Office 365 - O365

Overview

The Jefferson Lab IT Division has migrated all Zimbra users to Office 365 (O365) for Email, Calendar, and Contacts.  The Zimbra system is now read-only and should not be used to send emails or schedule meetings.

NOTE:  For our slideshows on training, a demo, and Microsoft published cheat sheets, please visit the bottom of this page.

The O365 Outlook web application has replaced Zimbra.  If you are a current Zimbra user, your Email, Calendar, and Contacts have been migrated to O365.  All non-Zimbra users will continue to use webmail (SquirrelMail) via the web or their preferred email client.

In order to ensure that meetings are scheduled as planned, there are a few things everyone should do in their migrated O365 Calendar.

1. Open O365 (https://portal.office.com), navigate to Outlook, and click on the Calendar icon in the lower left to access the O365 Calendar.
2. For meetings that you had previously replied to (Accepted/Declined), please take time to reply to each meeting in O365 again.  This is optional, but will help meeting schedulers know who can attend their meetings.
3. If you are an organizer of repeating meetings and you made an exception to one or more instances of that repeating meeting, then you must reestablish those exceptions.  Repeating meetings were migrated as they were first scheduled; without the exceptions.

Why are we moving to O365?

• Improve Collaboration:
  • Share OneDrive to folders to colleagues outside of JLab
  • Share Outlook email folders
  • Simultaneous document editing with Office on the web
  • View/Edit Word, Excel, and PowerPoint from all devices
• Cloud:
  • Secure global access to email and files
  • Dynamic resource expansion in times of heavy usage
  • Other labs are also moving to O365 (ORNL, FNAL, INL, BNL, ANL)
• Cost savings by eliminating cost to maintain and license current on premise solutions (Zimbra and ProofPoint)
• More space:
  • Outlook: Default quota is 50GB per user
  • OneDrive: Default quota is 1TB per user

Accessing Your O365 Account

NOTE:  In October 2019, the CST Division began converting authentication for Office 365 (O365) from your JLab password to multi-factor authentication (MFA).  Please review our Office 365 Multi-Factor Authentication webpage before going any further.

You can access your O365 account at https://portal.office.com

• Login as "username@jlab.org'
• Then, you will be routed to an internal JLab single sign-on page (MIS)
• Enter your CUE username and password
• Finally, you will land on the Office 365 Portal Page
• Click on the Outlook Icon to get into the Outlook (Email, Calendar, Tasks) App

O365 Guides and Cheat Sheets

• Email Program configuration guides for after your transition
  • Thunderbird and Outlook desktop application
• O365 Inbox Rule creation guide
  • O365 mail filters are called Inbox Rules and you will need to configure them again in O365
• Allowed/Blocked senders
  • Previously, ProofPoint was used to maintain your personal list of Allowed or Blocked senders. Since these lists cannot be a part of the migration, you will need to recreate them in O365
• O365 Calendar Information
  • Remember: The O365 Calendar app will be available in mid-January once we migrate away from the Zimbra Calendar