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Frequently Asked Questions - Office 365

What is Office 365?

Office 365 (O365) is a cloud-based service from Microsoft. State of Kansas licensed the version that provides users with email, calendaring, contact storage, and task management. Each account gets 50GB of email storage.

Why might my email address change?

During the consolidation, the Cabinet-level Executive Branch Agencies will be in one environment. With all users having the same @ks.gov address, it may be necessary to modify your email address to prevent duplication across all Agencies.

How will I know when my account will be migrated?

You’ll receive an email about 2 to 3 weeks before your account is scheduled to migrate to Office 365.

How do I access O365 on my Windows or Mac computer?

You can access O365 through the Outlook Web App (OWA) with an Internet browser, or using the Outlook Windows or Mac client. 

What browsers are fully supported and tested to access O365 e-mail through OWA?

Internet Explorer 8 or above (the latest version of IE gives the best user experience). However, beginning January 12, 2016, Microsoft is implementing changes across Office 365 workloads which will result in a significantly diminished experience for O365 users on Internet Explorer 8 and Internet Explorer 9. Office 365 is designed to work with the current or immediately previous version of Internet Explorer. 
All recent versions of Chrome, Firefox, Safari are acceptable.

Will all my old mail transfer to O365?

If the current size of your mailbox allows, yes, all of your old mail transfers to O365. The email migration project team will work to determine the best migration method. In some cases we transfer all old mail to O365 before the cut-over, and in others we transfer the most recent 180 days of mail to O365, with the older mail transferring in the days following the cut-over. With either method all of your old email is transferred to O365.

Can I automatically forward all email from another provider to Office 365?

O365 is intended for employees to conduct state business. In some cases, it's likely you may forward email into O365. Each email provider has their own documentation on how to forward email from their system to another email system. Refer to the providers instructions on how to auto forward email.

Does O365 provide anti-spam protection?

Yes. O365 has its own robust anti-spam mail filters and virus protection. Messages sent to your O365 email account are automatically scanned and filtered. Any messages detected as junk mail will be placed in your “Junk E-Mail” folder. It is important to periodically check your Junk E-Mail folder to avoid missing a real message mistakenly marked as spam.

Can I use my Smartphone or tablet with O365?

If your Agecny security allows, yes, most smartphones and tablets can be configured to integrate with O365. O365 supports a variety of mobile devices including Windows, Apple iOS, Android, and BlackBerry devices. Options vary for phones depending on the brand, model, and operating system. Some specific older models may not be supported because they do not comply with OITS' security and encryption requirements. Each Agency defines its own mobile device policies for accessing O365. Check with your organization's IT group to learn about its policies for mobile devices.

How do I Set-up an Out Of Office Greeting in O365 (Automatic Replies)?

Click the Options button and select the Set Automatic Replies button. Click the Send automatic replies option and complete the time period and message fields as necessary. Click Save.

How do I Set-up an email Signature?

In the program window, click the Options button and select See All Options. Click the Settings tab and create the signature in the E-Mail Signature section of the Mail settings. If you wish, click the Automatically include my signature on messages I send check box.

How do I turn off Conversation Mode?

Conversation Mode is the feature in Outlook that groups together all messages with the same subject line. (i.e. all replies and forwards stemming from the original message are grouped together in your inbox for convenience.) This feature is set to On by default in Outlook. To turn off Conversation Mode click on the Conversations by Date link (located under the Search box). From the pop-up menu select Conversation. Repeat these instructions to turn Conversation Mode back on.

Encrypting emails to outside entities and agencies

Encryption is native to the Office 365 environment when sending and receiving from users on O365. The encryption necessary to send off the environment requires a subject line addition. Use the word “encrypt” in the subject line of the email to force encryption if you’re not sure your recipients’ environment uses encryption. Examples include:
  • Subject: Encrypt – Sending you my social
  • Subject: Healthcare Record – encrypt
  • Subject: Here’s my password [encrypt]

Additional How-To information can be found in the following documents:
How-To Encrypt an email to another Agency
How-To Encrypt an email user outside the State Email System

For more information on Microsoft Office 365 Trust and Security, click here.


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