Information Technology Services Centre - Office 365 for Staff
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  • Go Live Date

    ProPlus and OneDrive: 12 Mar 2016
    Mail: 1 Apr 2017

    Termination of CUHK Webmail: 31 Dec 2017


    Office 365 is a Microsoft cloud service.  It provides a group of productivity services and software for daily work.   These include cloud storage, email and collaboration services. 

    With Office 365, all university staff will be benefited from (a) a much larger email storage (50GB), (b) a large cloud disk storage (5,120GB i.e. 5TB), and (c) easy access to information when you are on the move.  The university email service will be moving to Office 365 gradually by end 2017.

    For staff that are using other email services such as Gmail, O365 provides an easy way to forward the emails to the preferred email provider. All our students have already been using Office 365 since 2015. More services, such as workflows, will be introduced via Office 365 in future.
    Serving User Groups Staff
    Service Details Office 365 Mail
    Office 365 ProPlus
    OneDrive for Business
    Event Date
    Office 365 OneDrive and OfficePro Plus
    • Launched on 12 March 2016
    • Office 365 ProPlus allows staff to install Microsoft Office on up to five different computers, including home computers.
    Office 365 Mail
    • Office 365 Mail, with 50GB mailbox, has been launched in phases to departments starting from Nov 2016. 
    • Once switched over, staff use Office 365 Mail and stop using their department mailboxes (including CUHK Webmail (Mailserv) and ITSC eServices Exchange server).
    • Schedule
      • From Nov 2016 
        • Coordination through Department LAN Admin / IT coordinators
      • From 1 Apr 2017
        • New staff using Office 365 Mail as default mail service except request for special arrangement.
      • From 9 May 2017 
        • Staff self-register for the switch over
      • From 18 July 2017 (2-week advance email notices to related staff members)
        • in 6 batches on 18-21 Jul and 25-27 Jul
    Retirement of CUHK Webmail (Mailserv) System Mailbox

    As noted on 20 Jan IT Governance Committee meeting, the CUHK Webmail (Mailserv) system will be retired on 31 Dec 2017.

    User Impact

    • From mid-Jul 2017
      • Mails reaching This email address is being protected from spambots. You need JavaScript enabled to view it. or This email address is being protected from spambots. You need JavaScript enabled to view it. mailbox will be forwarded to Office 365 Mail mailbox
      • No new mails sending to mailserv mailboxes
    • Until 31 Dec 2017
      • Users can read old mails at mailserv mailboxes
      • Users shall backup old mails and contacts at mailserv mailboxes before its retirement
    • From 3 Jan 2018
      • User’s mailserv email addresses remain valid and will be redirected to Office 365 Mail
      • will be redirected to Office 365

    System Impact (for IT Staff)

    • From 1 Jan 2018
      Mailserv, though mailboxes would be decommissioned, still acts as a SMTP server within campus network

    Termination of IronPort Campus License (ITSC Anti-Spam Anti-Virus Gateway)

    IronPort is being used for CUHK Webmail (mailserv) protection to filter viruses, spam, malware and etc. In switching to Office 365 Mail, Exchange Online Protection (EOP) will be used for mail protection. Its functionality is similar to IronPort.

    ITSC will terminate the renewal of IronPort Campus License (both hardware and software) once it ends on 31 Dec 2017. Department would therefore need to budget and renew their IronPort license when required.

    Further details about retirement of ASAV Gateway on 13 Dec 2017.

    Status Update

    May 2017

    Feb 2017

    Nov 2016 - Feb 2017

    • Switch over to Office 365 Mail in departments/units

    Nov 2016

    Oct 2016

    • Trial use of Office 365 Mail by LAN Admin

    Sep 2016

    Jun 2016

    May 2016

    Apr 2016

    • Pilot Use of Office 365 ProPlus and OneDrive for Business by Departmental IT Staff

    Mar 2016:

    • Staff account and profile creation
    • Preparing for launching

    Feb 2016:

    • Communicate with department heads
    • Coordinate with IT coordinators in collecting staff’ information for Office 365 user profile
    • Project Contact: Roger So (This email address is being protected from spambots. You need JavaScript enabled to view it.)
    • Technical Contact: George Yuen (This email address is being protected from spambots. You need JavaScript enabled to view it.)

    Or, Check out FAQs of Office 365 for Staff.