M365 for Employees

On your primary work computer system, drives should connect automatically when you login to the system.

On personal computers/laptops, you will need to set up CIFS to map network drives separately.

• Options like Webdrive, FILR and Kanaka are no longer available.
• Windows Instructions: https://www.uregina.ca/is/tech-notes/technote629.html
• macOS Instructions: https://www.uregina.ca/is/tech-notes/technote630.html

Some settings changes are required on the home computer system you use to connect to you work computer system.

• Connect from Windows to Windows: https://www.uregina.ca/is/assets/docs/rdp-instructions-windows.pdf
• Connect from macOS to Windows:  <<Link coming soon>>  
• Contact IT Support for assistance for now.

We are aware of issues with some meetings being duplicated, missing, or showing at incorrect times

This seems to affect recurring meetings.

• Unfortunately there is no way to fix or ensure that recurring meetings come over correctly.
• Users will need to compare their Outlook and GroupWise calendars and make manual adjustments as required (It’s fine to log in to GroupWise to view information). You can login to GroupWise and will still be view only for a while.
  
• If you are the creator of a recurring meeting, you may wish to advise attendees to decline future meetings and then resend the recurring meetings in Outlook

• To add a new attendee: In Outlook you have to end the series, then start a new recurring meeting going forward with the updated attendees. Alternatively you can add a new user to the series, but they will receive all past as well as future meeting dates.
• To change the date/time/location: You would have to end the series, then create a new recurring meeting. Alternatively, you can ‘edit the reoccurrences’ but this will change the date/time/location for past meetings as well as future events.
• To decline a meeting: You cannot decline a meeting “this instance forward” in Outlook, you either decline all the meetings in the series or you have to decline each future meeting individually.

You can contact:

• TTS for support and help: email technology.training@uregina.ca
• or the IT Support Centre

• or for TTS Friday Zoom link, see Friday Zoom Room.

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.
  • How to Uninstall Office for PC computers.
  • How to Unistall Office for Mac computers.
• 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.

• See, further information on MS Authenticator.
• See, instructions on how to set up MS Authenticator (PDF).

• 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 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’

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.

• 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.

• 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

• 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.

• 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.

• 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.
  

• You will receive an email letting you know.

• 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.

• 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'

• Yes, Outlook will port mail over Mac Mail and there is a local client (software) for Outlook for use on the Mac OS.

• 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"

• 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

• 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.
  

• 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.

• 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)

• 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.

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

• 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.

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.

• 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.

• 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.

• 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?

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

• See email to instructors here: https://lists.uregina.ca/sympa/arc/instructors/2024-02/msg00000.html?ticket=ST-1583232-MIxrT9rrYvU-IfKoJxC51uPhbQQ-cas3
• See Information for students here: https://www.uregina.ca/stories/2024/02/academic-integrity-and-artificial-intelligence.html

• 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.
  

• 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

• 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.

• All your files and folders will automatically migrate to OneDrive.

• 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.