access.

Can I recover documents that I deleted from my OneDrive?
Yes, if recovered within 90 days. In your OneDrive, go to the recycle bin and right-click on the document you want to restore.

Can I access my files and folders within OneDrive at home?
Currently, OneDrive is only accessible from within the State network.

Can OneDrive do real-time online collaboration?
Yes, OneDrive can do real-time online collaboration.

Can I create a new document in the browser?
Yes, you can create a new document by clicking on “new document” in the main area of your document repository. It will automatically use Office Web Apps to create the document.

What file types cannot be uploaded to OneDrive for Business?
Notably .exe and .shtm. Visit Microsoft for a complete list.  See Microsoft Support documentation here.

Why can’t I sync my OneDrive files to my personal computer?
Only computers joined to the State domain are authorized to synchronize using the OneDrive desktop sync client.

Where can I learn more about OneDrive for Business?
More information about OneDrive can be found on the Office 365 Training References site (https://office365.delaware.gov/office-365-applications/office-365-training-references/).

What is O365 Governance/Center of Excellence?
O365 Governance will identify, establish, and nominate members to serve on committees to provide an Office 365 oversight structure. O365 Governance/Center of Excellence committees will be the decision-makers for processes, roles and decisions for the transition to Office 365 and the adoption of related products. The O365 Governance/Center for Excellence will determine and maintain Office 365 standards, policies and operational readiness.

Is our information secure in the cloud?
Microsoft Office 365 meets the highest industry standards for security and data privacy. Office 365 applications are certified across many compliance standards including ISO 27001, EU Model Clauses, HIPAA, FISMA, FERPA, and others. Additionally, the State purchased Microsoft Government Plans and Advanced Threat Protection (ATP). Government plans are designed for the unique needs of U.S. government organizations. They provide all the security features of Office 365 services in a segmented government cloud community that enables organizations to meet additional U.S. compliance and security standards. We are confident that the security provisions that cover all information, whether generated in email, SharePoint, OneNote, or in Office-created files stored in Office 365 storage, meet all the necessary security provisions.

What is Advanced Threat Protection (ATP)?
Microsoft Office 365 Advanced Threat Protection is a cloud-based service that safeguards and protects the State against malicious threats, such as unknown malware and viruses, by providing robust zero-day protection. ATP includes features to safeguard and protect State users from harmful email attachments (ATP Safe Attachments) and provides time-of-click verification of URLs in email messages and Office files (ATP Safe Links). ATP features will also safeguard future Office 365 services, such as SharePoint Online, OneDrive for Business, and Microsoft Teams, by identifying and blocking malicious files in team sites and document libraries.

ATP Safe Attachments
The ATP Safe Attachments feature checks email attachments for people in our organization. When an ATP Safe Attachments policy is in place and someone views their email in Office 365, their email attachments are checked and appropriate actions are taken, based on the ATP Safe Attachments policies. For instance, with the ATP Safe Attachments feature, the email attachment is opened and tested in a virtual environment before the user receives it. If the attachment is deemed to be malicious, it will be removed automatically. If the attachment is safe, it will open as expected when the recipient clicks on it. This process introduces a slight delay in delivery of the email (up to a few minutes with large attachments), even with internally transmitted emails. To learn more about ATP Safe Attachments:

https://docs.microsoft.com/en-us/office365/securitycompliance/atp-safe-attachments

ATP Safe Links
Office 365 ATP Safe Links can help protect our organization by providing time-of-click verification of web addresses (URLs) in email messages and Office documents. For instance, if a user receives an email with a URL link and clicks on the link, ATP Safe Links feature immediately checks the URL before opening the website. If the site is deemed to be safe, then the site will open. If the site is deemed to be malicious, then a warning page opens recommending that you do not proceed to the site. You may note that links you receive in email may now be written with a “safe link” prefix when you hover over them. To learn more about ATP Safe Links:

https://docs.microsoft.com/en-us/office365/securitycompliance/atp-safe-links

To learn more about the ATP Safe Links warning pages:

https://docs.microsoft.com/en-us/office365/securitycompliance/atp-safe-links-warning-pages

Can email be encrypted?
Yes, email can be encrypted at rest and in transit in Office 365. All mailboxes will comply with State of Delaware requirements and policy regarding encryption.

Does migration to Exchange Online come with added security requirements? Yes! Shortly before your mailbox migrates, you must enroll in Multi-Factor Authentication. This adds a second layer to your normal user ID and password sign-in procedure. For details, please see the instructions enroll in Multifactor Authentication, found on this website under the Resource Center tab, Reference Materials page.

Are there added security requirements for accessing email on a mobile device? Yes! Even if you only use the web browser on your device to access your mail, you must enroll in Multifactor Authentication. If you access Office 365 data through mobile apps (i.e. Outlook mobile email app), you must enroll your device in Mobile Device Management, These instructions are available under the Resource Center tab, Reference Materials page.

What type of Office 365 subscriptions are available?
The State has procured Office 365 Government Plan licenses including Advanced Threat Protection (ATP) add-on.    There are two versions of the O365 licenses.  The majority of state personnel will require a G3 license, which provides Outlook (email), and both online and locally installed Office Pro Plus.  The G1 license provides email and Office Online.

What is the difference between G1 and G3 licensing?

If we make a determination for a specific user and it needs to be changed later, can we adjust Office 365 G1 and G3 licensing??
Yes, a user can be adjusted from a G1 to a G3 plan, or from a G3 to a G1 plan. However, this can only be done once a year, during the annual “True-up” reconciliation period. DTI will conduct an Office 365 “True-Up” campaign, where we will reach out to agencies to reaffirm their Office 365 license counts and make adjustments as needed. We anticipate the first “True-Up” campaign to commence sometime in August 2020, about 120 days out from the Office 365 Enterprise Agreement anniversary date.

Is there an option to participate only in the email portion of Office 365?
No, the minimum licensing, G1, provides email and Office Online.

Do an agency’s MS licenses for Office Suite “transfer” to Office 365 Pro Plus licenses?
The State has procured 21,000 Office 365 (O365) Government Plan licenses, which includes Office 365 ProPlus, through a single Enterprise License Agreement with Microsoft. As your agency migrates from the current status to O365 these licenses are distributed accordingly.

Why is my agency Microsoft agreement expiring?
The State contracted for a single O365 Enterprise License Agreement (ELA) with Microsoft (MS). As part of this contract, existing State Agency MS agreements for Office Suite licenses will expire on 12/31/2020. On 01/01/2021, the State of Delaware MS ELA will be in effect and utilized by all State Agencies. However, a note of importance – the MS ELA does not include MS server-related software, nor MS Visio and MS Project and therefore agencies will need to maintain arrangements for these types of purchases. (Review FAQ’s titled “Office 365 ProPlus” and “Licensing” sections for detailed description of what is included with the O365 ELA.)

My agency is scheduled to migrate to O365 next year. In the meantime, there is a need to procure PC/laptop/tablets and/or update Microsoft Office software on equipment. How should this be handled?
Understand that it is non-compliant to transfer bundled Office product purchases (equipment procured with bundled OEM Office Suite installed). However, Office Suite products procured either through MS Volume Licensing or retail (Full Package Product/FPP) channels should transfer the Office Suite licenses to the newly procured equipment (PC/Laptop/Tablet). Agencies should no longer procure equipment with pre-installed/bundled Microsoft Office as there is no cost reimbursement available for that purchase once migrated to Office 365 ProPlus. For agencies which previously purchased PCs with the bundled OEM Office Suite, DTI will be able to offer the Office ProPlus 2016 or 2019 suite during this transitional period to Office 365 ProPlus.

Office 2016 Usage Rights

What will Office 365 cost each agency?
The method for chargeback and cost to individual agencies is still being worked out by OMB and DTI as the holder of the Enterprise license agreement for 365.

In reference to the email address move to @delaware.gov, what cost savings can be expected from this migration to offset the estimated internal costs to change all our stationery, business cards, consumer literature, reports, etc.?
It is expected that agencies will use up their existing stock of all print materials, only updating email addresses upon reordering.  There is no urgency because the state.de.us email address will become an alias to your new delaware.gov email address.  Therefore, email sent to First.Lastname@state.de.us will reach your First.Lastname@delaware.gov inbox. A cut-off date for alias addresses has not yet been established. The reason for the change is to protect the authenticity and integrity of our Delaware state government email domain and all associated communications from the State.  The federal and state governments control the “@gov” domain and subdomains, so there is no chance of similar subdomains being purchased and used by the general public.  The owner of the “@us” domain has decided to make the domain accessible to the public.  Therefore, that email domain will no longer be dedicated to federal and state government entities.  This allows the general public to buy subdomains in the “@us” top level domain.  For example, I could purchase the “@stat.de.us” domain and start sending email to people and attempt to convince them that I was a representative of the State.  Even though stat.de.us is not the same, it is similar enough that some people may misread it and wrongly assume it is from a legitimate Delaware government entity.

What is Teams?

Microsoft Teams is a workspace for real-time communications, it is the ultimate collaboration platform. Store, share, and collaborate on documents with your colleagues in one common workspace. Teams integrates with other Microsoft 365 services, such as Power BI, OneDrive, and Microsoft Planner, making it the hub for collaboration. [Note: Teams chat, calling, and meetings will be introduced at a later stage as part of the Skype for Business to Microsoft Teams migration.]

What is SharePoint Online?

SharePoint provides content management, internal and external sharing, team and communication sites, intranets, and more. Users can also automate business processes and protect sensitive information using advanced data-loss prevention capabilities. [Note: The Project Team is only addressing SharePoint 2010 End-of-Life scenario migrations at this time.]

 

 

 

Any questions or concerns please contact us.

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Need help?

Email Project_O365@delaware.gov


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