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.


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