Email - FAQ
Q: What is Office 365?
Office 365 is the brand name that Microsoft uses for a group of subscriptions that
are enabled over the Internet (cloud services) and include software such as Word,
Excel, PowerPoint, Outlook, OneNote and more.
Q: I just started here at The University of Toledo as an employee, affiliate, or student.
When will my email be activated and what is my email address?
Your email account will be provisioned when you activate your UTAD account. Please click here to know what license will be applied and what your default email address will be.
Q: How do I save my files when using Office 365?
Office 365 web applications don't have a Save button. That’s because you never have
to save your work. As you work Office 365 automatically saves everything for you —
no matter how small or large the changes. This frees your mind to let you think about
your projects, thoughts, and ideas instead of thinking about your computer files.
If you change your mind about anything you’ve typed, added, or deleted in your notes,
press Ctrl+Z (on your PC) or ⌘+Z (on your Mac) to undo your last action.
Q: What is “the cloud”?
“The cloud” refers to web-based computing services that are hosted outside of our organization.
When you use cloud-based services, UT’s Information Technology (IT) infrastructure
resides off premises and is maintained by a third party instead of residing on a server
at the University. With Office 365, for example, information storage and software
are located and managed remotely on servers owned by Microsoft. Many services you
use every day, both at home and at work, are part of the cloud – from web-based email
and mobile banking to document and photo storage, all of which you can access virtually
anywhere.
Q: Why is UT moving to Microsoft Office 365?
There are many advantages that Office 365 offers to our faculty, staff and students,
such as increased mailbox size and storage capacity. It also is in alignment with
UT’s strategic priorities, such as supporting external research collaboration. Additionally,
UT’s operating costs will be reduced by an estimated $2.5 - $3 million annually by
limiting hardware and the number of servers the University must own.
Q: Who is being included in the University’s migration to Office 365?
Faculty and staff on all of UT’s campuses will be converted to Office 365, beginning
with Health Science Campus and followed by Main Campus and the rest of the University.
Students were migrated in 2015.
Q: What if my department has a shared mailbox?
If you have a shared departmental mailbox, be sure to contact Office365MigrationQuestions@utoledo.edu
before your scheduled migration day so that IT can migrate your departmental mailbox
at the same time as your mailbox and voicemail migration.
Q: How do I log on to Office 365 from home (or elsewhere) to access work email?
When you are not at work, you may access your work email 24/7 via http://email.utoledo.edu and then select the “UT Office 365” button. Type in your UTAD user ID and password,
then click the “Sign in” button. This will direct you to your Office 365 email inbox.
If you have any issues, you may call IT’s Help Desk at 419.530.2400/Main Campus or
419.383.2400/Health Science Campus.
Q: Why do I have 3-4 email addresses for my mailbox?
All mailboxes will have the following email addresses assigned to their mailbox:
First.Last@rockets.utoledo.edu - If you are/were a student at UT and your mailbox
is/was in Office 365.
First.Last@utoledo.edu - Applied to all accounts
Userid@rockets.utoledo.edu - Assigned to all Office 365 accounts. This is generated
by Office 365.
Q: What web browsers are supported by Office 365?
Internet Explorer, Safari, Chrome and Firefox are all supported by Office 365.
Q: How may I get help with the Exchange mailbox or Office 365 mailbox and their features?
Visit the following site for IT Help Documents Microsoft Office 365.
Q: Once I have an Office 365 mailbox, will I be able to share my mailbox/calendar
with another UT faculty, staff member or student who has an Exchange mailbox?
You will only be able to share your mailbox or calendar with other employees or students
who have been migrated to Office 365 because both users need to be on the same mailbox
platform (On-Premises vs. Office 365). For assistance, contact the IT Help Desk line
at 419.530.2400, 419.383.2400 or http://ithelp.utoledo.edu.
Q: I am a new/transfer student registered for next semester. Will I be able to download
Office 365?
Incoming students will be able to download Office 365 through UT's portal two weeks
prior to the start of the next semester. For more information, visit Microsoft Office 365.
Q: Are there accessibility settings that I can apply to my Outlook Web App?
To set your accessibility settings, log into Outlook Web App and select the cog wheel
in the upper right corner of your screen. Under Your app settings, select Mail. Expand
General and select Accessibility Settings or Light Version.The Light Version allows
for applications like screen readers or magnifiers to be compatible. The Light Version
is also used for older web browsers that do not support the newer browser tools.
Q: Can I use Outlook 2010/2013/2016 or Outlook 2011/2016 for Mac to access my UT Office
365 account?
Yes, Outlook 2010/2013/2016 (PC) and Outlook 2011/2016 (Mac) are supported and may
be connected to Office 365.
Q: How do I set up Outlook 2010/2013/2016 (PC) or Outlook 2011/2016 (Mac) to connect
to my rockets.utoledo.edu account using the Exchange server settings?
To set up Outlook to connect to your Office 365 account using the Exchange server
settings, visit this link for step-by-step instructions with screenshots.
Q: My Exchange On Premise mailbox is full. What can I do to lower the capacity?
Delete or archive items that are more than one year old. Be sure to check all subfolders
that have been created. Emails with large files need to be archived or deleted, and
also check your Sent, Deleted and RSS Feeds folders.
Q: May I download Office 365 ProPlus on my personal devices?
Yes, if you are a full-time or part-time UT faculty, staff member or a student registered
for the current semester, you can download a copy of Office 365 ProPlus software to
install on up to five personal devices (desktop and/or laptops) and five mobile devices
(such as smart phones and tablets). Visit installation instructions here for Office365. (Note: Because of licensing restrictions, UT affiliates, volunteers and retirees
are unable to download ProPlus.)
Q: How long will Microsoft Office remain free for University members?
For Students: As long as you are registered for fall or spring semester, the license for your
Microsoft Office product will remain active. After you become UT alumni, you may
continue using only your mailbox as long as you keep your account active by updating
your password. If the account becomes inactive, the mailbox will be removed. For Faculty and Staff: When your employment ends with UT, your Microsoft Office product will be deactivated.
Q: As a student, may I keep my mailbox after I leave the University?
Alumni: If a student has graduated in 2009 or later, as an alumnus they will retain their mailbox
only. All other services (One Drive, Office Online, etc.) will be discontinued. Note: The University reserves the right to remove and not reinstate your mailbox if your
UTAD password is not kept up-to-date and has expired. Because logging into your mailbox
requires your UTAD user ID and password, UT assumes that you are no longer using your
mailbox. Additionally, under the terms of agreement entered into by UT and Microsoft,
be assured your UT email address will not be shared, marketed or sold and your emails
will not be mined; however, Microsoft might send only Microsoft -related product information
to you.
Former Students: If a student has left the institution as an active student and are NOT considered an alumni of The University of Toledo, a student will continue to have access to their mailbox until their matriculation expires. All other services (One Drive, Office Online, etc) will be discontinued. A matriculation is the time at which a student can enroll for classes before having to go through the re-admission process. After matriculation has expired, all data including mailbox will be removed from the system. Note: The University reserves the right to remove and not reinstate your mailbox if your UTAD password is not kept up-to-date and has expired. Because logging into your mailbox requires your UTAD user ID and password, UT assumes that you are no longer using your mailbox. Additionally, under the terms of agreement entered into by UT and Microsoft, be assured your UT email address will not be shared, marketed or sold and your emails will not be mined; however, Microsoft might send only Microsoft -related product information to you.
More Information: For more information please refer to the following Email Provision/Deprovision information chart.
Q: As a faculty or staff member, may I keep my mailbox after I leave UT?
Faculty and staff members who are no longer employed by UT will no longer be able
to gain access to their mailbox, with the exception of retired employees with 10 or
more years of service. All other services (One Drive, Office Online, etc) will be
discontinued. Note: The University reserves the right to remove and not reinstate your mailbox if your
UTAD password is not kept up-to-date and has expired. Because logging into your mailbox
requires your UTAD user ID and password, UT assumes that you are no longer using your
mailbox. For more information please refer to the following Email Provision/Deprovision information chart.
Q: Whom should I contact if I have any questions about using Microsoft 365 at UT?
All of the information you need is available on IT’s webpages at utoledo.edu/it; on
the home page, under “Resources and Links,” select “Microsoft Office 365.” If you
review this information and still need more details or assistance, please contact
IT via the Help Desk at 419.530.2400 or 419.383.2400, or you may send questions to
Office365MigrationQuestions@utoledo.edu.