Microsoft 365

What is Microsoft 365: differences between Microsoft 365 and Office 365

Office 365 is a set of cloud-based business applications that is part of Microsoft 365 which includes Outlook, Teams, Word, Excel, PowerPoint, OneNote, Forms, Bookings, Calendar, Lists, Planner, People, Power BI, SharePoint, Stream, TO DO, Visio, and Whiteboard. Microsoft decided to merge Office 365 into Microsoft 365 to reflect the wide range of features and benefits that are provided with the service. At the university, faculty members and students have free access to Microsoft 365. This subscription provides users access to various applications depending on the license the user holds. Moreover, with M365 license users have access to the Enterprise Mobility Suite (EMS). EMS is a mobility management and security platform that helps protect and secure users’ information and data. Microsoft EMS includes four components:

Azure Active Directory Premium, Microsoft Intune, Azure Rights Management, and Microsoft Advanced Threat Analytics. To read more about EMS you can go to: https://docs.microsoft.com/en-us/enterprise-mobility-security/

Enterprise Licenses for UofT

At the university, members with different roles are entitled to different M365 licenses. Appointed faculty, librarians, administrative staff, sessionals, stipendiary and postdocs have A3 license (see table below). However, for sessionals and stipendiary their entitlement may be applied and revoked depending on their absence duration. If their A3 entitlement is revoked, then they will only have access to A1 license. Teaching assistants may obtain A3 from their student roles. Clinicians/status-only appointments and students have access to A1 license. According to the university’s Help Desk, Retired faculty, librarians, staff with alumni relationship and alumni have access to A0 license.

A3 and A1 license holders have access to same storage for OneDrive, Outlook, Teams and SharePoint etc. On the other hand, A3 license holders not only have access to all the apps that A1 license holders have access to, they also have exclusive access to some apps such as Bookings, and Forms. However, A0 license holders do not have access to any of the M365 applications other than Outlook where they will only have access to basic email and calendar features. Below you can find the table that briefly shows the entitlement for each license. For more detailed information regarding the differences in the license you can click on this link: https://docs.microsoft.com/en-us/office365/servicedescriptions/office-365-platform-service-description/microsoft-365-education

Service	Office 365 Education A1	Office 365 Education A3	Office 365 Education A5	Microsoft 365 Education A3	Microsoft 365 Education A5	Office 365 A3 Student Use Benefit	Office 365 A5 Student Use Benefit	Microsoft 365 A3 Student Use Benefit	Microsoft 365 A5 Student Use Benefit
Office 365 platform	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes
Office for the web	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes
Microsoft 365 Apps for enterprise	No	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes
Exchange Online	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes
SharePoint Online	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes
OneDrive for Business	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes
Microsoft Bookings	No	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes
Microsoft Forms	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes
Microsoft Teams	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes
Project	No	No	No	No	No	No	No	No	No
Microsoft Stream	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes
Microsoft Planner	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes	Yes

Table by https://docs.microsoft.com/en-us/office365/servicedescriptions/office-365-platform-service-description/microsoft-365-education

Applications provided with M365 license

Applications listed below are all cloud-based application, which means you will have access to any one of these apps from anywhere in the world, on any device.

1. Bookings: Microsoft Bookings is an online scheduling tool that allows users to create a bookings calendar and view their coworkers’ availability from one place. Users can set up several types of appointment and details such as confirmation message that attendees will see using the application. Other features include appointment rescheduling, cancellations, Outlook.com and Google calendar integrations. Only A3 license holders have access to this application.
2. Calendar: Microsoft Calendaris a popular application to schedule meetings and tasks. Integrated into Outlook email client application, Calendar is packed with features to help users stay on top of their daily schedule. Features include audible and on-screen reminders, ability to check colleagues’ availability when scheduling a meeting (Scheduling Assistant), ability to track who accepted or declined the meeting invitation, ability to view the calendar in multiple layout (e.g., list, calendar grid), ability to easily create recurring events, and ability to share calendars with colleagues.
3. Excel: Microsoft Excel is a powerful application that can be used for data visualization and analysis. The application uses spreadsheet to store, organize and track data set with formulas and functions, and can perform a variety of calculations, produce charts and graphs.
4. Forms: Microsoft Forms is a web-based application that allows users to create forms such as surveys, questionnaires, and polls to collect data and feedback. Data collected can be summarized and viewed in real-time. Additionally, results can be exported into Excel or a database application to be analyzed further.
5. Lists: Microsoft Lists is an application suite for creating, sharing, and tracking lists for individuals and teams. Microsoft Lists offers users several templates designed to help them quickly create their lists for a specific purpose. (Embedded in teams).
6. OneDrive: Microsoft OneDrive is a secure cloud-based storage that connects users to all their files, in other words, users of the application can access to their files anywhere on all their devices. The OneDrive that UofT users are entitled to is called OneDrive for Business. With Microsoft 365 license provided by the university, each licensed user is automatically given 1TB of storage. The application allows users to store and protect their files. While sharing files with other is possible, it is not designed for collaboration. In OneDrive, when users delete an item, it is sent to the Recycle Bin. If users decide to delete the item in the Recycle Bin, the item is then sent to the Second-Stage Recycle Bin, which provides a second stage safety net before an item is permanently deleted. Deleted items are stored for a maximum of 93 days (the storage time in the Recycle Bin and in the Second-Stage Recycle Bin combined). During this time period, items in either Recycle Bin or Second-Stage Recycle Bin can be restored by users. However, after this time period has elapsed, files are deleted irrevocably and users cannot restore them by using OneDrive native online features.In addition, the maximum size of data that can be stored in the Recycle Bin is limited. By default, the maximum size of the Recycle Bin is 10% of users’ total OneDrive storage. If the amount of data stored in the recycle bin exceeds this limit, the oldest items that were moved to the Recycle Bin first are deleted automatically.
7. OneNote: Microsoft OneNote is a feature-rich note-taking application. It keeps users’ notes, plans, and thoughts all in one place. Using the application users can create sections, pages, and sub-pages just like a tradition paper notebook and use color codes to organize their notes. Moreover, users can easily create type or hand write notes, record voice notes, and embed links, images, along with audio and video clips in their notes and share it with others.
8. Outlook: Microsoft Outlook a client email application. It is available as a standalone desktop application, a web-based application, and as an Androidand IOS With UofT’s M365 licenses, users of the application will have 100GB of storage instead of 2GB. It includes features such as calendaring, task managing, contact managing, and appointment managing. Moreover, Outlook can be used as multi-user software for shared functions such as mailboxes, calendars, folders, and appointment scheduling. According to the university’s help desk, the Deleted Items folder does not automatically delete emails after a certain date. However the Junk folder empties itself automatically after 120 days. Note: even though the Deleted Items folder does not empties itself automatically, it is not advised to store any important emails in it.
9. People: Microsoft Peopleis embedded in Microsoft Outlook. When users use the contact list feature of Microsoft Outlook, they are using People. Microsoft People is where information of users’ personal and business contacts is stored. There are a variety of information users can keep track off with People, such as contact’s phone numbers, office address, email addresses, job title, birthday, and even general notes about the person users want to reminder themselves on.
10. Planner: Microsoft Planner is a task management application for individuals and their teams. Each team member can create, share, and work on tasks together. Users can track team members’ responsibilities, due date of tasks, and post updates. Furthermore, users can view their tasks in ‘buckets’, in a calendar grid, or through graphs and charts to track and measure progress.
11. Power BI: Microsoft Power BIis an analytics tool that is used to analyze substantial amounts of complex data through reports or visually appealing dashboard maps, graphs, and charts. Power BI allows users to import or connect data from many sources (database, flat file, Excel) and analysis them through hundreds of data visualization and built-in AI capabilities.
12. PowerPoint: Microsoft PowerPoint is an application that is used to create slides for presentation. Built-in templates are included to help users get started in creating their presentations. PowerPoint supports audio, videos, and animation effects to help users to give their presentation greater impact.
13. SharePoint: Microsoft SharePoint is a cloud-based application used to build intranet websites that allows collaboration with others within the organization. Designated staff members act as “site owners” can design and manage their site(s) to best serve local faculty and staff needs. SharePointcan be used to create a document management tool, a knowledge base, a management workflow, a calendar of events, a ticketing system, and much more. By default, users are granted 250 GB of storage, however this can be increased with proper business justification.
14. Stream: Microsoft Streamis a secure application that enables users to upload, organize, and share video content across their organization. Users can view videos that are uploaded to the application from desktop computers to mobile devices easily from work or at home.
15. Teams: Microsoft Teamsis a feature-rich and secure collaboration and communication application. It supports instant message/chat, audio calls, video conferencing with thousands of participants, record meetings and collaboration with team members. Users can create teams and channels to enable groups of people to work together on a project or task where chat messages, shared files, and other digital assets are stored and organized in these structures, segmented from other project groups. At the university, a Team is given 10GB default space. Every time a new Team is created a SharePoint Online Site is also created in the background. Teams is best for active collaboration, where SharePoint is best for centralized communications where tighter control is needed.
16. TO-DO: Microsoft To-Do is a digital planner that can help users to organize their personal tasks. Microsoft To Dois integrated with Outlook Tasks, making it easy to manage all the tasks in one place.
17. Visio: Microsoft Visio is a diagramming and vector graphics application. It is used to create diagram types such as Flowcharts, Org Charts, Floor Plans, Network Diagrams, UML Diagrams, Mind maps and more. The latest version of Visio also has data visualization that allows user to create diagrams from Excel data and embed Visio diagrams in Power BI dashboards.
18. Whiteboard: Microsoft Whiteboardis an application that allows users to free form ideas on a digital canvas. With built-in collaboration features, users can work together with their team, whether in the same room or from multiple remote locations. Since the application is a cloud-based, users can have access to their boards from multiple devices, where they can share them, or include them in websites.
19. Word: Microsoft Word is an application that is used to create new documents either from scratch or by using one of the pre-defined templates. It can be used to create business letters, business cards, resumes, reports, flyers, labels, forms, and many more. Features such as the ability to easily add a table of content, modify header and footer, track changes among collaborators, add colorized data tables and charts, spell check document, and a language translator make Microsoft Word a powerful tool to create a professional-looking document.

Application not provided with M365 license:

1. Project: Microsoft Projectis a powerful and popular tool to plan and manage projects. Microsoft Project provides the tools to management tasks, dependencies, milestones, Gantt chart and more.
2. Project and Planner have many features in common, and often users do not know which application to choose from for managing their project. Here are some advices on which application to choose based on the project users are working on. For a simpler team project, it is recommended to use Planner. It is also provided for free with the M365 license (both A1 and A3 license holders have access to the application). If users need to track dependencies, costs, or more complexity, Project works best. However, Project is not provided with neither A3 nor A1 M365 license, therefore users need to purchase the application via the university. It can be purchased from either uSource or software.utoronto.ca.

UTORMFA

The University of Toronto has been trying to produce new ways to protect its members’ information and data. Recently, the university has launched their new multi factor authentication, UTORMFA, University of Toronto Multi-Factor Authentication. It is an authentication tool that adds extra layer of protection to users’ information and data so that UofT members can work comfortably off-campus. It verifies user’s identity using a second authentication like a mobile device, to make sure that only the user can login using the information provided. The authentication is provided by the mobile application DUO. The user can enroll with an Apple or Android device to use DUO for authentication. Moreover, one user can register multiple devices under their name. However, if none of user’s devices is compatible with DUO mobile app, they can contact the help desk to purchase a hardware token. For faculty and staff within DADDAA and Dunlap, please reach out to the IT team to acquire the hardware token. UofT members can sign up for the authentication for free by following the steps shown on the below webpage. https://isea.utoronto.ca/services/utormfa/how-to-use/

Q&A

1. How long does Outlook hold messages in the Delete folder and Junk folder?

According to the university’s help desk, the Delete folder does not automatically delete emails after a certain date. However the Junk folder empties itself automatically after 120 days. Note: even though the Delete folder does not empties itself automatically, it is not advised to store any important emails in the Delete folder.

2. How do I train my Outlook on false positive messages?

Currently there are two ways of training Outlook on false positive messages. The first way is that when you receive a false positive message, by selecting “Not Junk” you will be able to add the sender to the Safe Sender List. Thus, future emails from this email address will not be sent to the Junk folder. You can also add the sender or the domain of the senders that you know are safe to the Safe Senders list in Outlook settings manually. In order to access this list, you need to go to Settings -> Junk email -> Safe senders and domains. Then you can add the email or the domain of the emails that you do not want Outlook to flag as junk emails.

3. If I deleted an email, and emptied my Delete folder some time ago, can I get the deleted email back?

Once you delete your emails from Deleted Items folder, your emails will be sent to Recoverable Items folder. This folder is only accessible from Outlook Web. In order to access this folder, you need to first navigate to Delete Items folder, then below the title “Deleted Items” you will be able to see “Recover items from this folder”. By pressing this prompt, you will be taken to the Recoverable Items folder where you will have access to the emails you deleted from the Deleted Items folder. Once emails are deleted from Recoverable Items, it will be permanently deleted and cannot be recovered. For more detailed step-by-step guidelines please check https://onesearch.library.utoronto.ca/ic-faq/41444

4. Mac: how do I set up the automatic backup to OneDrive?

When you install OneDrive to your Mac, a copy of your OneDrive is downloaded to your Mac and put in the OneDrive folder. This folder is kept in sync with OneDrive. If you add, change, or delete a file or folder on the OneDrive website, the file or folder is added, changed, or deleted in your OneDrive folder and vice versa. To upload files to OneDrive automatically, just copy or move the files to your OneDrive folder using the Finder, or save them in your OneDrive folder from an app. You can also use the Finder to rename and delete files, create new folders, and move files around in your OneDrive folder. The changes will automatically be made in OneDrive and your other computers that have the sync app installed.

If you’re on OSX 10.10 or higher, you can get sync status directly from Finder by enabling Finder overlays in Settings.First, click the Apple logo in the top left corner of your Mac Desktop and select System Preferences, then select Extensions in the top-level menu. Then, just toggle on the OneDrive Finder Integration to enable Finder overlays.

5. Windows: how do I set up the automatic backup to OneDrive?

In order to back up your files on your PC you need to fist click the blue/gray cloud icon in the Windows notification area. Then select Help & Settings > Settings, then Backup > Manage backup. In the Back up your folders dialog, make sure the folders that you want to back up are selected. Select Start backup. You can close the dialog box while your files sync to OneDrive. Or, to watch your files sync, select View upload progress.

When your files finish syncing to OneDrive, they’re backed up and you can access them from anywhere. PC folder backup automatically syncs your Desktop, Documents and Pictures folders on your Windows PC to your OneDrive cloud storage.

6. UTORMFA: can I print passcode for emergency use?

If you need to print passcode for emergency use, i.e. leaving your phone at home after installing UTORMFA, the Help Desk is able to issue a one-time use bypass code. Each user is able to generate 10 bypass codes in total. This code will allow you to log into your applications. Use the “remember me” feature to make sure that your session with UTORMFA will last for 24 hour. You can also help yourself by generating the bypass code from https://bypass.utormfa.utoronto.ca .

7. How do authenticate to UTORMFA if I don’t have access to wi-fi or data?

The DUO application can automatically generate a passcode if you don’t have access to wi-fi or data. To generate a passcode:

Click on the application.

Click on University of Toronto.

A code will be generated.

Enter the code when you login.

8. Can I use Word, Excel and PowerPoint offline?

Yes, you can use Word, Excel and PowerPoint offline. You can download and install all the Office 365 apps from Office 365 web and have access to the applications from your devices.

Important: when you are using any one of these applications offline your progress will not be saved to your OneDrive automatically.

9. If I need a Teams created, who should I talk do?

If you want to create a Team you will need to submit your request via Enterprise Service Centre. Once you are on the site, click on the IT Service Centre button, then press Get Help. In the drop-down menus provided, first choose End User Computing, then Microsoft Office 365 Applications, lastly choose Teams. At the end of the form you will need to provide the names and UTORids of the two people who will be owners.

Faculty and Staff with a U of T Office 365 account may request a Team to be set up. Participation in a Team may be extended to anyone in the University community, and users cannot create or join teams, they must be invited by a Team owner.

Important: for most use cases, it is not recommended to ask for a Teams creation from University central IT as described above. You can have a dedicated special channel within DADDAA or Dunlap Teams. In order to get help, talk to the IT Manager.

10. Can I have a SharePoint site created?

If you are interested in creating a SharePoint site, you will need to have approval from you divisional IT group, manager or department head. Then you will need to submit your request to EASI via the IT Service Center.

Undergraduate and graduate students are not eligible to request site collections, sites or be granted admin privileges, however, they may have Site Member or Site Visitor access.

Similar to Teams creation, unless absolutely necessary, the IT Manager can create a SharePoint sub-site. You will have the same functions as a full SharePoint site.

11. Can I give my Teams access to external users?

Yes, you can give your Teams access to external users. There are different accesses you can grant to external users.

Set up external access if you need to find, call, chat, and set up meetings with people outside your organization who use Teams.

Use guest access to add a person from outside your organization to a team, where they can chat, call, meet, and collaborate on files. A guest can be given nearly all the same Teams capabilities as a native team member.

12. Can I grant external users to SharePoint?

External sharing is disabled by default when EASI provisions a SharePoint Online site. However, you can use the external sharing features of SharePoint Online to share content with people outside your organization. External refers to anyone without an @utoronto.ca email address.

13. How many devices one can install on with Office 365?

With your UTmail+ account you are able to install full desktop and mobile versions of Office 365 on your personal devices. You can run Office on up to five machines (Mac or PC) and five mobile devices (in total 10 devices).

If you wish to deactivate an installation, log into your office account, then click on My account which is under your user icon in the top right, then go to the Office apps section for links to sign out of a device. Please note: It can take up to 72 hours for Office to detect that you signed out, and signing out from a device does not uninstall the application from that device. Once you sign out, you will not be able to use the applications.

14. Do I need a Microsoft account to use MS365?

Yes, in order to use MS365 you will need a Microsoft account. Your UTmail+ account will give you free access to MS365. Therefore, you do not need to create a new account to use MS365.

15. What is the difference between personal OneDrive and OneDrive-UofT?

Your personal OneDrive is linked to your personal MS365 account, which means the files you created using your UTmail+ MS365 account are not accessible from your personal OneDrive. OneDrive-UofT is the OneDrive for Business account that comes with your MS365 license through the university. Any work that you created or saved using your UTmail+ MS365 account will be saved in your OneDrive-UofT account if so configured.

16. How do I request third party apps integration to MS365?

If you wish to request a new application to integrate to MS365 you will need to submit your request through Enterprise Service Centre. Your request will then be submitted to the Application Review Committee (ARC) for review. When your request has been implemented by the committee, it will be listed on the Microsoft 365 Application Integration page.

17. What is UTmail+? What are the differences between the UTmail+ for faculty/staff and for students?

UTmail+ powered by Microsoft 365 is a comprehensive online e-communication and collaboration service provided by Microsoft. Your UTmail+ account gives you access to full desktop and mobile versions of Microsoft Office to install on your personal devices. Moreover, with your account you have access to the web version of all these apps from anywhere you want.

Students have a student UTmail+ email address (@mail.utoronto.ca) and their data host is not necessarily in Canada. Faculty and staffs have a staff address (@utoronto.ca) and their data is hosted is in the data centres in Montreal and Toronto. If you are a student and you also have staff status, your student and staff accounts will be merged into one staff/student mailbox. You will have a student UTmail+ email address (@mail.utoronto.ca) and a staff address (@utoronto.ca). Your default From address will be your staff address but you can select your preferred UTmail+ From address – go to the UTORid Management page and under Make Changes, click on change your UTmail+ From email address.

18. How many ways are there to access UTmail+?

There are different ways of accessing your UTmail+. You can use the desktop application or the mobile app for Outlook to sign into your UTmail+. You can also use the web application of Outlook to have access to your email account from anywhere at any time. Furthermore, you can use apps that support modern authentication such as Thunderbird and Apple Email to log into your email account. By forwarding your email to another email address such as Gmail will also give you access to your UTmail+.

19. What is the process of off-boarding UTmail+?

When you are leaving the university, you need to follow the procedure for decommissioning your UTmail+ account. First of all you need to carefully read the knowledge article provided by the university. Then, download and complete the Checklist for Offboarding document. It can found the ESC page under “Knowledge Article Attachments”. Afterwards, your assigned supervisor, business officer or HR generalist will need to complete the Employee Offboarding form and submit it to ESC. Once the form is submitted, the off-boarding process will begin.

When you are offboarding from the university you are responsible for backing up the files in your OneDrive before your leave date. You can sync all your files to your computer or if you need further assistant/advice you can directly connect the university’s help desk at: help.desk@utoronto.ca.

20. What are the differences between legacy authentication and modern authentication?

Legacy (or basic) authentication is an old protocol to allow users to login to Microsoft applications/email using their username and password. The university disabled the legacy authentication in April, 2022 and enforced the use of modern authentication, which uses Multifactor Authentication (MFA). Modern authentication provides a more secure experience, and can protect the University from brute force or password spray attacks and malicious connections that bypass the university’s multi-factor authentication system. With legacy authentication disabled, users with UTmail+ accounts must use email clients and apps that support modern authentication.

Please note that Microsoft will disable the legacy authentication by Oct 1 2022.

21. How to check other’s availability through Outlook calendar?

The easiest way to check someone’s availability is to start a meeting invitation. Once you create a meeting invitation for that person, by clicking Scheduling Assistant you will be able to see their availability compared to yours on the screen. After viewing the person’s schedule, you can close the invite without sending it.

22. How to create a meeting invite using Teams and automatically add that to the invitee’s calendar?

In order to create a meeting invite using Teams you simply need to click “New meeting” button on the application. Once you click the button, you will be directed to a new page where you need to add the participants that you wish to invite, and select the time of the meeting. Then, by saving the meeting you will be able to send the invite to the invitee. When the invite is sent, the meeting time will be automatically added to the invitee’s calendar with the meeting link.

23. How to start a one-on-one call using Teams?

If you would like to meet with someone at the moment, you need to click “Meet now” button and by send the link the system generated for you to the attendees you will be able to start your one-on-one meeting. Furthermore, you can schedule meeting beforehand. By going to “New meeting”, you can schedule a meeting with anyone you like and send them an invitation. In order to join the meeting you will need to navigate to your calendar on either Outlook or Teams and find the meeting that is marked on your calendar. Then click the meeting and press “Join” you will be able to join your private meeting.

24. Do UofT’s central systems (AMS, ROSI, HRIS, RIS etc.) use Microsoft systems?

Yes, the UofT’s central systems use Microsoft systems. Currently, they are using Microsoft Cloud Azure. Microsoft Azure is a cloud computing platform. It provides wide range of services including compute, analytics, storage and networking. If you would like to read more about Microsoft Azure please visit this page at https://azure.microsoft.com/en-us/overview/what-is-azure/.

25. Does UofT provide any training on MS365?

Yes, the university does provide training on MS365. There are three different types of training sessions provided by the university. The first type is instructor-led lesson. It is a two hour long interactive webinar where an instructor from EASI will teach the basis of MS365. In order to enrol, please visit the class page on SuccessFactors. If you would like to learn about MS365 on your own pace, EASI also has pre-recorded version of Introduction to MS365. You can access the asynchronous class wither through SuccessFactors or Quercus. Last but not least, since different department have different requirements and training within a specific subject, divisions can currently request a one-time customized training session of Introduction to Microsoft 365 @ U of T. New request can be made by contacting Kathleen McLeod at kathleen.mcleod@utoronto.ca.