Category: Templated Communications

Hello team,

So Monday the 30th of December marks the start of our OneDrive/SharePoint migration project. This has been a long time coming, and represents a big leap forward for staff ease of working from home and stability of file access. 

To ensure that you maintain access to any critical files and prevent losing recent changes, we recommend that beginning Monday the 30th of December, anyone who needs to ensure continued access to updated documents should have saved them to their desktop (or any other local to your computer location). After the migration is complete, you will be able to place these files into their proper locations in OneDrive/SharePoint.

While we’re in the midst of the move, a couple of key notes-

You won’t have access to the file server/current documents during the move, so if you don’t make copies to your machine before then for files you need during the transition, then assume you won’t be able to work with them.

Directly after the migration we have a training session booked to get at the basics of “Where’s my stuff?” and “How can I access my stuff?”

You’re likely to get emails during our work informing you that a new sharepoint site has been shared with you- please ignore those, and certainly don’t go to the link and start interacting with files until the migration is done and the training session is complete. If files are played with on the source or destination while we’re in progress, it can delay the migration and have all staff waiting on the completion date if we have to start over because of file sync issues. 

We’ll be holding a training session on January 6th at XXXXX  to help your team get familiar with accessing and managing files in OneDrive/SharePoint. Anyone who needs assistance should bring the device they use so we can help them get signed in on the spot. For anyone who cannot attend, we will provide an email with written instructions and a how-to video demonstrating file access and organization in OneDrive.

As we complete the SharePoint migration, a member of our team will be on-site to assist with any other technical issues you may have. We understand that change comes with a learning curve and potential adjustments, and we’re fully prepared to guide you through this process.

Thank you for your cooperation and for trusting us to help streamline your file management environment. We value your partnership and look forward to ensuring a smooth, efficient transition for you and your organization.

Best regards,

Jim Smith

Ultrex IT

541-862-1053

IT@Ultrex.com

Hello Team!

Today, we’re diving into our MS365 file-sharing process to ensure you can access your documents as directly and efficiently as possible. Alongside our in-person training, here’s a step-by-step guide for the one-time setup and ongoing use of SharePoint and OneDrive.

One-Time Setup:

1. **Access the Provided Links:**
   
   • We’ll send you a series of links corresponding to different department pages.
   • Click on each link from your computer (PC or Mac).
2. **Navigate to the Documents Section:**
   
   • Once on a department page, locate and click on “Documents” in the menu. This may appear on the left-hand sidebar or across the top.
3. **Identify the Relevant Folder:**
   
   • Within the Documents section, find the folder named after the department page you’re on, such as Governance, Communication, Management, or Operations.
4. **Add Shortcut to OneDrive:**
   
   • Click to highlight the folder (avoid double-clicking to enter it).
   • At the top of the page, select “Add shortcut to OneDrive.”
5. **Repeat for Each Link:**
   
   • Perform the above steps for each department link you’ve been provided.
   • If you encounter an error stating, “You need permission to access this site,” it means you don’t have access to that folder. You can safely skip it. If you believe this is an error, please confirm with your point of contact, and we can adjust your access as needed.

Ongoing Use:

• **Accessing Shared Folders:**
  
  • After adding shortcuts, you can access these folders through the OneDrive app on your computer, phone, or tablet.
  • Download the OneDrive app from Microsoft on your preferred device and sign in using your organizational email credentials.
• **Understanding Shared vs. Personal Folders:**
  
  • The folders you’ve added are communal spaces. To share files with the team, place them into the corresponding department folder.
  • Creating new files or folders within these shared directories will automatically grant access to the appropriate team members.
  • Avoid using OneDrive to override sharing settings; adhering to the established structure ensures smooth collaboration.
• **Personal Backups:**
  
  • If your computer backs up the Documents, Desktop, and Photos folders into OneDrive, these are stored in your personal, confidential space and are not shared with the staff.
  • Seeing these folders in OneDrive doesn’t mean others can access them.

Best Practices:

• **Naming Conventions:**
  • Use clear and descriptive names for files and folders. For example, “Fall2020_Logo” is more informative than “NEW_LOGO.”
  • Within the four core shared folders, please follow company naming conventions. For your personal OneDrive folders, you have more flexibility.

For a visual walkthrough of these steps, you can watch the following video:

SharePoint Training

Thank you for your attention. If you have any questions or need further assistance, don’t hesitate to reach out—we’re here to help!

Hello! I’m Jim with Ultrex IT, and we’ll be doing training shortly on your new Microsoft 365 organizational accounts. We are assisting you in a transition from personal accounts to Microsoft 365 Organizational accounts for all work-related activities. This change will provide us with a unified platform for email, office applications, and, in the near future, file sharing.

Setting Up Multi-Factor Authentication (MFA):

The first time you log in to your new Microsoft 365 account, you will be prompted to set up MFA. Please follow these steps to complete the process:

1. Sign In to Microsoft 365:
   • Visit office.com from a computer or tablet, and have your phone on hand and click on “Sign In.”
   • Enter your new Microsoft 365 email address and password.
2. Begin MFA Setup:
   • After entering your credentials, you’ll see a prompt stating, “More information required.” Click “Next” to proceed.
3. Choose Your Verification Method:
   • Authenticator App (Recommended):
     • If you don’t already have an Authenticator app installed on your mobile device, download it from the Apple App Store or Google Play Store. We recommend the Google Authenticator app as a best-practice.
     • Open the app, select “Add account,” and give the app camera permissions so you can take the picture of the coming QR code.
     • Return to your computer and click “I want to use a different authenticator app” then next.” A QR code will appear on the screen.
     • Use the Authenticator app to scan the QR code. This will link your Microsoft 365 account to the app.
     • After scanning, click “Next.” A you’ll need to put in the code now being displayed on your phone.
   • Phone Verification:
     • If you prefer to receive verification codes via text message or phone call:
       • Select “I want to set up a different method” and choose “Phone.”
       • Enter your mobile phone number and specify whether you want to receive a text message or a phone call.
       • Click “Next.” You’ll receive a code via the chosen method.
       • Enter the code on the sign-in screen to verify your phone number.
4. Finalize Setup:
   • Once your verification method is confirmed, click “Next.”
   • You’ll see a confirmation that MFA is now enabled for your account. Click “Done” to complete the process.

Important Notes:

• Authenticator App vs. Phone Verification: While both methods enhance security, using the Microsoft Authenticator app is recommended for a more secure and seamless experience.
• Future Sign-Ins: After setting up MFA, you’ll be prompted to verify your identity using your chosen method when accessing your account from new devices or locations.

What about my old email?:

• Email: We will be adopting Outlook.com for email communications. To ensure you continue receiving messages sent to your personal Gmail accounts, we recommend setting up automatic forwarding from Gmail to your new Microsoft 365 email address. This will consolidate your emails into one inbox, eliminating the need to check multiple accounts. Your old email account will not be deleted or going away, but it’s best to view it as an account you can log into for viewing historical email, not checking two places at once. To that end:

Setting Up Email Forwarding from Gmail to Outlook:

To forward your Gmail messages to your new Microsoft 365 email address, please follow these steps:

1. **Access Gmail Settings:**
   
   • Sign in to your Gmail account.
   • Click on the gear icon in the top-right corner and select “See all settings.”
2. **Add Forwarding Address:**
   
   • Navigate to the “Forwarding and POP/IMAP” tab.
   • In the “Forwarding” section, click “Add a forwarding address.”
   • Enter your new Microsoft 365 email address and click “Next,” then “Proceed,” and finally “OK.”
3. **Verify Forwarding Address:**
   
   • A confirmation email will be sent to your Microsoft 365 inbox.
   • Log in to your Outlook account, open the confirmation email, and click on the verification link provided.
4. **Enable Forwarding:**
   
   • Return to your Gmail settings page and refresh the browser.
   • In the “Forwarding and POP/IMAP” tab, select “Forward a copy of incoming mail to” and choose your Microsoft 365 email address from the dropdown.
   • Decide on the action for Gmail’s copy of the emails (e.g., keep, archive, or delete).
   • Click “Save Changes” at the bottom of the page.

Training Session:

An in-person training session is scheduled. During this session, we will cover:

• Navigating the Microsoft 365 dashboard.
• Using Outlook.com for email communications.
• An overview of Word, Excel, and PowerPoint.
• Addressing any questions or concerns you may have.

Support:

Ultrex IT will be your primary contact for any account-related issues or technical support. You can reach us at IT@Ultrex.com or call 541-862-1053.

Next Steps:

• Log into your account for the first time at outlook.com and set up Multi-Factor-Authentication (MFA)
• Set up email forwarding from your personal Gmail account to your new Microsoft 365 email address to streamline your communications.
• If you have any immediate questions or concerns, feel free to reach out to Ultrex IT or Scott.

Reach out if you need any help- we live to serve!