The Logo of MS Office 356

Microsoft Office 365 (For Staff)

In May 2014, the staff email system was upgraded to Microsoft Office 365 (hereafter referred to as Office 365), a cloud-based messaging solution provided by Microsoft for the education sector.

Office 365 delivers Microsoft’s powerful suite of office productivity and collaboration tools to any Internet-connected computer. Office 365 is the same Office you already know and use every day. As Office 365 is powered by the cloud, you can get to your emails, applications and files from virtually anywhere - PC, Mac, and mobile devices.

What does Office 365 include?

Office 365 includes Exchange Online for email, calendar, etc. and the popular Office features online, allowing users to better prepare coursework, collaborate with colleagues & students, and share curriculum and calendars, etc.

Office 365 provides the following services to staff:

The Logo of Exchange Online
Exchange Online
Cloud-based email service hosted by Microsoft

Features:
  • It gives users single point of access to email, calendar, contacts, and tasks using:
  • Provide 50 GB of email storage quota for each user. Message size can be up to 25 MB in size.

The Logo of Skype for Business
Skype for Business Online (Lync)
Supports conducting online meetings with audio, video, desktop sharing and virtual whiteboard


Features:
  • Get real-time presence information including photos, availability status and location; enhanced instant messaging (IM) to connect efficiently and effectively.
  • Make voice calls through your computer to other Skype for Business users within and outside EdUHK.
  • Create, moderate and join pre-planned and on-the-fly audio, video and web meetings with people within and outside EdUHK.
  • Enhance online presentations with screen-sharing and virtual whiteboards.
  • Enable non-Office 365 users to participate in your Skype for Business conference calls.

You can access the Skype for Business Web Scheduler directly via the URL: https://sched.lync.com. However, if you would like to use the full features of Skype for Business, you have to download and install the Skype for Business client from the following URLs:

Note: Please check the system requirements for installing the Skype for Business client.

The Logo of OneDrive for Business
OneDrive for Business
A personalized web storage option which enables users to keep synchronized with their hard-drives for off-line access


Features:
  • Provide 1 TB of storage quota for each user. Each file stored in OneDrive for Business can be up to 2 GB in size.
  • Share documents with anyone within and outside EdUHK.
  • Create and edit files (e.g. Word, Excel) with Office Web Apps.

You can access OneDrive using one of the following ways:

For more information, you can go to OneDrive for Business FAQ.

The Logo of Office Web Apps
Office Web Apps
Web-based version of Microsoft Office productivity suite

Features:
  • Provide web-based versions of MS Word, Excel, PowerPoint and OneNote.
  • Allow users to access their documents using a web browser and collaborate with other users online.
  • Work tightly with OneDrive for Business.

Office 365 ProPlus for Staff

Starting from February 2015, EdUHK staff are entitled to install Office 365 ProPlus suite on up to five home or personal PCs/Macs and up to five mobile devices.

For PC/Mac:

Note: Make sure you have uninstalled all trial or earlier versions of Microsoft Office on your personal devices before you install the Office 365 ProPlus.

  • Log in to Office 365 https://portal.microsoftonline.com.
  • Once logged in, click on the Gear icon The image illustrate the Gear icon in the upper right corner of the screen and select Office 365 Settings.
  • Select Install Status from the left panel.
  • Click Install desktop applications.
  • Click the Install button to begin installation.

For mobile devices:

Please visit the app store Apple App Store or Google Play Store from your device and download the followings apps:

  • The image illustrate the Microsoft Word app icon Microsoft Word
  • The image illustrate the Microsoft Word app icon Microsoft Excel
  • The image illustrate the Microsoft Word app icon Microsoft PowerPoint

How to access Office 365 through the web?

By simply using a Web browser (Internet Explorer, Google Chrome, Firefox, etc.), you can access Office 365 through the web, and access your Office 365 mailbox with Outlook Web App - OWA, and other Office 365 services with the following URLs:

Note: At the "Account" field in the Sign In screen, please enter your login name in User Principal Name (UPN) format. UPN format is in the form of full email address (e.g. userid@eduhk.hk).

You are strongly recommended to use the following Web browsers that support all or most of the Office 365 and OWA features:

  • For computers running Windows Operating System:
    • Internet Explorer 10 and later versions
    • Firefox 17 and later versions
    • Safari 5 and later versions
    • Google Chrome 24 and later versions

  • For computers running Mac OS X 10.5 and later versions:
    • Firefox 17 and later versions
    • Safari 6 and later versions
    • Google Chrome 24 and later versions

  • For computers running Linux:
    • Firefox 17 and later versions
    • Google Chrome 24 and later versions

    Note: If you use Web browsers that are not listed above, you may access your Office 365 mailbox with the light version of Outlook Web App, which provides fewer features.

    Limitations

    While Office 365 provides many useful office productivity and collaboration tools for your work, it has some limitations that you need to bear in mind. The followings just give you a few limitations that you may encounter. More limitations with Office 365 can be found at Office 365 FAQs.

      For mailbox:
    • There is "Recipient rate limit" of 10,000 recipients per day - After the limit has been reached, messages can’t be sent from the mailbox until the number of recipients that were sent messages in the past 24 hours drops below the limit.
    • The Recipient limit is 500 recipients per email (Distribution group counted as one)
    • Message sent out rate limit is 30 messages per minute.
    • Retention period for items removed from the Deleted Items folder is 30 days. (Warning: We cannot recover any deleted items more than this range)
      For OneDrive:
    • Length of file/folder name is up to 128/250 characters respectively. (Length of file name combinations, including file and folder name is up to 250 characters)
    • File upload limit is 2GB per file.
    • Some types of Files cannot be added to OneDrive e.g. *.tmp or *.ds_store extension, desktop.ini, thumbs.db, or ehthumbs.db (Please refer to here for a full list of file type cannot be added). Any file that’s currently open by an application. Invalid characters in filename/folder \ / : * ? " < > | # { } % ~ &
    • No. of Items (files & folders) can be synced to OneDrive is up to 20,000 items

    Please also see Office 365 FAQs for more related information about the Office 365 services.

    Known Issues

    Microsoft confirmed that the following features are not available on the Office 365 platform.

  • Global Email Address Book
    • The ‘Title (e.g. Mr, Miss, etc.)’ of user is missing.
    • Only one ‘Job Title’ is displayed for each user.
  • Ambiguous Name Resolution (ANR) search is not supported in Office 365.
    • ANR allows user to enter partial data in the From, To, CC, or Bcc fields to find the best matches in Active Directory. For example, you could use the office telephone number (e.g. 29486601) to search for the person. However, ANR does not work in Office 365.
  • Distribution List memberships could not be changed in Outlook.
    • You cannot edit the Distribution List (e.g. Departmental Add. Members of Staff Mailing List) directly in Microsoft Outlook client. In order to modify the list, you need to use the tool "AD Group & User Object" which is available from Network Application (NA). For detailed procedures, please refer to FAQ - How do we add an additional staff member to our departmental mailing list?