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Office 365 FAQ's
> What is Office 365?
Office 365 is a suite of applications developed by Microsoft. Office 365 is cloud-based in that it runs over the Internet and you access all the apps using a web browser. It is online 365 days a year. (So clever.)
Office 365 includes all the familiar Microsoft apps: Outlook (email), Word, Excel, Power Point, Publisher, One Note, Teams, etc.
The difference between Office 365 and Office 2019 (2016, 2010, etc.) is that the O365 software is installed on and runs on Microsoft servers, whereas Office 2019 etc. is installed on and runs on your computer. You also pay a recurring subscription fee for O365 whereas you pay a one time flat fee for Office 2019.
> What is Exchange?
The server platform that Outlook runs on is called "Exchange." Kind of like how MS Word runs on Windows.
The terms Outlook, Outlook Exchange and Exchange are interchangeable, but the most common term is Outlook.
> Migration? What do I need to do?
The Hayward migration from Google Mail to Outlook will take place between Dec 6th, 2021 and Jan 7th, 2022.
The migration will be done in phases, that is a few people at a time. This group of people on Monday, that group on Tuesday, etc.
The migration team will send out a "Welcome to Outlook!" email as they migrate users. When you receive the "Welcome to Outlook!" email, it will include instructions on how to access Outlook.
If you have not received the "Welcome to Outlook!" email yet, you can continue to work as usual.
Note: Everyone should have received an email for setting up Okta by now. (See below.) You must setup Okta before you can access Outlook!
> Contact Lists, Distribution lists and Groups
Contact Lists and Distribution Lists are basically the same thing. If all you need is to create a list of people to send email to, use a Contact List.
A Contact List is typically for your personal use. Typically only you can see it and use it.
A Distribution List is just a Contact List that is made available for everyone in the company to use.
A Group is different. An Office 365 Group is not an email list, though email address are part of a Group. Groups carry special permissions and unless you know you need a Group, you probably don't.
> What is Okta and two-factor authentication?
Two-factor authentication is a new security process that Hayward is migrating to, and Okta is the company that is providing this service for Hayward.
Single-factor authentication is what we're all familiar with - Go to a website, enter your login name (which is often NOT private, like your name or email) enter your password (a "single" password which IS private) and boom, you're logged in.
Two-factor authentication is all of the above, plus a "second" password or code. This second code acts like a physical door key, in that you must have it with you to open the door (website.) Think of it as needing both a password and a physical key to open a door.
The most common way for you to get this second code is for Okta to send it to something you probably already have with you - like your cell phone.
The idea is that if a hacker/thief was somehow able to discover your password (like from that sticky note on your desk) it's very unlikely they'll be able to get your second code as well.
Since you now have both "codes" you now have the "two factors" you need to login to your app or website.
> How do I set up Okta? Do I really need to?
Yes, everyone needs to set up Okta. Everyone should have received an email by now with instructions on how to set it up. If you have not received this email yet or can't find it, just give us a call.
When you do set up Okta, be sure to use your Hayward Windows user name and password. This is the same login info you use every morning to log into your Hayward computer.
Once Okta is set up, you will not need to log into Okta again for your day to day operations. However, depending on what applications you are using (such as Remote VPN), you may begin to receive a second verification code (the "second factor") when you log in.
> Can I still use Google Drives?
Yes, for now you can continue to use Google Drives as usual.
Hayward will eventually migrate to One Drive (Microsoft's version of Google Drives.) Watch this space for more info.