Office 365: Implementation

Start using Office 365 now.

Tabs

Quick help

The implementation consists of two phases

  1. Order an Office 365 mailbox (Order form).
    NOTE! The mailbox will be created the following night.
    The changes made in phase 1 in the university systems are implemented the following night, so you have to wait between these two phases. We recommend completing phase 1 at the end of the work day (before 7 p.m.) and phase 2 only on the following day.
  2. Next day you have to login to the new mailbox using a browser the first time. Log in to www.helsinki.fi/office365 (cloud e-mail) or office365.helsinki.fi (Local e-mail). See detailed instructions.
    NB! Enter your username in the format username@ad.helsinki.fi (eg. rkeskiva@ad.helsinki.fi)
    After that, you can adjust the settings for different applications and devices (see more instructions on detailed help).
Detailed help

The implementation consists of two phases

  1. Order an Office 365 mailbox (phase 1)

    NOTE! The mailbox will be created the following night.

  2. Next day you have to login to the new mailbox using a browser the first time. Log in to www.helsinki.fi/office365 (cloud e-mail) or office365.helsinki.fi (Local e-mail). See detailed instructions.
    After that, you can adjust the settings for different applications and devices (phase 2).

The changes made in phase 1 in the university systems are implemented the following night, so you have to wait between these two phases. We recommend completing phase 1 at the end of the work day (before 7 p.m.) and phase 2 only on the following day.

Background information

The university's IT administration has made a decision concerning the user groups which will be using the cloud and local installations of Office 365. According to the Chief Information Officer, the e-mail traffic of the following units (in Flamma) will continue to be processed on the local university servers instead of Microsoft's cloud servers.

You have to accept the terms of use (EULA) when you start using the service. You can read the terms of use in advance in Flamma.

To be observed in the migration

If you still have Office 2010 installed on your computer, we recommend upgrading it to Office 2013 before the transition. Staff members can order the Office 2013 upgrade at the university's Software Portal. The name of the software on the Software Portal is Microsoft Office 2013 (x86). The Software Portal can be accessed through the Windows Start menu, under All Programs > HY.

For Mac users, we recommend Office 2016. The version has been installed on all computers covered by the centralised maintenance of the university.

Use the home use licence to install the latest Office versions on Windows and Mac computers.

Phase 1: Ordering a mailbox

Begin your migration to Office 365 by ordering your new mailbox (before 7 p.m.)

  • The mailbox will be created the following night. Just wait.

After phase 1, there may be a situation for a couple of minutes during which the user gets an error message stating that the user cannot be found. Messages can't be sent to the recipient at this time. This will fix itself after a while, making it possible to send messages again.

Phase 2: E-mail settings

Following day you have to login to the new mailbox using a browser the first time. Log in to www.helsinki.fi/office365 (cloud e-mail) or office365.helsinki.fi (Local e-mail).
After that, you can take the mailbox into use on the workstation and on mobile devices.

E-mail settings for different applications and devices

Forwarding of mail from other systems to Office365 mail

NOTE: Because of the update cycle of university servers, it may take up to three hours for the forwarding to start working.

  • Forward Unix mail to the new mailbox: The address of the Office 365 mailbox is username@office365.helsinki.fi
    NOTE! The address will only be working the following morning after you have ordered the mailbox.
    Instructions for forwarding mail from Unix