Microsoft Office 365 Available For Watco Staff All Watco staff email accounts will migrate to a new email and collaboration suite called Office 365, a hosted email system provided by Microsoft. The move will enable Watco to replace its existing email solution with a fully hosted Microsoft email system.  In addition to improved reliability and accessibility, the new email system’s features will include: • • • • • •

Email storage of 50 GB per account OneDrive online data storage of 1 TB per account Enhanced spam filtering and malware protection Access to email and storage from anywhere using your Watco Login Downloadable MS Office Suite Mobile Apps for Word, Excel, Powerpoint, and OneNote

Preparing for Your Mailbox to be Migrated

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Find and Manage Emails Larger than 25MB

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Setup Office365 on iPhone and iPad

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Setup Office365 on Android Devices

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Further Assistance

If you have additional questions, concerns, or need immediate assistance - Please contact the Watco IT Helpdesk at (620) 308-5777 or [email protected] Page 1

Preparing for Your Mailbox to be Migrated Please complete the following steps described in the Office 365 Pre-Migration Checklist any time before your email account is migrated. The Post-Migration Checklist should be followed after your email account has been moved to Office 365. We suggest that you print it and keep it nearby, so you will know how to access your email account after it has been moved to Office 365.

Office 365 Pre-Migration Checklist The following checklist will help you prepare for the Office 365 email account migration. Prior to your mailbox being moved, please complete the steps below.

Find and manage email messages larger than 25MB If you currently have emails that are 25MB or larger (including attachments) in your mailbox, the migration process for your email account will not automatically complete. To avoid this inconvenience, please take the following steps prior your mailbox being migrated:

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Search for large emails. Download any attachments that you would like to retain. Remove the large attachments. Delete any “sent emails” or folders no longer needed.

Users should refer to the “Email Inbox Cleanup”, which is located under the “Find and Manage Emails Larger than 25MB” heading.

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Clean up your emails to expedite your account’s migration to Office 365  Delete unneeded emails and attachments.  Empty your Deleted Items and Junk folders when you have finished organizing.

Print the Post-Migration Checklist  Print the Post-Migration Checklist and keep it nearby for reference so you will know how to access your email account after it has been moved to Office 365.

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Office 365 Post-Migration Checklist After your Watco email account has been migrated from the current email system to Office 365, you will be using Office 365 to receive/send emails and to schedule meetings. Completing the steps in this checklist will help you prepare to use Office 365.

Configure your desktop email client (Outlook) for Office 365 After your mailbox has been migrated:

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 Launch Outlook.  Log in using your Watco email address and password.  Look at the lower right hand corner of the Outlook window for status information. It may say, “Trying to connect...” Outlook will not start syncing until the status says, “Connected to Microsoft Exchange.”  Outlook may take a while to sync after it has connected to the Exchange server. Please be patient, this could take some time.  If Outlook is in the process of initially syncing, sending and receiving emails may be briefly delayed.

Configure your mobile devices for Office 365

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 To access Office 365 on the go, remember to set it up on your mobile devices.  Follow the setup instructions located in this document to do so.  If your mobile device was set to access your email before, this connection will no longer work until the settings are changed per the setup instructions reference above.

If desired, access your email using the Outlook Web App

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 The Outlook Web App (OWA) lets you access your Office 365 mailbox using a web browser from any computer that has an Internet connection.  To access OWA, visit https://mail2.watcocompanies.com/owa/ or https://portal.office365.com  Log in with your Watco email address and password.

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Find and Manage Emails Larger than 25MB If you currently have emails that are 25MB or larger (including attachments) in your mailbox, the migration process for your email account will not automatically complete. To avoid this inconvenience, please take the following steps prior to your mailbox being migrated: • • • •

Search for large emails Download any attachments that you would like to retain Remove the large attachments Delete any “sent emails” or folders no longer needed.

To do so, follow these “Email Inbox Cleanup” instructions: 1.) Select the “File” tab in Outlook.

2.) Select “Cleanup Tools”.

*Important: Please note your mailbox size on this screen. Anything over 4GB is fairly large.

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3.) Select “Mailbox Cleanup”.

4.) Select the radio button “Find items larger than”, enter “2500” in the box. Select “Find”.

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5.) Click on “Size” to sort by largest. Any items larger than 25mb need to be backed up and deleted.

To backup and item, select it, then drag it to your desktop or a folder. 6.) Return to the original item, right click, and delete it.

Do this for all items greater than 25mb.

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Setup Office365 on iPhone and iPad The screenshots and steps provided in this tutorial may not be exactly the same as your phone depending on the model and operating system version of your iOS device. 1.) Select the “Settings” icon.

2.) Select the “Mail, Contacts, Calendars” icon.

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3.) Select “Add Account”.

4.) Select “Exchange”.

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5.) Enter in your full Watco email address (I.E. [email protected]) and you password. The Description can be whatever you wish this account to be listed as and select next.

6.) Make sure the email has your full Watco email, the server is set to “outlook.office.365.com” without quotes and change the username to be your full Watco email address as well.

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7.) Select the options you wish to Sync, and click “Save”.

8.) Your account should be listed in your accounts now, and you can access your mail through the mail app.

Your account is now set up and you should receive emails in your account within the next 15 minutes.

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Setup Office365 on Android Devices The screenshots and steps provided in this tutorial may not be exactly the same as your phone depending on the model and version of your Android device. Please refer to the screenshots on page 15 for an alternative setup. *Note: If the android version on your device does not match the screenshots in this tutorial, please call the IT Helpdesk at (620) 308-5777 for further assistance.

1.) Enter your phone settings and go to “Accounts” > “Add Account”.

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2.) Select “Corporate” or “Exchange” account.

3.) Enter in your full Watco email address. (I.E. [email protected])

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4.) Enter in your account information. The server will be outlook.office365.com, while your username will be your full Watco email address (I.E. [email protected]). Enter your password and make sure SSL is selected or enabled as well.

5.) Your phone may prompt you to provide additional control to the Mail app. Read over the requested permissions carefully and accept.

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6.) It will ask you for more information on how you wish to handle this account. All of this is optional depending on how you want to set it up.

Your account is now set up and you should receive emails in your account within the next 15 minutes. If you are not getting some of your older email, you may wish to set the “Sync Emails From:” time to farther back, this setting is located in the account settings under the newly created account.

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Setup Office365 on Android Devices (Alternative Version / Setup)

The screen shots below were captured on a Samsung Galaxy S4/5 using Android version 4.1.2 (Jelly Bean). They may look somewhat different from your Android device if your device was made by a different manufacturer or uses a different Android version but, the tasks should be essentially the same.

1.) From the Home screen, tap Email. If the Email icon is not on the Home screen, tap Apps then Email.

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2.) Enter the email address and password for the account and touch Manual Setup. (If this is not the first account set up, you can add an account while in the Email app by tapping the Menu key and selecting Settings.)

3.) Select the Microsoft Exchange ActiveSync.

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4.) Enter the username, password and Exchange server. Select whether to use a secure connection and a client certificate. Tap Next.

5.) Enter your email address in both the Email Address and the Domain fields. After entering your password, tap Next.

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6.) To assist you with easily identifying the Office 365 account, enter a name for the account. Tap Done when finished.

If you cannot send and/or receive email using the new account: • Double-check your settings • If you still have a problem, contact the Watco IT Helpdesk via: Email: [email protected] Telephone: (620) 308.5777

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