Housekeeping – Please complete a general clean-up of your emails

• Delete any old emails you do not need
• Save Large attachments and delete the email
• Action or delete any open drafts
• Delete unused folders
• Clear your Spam/Junk folder
• Delete all emails from your deleted item folder

During Migration
The Email migrations will take a few hours to run. While your mailbox is migrating, you will still be able to send and receive email.

However, once the migration is complete you will lose access to your email via your old MS Office 2010 email client (MS Outlook 2010), as this will also need to be upgraded. 

The Microsoft Outlook 2010 client will display connection issue errors until your MS Office software is upgraded. 

During this time however, you will be able to access your new mailbox via office online (www.office.com) And this will always be available in the future. 

Sign into Microsoft 365 Outlook on the Desktop 

On the Bottom Left of your screen click the Start/Menu button all the MS365 apps will appear under SJOG Applications

Accessing Email on your Phone
Once you are migrated to MS 365 you will not be able to receive any emails on your phone until it is registered in the company portal. For details on how to, click on this link Intune Company Portal Registration

New MS 365 Office apps (Word, Excel etc.) will download and install automatically from 5pm on Monday through to Tuesday. This upgrade may take a few hours to complete. Please note that old Office 2010 desktop shortcuts (Word, Excel etc.) will no longer work and you may need to delete them manually.

Connecting via VPN:

Please leave your laptop on and connected to the VPN throughout the day on Tuesday (if left on overnight on Monday the install will likely happen overnight – if you work from home then you may choose to leave your laptop on through Monday evening/night). If not, the install will happen on Tuesday morning. If the upgrade has not completed by Tuesday afternoon, then please contact the ICTServiceDesk@sjog.ie and a technician will assist with a manual install.

Connecting on Campus:

If you are in the office, please leave your PC overnight from Monday – Tuesday.

• If your laptop is turned off or disconnects from the SJOG network (or VPN) then the upgrade will install the next time you connect but you won’t be able to use MS Office (or open Word or Excel docs) till the upgrade completes.
• You will still be able to use the Online version of Outlook to access your emails. See the “Sign into Microsoft 365 Outlook on the Web” section below.

Once the Office 365 applications have installed on your PC, you will be able to find the new apps in the windows menu. Please note there may be a time lag between installations and the applications becoming visible in SJOG Applications.

If the upgrade has not completed by Tuesday afternoon, then please contact the ICTServiceDesk@sjog.ie and a technician will assist with a manual install. 

Sign into Microsoft 365 on the Web (including Outlook)

• Go to www.office.com and sign in with your SJOG Email Address and Password.
• All Available apps will be on the left-hand side. Outlook, Word, Excel, PowerPoint, Teams, OneDrive.

Housekeeping – Please complete a general clean-up of your Z drive

• Delete any files you don’t need
• Delete old & non-relevant files
• Delete/remove any large personnel files (Holiday/Family Photos and Videos)
• Delete any copyrighted material (Music files, TV Shows, Movies
• Delete/remove any restricted file types (see OneDrive File Type Restrictions section below)

Your Z-Drive to OneDrive migration will begin Tuesday evenings at 5 pm.

Please note that you will lose access to your Z-Drive at this time. If you need to work on any documents in the evening time, then please save them locally before 5 pm Tuesday evening. You can then copy them into your new OneDrive on Wednesday morning.

The migration to your OneDrive is automatic, and you do not need to leave your PC on to facilitate this. On Wednesday morning, when you log into your PC you will be able to access your new OneDrive.

To access OneDrive from your desktop on Wednesday at 9 a.m.

Navigate to File Explorer and on the left click on OneDrive – Saint john of God Services. On first access, you will be prompted for your email address and password.

You can also access your OneDrive online via office.com along with all your other MS 365 apps.

Your access to your old Z-Drive will be removed once you log on and off from the network on Wednesday morning, and you will find all your files in OneDrive.

Any shortcuts you had to your Z-Drive will not work anymore and you should delete them.

OneDrive File Type Restrictions

Please note that for business and security reasons, certain file types are restricted on OneDrive. These files tend to be executable files, scripting files, database files and windows system shortcuts.

These files will not be migrated to your new OneDrive, and if you have any of them you will lose access to them once the migration is complete. As such, to ensure a seamless and painless migration, it is important that you perform this tidy up now!

If you do have any MS Access database files in your Z-Drive then these should now be moved to a shared folder.

You are unlikely to have any executables or scripting files etc., so this should not pose too much of a concern.

In order to get MS365 applications, including Outlook onto your Mobile Devices (Phone and/or Tablet) you will need to register with InTune via Intune Company Portal.

Once your email migration has completed tonight, you will be able to set up the Intune Company Portal on your mobile device.

This will also register SJOG work phone on the SJOG company portal. This is essential, in order to ensure your phone gets security and software upgrades that are required to allow it to connect to the SJOG office suite.

This upgrade is a mandatory requirement for all SJOG work phones.

On completion of registration your phone will have two profiles (one Personal and one work), and these will remain entirely separate(more on this below).

Please note also that phones that are not registered by (date) will be recalled via your department head. These remaining phones will be wiped by factory reset and reissued to staff across the company. In this event you will lose all data currently stored on your phone and will be unlikely to receive the same phone back.

Rather than this eventually, we would urge you to self-register your phone on the company portal this week. If you require further reassurance &/or assistance with this task, please free to contact the ICT Service Desk.

You will have then access to your emails and data securely from your phone. Initially, the following Microsoft apps will be installed: Outlook, OneDrive, Teams, Edge browser, OneNote, and Office Apps- Word, Excel.

Installing and setting up the Company Portal

Open the Google Play Store (or Appstore for Apple devices) and search for and install the Intune Company Portal app.  Note that on Android phones you will need to have a google/gmail account in order to access the Play Store (if accessing for the first time).

Once this app is downloaded and set up, you can then log in with your email address and SJOG password. All the Office apps that you need will then be downloaded and installed automatically. 

Personal and Work Profiles

Your device will be split for personal and work usage

Your work side will then be managed by SJOG ICT, while your personal profile will remain as it was prior to setup.

You can easily and quickly switch between these two profiles by swiping up on the screen and selecting Personal or Work – it is that simple.

If you already have emails working on your phone this will stop sending and receiving (as it will be installed on the personal side of your phone), and you will have to use the company portal Apps going forward. It would be advisable to uninstall the app &/or delete the work email from the personal side of your phone, as this will make things less confusing into the future.

The personal side of your phone remains personal!

What your organization does not see:

• Calling and web browsing history
• Email and text messages
• Contacts
• Calendar
• Passwords
• Pictures, including what’s in the Photos app or camera roll
• Files
• For corporate-owned devices with a work profile, the applications, and data in your personal profile.

What your organisation can always see:

• Device models, like Apple iPhone 11, Samsung Xcover5
• Device manufacturers, like Microsoft, Apple, Samsung
• Operating system and version, like iOS 12.0.1
• For corporate-owned devices with a work profile, your organisation can only see the app inventory in your work profile.
• Device owner
• Device name
• Device serial number
• IMEI

You have now been migrated to MS 365.

However, you still need to register your SJOG work phone on the company portal. This is essential, in order to ensure your phone gets security and software upgrades that are required to allow it to connect to the SJOG office suite. This upgrade is a mandatory requirement for all SJOG work phones. As mentioned in previous emails, on completion of registration your phone will have two profiles (one Personal and one work), and these will remain entirely separate. Please see attached PDF for further information on this (attach initial email).

Please note also that phones that are not registered by (date) will be recalled via your department head. These remaining phones will be wiped by factory reset and reissued to staff across the company. In this event you will lose all data currently stored on your phone and will be unlikely to receive the same phone back.

Rather than doing this eventually, we would urge you to self-register your phone on the company portal this week. If you require further reassurance &/or assistance with this task, please free to contact ICT Service Desk.
For more information on any privacy concerns. Please see the link below What info can your company see when you enrol your device? | Microsoft Docs

Accessing Teams

Teams is a chat-based workspace that brings together chat, files, people, and tools in one place.

In the first phase of the MS365 rollout you will receive Teams chat, video conferencing and access to your Calendar, it will look similar to below.

To get started, follow the steps below.

1. To sign into Microsoft Teams go to https://teams.microsoft.com and sign in with your email address and password. OR
2. Navigate to your Microsoft Teams Application via your Start Menu
3. Watch the videos by selecting the Help button to see what Microsoft Teams can do for you and your teams. Discover how to chat with co-workers one-on-one or as a group, and start a meeting.

4. Chat lets you connect with others, stay up to date on projects, and express yourself, whether you’re in the office, at home, or on the go with the Microsoft Teams app.

In Teams, you’ll see three types of chats:

§  One-on-one chats: to connect with people individually.

§  Group chats: to speak with a group of people at the same time.

§  Meeting chats: to ask a question without interrupting the speaker.

Teams Phone

Teams Phone will only apply to people who are on campuses that have their phone systems connected to Teams (at the time of writing this in only the Stillorgan campus, excluding SJOG Hospital). For users with Microsoft Phones refer to the images below, as a guide to this functionality.

For users with Microsoft Phones refer to the images below, as a guide to this functionality.

1. To access Teams voice functionality
2. Phone will give you the traditional dial pad
3. Contacts will display your contacts
4. At the bottom of the page click Help to access the Help features

1. Click on Topics
2. There are great videos here that step through additional functionality

If you use a traditional handset in the office then we may have to order new ones for you, although ICT have one or two spares we can assign for now as a temporary replacement.

Congratulations! Your migration to the MS 365 platform is now complete! 

You can now access all the below applications in the Microsoft 365 cloud by logging into office.com via the Edge browser with your SJOG email address and network password. 

All your emails and documents will be available to you both on and off the SJOG network, providing you have an Internet connection. You can also access these apps on your smartphone once you register on the Company Portal, and you will also be able to use the desktop versions, which will automatically sync content with the online apps. 

If you have any technical or connectivity issues post migration, please contact ICTServiceDesk@sjog.ie for assistance. 

Training 

This is a big change, and you should expect a slight learning curve! There is a wealth of training resources available online to help you along the way, and Microsoft 365 Training is an excellent place to start. It provides a good overview of each application and will walk you through some of the new collaboration options – for example how you can work on and edit office documents together with other colleagues and see each other’s changes in real time. Also, we recommend viewing the Microsoft Teams training videos, as this is a new application that provides video conferencing, messaging and powerful collaborations tools for you and your team. 

Shared Folders 

If you accessed shared folders with colleagues prior to your migration, you will still have access to these, but only when connected to the SJOG network. A plan will be put in place soon to migrate these folders to SharePoint, which is part of the MS 365 suite. Once this is complete, you will then be able to access them off the SJOG network.