Microsoft Office365 Implementation: Outlook email

Friday, January 24, 2020

 By mamanning1in OperationsSecurity onDecember 31, 2019No comments

Why is the Coast Guard moving to Office 365 (O365)?
O365 will modernize the Coast Guard’s IT infrastructure to improve the speed, reliability, accessibility and security through cloud technology. O365 will also pave the way for future technological enhancements for the Coast Guard, such as mobility initiatives and artificial intelligence, (AI) which are inhibited by our current IT infrastructure.

The first step in the Coast Guard’s O365 journey is Outlook email migration.  The new email system will deploy to shore units starting in early 2020 and continue through June 2020. Shore personnel will access information through the O365 Cloud, while afloat personnel on cutters 210 feet and greater will use hybrid, on-premises hardware connected to O365 Cloud services. 

Using on-premises hardware will ensure information is readily and securely available to operators and mission support personnel while in a degraded or disconnected environment. Cutters will receive a server hardware and software technical refresh. The look and feel of Outlook will not change drastically, but members will have more capacity to store email (up to 100GB). 

  • Learn the process to save your .PST files: Personal Storage Table (.PST) is a file format used to store messages, calendar events, and other items within Microsoft Outlook. If you have been maintaining your emails by transferring them from your “Inbox” folder to your “Archive” folder, you have essentially been moving them from the Exchange server and creating .PST files.  To maintain any .PST files in the email migration, a user would have to move their .PST files to their “U: Drive” or “My Documents” folder, so that they are systematically migrated to O365.  Members are responsible for ensuring that their .PST files are transferred if they intend to keep them. The way we have been using .PST files is no longer supported by Microsoft and significantly reduces computing capabilities on our devices and local area networks.
  • Emails older than seven years are subject to archival in accordance with the Federal Records Management Act of 2014.  See the FAQ’s.

The second step in the O365 journey is adoption of OneDrive. In this phase, all of the member’s account files will be migrated from the U: Drive to “OneDrive”, a cloud solution that will improve availability of your files. 

The third major step in the O365 journey is the deployment of Teams.  Teams are a collaboration tool, which enables real-time editing to documents and enhanced communications between multiple computer accounts.

Get ready now by taking training at the Help Me kNow Hub to prepare for the changes that lie ahead!  The Help Me kNow Hub has a Reference Library, which includes guided learning paths and skill tracks to guide your progress in learning new concepts about the applications.

 

Comments


  1. HarryP says:

    Hi, this post appeared on the “Auxiliary Live” blog and provided a lot of info. Can someone please confirm my understanding: “The Auxiliary is not in the CG IT infrastructure and will not be included by this roll-out, so this notice has no impact on Auxiliary communications and data systems.”

    • admin says:

      Technology is rapidly changing. As a volunteer organization with very limited resources we are looking to our active duty leaders for guidance and advice. Auxiliary IT is always a work in progress. We need to be open minded, look at the options, and prepare…. Semper Paratus!

  2. William Dahl says:

    What does this have to do with the auxiliary?

    is this application and associated services being made available to the Auxiliary? If so then it is pertinent information. Otherwise, its just another article that has nothing to do with the “Auxiliary” proper and uses auxiliary site for reiteration of Coast Guard material / Information.

    We need to have relevant information to the “auxiliary” posted on auxiliary sites. This in my opinion is a waste of auxiliary funding.

    • admin says:

      Technology is rapidly changing. As a volunteer organization with very limited resources we are looking to our active duty leaders for guidance and advice. Auxiliary IT is always a work in progress. We need to be open minded, look at the options, and prepare…. Semper Paratus!

  3. Don Ladd says:

    how will impact Auxiliary IT and communications?

    • admin says:

      Technology is rapidly changing. As a volunteer organization with very limited resources we are looking to our active duty leaders for guidance and advice. Auxiliary IT is always a work in progress. We need to be open minded, look at the options, and prepare…. Semper Paratus!


Leave a Comment




We welcome your comments on postings at all Coast Guard sites/journals. These are sponsored by the U.S. Coast Guard to provide a forum to talk about our work providing maritime safety, security and stewardship for the American people to secure the homeland, save lives and property, protect the environment, and promote economic prosperity.

The information provided is for public information only and is not a distress communication channel. People in an emergency and in need of Coast Guard assistance should use VHF-FM Channel 16 (156.8 MHz), dial 911, or call their nearest Coast Guard unit.

All comments submitted are moderated. The Coast Guard retains the discretion to determine which comments it will post and which it will not. We expect all contributors to be respectful. We will not post comments that contain personal attacks of any kind; refer to Coast Guard or other employees by name; contain offensive terms that target specific ethnic or racial groups, or contain vulgar language. We will also not post comments that are spam, are clearly off topic, or that promote services or products.

The U.S. Coast Guard disclaims any liability for any loss or damage resulting from any comments posted on this page. This forum may not be used for the submission of any claim, demand, informal or formal complaint, or any other form of legal and/or administrative notice or process, or for the exhaustion of any legal and/or administrative remedy.

If you have specific questions regarding a U.S. Coast Guard program that involves details you do not wish to share publicly please contact the program point of contact listed at http://www.uscg.mil/global/mail/

The U.S. Coast Guard will not collect or retain Personally Identifiable Information unless you voluntarily provide it to us. To view the U.S. Coast Guards Privacy Policy, please visit: http://www.uscg.mil/global/disclaim.asp

Please note: Anonymous comments have been disabled for this journal. It is preferred that you use your real name when posting a comment. WE WILL POST THE NAME YOU ENTER WHEN YOU SUBMIT YOUR COMMENT. Also, you are welcome to use Open ID or other user technologies that may be available.