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Timeline, Release Dates, and Info

April 29-May 3 View M365 Implementation Schedule
2024 Description
February
Behind the Scenes
  • Behind the scenes setup of uregina Microsoft accounts, in preparation for use of M365 tools.
  • February 20: Student and Alumni Webmail is migrating to MS Outlook.
  • Demos on what the new tools will look like will be announced.
Feb. - April Restore GroupWise Archives before your Scheduled Migration Date.
March - April
Training Sessions
Early April Desktop Software Updates (not full M365 migration)
  • Managed computer desktop logins will change to a Microsoft Entra login.
  • Logins will look different but your existing desktop icons and shortcuts will not change.
  • Instead of just using your username you will need to enter username@uregina.ca to log into your computer and your usual password.
  • The existing Microfocus login that connects you to your network drives will be completed in the background as a secondary login.
  • Once newly logged into your system it will continue to work as usual.
  • You will continue to use GroupWise for now.
  • MS Office 2016 will be removed and MS Office 365 will be installed on managed systems.
  • You will still have access to i:/ drive and Network drives, such as T:/
  • Users with un-managed systems will be able to install the software themselves, or use online options.
  • An email will be sent to "Systems" email list with more information ahead of this transition.
Mid April MS Authenticator (MFA)
  • Authenticator will be required for logging into your uregina Microsoft Account.
  • The option to set up MFA with MS Authenticator is available now, and can be set up anytime.
  • Beginning April 23, MFA will no longer be optional.
April 29 - May 3 Transition of GroupWise accounts to MS Outlook email and calendar platform, including tasks, and folders.
  • See Schedule for what day(s) your unit is being migrated.
  • Network Drives migration: T:/ drive will move to Windows Network shared location.
  • Transition of personal i:\ drive and Filr files to OneDrive, and transition of Network Drive files to new Windows servers.
  • Access to MS Office 365 online with option to download Word, Excel, PowerPoint, Outlook and OneNote software on up to 5 systems.
  • If you are teaching in the spring session and this will cause problems for you, please contact Collaboration.Platform@uregina.ca so we can discuss issues/workarounds.
Early May Microsoft Teams implementation
  • More info coming soon.
  • Note: Zoom will remain in place as well, no decisions have been made regarding the continuation of Zoom.
May - September Other Tools and Functionality
  • IS will begin looking at other tools and functionality available in M365.
  • Tools being considered are ToDo, Planner, Project Online, Power BI, and more.

*If you are an Employee member and a Student, you will fall under the Employee category for this transition.

*Employees include current Faculty, Staff, Sessionals, Researchers, employed Coop, Casual, and Grad Students who use GroupWise.

NOTE: Cleanup of GroupWise email and I: drive/FILR files should be completed by March 31. Pre-copying of data will begin on April 1st. Any files you delete in GroupWise on April 1st may be copied to M365 where you will have to delete them again.

Info Sessions

M365 Townhall Recording from April 15, 2024
Information Services had a M365 Townhall on April 15. To view the Townhall see, M365 Townhall Recording
In-Person Sessions

April

  • Drop in Fridays, starting at 9:00 AM, ED 548

See, Technology Training and Support Schedule for upcoming in-person dates.

Zoom Info Sessions and Webinars

Each webinar is designed to last approximately one hour. The main content typically spans between 40 to 50 minutes, allowing time for any questions that may arise during the presentation. We aim to ensure that our sessions are informative and efficient, respecting the time of our participants.

April

  • April 23 (Tuesday): M365 Introduction Webinar, 11:00 AM - 12:00 PM
  • April 25 (Thursday): MS Outlook Webinar, 1:30 PM - 2:30 PM
  • April 25 (Thursday): MS OneDrive Webinar, 3:00 PM - 4:00 PM

May

  • May 3 (Friday): MS Outlook Webinar, 2:00 PM - 3:00 PM
  • May 6 (Monday): MS Outlook Webinar, 1:30 PM - 2:30 PM
  • May 16 (Tuesday): MS Outlook Webinar, 10:00 AM - 11:00 AM

See, Technology Training and Support Schedule for links and dates.

Drop-in Hours - Only in-Person - TTS (ED 548)
  • Apr. 23 (Tuesday), 1:30 - 4:00 PM
  • May 1 (Wednesday), 1:30 - 4:00 PM
  • May 8 (Wednesday), 9:30 AM - 12:00 PM
  • May 9 (Thursday) 1:30 - 4:00 PM
  • May 13 (Monday), 1:30 - 4:00 PM
  • May 14 (Tuesday), 1:30 - 4:00 PM
  • May 21 (Tuesday), 9:30 AM - 12:00 PM
  • May 22 (Wednesday), 1:30 - 4:00 PM
  • May 27 (Monday), 1:30 - 4:00 PM
  • May 29 (Wednesday), 9:30 AM - 12:00 PM
In addition to these in-person drop in sessions, TTS offers drop-in hours every Friday in person and via zoom from 9:00 - 11:30 AM.
Do you need help restoring your Groupwise archives? - (complete before migration date)

You can contact:

TTS has Drop-In Fridays 9:00 AM to 11:30 AM in ED 548 or Zoom.
Can our Department have a group Demo session?

Yes. You can contact:

What do I need to do in Advance?

Update your Desktop Software

University-owned Managed Systems (most EV and some A0 barcodes)

  • Users with managed computer systems will receive updates over the network.
  • Please accept any prompts to update your computer system.
  • Your system will reboot when upgrade is complete.
  • Login to your system with username@uregina.ca and password (under the login you will see work/school account).
  • If you are unsure if your computer has been properly updated, or have any quesitons, please contact via email at IT.Support@uregina.ca or call 306-585-4685.

Non-Managed Personal Systems

  • You can install M365 (Outlook, Teams, and more apps) on up to 5 systems (including your main work system, laptop, home computer and/or mobile devices).
  • You need to uninstall older versions of Microsoft before installing M365.
  • Go to https://www.office.com and Sign-in with your uregina Microsoft account - username and password.
  • Download the software by clicking "Install and More" at top right.
  • Click "Install Microsoft 365 Apps" and it will download an installation file.
  • Find the downloaded .exe (pc/windows) or .pkg (mac) file and run it (likely in your Downloads folder).
  • If you have older Microsoft versions you will be advised to remove Office version 2016 or older before it can run.

Note: If you have Visio, Project or Publisher version 2016 it will also need to be uninstalled. If you still require the software, you will need to request an update to version 2019 by submitting a Software Licence Request form.

Set up MFA MS Authenticator for your Microsoft Account
Copy Student Webmail messages into GroupWise by April 15
  • If you use GroupWise but also have email in student Webmail, you will need to copy your Webmail messages in to GroupWise.
  • Your GroupWise account will be moving to MS Outlook, but messages currently in your student Webmail account are not able to be included.
  • Please view the online instructions, that explain how to do this.
  • You will need to add your Student Webmail account to GroupWise as an IMAP account, and then copy all the messages into a Cabinet Folder in GroupWise by April 15th.
  • By doing this, they will exist in GroupWise and then can be copied over to Outlook with the rest of your GroupWise email and calendar items.
GroupWise Archives Restoration before Migration (complete before migration date)
  • GroupWise Archives will NOT be moved to MS Outlook.
  • Groupwise archives are not stored on the email servers, and are therefore not accessible by any programs that will be migrating accounts.
  • If you have archives, they need to be restored to your GroupWise mailbox prior to the migration.
  • Please review and delete or restore the messages to your mailbox.
  • Once migration is implemented, Outlook will not be able to access GroupWise archives.

Please contact the IT Support Centre if you require assistance or submit a Footprints ticket

How to Restore GroupWise Archives

To view archives:

  1. Select File, click ‘Open Archive’
  2. View and sort messages just as you would in your mailbox.
  3. To return to your mailbox, Select File, click to uncheck ‘Open Archive’

To restore messages to your GroupWise mailbox from the archive:

  1. Select the message.
  2. Select the Actions menu.
  3. Click to uncheck ‘Move to Archive’
CASPUR Reports and MS Access 64-bit - test your Access databases and reports by April 5

As part of our transition to M365, MS Access software will need to be updated from 32-bit version to 64-bit version.
Information Services is actively testing and converting existing Caspur Reports to work with MS Access 64-bit.

  • If you have created your own MS Access databases and reports, they will need to be tested to ensure they will recompile correctly and function as expected.

We have updated the MS Access software on the computers in the back row of our Technology Training Centre in ED548, and have designated some times where you can come to test your MS Access databases with the updated version of MS Access. This Testing needs to be completed by April 5th

  • We are working on converting the existing Access reports in the CASPUR menu to be compatible with Office 365.
  • Not all reports will be completed when the desktop software is updated, but the most commonly-used ones will be available.
  • Some departments may have a system designated for running the odd report that is not yet converted, check with your Administrator if needed.
NOTE: If you have created your own MS Access reports, they need to be converted to 64-bit as well.
  • If you have not already tested your own Access databases, we have added some additional times below for testing in ED548.

Available times to drop by ED 548 with your MS Access file on a USB key:

*** Please bring your MS Access Database on a USB key. Accessing existing databases on a network drive such at T: is not sufficient, as the testing will update the existing version, which could cause issues with functionality until the switch to M365 occurs.

  • If you have not already tested your own Access databases in ED548, you can attend a Friday Drop In from 9:00am to 11:30am or see list of dates and times below.
  • If you encounter any issues when testing, please submit a Footprints ticket to the IT Support Centre via webform: https://ursource.uregina.ca/is/forms/ticket.html
  • Please include the name of the database, it's general purpose, and if it is very basic with a few queries or if it is more complex with links to Banner data or other external sources.
Please bring your file on a USB stick. The back row in ED548 is updated with 64-bit MS Access.
  • Tuesday, April 2 - 9:00 am to 12:00 noon
  • Wednesday, April 3 - 1:30 to 4:30 pm
  • Thursday, April 4 - 10:00 am to 12:00 noon
  • Thursday, April 4 - 1:30 to 4:30 pm
  • Friday, April 5 - 9:00 am to 12:00 noon
Microsoft Visio, Project, and Publisher: version 2016 not compatible
Version 2016 of MS Office, Visio, Project and Publisher are not compatible with M365. These applications will need to be upgraded to version 2019 in order to work with M365.
  • If you have a University-managed system (most EV and some A0 barcodes with OES login and Zenworks) this upgrade will happen when your desktop software is updated. Version 2016 will be removed and version 2019 will be installed.
  • If you have an un-managed system or laptop (many A0 barcodes), and have software that needs to be upgraded to version 2019, you will need to request a Software Licence Request form: https://ursource.uregina.ca/is/forms/software-licence-request.html
  • Note that installation of MS Outlook and Office 365 applications is not possible with version 2016 of these programs also installed.
Do not Reduce GroupWise Mailbox as of April 1st
  • Cleanup of GroupWise email and I: drive/FILR files should be completed by March 31st.  Pre-copying of data will on April 1st. Any files you delete on April 1st may be copied to M365 where you will have to delete them again.

GroupWise FAQs and Info

Managed Desktop Software Updates: Outlook + Office 365 Software Application Installation - Early April
As part of the migration to Outlook and M365 your current Micro Focus OES Login will change to Microsoft Entra Login on managed computer systems (most EV barcodes/some AO), and your MS Office software will be updated to Office 365.
  • Starting in early April, users will be prompted to accept the upgrade of their desktop login.
  • You will be allowed to choose 'later' a few times to defer the changes, but eventually you will have to accept the update.
  • Your system login will change to require your Microsoft account (username@uregina.ca). Office software will be updated to Office 365.
  • When you are prompted to log in to your systems you will need to use your username@uregina.ca and current password.
  • Existing desktop icons and shortcuts will still be there after the update.
  • Access to network drives will not change yet.
  • Users with un-managed systems will be able to install the software themselves, or use online options.
  • An email will be sent to "Systems" email list with more information ahead of this transition.
What will happen when M365 is implemented?
  • If you have a managed computer (Most EV barcodes and some A0 that prompt for Micro Focus/Novell login) updated software will be installed automatically.
  • If you do not have a managed computer (most A0 barcodes) and do not login to Novell currently, you will need to download new software.
  • If you have your email or calendar set up on a mobile device, or using software other than GroupWise, you will need to install the Outlook app and sign in with username@uregina.ca and your current password.
How will I know if my Webmail or GroupWise email has converted to Outlook?
  • You will receive an email letting you know.
Will I retain access to GroupWise after the transition to Outlook?
  • You will be able to view emails in GroupWise, but will not be able to send or receive any emails in this account after the transition date.
  • GroupWise will no longer be available as of June 1, 2024.
What will be migrated to Outlook from GroupWise?
  • Emails, contacts, calendar items, and tasklist will be migrated.
  • Frequent Contacts will copy over into a separate folder.
  • Categories do copy over to Outlook, but the colours may not be the same as in GroupWise.
  • Items marked 'Private' may not copy over, and if they do they will no longer be marked 'Private'
Do my contact lists transfer from GroupWise?
Yes, your contact lists will move from GroupWise to Outlook.
Will the move from GroupWise to Outlook improve email on the Mac computers?
  • Yes, Outlook will port mail over Mac Mail and there is a local client (software) for Outlook for use on the Mac OS.
What about Proxy access and Generic Accounts? How do I view someone's calendar?
  • The proxy access in GW is transferred to Outlook as delegate rights.
  • In Outlook, you will be able to view Availability, similar to the GroupWise Busy Search.
  • If you currently have Proxy access to an individual's email and/or calendar, the user will need to provide "Delegate access" to you in Outlook.
  • For access to a Generic Email account  in Outlook it will be called a "Shared Mailbox"
  • For access to a Room Resource Calendar to book a meeting room, in Outlook it will be called a "Shared Calendar"
What if I have my uregina email forwarded to another email address?
  • If you set up a rule in GroupWise to forward your email elsewhere, it will no longer be in place.
  • After your account has been converted, you will a need to access your @uregina.ca email via https://www.outlook.com or install the MS Outlook App and sign-in.
  • You may then setup forwarding to another email address by going to Settings - Mail - Forwarding.
What if I don't use GroupWise software to access my @uregina.ca email and calendar?
  • If you have your email or calendar set up on a mobile device, or using software other than GroupWise, you will need to install the MS Outlook app and sign-in.
  • Information on conjuring other email software programs to access @uregina.ca email will be provided closer to the transition.
  • The existing online access https://gwweb.uregina.ca will no longer be available after May 5, 2024, instead you will access @uregina.ca email online at https://www.outlook.com

Outlook FAQs and Info

How will I get the MS Outlook software for my Computer or Laptop?
  • For managed computers (Most EV barcodes and some A0 that prompt for Micro Focus/Novell login) Outlook software will be installed automatically.
  • For non-managed systems (Most A0 barcodes that do not prompt for Micro Focus/Novell Login) you will need to install MS Outlook software manually. See Outlook info.
Will I be able to see when someone has read my messages in Outlook?
  • The Read Receipts are one feature that we will no longer have.
  • Microsoft has prioritized the security of user emails, which means the read or unread status is not shown to the sender like it is in GroupWise.
  • You can request a 'Read Receipt' when you send an email, which will send you an email when the recipient reads the message.
  • Users have the option to turn off read receipt notifications if they choose.

MFA - MS Authenticator FAQs

What is MFA Authenticator and what about DUO?
  • MS Authenticator is an MFA application similar to the DUO MFA that you may already use to access some uregina systems.
  • DUO will remain in place for existing systems for your uregina account (username/password), and MS Authenticator will be needed to access your new Microsoft account (username@uregina.ca / password)
When do I need to do this?
  • The option to set up MFA with MS Authenticator is available now, and can be set up anytime.
  • Beginning April 22, MFA will no longer be optional and it will be required for your uregina Microsoft Account.
How do I set up MFA Authenticator?

A. First you need to enroll your account in MFA.

  • Go to https://novapp.cc.uregina.ca/perl/mfa.cgi
  • Log in with your username and usual password and DUO MFA (NOT your Microsoft account).
  • Click the "Enroll in MFA" button, and wait for a red notice across the top "Your request was submitted successfully" (may take 15 seconds or so).

    B. Once enrolled, you need to set up the MS Authenticator app.
  • Go to https://portal.office.com on a web browser on your computer.
  • Sign in to your uregina Microsoft account username@uregina.ca and usual password.
  • You will then be prompted to download the MS Authenticator app on your mobile device, finish the setup, and test.

Detailed setup Instructions can be found at MFA Authenticator Instructions

How will Authenticator work?
  • When you login to your uregina Microsoft account, it will periodically prompt you to authenticate using MS Authenticator.
  • If prompted, you will see a 2-digit code on your computer/device screen.
  • You will need to enter this code into the MS Authenticator app on your mobile device (or use an optional hardware token if the app is not an option). Once the 2 digit code is entered your mobile device may also ask for your usual mobile login pin/password for verification.
  • The login will then proceed as usual.
What if I don't have a mobile device to use for MFA Authenticator?
If you do not have a mobile device to use for Authenticator, there are Hardware Tokens available.
  1. To request a hardware token, submit a Footprints ticket to the IT Support Centre.
    • Go to https://ursource.uregina.ca/is, and log in if prompted.
    • Under Forms choose Footprints Ticket form.
    • After submitting the form, you will receive a ticket notification by email.
    • Once you receive an email that the ticket is Completed, you can pick up your token from the IT Support Centre during regular business hours.

   B. If you already have a token for DUO, you need to exchange it for a new one that works with both DUO and MS Authenticator. Submit a Footprints Ticket as outlined above.

   C. Once you have your hardware token in hand, you will need to set up MFA on your Microsoft Account to use a Hardware Token instead of the Authenticator App.

  1. Go to https://portal.office.com/ in a web browser on your computer
  2. Sign in to your uregina Microsoft Account username@uregina.ca
  3. Click your initials at the top right.
  4. Click ‘View Account’
  5. Click ‘Security Info’
  6. Click ‘+Add Method’
  7. Click Hardware Token.
What if I forget my device or hardware token at home?
  • We will be setting up an online portal where you will be able to generate some temporary codes that can be saved for use when you don't have your authentication device available.
Overview of MFA Microsoft Authenticator
Multi-Factor Authentication will need to be set up for your Microsoft account (username@uregina.ca) using MS Authenticator.
  • Once enabled, after entering your username@uregina.ca and password, you will periodically be prompted to approve your login on the MS Authenticator app on your mobile device or via a hardware token.
  • Authenticator will be used for Microsoft login only, DUO will still be used for the systems that currently require MFA.
  • You will generally only to need to MFA once on each system/app you logon to or after a password change. 
  • A hardware token will be available for those that are not using a mobile device.
  • If you currently have a hardware token for DUO, you will need to exchange it for one that works with both DUO and MS Authenticator.
  • Authenticator will be used for Microsoft login only, DUO will still be used for the systems that currently require MFA.
  • An email will be sent to "Systems" email list with more information ahead of this transition.

Other FAQs

What applications will be changing?

GroupWise email/calendar software, Microsoft Office Pro, Zoom video conferencing, Zoom Team Chat, FILR file sharing, and GroupWise Messenger chat platform, as well as file storage and access.

  • GroupWise email and calendar will move to MS Outlook, including on mobile phones.
  • MS Office 365 will be available for installation on up to five machines for employees with a dedicated workstation. Students will also receive this license.
  • Network drives like T:\, and S:\ will move to Microsoft storage (either Microsoft servers or Sharepoint which is TBD)
  • Filr storage and Personal I:\ drives will move to OneDrive.
  • Managed PC logins will move to a Microsoft login provider.
  • Microsoft Teams will be implemented for group collaboration including file sharing, group chat, and video conferencing.
Will there be Training?
  • Information on demos and training opportunities will be added to this site as plans are finalized, see upcoming Sessions above.
  • These FAQs will evolve and be updated as more information becomes available.
What is Copilot and what do I need to know about AI?

What is Copilot?

Microsoft Copilot is a customized version of ChatGPT combined with artificial intelligence powered web search, answers and content generation.  In ChatGPT you can type in a request like “Please compare and contrast the American and French revolutions” and it will reply with a relatively good summary. Copilot returns similar results with additional links to other resources.

  • A preview of Copilot (called Bing Chat Enterprise at the time) was enabled for faculty licenses in M365 tenants in August 2023. Copilot for students was released in January 2024.

The Effect of Microsoft integrating copilot into M365

With Microsoft integrating copilot with commercial data protection into M365 tenants by default (for licensed users) it is helpful to contrast the before and after behavior:

Before

  • Users could freely use copilot.microsoft.com to do searches. They could also click on the copilot icon in the Edge browser to pop out a copilot search box.
  • Any prompts/inputs to copilot could be ingested into copilot to help it learn.

After

  • When signed into a uregina.ca Microsoft account:
    • Copilot searches are still initiated through copilot.microsoft.com or the Edge copilot icon
    • Any prompts/inputs to copilot are NOT used to help copilot learn. This prevents the leakage of intellectual property into copilot
    • Answers may use data from your M365 tenant where you have access to improve the result.
  • When not signed into Microsoft, the behavior is the same as the before

Further Info

What if I am an employee but also a student?
  • If you are an employee but also take classes sometimes, you will fall under the staff category for this transition.
  • If you are a student, but currently working as a Casual, Coop, or Grad student and using GroupWise, you will need to move email from Webmail to GroupWise before April 1, 2024.
NOTE: Employees who are current or former students who use GroupWise but also have Webmail accounts will need to move their Webmail messages to GroupWise.
  • If you were a student prior to becoming an employee your webmail account very likely still exists.
  • You can try logging into https://webmail.uregina.ca to see if you have an account, and view any old email messages that may be there.
  • Emails in Webmail accounts of GroupWise users will not be migrated to Outlook.
  • If you currently have a GroupWise account, you will not be converted to student email when you employment ends, you will continue to use Outlook as a student.
  • Please move your email from Webmail to GroupWise prior to April 1, 2024 if possible.
  • If you have any questions, please contact the IT Support Centre for assistance by phone 306-585-4685, or email IT.Support@uregina.ca
What if I’m a Sessional instructor?
  • Your GroupWise email email will transfer at the end of April.
  • You will have access to Outlook and M365 online only.
  • If you require full access to download M365 apps, please discuss with your Faculty Administrator.
What happens to my files in i/ Drive?
  • All your files and folders will automatically migrate to OneDrive.
What happens to my files in FILR after this transition?
  • All your existing FILR files will be automatically moved to OneDrive.
  • Anything you are currently 'sharing' in FILR will no longer be shared.
  • FILR will have read-only capabilities after this for a short time.
What if I use my username@uregina.ca for a personal M365 account already?
You will still have a 'Personal' account with that email, and the University of Regina account will be a 'Work/School' account.
What are the campus M365 license types?

U of R Group

License Description

Faculty, Staff, Researchers,

Active (enrolled and registered) Students,

Employed Coop, Casual, and Grad Students

  • MS Office 365 will be available for installation on up to 5 devices for employees with a dedicated workstation.
  • Includes: Outlook, Word, Excel, PowerPoint, OneNote, and Teams online or installed.
  • Note: Microsoft Access is not available online but can be installed.
  • Some high risk areas will have enhanced security features.

Sessional Instructors, Emeritus, and

Casual Employees 

  • Outlook email, and M365 applications access online only.
Alumni
  • Exchange Online (Outlook email only)
Retirees
  • Exchange Online (Outlook email only)
*Students must be active to use the U of R  M365 License.

M365 Schedule and Application Information

M365 Quick Start Guide (PDF)

Use this Quick Start PDF to help you get started with M365.

Outlook Email and Calendar

GroupWise is migrating to Outlook email and calendar. Employees with managed-systems will have Outlook installed automatically on their computers.

OneDrive

I:/ Drive and FILR will migrate to OneDrive. OneDrive allows you to store your documents, photos, and folders in a secure cloud and access them from anywhere, share them with other people, and sync them across your devices.

Network Drives

Network Drive, (such as T: drive and others) files and folders will migrate to Windows servers.

Microsoft Teams

Microsoft Teams allows you to share files created in Office 365 among your fellow collaborators. Everyone can stay up-to-date on the latest project status. Teams allows multiple people to edit documents simultaneously.

M365 Applications

Employees will have access to M365 applications.
Updates and information will also be provided on the Collaboration Project page in UR Source.