ITS is working with University Communications and University leadership to relay information via several methods. This includes a message to the campus community announcing the changes as well as the technologyinitiatives.uncg.edu portal where continuously updated information regarding each initiative will be housed. ITS will also regularly meet with standing campus committees such as Faculty Senate, Staff Senate, Student Government Association, as well as technical advisory committees.

The audit report contains significant sensitive technical information. For this reason, it will not be distributed to staff or the public.

You can submit questions to https://technologyinitiatives.uncg.edu/submit-your-feedback/

ITS will keep technologyinitiatives.uncg.edu updated with current information and emerging questions to ensure that the campus is informed as changes progress.

No.

ITS is in the beginning stages of working with UNCG Human Resources to identify positions that could be affected. When that list is complete, ITS will contact supervisors of those positions to discuss their current job duties. If the position has responsibilities for any of the following activities, then the position will be considered “in scope.” 

• Endpoint/computing-device management
• Web development
• Application development and/or administration
• Server administration 

ITS will work with current area supervisors to standardize key responsibilities for DTS work plans and position descriptions as well as their oversight and management. 

Things to remember:

• DTSs will still work and report in their current home area, for their current supervisor. 
• ITS will work with area supervisors to provide training and standards for the work that DTSs do.
• ITS will not be directing 60% of DTS’s time towards new or additional work outside their home area.

Yes. Details on licensing funding are still being worked through. In-scope positions will be expected to work according to University technology standards, processes, and procedures, including ITS incident SLAs.

There are no planned changes to the staffing levels for distributed technology staff. If a school/college has a tech support staff member today, that staff member will continue to report in that area. However, ITS will be working with distributed technology staff supervisors to provide training, oversight, and review of their technology support duties.

UNCG ITS does not plan to remove equipment or instructor furniture from classrooms that are currently ADA-compliant. However, in some instances, learning spaces may not receive new equipment during future refreshes to bring them into compliance by default. In these instances, ITS will be able to provide the necessary technology or equipment to these spaces based on an individual’s accommodation needs as approved by OARS or UNCG Human Resources.

Learningspaces.uncg.edu will list the ADA compliant technology and equipment available in each learning space. 

In learning spaces that do not have ADA compliant technology or instructor furniture installed:

• If a student requires an ADA accommodation for a class, the Faculty member will be able to contact 6-TECH to check out the equipment needed for the semester to meet the student’s requested accommodation. Faculty can refer to the OARS accommodation letter to identify the specific accommodations that have been approved for a student with a disability.

• If a faculty member requires an ADA accommodation in a learning space, they will need to contact 6-TECH to discuss potential options to meet the accommodation.

ITS has created the site learningspaces.uncg.edu which contains an inventory of campus learning spaces including equipment lists, 360 degree photos and more. Faculty are encouraged to visit the learningspaces.uncg.edu website to familiarize themselves with their assigned spaces. If a learning space does not meet their needs, faculty should work with either the Registrar’s Office or their departmental scheduler to discuss potential solutions.

ITS is developing an exception process for needed items outside of the pre-approved Tier 1 and Tier 2 hardware offerings. The process will likely involve written approval from the requestor’s department head followed by a CHiP consultation to facilitate the order. More information will be provided as the initiative progresses.

ITS is working with University Communications and University leadership to relay information via several methods. This includes a message to the campus community announcing the changes as well as the technologyinitiatives.uncg.edu portal where continuously updated information regarding each initiative will be housed. ITS will also regularly meet with standing campus committees such as Faculty Senate, Staff Senate, Student Government Association, as well as technical advisory committees.

The audit report contains significant sensitive technical information. For this reason, it will not be distributed to staff or the public.

You can submit questions to https://technologyinitiatives.uncg.edu/submit-your-feedback/

ITS will keep technologyinitiatives.uncg.edu updated with current information and emerging questions to ensure that the campus is informed as changes progress.

No.

Microsoft Forms created directly in the Forms app can only be accessed from the Forms app. They are stored in either OneDrive or SharePoint, but they are not viewable from the interfaces of these platforms.  

Forms for Excel creates an Excel spreadsheet that updates with new responses to an attached Form. The Excel spreadsheets can be organized in OneDrive or Teams. The associated form can be accessed from within the workbook.  

Chat doesn’t export directly to a file, but you can copy and paste from chat. Recordings are stored as MP4s. Files and folders can be shared by clicking the ellipses next to the file or folder in Teams.  

Within OneDrive, Teams, or SharePoint sharing settings can be adjusted to include non-participants.

Teams Meetings can have up to 1000 fully interactive equal participants. Participants over 1000 up to 20000 will have view-only capabilities. You can learn more at Microsoft’s help and learning portal.  

Yes. OneDrive is intended for personal space, while Teams is intended for departmental space. 

Yes, chat can be disabled in the meeting’s options. 

There are two different Chat spaces within Teams. There is Chat in the Teams space and Chat in Teams Meeting.  

Chat history in a team space cannot be disabled.  

Chat in a team meeting can be disabled so that history is not created. 

It is possible to switch between organizations within the Teams app, but to be active in more than one organization simultaneously you will need to use the app and web interfaces at the same time. See Microsoft 365: Switching Between Organizations in Teams for more information. 

Google does not support changing the ownership of folders to someone outside of an organization and it’s not something that we can change. They state in their documentation: “For data security reasons, Google doesn’t support the direct transfer of ownership to or from an external account. ” See Google’s Transfer Drive files to a new owner as an admin article for more information.  

As an alternative, we suggest using Google Takeout to download the files from Google Drive into a single .zip folder to send to the new owner.  Choose only the files you wish to transfer. 

Only the organizer/owner of the recording can change sharing settings unless they add additional people as owners of the recording. If you are not the organizer/owner of the recording, and you send the link to someone that has not been included in the share settings, they will not be able to access the recording. They will have the option to request access. 

Access databases should remain on network drives if they are being used by multiple people. Storing them on OneDrive can create versioning conflicts and other problems. 

Yes! There is a Teams setting to mute notifications during meetings. It will need to be set in both the app and web separately if you use both. See Microsoft’s help and learning portal for more. 

Yes. ITS will work with Starfish administrators in Students First to integrate Starfish with Microsoft Exchange. 

All recordings in Teams are recorded to the cloud. Once the recording has been processed, it is stored on OneDrive or Teams where settings can be used to specify which videos can be downloaded and which ones cannot. To learn how to make files view-only see Microsoft’s help and learning portal. 

Yes. Teams Video allows meetings to be open to the public.

You can move files that only you work on now without changing settings.  
 
For files that require sharing and collaboration, share settings will not migrate as part of the self-migration process to OneDrive. If you self-migrate, you will need to recreate any sharing that is set up in Google Drive and Box. If this is unmanageable for you, do not self-migrate now. ITS will release further information later for migrating to OneDrive and keeping sharing intact. 
 
See Microsoft 365 OneDrive and Teams Self-migration for more information.

Yes. Please use the L4 sensitivity label with HIPAA documents. 

Yes. Department teams must be requested if the Team requires a Grouper tie-in. Departments will need to put in a request using the 6-TECH form if they wish to have a Team for their department.

The ability for individuals to create an ad-hoc team will be enabled in the near future. These ad-hoc teams will not be connected to Grouper. 

Yes. We ask departments, with specialized data that need protection, to self-identify so that the M365 implementation team can work with them directly. Let your departmental representative on the implementation team know that you need a consultation.

You do not have to have a Team to share files with a large group. However, if you want collaboration on files, creating a team gives you more collaborative features such as chat, work streams, etc.  

Outlook has a delay or schedule send rule that you can set up and customize. Find out how to set up this rule on Microsoft’s support portal.  

Outlook has a very similar service. The collaborative inboxes will migrate at a later date than their assigned users.

Yes. To be a co-organizer an external user must have or create a (free) Microsoft account associated with their email address. You can then use the settings to give them the ability to co-host in the co-organizer setting. Presentation rights can be granted in the who-can-present setting. Set it to “everyone” if the external user is not a co-host.  

Yes. Teams Meeting calls them Co-Organizers and meeting participants can be selected as Co-Organizers after they are invited. You can learn more at Microsoft’s help and learning portal.  

Phone numbers are not required to use Teams. A phone number is only required if the user will make/receive phone calls. 

Yes. Once our Microsoft 365 environment is fully functional, these calendars will sync. 

Yes, the limit is thirty hours. 

Virtual Workshops have begun. You can sign up for sessions at workshops.uncg.edu.  

Additional training resources are being curated, along with session recordings for on-demand training as the project progresses. These courses and resources will be posted on the Microsoft 365 page and announced via email when available. 

We have found Microsoft’s 365 Help and Learning portal very helpful.

Each user will be allocated 3 TB of storage space in OneDrive and each Team will have up to 25 TB. 

Existing emails requiring retention by the NC Retention Schedule will be migrated.

Data migration details will be determined by the Microsoft partner who will work with departments to document migration requirements. For large datasets, ITS suggests transitioning to Globus for data transfer and management. More information about Globus will be available in the coming weeks.

Folders combine if they are on the same path.  
 
For example, two folders named Timesheets will be combined if one exists in Google and the other in Box, each at a location of MyDocs\Timesheets in their respective platforms. 
However, if a Timesheets folder is at Files\Timesheets in Google and the other is at MyDocs/Timesheets in Box, they will not combine. 

M365.uncg.edu is the web version of the Microsoft offerings at UNCG and should function on all operating systems. Alternatively, people with capable non-windows machines can log into mycloud.uncg.edu to access a UNCG virtual desktop that operates the Microsoft operating system.

When scheduling a meeting in Teams, there is an option to copy the meeting information, which can be sent via email or any method of your choosing. Also, outside collaborators can be added directly to the meeting invitation. 

We discovered it is easy to change your filtering and sorts without realizing it. Check your filtering and sort options to make sure they are set correctly. It makes the most logical sense to sort them chronologically (Newest on top or Oldest on top), but there are many options there that may be useful to you.  

No. Unfortunately, there is no setting that makes this easier in OneDrive.  

If you choose to sync OneDrive with your computer, you can add/delete folders with content in File Explorer (Windows) or Finder (macOS) and it will update OneDrive online.

ITS is unaware of connection-drop issues from meetings/classes. If these issues arise, ITS will work with Microsoft to resolve them through our support contract.

Microsoft supports being used as a third-party login to many applications. In addition, we expect the “Login with Google” functionality to continue to work after the migration. 

Instructors can link or embed M365/OneDrive content (Word documents, PowerPoints, OneNotes, etc.) in their Canvas course. If they set the sharing permissions to “anyone at UNCG can view” and then copy the Canvas course for the following semester, the content will come over automatically and no further action will be required.

If an instructor wants to use Teams for a course, they will need to use Microsoft Sync in their Canvas course to create a new Team each semester. Files can be moved into the new Team as needed, but it will not be as seamless as a Canvas course copy.

Think of Teams as a collaborative hub for your course. Ask yourself, do the students need to view this file, or contribute to it? Any content that students only need to view will ideally be accessed via Canvas, while the Team will provide a space where they can actively collaborate on files

This behavior exists in Teams, but not in OneDrive. You can also label a Team, which will carry the label over to everything that resides in the Team.  

Sensitivity labels are not viewable in the file explorer. 

Yes. Please use the L4 sensitivity label with restricted data. 

This does not work the way it should because we have not completely converted to M365. While we wait for the transition to be complete, the Gmail option in Power Automate should work. If you choose to use the Gmail option, it will need to be changed to regular email after the migration to M365 is complete. 

No. The ability to call outside of the University in Teams depends on having a phone number. 

As of right now, this isn’t possible in our Outlook environment. However, this is on our list of items to address. 

No. A team should always carry at least two owners so that if an owner leaves, there should be no change. If for some reason, a team goes ownerless, ITS will assist by assigning two new owners. Owners are administrators of the team and can basically do what they wish within their team.  

This feature is so brand new that it has not been released into Office suite yet.  No decisions have been made regarding this product as ITS is researching and investigating it. Details will be released at a later date. 

The same process used for requesting additional apps/integrations in Google will be used for M365. Existing applications and integrations in Google will not be migrated. The request process will be available soon. 

Once it is available, SharePoint will be accessible from the M365 portal or can be mapped to a computer using the OneDrive for Business app. 

Chromeboxes should continue to function as they do now. The email address you use to log into Chromeboxes and other Google services is a UNCG email address, not a Gmail address, and that is not changing. You will be able to continue to access those with your current credentials in the same way you would YouTube or other Google services. 

Departmental files should be moved to a Team or SharePoint document library, depending on the use case. Sensitivity labels, which provide extra security, can be applied to files and folders in Teams, SharePoint, and OneDrive. 

ONLY M365 systems administrators can pull chat records and that is ONLY at the request of UNCG General Counsel.  

Yes. OneDrive will be made available in Secure Desktop via the web client. The file explorer app availability in Secure Desktop is to be determined. 

This information will be available after the assessment by the Microsoft partner.

All M365 apps, except for Outlook, are currently available to UNCG users at m365.uncg.edu. Outlook will function after the migration.  

See Microsoft’s help and learning portal for the best information on Teams meeting roles. 

ITS is aware that 

• Existing Institutional Review Board (IRB) protocols, consent forms, data-use agreements, and research contracts have Box listed as the primary data storage location;
• Research agreements are currently being negotiated and direction is needed as to how storage should be addressed; and
• Many research projects have incorporated Box and Google services into the technical architecture of applications, websites, and surveys.

Data should not be migrated right now because OneDrive has not yet been configured for general use. 

Projects with a start date prior to 2023 should continue using existing storage offerings but will need to be migrated to OneDrive and/or MS Teams as part of the project.

More information should be available at the conclusion of the partner engagement at the beginning of November 2022. Storage will need to be migrated by June 2023. ITS is engaging Microsoft partners to perform a needs assessment, understand the different use cases, and lead the migration.

The University pays for a Microsoft license suite that includes a large number of applications and services that are critical to IT operations. This suite includes email and storage platforms. This cost cannot be broken out from the larger license suite.

We recommend the app for the full Teams experience. Some features are unavailable when accessing Teams via the Web. Microsoft Edge and Chrome are the only currently supported browsers.  

Sensitivity labels can be applied to Microsoft Office files, PDFs, emails, Teams, etc. to add security. For more information about how UNCG has implemented the labels, see Microsoft 365 Sensitivity Labels in our 6-TECH support portal. For more information about what information needs this protection, see UNCG’s Data Classification Reference Chart. 

See the Office of Research and Engagement’s instructions for more information.

Microsoft Edge and Chrome 

Google services, that are not a part of Google Workspace, will still be accessible using UNCG account credentials, as they are today. 

YouTube will continue to be available as a resource to publish videos and existing videos will not be impacted.  More information will be published as soon as we have it.

Virtual Workshops have begun. You can sign up for sessions at workshops.uncg.edu.  
 
Additional training resources are being curated, along with session recordings for on-demand training as the project progresses. These courses and resources will be posted on the Microsoft 365 page and announced via email when available. 

If an automated process is used to migrate Google documents, yes, they will automatically convert to Microsoft files. However, documents will not convert if they are dragged and dropped directly from Google Drive to OneDrive.  
 
If you are self-migrating your files, it is recommended that you use Google Takeout which will convert the documents into compatible formats and download them into a zip file that can be uploaded to OneDrive. Sharing will not migrate with this method. See Microsoft OneDrive and Teams Self-migration for more information. 

Microsoft Teams will replace Zoom. However, ITS is committed to keeping Zoom until we can provide a smooth teaching and learning experience in the Teams environment.

We will announce the schedule for Departmental SharePoint Document Libraries once finalized. 

Migrating to M365 will significantly enhance almost every part of phone service. One significant improvement will be the return of voicemail to email. ITS does not have all the details on this yet but stay tuned. 

Once a recording has been processed, it is stored on OneDrive or Teams depending on the type of meeting. See Microsoft’s Help and Learning Portal for more. 

Microsoft has an equivalent service called To-Do. It will be available once the migration to Outlook has occurred. The timeline for that move will be available soon. 

Microsoft 365 includes access to the enterprise version of Microsoft OneDrive and Microsoft Teams. Microsoft 365, including OneDrive and Teams, are capable of meeting a large number of compliance standards. Specific guidance on storing sensitive data within OneDrive and Teams will be developed as part of the partner engagement.

Microsoft offers detailed information regarding specific regulatory compliance.

You can find out by visiting the the Microsoft 365 adoption website.  

This happens when Teams does not recognize UNCG login information. The most common reason for this error is that the browser’s login information hasn’t been refreshed. See Teams is Listing Me as a Guest to learn how to fix it.

While Google Forms will have to be recreated, if response data has been written to Google Sheets, it can be downloaded as a Microsoft Excel spreadsheet, which can then be migrated to M365.  

The migration of department data will be handled on a deparment-by-department basis. Department files should move to a Team or SharePoint document library, depending on use case.

No. Embedded links that currently point to files on Google Drive or Box will need to be updated so that they point to files that have been migrated to OneDrive. 

Yes.

Yes. See Microsoft’s help and learning portal for more.

Yes. If you do a keyword search in OneDrive online, the results will include the documents in the Teams where you are a member. 

It will depend on how they migrate. If files are migrated during the auto migration that ITS will manage later this Spring or Summer, yes sharing will be preserved. If the shared files are migrated by the user, then the user will need to re-establish the share settings.  

Google Docs, Sheets, and Slides will be converted as part of the automatic migration that will be managed by ITS.  
 
Alternatively, users can download files individually as Word, Excel, or PowerPoint documents or they can use Google Takeout to bulk-export data. When you download or use Takeout, Google documents are converted to Microsoft-compatible formats that can be manually reviewed and migrated. 

Unfortunately, Google Forms will not migrate. They will need to be recreated in Microsoft Forms or Forms in Excel. However, responses that are written to Google Sheets will migrate to Excel files. 

As for organization, while you can’t move forms created in Microsoft Forms into folders on OneDrive, you can create Teams for different projects and organize forms in those storage areas. They will only be accessible within the Forms app. 

Forms created with Forms for Excel can be organized in Teams or OneDrive and the associated form will be accessible from within the workbook. 

It depends on how the Google Group is being used. All supported uses of Google Groups have a Microsoft equivalent. We’re finding that there are some functions for which Google Groups are currently being used that are better suited by different options in M365. We are working on documentation that will help Google Group owners to think through which Microsoft equivalent service would best fit their needs and we will soon contact Group owners to start that conversation. We are asking Group owners to wait until this conversation has been had before making requests. 

Box Notes will migrate as Word documents. Google Keep will not migrate and will need to be exported with Google Takeout or recreated. 

No. If the Google Space owner wishes to turn their space into a team, they will need to request a team. 

Yes, it will. 

Due to the amount of feedback received about the initial plans around retention, we have made the following decisions:

• All user mail, calendar, and files in Drive and Box, regardless of age, will be migrated.
• Retention rules will not be implemented for at least 12 months in the M365 environment.

This will give us time to have continued discussions with University Counsel, Faculty Senate, and others in order to determine the best path forward to meet both the University’s business needs as well as user needs around retention.

Yes, you can read about it on Microsoft’s Help and Learning Portal.  

ITS will engage a Microsoft partner to perform the migration. Exact details of what will be migrated, how, and when will be made available when the schedule is finalized. However, if you would like to migrate files from Google to OneDrive, you may do so now. See Microsoft 365 OneDrive and Teams Self-migration for more information.

Yes. Your email address is not changing. If you use your @uncg.edu account as a login now you will still be able to log in once the change has occurred. Password change requests for those services will still come to your UNCG email account. 

Images in Google Photos will not be migrated. To save photos, use Google Takeout to download them. If the photos are personal save them to a personal Google account. If they are for University business save them to a folder in Teams or OneDrive

Files can be shared outside of a Team without adding recipients to the Team.

Yes. 

Delegation, for creating meetings on calendars, is available in Outlook. It is similar to what we use now.  
 
You can schedule Teams meetings on behalf of another user by designating them as a Co-Organizer – the Teams version of alternate hosts. You can learn more from Microsoft’s help and learning portal. 

Currently, MyFiles Group Space service offering provides on-premises network file storage. This service will continue to be available at no cost to academic departments.

Outside guests can join Teams meetings scheduled by UNCG-licensed users and it works a lot like what you are probably used to on other platforms. When you schedule a meeting in Teams, you will see the option to copy the meeting information, which you can then send via email or any method of your choosing. You can also add outside collaborators directly to the meeting invitation when you create it.

Sharing will migrate as part of the ITS-managed migrations coming later in Spring/Summer.  

Any UNCG user can be invited to a Team, including students. New Teams can be requested via 6-TECH: Request a new Team. ​

ITS is currently working with Microsoft and its partner to determine how UNCG’s Microsoft 365 environment will be configured. However, we do know that Zoom will continue to be available in Canvas through the end of Spring Semester 2023.

SharePoint and Teams permissions can be assigned however the requesting department wants them assigned. If departments want to give their DTSs the responsibility of managing their space, then yes. 

UNCG already uses Microsoft for MFA and it will continue to operate as it does now.

Google Chat history will not be migrated as part of the ITS-managed migration. Chat histories will need to be manually saved and stored by those who wish to save them.

During the migration, https://technologyinitiatives.uncg.edu/microsoft-365-adoption/ is intended as the “one-stop shop” where information about this initiative can be found, including links to training sessions, written documentation, and news. 
 
Once the migration is complete, https://6tech.uncg.edu/ will be the home for technical documentation and workshops.uncg.edu is where training opportunities will be listed. 

ITS is currently working with Microsoft and its partner to determine how the UNCG Microsoft 365 environment will be configured. We are also still in the investigation and planning phase regarding the migration of data. More information will be published here as soon as it is available.

Yes. Details are forthcoming as information and training are developed.

Yes. There will be migration tools and support documentation available for moving storage from Google Drive to Microsoft OneDrive.

This is not currently possible and is not listed on the Microsoft Teams feature roadmap.

No, what we currently call shared inbox accounts (legacy secondary accounts) will not exist in the new environment.
Shared inboxes that may exist in the new environment will be for email only.  
However, you will be able to create forms in one of our new storage service offerings, Departmental Storage (SharePoint) or Workgroup Storage (Teams). 

The person who schedules the Zoom meeting decides who will be allowed to join and participate. They may limit the meeting to authenticated users but Zoom offers free user accounts that can be used for this purpose. Free Zoom accounts are limited in their ability to create and host meetings, but the ability to attend meetings is not affected.  

Yes. You will be able to access their data and services as a guest. If you use your @uncg.edu account as a login, you will still be able to log in with that email address after the change. 

ITS is in the beginning stages of working with UNCG Human Resources to identify positions that could be affected. When that list is complete, ITS will contact supervisors of those positions to discuss their current job duties. If the position has responsibilities for any of the following activities, then the position will be considered “in scope.” 

• Endpoint/computing-device management
• Web development
• Application development and/or administration
• Server administration 

ITS will work with current area supervisors to standardize key responsibilities for DTS work plans and position descriptions as well as their oversight and management. 

Things to remember:

• DTSs will still work and report in their current home area, for their current supervisor. 
• ITS will work with area supervisors to provide training and standards for the work that DTSs do.
• ITS will not be directing 60% of DTS’s time towards new or additional work outside their home area.

Yes. Details on licensing funding are still being worked through. In-scope positions will be expected to work according to University technology standards, processes, and procedures, including ITS incident SLAs.

There are no planned changes to the staffing levels for distributed technology staff. If a school/college has a tech support staff member today, that staff member will continue to report in that area. However, ITS will be working with distributed technology staff supervisors to provide training, oversight, and review of their technology support duties.

UNCG ITS does not plan to remove equipment or instructor furniture from classrooms that are currently ADA-compliant. However, in some instances, learning spaces may not receive new equipment during future refreshes to bring them into compliance by default. In these instances, ITS will be able to provide the necessary technology or equipment to these spaces based on an individual’s accommodation needs as approved by OARS or UNCG Human Resources.

Learningspaces.uncg.edu will list the ADA compliant technology and equipment available in each learning space. 

In learning spaces that do not have ADA compliant technology or instructor furniture installed:

• If a student requires an ADA accommodation for a class, the Faculty member will be able to contact 6-TECH to check out the equipment needed for the semester to meet the student’s requested accommodation. Faculty can refer to the OARS accommodation letter to identify the specific accommodations that have been approved for a student with a disability.

• If a faculty member requires an ADA accommodation in a learning space, they will need to contact 6-TECH to discuss potential options to meet the accommodation.

ITS has created the site learningspaces.uncg.edu which contains an inventory of campus learning spaces including equipment lists, 360 degree photos and more. Faculty are encouraged to visit the learningspaces.uncg.edu website to familiarize themselves with their assigned spaces. If a learning space does not meet their needs, faculty should work with either the Registrar’s Office or their departmental scheduler to discuss potential solutions.

ITS is developing an exception process for needed items outside of the pre-approved Tier 1 and Tier 2 hardware offerings. The process will likely involve written approval from the requestor’s department head followed by a CHiP consultation to facilitate the order. More information will be provided as the initiative progresses.

Yes. ITS will work with Starfish administrators in Students First to integrate Starfish with Microsoft Exchange. 

Outlook has a delay or schedule send rule that you can set up and customize. Find out how to set up this rule on Microsoft’s support portal.  

Outlook has a very similar service. The collaborative inboxes will migrate at a later date than their assigned users.

Yes. Once our Microsoft 365 environment is fully functional, these calendars will sync. 

We discovered it is easy to change your filtering and sorts without realizing it. Check your filtering and sort options to make sure they are set correctly. It makes the most logical sense to sort them chronologically (Newest on top or Oldest on top), but there are many options there that may be useful to you.  

This does not work the way it should because we have not completely converted to M365. While we wait for the transition to be complete, the Gmail option in Power Automate should work. If you choose to use the Gmail option, it will need to be changed to regular email after the migration to M365 is complete. 

As of right now, this isn’t possible in our Outlook environment. However, this is on our list of items to address. 

ITS is aware that 

• Existing Institutional Review Board (IRB) protocols, consent forms, data-use agreements, and research contracts have Box listed as the primary data storage location;
• Research agreements are currently being negotiated and direction is needed as to how storage should be addressed; and
• Many research projects have incorporated Box and Google services into the technical architecture of applications, websites, and surveys.

Data should not be migrated right now because OneDrive has not yet been configured for general use. 

Projects with a start date prior to 2023 should continue using existing storage offerings but will need to be migrated to OneDrive and/or MS Teams as part of the project.

More information should be available at the conclusion of the partner engagement at the beginning of November 2022. Storage will need to be migrated by June 2023. ITS is engaging Microsoft partners to perform a needs assessment, understand the different use cases, and lead the migration.

Microsoft has an equivalent service called To-Do. It will be available once the migration to Outlook has occurred. The timeline for that move will be available soon. 

Yes, it will. 

Yes. 

Delegation, for creating meetings on calendars, is available in Outlook. It is similar to what we use now.  
 
You can schedule Teams meetings on behalf of another user by designating them as a Co-Organizer – the Teams version of alternate hosts. You can learn more from Microsoft’s help and learning portal. 

Yes. Details are forthcoming as information and training are developed.

Microsoft Forms created directly in the Forms app can only be accessed from the Forms app. They are stored in either OneDrive or SharePoint, but they are not viewable from the interfaces of these platforms.  

Forms for Excel creates an Excel spreadsheet that updates with new responses to an attached Form. The Excel spreadsheets can be organized in OneDrive or Teams. The associated form can be accessed from within the workbook.  

Chat doesn’t export directly to a file, but you can copy and paste from chat. Recordings are stored as MP4s. Files and folders can be shared by clicking the ellipses next to the file or folder in Teams.  

Yes. OneDrive is intended for personal space, while Teams is intended for departmental space. 

Google does not support changing the ownership of folders to someone outside of an organization and it’s not something that we can change. They state in their documentation: “For data security reasons, Google doesn’t support the direct transfer of ownership to or from an external account. ” See Google’s Transfer Drive files to a new owner as an admin article for more information.  

As an alternative, we suggest using Google Takeout to download the files from Google Drive into a single .zip folder to send to the new owner.  Choose only the files you wish to transfer. 

Access databases should remain on network drives if they are being used by multiple people. Storing them on OneDrive can create versioning conflicts and other problems. 

All recordings in Teams are recorded to the cloud. Once the recording has been processed, it is stored on OneDrive or Teams where settings can be used to specify which videos can be downloaded and which ones cannot. To learn how to make files view-only see Microsoft’s help and learning portal. 

You can move files that only you work on now without changing settings.  
 
For files that require sharing and collaboration, share settings will not migrate as part of the self-migration process to OneDrive. If you self-migrate, you will need to recreate any sharing that is set up in Google Drive and Box. If this is unmanageable for you, do not self-migrate now. ITS will release further information later for migrating to OneDrive and keeping sharing intact. 
 
See Microsoft 365 OneDrive and Teams Self-migration for more information.

Yes. Please use the L4 sensitivity label with HIPAA documents. 

Yes. We ask departments, with specialized data that need protection, to self-identify so that the M365 implementation team can work with them directly. Let your departmental representative on the implementation team know that you need a consultation.

You do not have to have a Team to share files with a large group. However, if you want collaboration on files, creating a team gives you more collaborative features such as chat, work streams, etc.  

Each user will be allocated 3 TB of storage space in OneDrive and each Team will have up to 25 TB. 

Existing emails requiring retention by the NC Retention Schedule will be migrated.

Data migration details will be determined by the Microsoft partner who will work with departments to document migration requirements. For large datasets, ITS suggests transitioning to Globus for data transfer and management. More information about Globus will be available in the coming weeks.

Instructors can link or embed M365/OneDrive content (Word documents, PowerPoints, OneNotes, etc.) in their Canvas course. If they set the sharing permissions to “anyone at UNCG can view” and then copy the Canvas course for the following semester, the content will come over automatically and no further action will be required.

If an instructor wants to use Teams for a course, they will need to use Microsoft Sync in their Canvas course to create a new Team each semester. Files can be moved into the new Team as needed, but it will not be as seamless as a Canvas course copy.

Think of Teams as a collaborative hub for your course. Ask yourself, do the students need to view this file, or contribute to it? Any content that students only need to view will ideally be accessed via Canvas, while the Team will provide a space where they can actively collaborate on files

This behavior exists in Teams, but not in OneDrive. You can also label a Team, which will carry the label over to everything that resides in the Team.  

Sensitivity labels are not viewable in the file explorer. 

Yes. Please use the L4 sensitivity label with restricted data. 

Once it is available, SharePoint will be accessible from the M365 portal or can be mapped to a computer using the OneDrive for Business app. 

Departmental files should be moved to a Team or SharePoint document library, depending on the use case. Sensitivity labels, which provide extra security, can be applied to files and folders in Teams, SharePoint, and OneDrive. 

Yes. OneDrive will be made available in Secure Desktop via the web client. The file explorer app availability in Secure Desktop is to be determined. 

This information will be available after the assessment by the Microsoft partner.

ITS is aware that 

• Existing Institutional Review Board (IRB) protocols, consent forms, data-use agreements, and research contracts have Box listed as the primary data storage location;
• Research agreements are currently being negotiated and direction is needed as to how storage should be addressed; and
• Many research projects have incorporated Box and Google services into the technical architecture of applications, websites, and surveys.

Data should not be migrated right now because OneDrive has not yet been configured for general use. 

Projects with a start date prior to 2023 should continue using existing storage offerings but will need to be migrated to OneDrive and/or MS Teams as part of the project.

More information should be available at the conclusion of the partner engagement at the beginning of November 2022. Storage will need to be migrated by June 2023. ITS is engaging Microsoft partners to perform a needs assessment, understand the different use cases, and lead the migration.

Sensitivity labels can be applied to Microsoft Office files, PDFs, emails, Teams, etc. to add security. For more information about how UNCG has implemented the labels, see Microsoft 365 Sensitivity Labels in our 6-TECH support portal. For more information about what information needs this protection, see UNCG’s Data Classification Reference Chart. 

See the Office of Research and Engagement’s instructions for more information.

We will announce the schedule for Departmental SharePoint Document Libraries once finalized. 

Once a recording has been processed, it is stored on OneDrive or Teams depending on the type of meeting. See Microsoft’s Help and Learning Portal for more. 

Microsoft 365 includes access to the enterprise version of Microsoft OneDrive and Microsoft Teams. Microsoft 365, including OneDrive and Teams, are capable of meeting a large number of compliance standards. Specific guidance on storing sensitive data within OneDrive and Teams will be developed as part of the partner engagement.

Microsoft offers detailed information regarding specific regulatory compliance.

The migration of department data will be handled on a deparment-by-department basis. Department files should move to a Team or SharePoint document library, depending on use case.

No. Embedded links that currently point to files on Google Drive or Box will need to be updated so that they point to files that have been migrated to OneDrive. 

Yes. See Microsoft’s help and learning portal for more.

Yes. If you do a keyword search in OneDrive online, the results will include the documents in the Teams where you are a member. 

It will depend on how they migrate. If files are migrated during the auto migration that ITS will manage later this Spring or Summer, yes sharing will be preserved. If the shared files are migrated by the user, then the user will need to re-establish the share settings.  

Due to the amount of feedback received about the initial plans around retention, we have made the following decisions:

• All user mail, calendar, and files in Drive and Box, regardless of age, will be migrated.
• Retention rules will not be implemented for at least 12 months in the M365 environment.

This will give us time to have continued discussions with University Counsel, Faculty Senate, and others in order to determine the best path forward to meet both the University’s business needs as well as user needs around retention.

Yes, you can read about it on Microsoft’s Help and Learning Portal.  

ITS will engage a Microsoft partner to perform the migration. Exact details of what will be migrated, how, and when will be made available when the schedule is finalized. However, if you would like to migrate files from Google to OneDrive, you may do so now. See Microsoft 365 OneDrive and Teams Self-migration for more information.

Images in Google Photos will not be migrated. To save photos, use Google Takeout to download them. If the photos are personal save them to a personal Google account. If they are for University business save them to a folder in Teams or OneDrive

Files can be shared outside of a Team without adding recipients to the Team.

Currently, MyFiles Group Space service offering provides on-premises network file storage. This service will continue to be available at no cost to academic departments.

Sharing will migrate as part of the ITS-managed migrations coming later in Spring/Summer.  

ITS is currently working with Microsoft and its partner to determine how UNCG’s Microsoft 365 environment will be configured. However, we do know that Zoom will continue to be available in Canvas through the end of Spring Semester 2023.

SharePoint and Teams permissions can be assigned however the requesting department wants them assigned. If departments want to give their DTSs the responsibility of managing their space, then yes. 

ITS is currently working with Microsoft and its partner to determine how the UNCG Microsoft 365 environment will be configured. We are also still in the investigation and planning phase regarding the migration of data. More information will be published here as soon as it is available.

Yes. There will be migration tools and support documentation available for moving storage from Google Drive to Microsoft OneDrive.

No, what we currently call shared inbox accounts (legacy secondary accounts) will not exist in the new environment.
Shared inboxes that may exist in the new environment will be for email only.  
However, you will be able to create forms in one of our new storage service offerings, Departmental Storage (SharePoint) or Workgroup Storage (Teams). 

Google does not support changing the ownership of folders to someone outside of an organization and it’s not something that we can change. They state in their documentation: “For data security reasons, Google doesn’t support the direct transfer of ownership to or from an external account. ” See Google’s Transfer Drive files to a new owner as an admin article for more information.  

As an alternative, we suggest using Google Takeout to download the files from Google Drive into a single .zip folder to send to the new owner.  Choose only the files you wish to transfer. 

You can move files that only you work on now without changing settings.  
 
For files that require sharing and collaboration, share settings will not migrate as part of the self-migration process to OneDrive. If you self-migrate, you will need to recreate any sharing that is set up in Google Drive and Box. If this is unmanageable for you, do not self-migrate now. ITS will release further information later for migrating to OneDrive and keeping sharing intact. 
 
See Microsoft 365 OneDrive and Teams Self-migration for more information.

Virtual Workshops have begun. You can sign up for sessions at workshops.uncg.edu.  

Additional training resources are being curated, along with session recordings for on-demand training as the project progresses. These courses and resources will be posted on the Microsoft 365 page and announced via email when available. 

We have found Microsoft’s 365 Help and Learning portal very helpful.

Data migration details will be determined by the Microsoft partner who will work with departments to document migration requirements. For large datasets, ITS suggests transitioning to Globus for data transfer and management. More information about Globus will be available in the coming weeks.

Folders combine if they are on the same path.  
 
For example, two folders named Timesheets will be combined if one exists in Google and the other in Box, each at a location of MyDocs\Timesheets in their respective platforms. 
However, if a Timesheets folder is at Files\Timesheets in Google and the other is at MyDocs/Timesheets in Box, they will not combine. 

M365.uncg.edu is the web version of the Microsoft offerings at UNCG and should function on all operating systems. Alternatively, people with capable non-windows machines can log into mycloud.uncg.edu to access a UNCG virtual desktop that operates the Microsoft operating system.

Microsoft supports being used as a third-party login to many applications. In addition, we expect the “Login with Google” functionality to continue to work after the migration. 

All M365 apps, except for Outlook, are currently available to UNCG users at m365.uncg.edu. Outlook will function after the migration.  

ITS is aware that 

• Existing Institutional Review Board (IRB) protocols, consent forms, data-use agreements, and research contracts have Box listed as the primary data storage location;
• Research agreements are currently being negotiated and direction is needed as to how storage should be addressed; and
• Many research projects have incorporated Box and Google services into the technical architecture of applications, websites, and surveys.

Data should not be migrated right now because OneDrive has not yet been configured for general use. 

Projects with a start date prior to 2023 should continue using existing storage offerings but will need to be migrated to OneDrive and/or MS Teams as part of the project.

More information should be available at the conclusion of the partner engagement at the beginning of November 2022. Storage will need to be migrated by June 2023. ITS is engaging Microsoft partners to perform a needs assessment, understand the different use cases, and lead the migration.

See the Office of Research and Engagement’s instructions for more information.

Microsoft Edge and Chrome 

Google services, that are not a part of Google Workspace, will still be accessible using UNCG account credentials, as they are today. 

YouTube will continue to be available as a resource to publish videos and existing videos will not be impacted.  More information will be published as soon as we have it.

Virtual Workshops have begun. You can sign up for sessions at workshops.uncg.edu.  
 
Additional training resources are being curated, along with session recordings for on-demand training as the project progresses. These courses and resources will be posted on the Microsoft 365 page and announced via email when available. 

If an automated process is used to migrate Google documents, yes, they will automatically convert to Microsoft files. However, documents will not convert if they are dragged and dropped directly from Google Drive to OneDrive.  
 
If you are self-migrating your files, it is recommended that you use Google Takeout which will convert the documents into compatible formats and download them into a zip file that can be uploaded to OneDrive. Sharing will not migrate with this method. See Microsoft OneDrive and Teams Self-migration for more information. 

Microsoft has an equivalent service called To-Do. It will be available once the migration to Outlook has occurred. The timeline for that move will be available soon. 

You can find out by visiting the the Microsoft 365 adoption website.  

While Google Forms will have to be recreated, if response data has been written to Google Sheets, it can be downloaded as a Microsoft Excel spreadsheet, which can then be migrated to M365.  

The migration of department data will be handled on a deparment-by-department basis. Department files should move to a Team or SharePoint document library, depending on use case.

No. Embedded links that currently point to files on Google Drive or Box will need to be updated so that they point to files that have been migrated to OneDrive. 

It will depend on how they migrate. If files are migrated during the auto migration that ITS will manage later this Spring or Summer, yes sharing will be preserved. If the shared files are migrated by the user, then the user will need to re-establish the share settings.  

Google Docs, Sheets, and Slides will be converted as part of the automatic migration that will be managed by ITS.  
 
Alternatively, users can download files individually as Word, Excel, or PowerPoint documents or they can use Google Takeout to bulk-export data. When you download or use Takeout, Google documents are converted to Microsoft-compatible formats that can be manually reviewed and migrated. 

Unfortunately, Google Forms will not migrate. They will need to be recreated in Microsoft Forms or Forms in Excel. However, responses that are written to Google Sheets will migrate to Excel files. 

As for organization, while you can’t move forms created in Microsoft Forms into folders on OneDrive, you can create Teams for different projects and organize forms in those storage areas. They will only be accessible within the Forms app. 

Forms created with Forms for Excel can be organized in Teams or OneDrive and the associated form will be accessible from within the workbook. 

It depends on how the Google Group is being used. All supported uses of Google Groups have a Microsoft equivalent. We’re finding that there are some functions for which Google Groups are currently being used that are better suited by different options in M365. We are working on documentation that will help Google Group owners to think through which Microsoft equivalent service would best fit their needs and we will soon contact Group owners to start that conversation. We are asking Group owners to wait until this conversation has been had before making requests. 

Box Notes will migrate as Word documents. Google Keep will not migrate and will need to be exported with Google Takeout or recreated. 

ITS will engage a Microsoft partner to perform the migration. Exact details of what will be migrated, how, and when will be made available when the schedule is finalized. However, if you would like to migrate files from Google to OneDrive, you may do so now. See Microsoft 365 OneDrive and Teams Self-migration for more information.

Yes. Your email address is not changing. If you use your @uncg.edu account as a login now you will still be able to log in once the change has occurred. Password change requests for those services will still come to your UNCG email account. 

Sharing will migrate as part of the ITS-managed migrations coming later in Spring/Summer.  

UNCG already uses Microsoft for MFA and it will continue to operate as it does now.

During the migration, https://technologyinitiatives.uncg.edu/microsoft-365-adoption/ is intended as the “one-stop shop” where information about this initiative can be found, including links to training sessions, written documentation, and news. 
 
Once the migration is complete, https://6tech.uncg.edu/ will be the home for technical documentation and workshops.uncg.edu is where training opportunities will be listed. 

ITS is currently working with Microsoft and its partner to determine how the UNCG Microsoft 365 environment will be configured. We are also still in the investigation and planning phase regarding the migration of data. More information will be published here as soon as it is available.

Yes. There will be migration tools and support documentation available for moving storage from Google Drive to Microsoft OneDrive.

Yes. You will be able to access their data and services as a guest. If you use your @uncg.edu account as a login, you will still be able to log in with that email address after the change. 

Chat doesn’t export directly to a file, but you can copy and paste from chat. Recordings are stored as MP4s. Files and folders can be shared by clicking the ellipses next to the file or folder in Teams.  

Within OneDrive, Teams, or SharePoint sharing settings can be adjusted to include non-participants.

Teams Meetings can have up to 1000 fully interactive equal participants. Participants over 1000 up to 20000 will have view-only capabilities. You can learn more at Microsoft’s help and learning portal.  

Yes, chat can be disabled in the meeting’s options. 

There are two different Chat spaces within Teams. There is Chat in the Teams space and Chat in Teams Meeting.  

Chat history in a team space cannot be disabled.  

Chat in a team meeting can be disabled so that history is not created. 

It is possible to switch between organizations within the Teams app, but to be active in more than one organization simultaneously you will need to use the app and web interfaces at the same time. See Microsoft 365: Switching Between Organizations in Teams for more information. 

Only the organizer/owner of the recording can change sharing settings unless they add additional people as owners of the recording. If you are not the organizer/owner of the recording, and you send the link to someone that has not been included in the share settings, they will not be able to access the recording. They will have the option to request access. 

Yes! There is a Teams setting to mute notifications during meetings. It will need to be set in both the app and web separately if you use both. See Microsoft’s help and learning portal for more. 

All recordings in Teams are recorded to the cloud. Once the recording has been processed, it is stored on OneDrive or Teams where settings can be used to specify which videos can be downloaded and which ones cannot. To learn how to make files view-only see Microsoft’s help and learning portal. 

Yes. Teams Video allows meetings to be open to the public.

Yes. Department teams must be requested if the Team requires a Grouper tie-in. Departments will need to put in a request using the 6-TECH form if they wish to have a Team for their department.

The ability for individuals to create an ad-hoc team will be enabled in the near future. These ad-hoc teams will not be connected to Grouper. 

Yes. To be a co-organizer an external user must have or create a (free) Microsoft account associated with their email address. You can then use the settings to give them the ability to co-host in the co-organizer setting. Presentation rights can be granted in the who-can-present setting. Set it to “everyone” if the external user is not a co-host.  

Yes. Teams Meeting calls them Co-Organizers and meeting participants can be selected as Co-Organizers after they are invited. You can learn more at Microsoft’s help and learning portal.  

Phone numbers are not required to use Teams. A phone number is only required if the user will make/receive phone calls. 

Yes, the limit is thirty hours. 

When scheduling a meeting in Teams, there is an option to copy the meeting information, which can be sent via email or any method of your choosing. Also, outside collaborators can be added directly to the meeting invitation. 

ITS is unaware of connection-drop issues from meetings/classes. If these issues arise, ITS will work with Microsoft to resolve them through our support contract.

Instructors can link or embed M365/OneDrive content (Word documents, PowerPoints, OneNotes, etc.) in their Canvas course. If they set the sharing permissions to “anyone at UNCG can view” and then copy the Canvas course for the following semester, the content will come over automatically and no further action will be required.

If an instructor wants to use Teams for a course, they will need to use Microsoft Sync in their Canvas course to create a new Team each semester. Files can be moved into the new Team as needed, but it will not be as seamless as a Canvas course copy.

Think of Teams as a collaborative hub for your course. Ask yourself, do the students need to view this file, or contribute to it? Any content that students only need to view will ideally be accessed via Canvas, while the Team will provide a space where they can actively collaborate on files

This behavior exists in Teams, but not in OneDrive. You can also label a Team, which will carry the label over to everything that resides in the Team.  

ONLY M365 systems administrators can pull chat records and that is ONLY at the request of UNCG General Counsel.  

See Microsoft’s help and learning portal for the best information on Teams meeting roles. 

We recommend the app for the full Teams experience. Some features are unavailable when accessing Teams via the Web. Microsoft Edge and Chrome are the only currently supported browsers.  

Microsoft Teams will replace Zoom. However, ITS is committed to keeping Zoom until we can provide a smooth teaching and learning experience in the Teams environment.

Once a recording has been processed, it is stored on OneDrive or Teams depending on the type of meeting. See Microsoft’s Help and Learning Portal for more. 

This happens when Teams does not recognize UNCG login information. The most common reason for this error is that the browser’s login information hasn’t been refreshed. See Teams is Listing Me as a Guest to learn how to fix it.

Delegation, for creating meetings on calendars, is available in Outlook. It is similar to what we use now.  
 
You can schedule Teams meetings on behalf of another user by designating them as a Co-Organizer – the Teams version of alternate hosts. You can learn more from Microsoft’s help and learning portal. 

Outside guests can join Teams meetings scheduled by UNCG-licensed users and it works a lot like what you are probably used to on other platforms. When you schedule a meeting in Teams, you will see the option to copy the meeting information, which you can then send via email or any method of your choosing. You can also add outside collaborators directly to the meeting invitation when you create it.

Any UNCG user can be invited to a Team, including students. New Teams can be requested via 6-TECH: Request a new Team. ​

ITS is currently working with Microsoft and its partner to determine how UNCG’s Microsoft 365 environment will be configured. However, we do know that Zoom will continue to be available in Canvas through the end of Spring Semester 2023.

Google Chat history will not be migrated as part of the ITS-managed migration. Chat histories will need to be manually saved and stored by those who wish to save them.

This is not currently possible and is not listed on the Microsoft Teams feature roadmap.

The person who schedules the Zoom meeting decides who will be allowed to join and participate. They may limit the meeting to authenticated users but Zoom offers free user accounts that can be used for this purpose. Free Zoom accounts are limited in their ability to create and host meetings, but the ability to attend meetings is not affected.  

See the Office of Research and Engagement’s instructions for more information.