MS365 is a new email service for students

HCC has migrated all Faculty/Staff to MS365, a cloud based email service offered by Microsoft.  Starting Wednesday, Dec. 16, HCC will begin offering the same services to students. 

This includes a 50GB mailbox and 1TB of document storage – accessible anywhere and from any device.  You will also be able to download Microsoft Office products to five (5) personal devices.  Yes, as an HCC student, you will be able to download Microsoft Office products to five (5) personal devices for free.

In our efforts to streamline your EagleID and help make your login experience easier, we will be changing your student email address.  Beginning Wednesday, Dec. 16, 2015, you must log into your HCC email account with your EagleID/W# (not firstname.lastname).

Once you are migrated to MS365, you will login with what we call a fully qualified email address: EagleID@student.hccs.edu

On Wednesday, Dec. 16, EagleID@students.hccs.edu will be your new, permanent email address.

Example: W123456789@student.hccs.edu

If you have question, contact the Customer Support HelpDesk at 713-718-8800.

About MS365

What is MS365?

MS365 is a Software-as-a-Service application that the combines the  Microsoft Office desktop suite with cloud-based versions of Microsoft's communications and collaboration services to help Faculty, Students and Staff be productive from virtually anywhere via the Internet.

MS365 services:

  • Default mailbox size of 50 GB which is 100 times more than what is provided in the current webmail system.
  • 1TB of encrypted storage in the cloud via OneDrive for Business which is 1,000 times more than is provided for network storage (U: drive).
  • OneDrive allows you to update and share files from anywhere and manage files with enterprise grade security and compliance.
  • Access to MS Office desktop Suite application Word, Excel and PowerPoint.
  • Access to other MS Web Apps such as Yammer, Delve, OneNote, Sway and Class Notebook.
  • Advanced search capabilities.

HCC gains many benefits from migrating to MS365, including:

  • Reduction in staff hours required to support the e-mail system.
  • Reduction in storage requirements to support on premise e-mail system and disk storage.
  • Reduction in server and hardware upgrade, replacement and support requirements for on-premise email system and disk storage.
  • Increased level of availability for Office 365 with a Microsoft SLA of 99.9%
  • Ability to use the rich web applications (OWA) in a wider variety of browsers.  IE 7+, Safari 3+, Firefox, and Chrome
  • Ability to download copies of MS365 to five personal devices.
  • MS365 is designed to be completely responsive to the device accessing the application(s).

Office 365 Productivity Apps

Office 365 includes several well-known productivity apps that can all be used online from any computer once you sign in to your MS365 account.  These Apps include the following:

Once logged into MS365 you will see all available apps in squares as shown above.  These applications are available to install from your account on a maximum of 5 personal computers and/or mobile devices.

Office 365 OneDrive Storage

OneDrive for Business is storage in the cloud for all your personal files and folders.

OneDrive for Business offers you the following capabilities.

Store and share files

  • Store up to 1 TB of data in the cloud
  • 2 GB maximum file size
  • Share files with HCC users (files cannot be shared outside of the HCC domain)

Access and synchronize files easily

  • Access files using web browsers or mobile devices
  • Access files directly from Microsoft Office desktop applications
  • Synchronize your local files with files in SFA OneDrive document libraries (with appropriate client software installed)

Create and edit Microsoft Office files in the cloud with Office Web Apps

  • Word
  • Excel
  • PowerPoint
  • OneNote

Help and Tutorials

Getting Started with OneDrive

(http://windows.microsoft.com/en-us/windows-8/getting-started-onedrive-tutorial)

What is the Office 365 Clutter feature?

Clutter is an email filtering option available to Office 365 customers.  It is similar to an anti-spam filter as it moves less important email (based on your reading habits) into a 'Clutter' folder where they can be ignored or reviewed later.  Most of the mail going into the folder should be bulk mail (advertisements) and messages from mailing lists.  However, you will want to periodically check the Clutter folder as it may move legitimate email into this folder.

In June 2015 Microsoft will enable the Clutter feature for all Office 365 accounts.  Individuals can choose to disable Clutter if desired. To disable Clutter log into OWA, click on the Gear, Options, Automatic Processing, Clutter and select Don't separate items identified as Clutter then click Save.

How to use Clutter in the Outlook Web App

How to use Clutter in Outlook

If you are using OWA and need to mark messages as "not clutter",  either right click on the message and choose 'Mark as not clutter' or just drag it to the Inbox. If Exchange is missing messages you want marked as clutter, right click and choose 'Mark as clutter' or drag it to the Clutter folder. In Outlook and other clients, you’ll need to drag a message to the clutter folder to mark it as clutter or drag it to the Inbox to mark it not clutter.

Users can drag messages they deem suitable to the Clutter folder to "train" the tool to spot similar email in the future. The tool gets smarter over time, learning from your prior actions with similar messages. 

Once Clutter is enabled in OWA, it appears in other clients linked to that Exchange account, including Outlook on both Windows and OS X desktops and notebooks, and the iPhone and Android OWA apps.

Note:  If you have rules moving messages, Clutter is applied after server-side rules are applied and items touched by rules won't be filtered by clutter.

MS365: Frequently Asked Questions

Will I still be able to use email on my assigned migration day?

Absolutely! The sync process takes place in the background. However, once your migration is complete, if you are using Webmail, the system will ask you to log back into Webmail. If you are using Outlook, the migration process will ask you to restart the Outlook application once completed. Any users that may be using other email clients will just need to restart the application if you notice emails not coming into your mailbox.

I can’t login with my account. I’ve entered jane.doe and I know my password is correct. What’s wrong?

MS365 requires the full email address to authenticate.  That is, you will need to include the hccs.edu domain.  Example: jane.doe@hccs.edu

What if I have questions regarding my migration?

IT will be visiting the areas which are being migrated; however, you can always contact the Customer Support HelpDesk at 713-718-8800.

How do I change my password for MS365?

This process remains the same. You can change your password here: https://pm.hccs.edu . If you are having issues with your password, please contact the Customer Support Help Desk 713-718-8800.

I have a new folder called Clutter – how is it helpful to me?

  • Clutter is an email filtering option available to MS365 customers.  It is similar to an anti-spam filter as it moves less important email (based on your reading habits) into a folder called Clutter where they can be ignored or reviewed later.  Most of the mail going into the folder should be bulk mail (advertisements) and messages from mailing lists.  However, you will want to periodically check the Clutter folder as it may move legitimate email into this folder.
  • If you want to mark messages as ‘not Clutter’, either right click on the message and chose “Mark as not Clutter’ or just drag the email to your Inbox. This process will ‘train’ the tool to spot similar emails in the future.  Over time, the tool gets smarter learning from your prior actions with similar messages.
  • The email in your Clutter folder will remain there until you move it or delete it.

Outlook? Webmail? What do I use for MS365?

The choice is yours!  If you are accustomed to using the Outlook client, please continue to do so – it will look exactly the same.  Once your account is migrated, you will be prompted to restart the Outlook client and enter your password.  If you prefer Webmail, please continue to do so.

Will all my Webmail folders be migrated to my MS365 account?

Absolutely!  All your email folders that you created on the server and all email within those folders will be migrated to your new MS365 account.

Why aren’t my Voicemail and Message Indicator Light on my IP phone synced?

During the migration of your mailbox to office 365, you may notice that your voicemail and Message Indicator Light on your IP phone are not synced. During this time, you may access your voicemail directly on your phone. Once your personal mailbox migration is completed, voicemails in your email and within the Unity Connection voicemail system will be re-synchronized. This process may take up to a full business day.

Will I still be able to use email on my assigned migration day?

Absolutely! The sync process takes place in the background. However, once your migration is complete, if you are using Webmail, the system will ask you to log back into Webmail. If you are using Outlook, the migration process will ask you to restart the Outlook application once completed. Any users that may be using other email clients will just need to restart the application if you notice emails not coming into your mailbox.

I’m receiving emails from quarantine@messaging.microsoft.com – what are they and what do I do with them?

Instead of sending to a “Junk” folder, Microsoft sends emails they detect as SPAM to what is called “Quarantine”.  This allows you, the recipient of the email, to determine if it is something you wish to keep or not.  You have 3 options:

  1. If you want to send the email message to your Inbox, click “Release to Inbox” and the email is moved to your Inbox.
  2. If you want all messages from the sender to always go to your Inbox, click “Report as Not Junk” and the email is moved to your Inbox.
  3. If it is SPAM, do nothing and after 15 days, the email will be deleted from your “Quarantine”

Where can I find Spell Check when using MS365?

  • In the Outlook client, nothing has changed.  Spelling & Grammar are still located in the Review tab.
  • In WebMail, it is integrated with the browser.  That is, when you misspell a word, it is automatically detected and will be underlined in red.  Right click on the word and/or phrase and options will appear.

Will I have access to all my email in my new MS365 account?

Yes, all email in your current mailbox and your calendar will be migrated to your new MS365 account.  If you have archived email locally to your desktop, you can easily move those emails to your new MS365 after your account has been migrated.

Is it true that I can install Microsoft Office on 5 of my personal devices?

  • Absolutely! You can install Office on up to 5 personal devices for free with your MS365 account.  Please do not install these on HCC devices – personal devices only.
  • When you login to your MS365 account via the web (webmail.hccs.edu), click the blue box in the upper left hand side of the page.
  • Then, you should see a window that looks like the examples below.
  • On the right hand of the screen, you will see a red INSTALL button.

Is it true that my new MS365 mailbox is 50GB? How can I tell how much storage I have left?

  • Absolutely!  The new mailbox size is 50GB
  • From Outlook client:  Click the File tab in the upper left hand corner.  Then, in the middle of the screen you will see “Cleanup Tools”.  The “Mailbox Cleanup” bar will show how much you have used of your available space.
  • From Webmail: Click the “Dial” in the upper left hand corner (next to the bell).  Click on “Options”.  In the upper left hand side, click on “General” and then “My Account”.  The “Mailbox Usage” box will show how much you have used of your available space.

Why did my mobile device stop working with my HCC email?

  • Once migrated, your mobile phone will no longer connect to your email since it has been moved to Office 365. 
  • Therefore, you will need to delete the email account from your mobile device and re-add it to your device.
  • You will need to repeat this process for every device for which you use email, including iPads, laptops, tablets, etc.

Any helpful tips for reconnecting my mobile devices?

  • Always choose the “Exchange” option for both iPhone and Androids. 
  • For Androids, do not use the “Manual” setup option, just choose “Next” to move to the next setup screen.
  • Some devices will ask for a server to connect to; if you are asked, enter:  outlook.office365.com

How many accounts have been migrated to MS365?

As of today, 4,684 HCC faculty/staff email accounts have been migrated to MS365.

When will the remaining faculty/staff email accounts be migrated?

  • Many of our faculty are being migrated between Tuesday, November 10th through Monday, November 23rd
  • College migrations are as follows:
    • Monday 11/30: Southeast College
    • Tuesday 12/01: Southwest College
    • Wednesday 12/02: Northwest College
    • Thursday 12/03: Northeast College
    • Friday 12/04: Central College
    • Monday 12/07: Coleman College 

When will students be migrated?

Our student migration schedule is being updated and will be released soon.

Post-migration tips, training and support