Introduction of MS365
For a long time, organisations at the university have sought solutions that facilitate interaction with internal and external parties. All staff will have access to a modern and efficient digital
Vision
Our vision is to create a working environment where Microsoft 365 helps us strengthen collaboration, innovation and efficiency. We want to make it possible for our people to work seamlessly, no matter where they are, and to use modern technology to meet the demands of the future. Our aim is to implement a workplace where everyone can contribute and develop.
Microsoft 365
Microsoft 365 is a productivity platform that offers a variety of digital tools and services. It includes applications such as Word, Excel, PowerPoint and Outlook, as well as cloud services such as OneDrive for storage and Teams for collaboration and communication that allow you to work from anywhere.
If you have any questions, suggestions or other feedback – please contact the Microsoft 365 team by email
Introduction of Microsoft 365
The video’s subtitles have been created automatically so are not perfect. IT Services would like to apologise for any inaccuracies in the subtitles.
The university is implementing Microsoft 365 as a key initiative to bring modern tools together in one place. This will simplify document management and communication by offering alternatives to the many different systems currently used throughout SU. Having a unified platform will make it easy to collaborate both internally and externally.
This does not mean that the features offered by Microsoft 365 will directly replace the systems currently in use; instead, it will be a readily available alternative when the lifecycle and decommissioning of an existing system are under consideration.
As regards information security, the policies and rules that SU lives by do, of course, also apply to information used/stored in Microsoft 365, and all cloud storage is hosted within the EU. The introduction of Microsoft 365 also gives us stronger protection against phishing, viruses and cyber threats, and we can use encryption and two-factor authentication. We are constantly using Microsoft 365 features to enhance our efforts on information security protection.
The adoption of a broad digital platform such as Microsoft 365 requires the university to develop its ability to manage information securely. It is important to plan for and manage any security issues arising during introduction. Some of these fall within the remit of IT, while others need to be managed according to the guidelines already devised, and still others require new generic guidelines to be created.
Given these criteria, a lot of aspects need to be in place and tested thoroughly before users are allowed access.
Training
The aim of the training is to introduce participants to the apps included in what is known as the basic package. You will look at basic functionality, and brief demonstrations will be used to show how the features can be used for collaboration.
Introducing MS365 gradually is based on aspects such as looking at how other universities have done things so that we have time to provide enough training to improve the experience. It is also important to understand how to manage information securely in new features.
An initial training package has been developed and is being trialled with the pilot teams.
Self-study course MS365
Our two digital coaches have developed a self-study course. You will gain access to the course once your department has activated MS365.
The basic package
A basic package including six Microsoft 365 applications will be introduced as a first step. These applications will be released according to the needs of the organisations in general.
Teams: Used for chats, video calls and real-time collaboration.
OneDrive: Secure file storage and sharing in the cloud, with access from any device.
Forms: Creates and distributes surveys, questionnaires and polls in order to collect data and feedback.
Planner: Helps with organising and tracking tasks and projects with visual planning tools.
Office: Includes apps such as Word, Excel and PowerPoint for creating and editing documents, spreadsheets and presentations.
Whiteboard: Provides a digital, interactive space for real-time brainstorming and visual collaboration.
Further development of Microsoft 365 features
Of course, if there are any specific needs that can be fulfilled using Microsoft 365 platform features, these can be considered for implementation as well. The platform offers features that can automate part of our daily lives, and that can be integrated with other solutions/systems.
To advance together the digital development of the features offered by Microsoft 365, IT Services will be working closely with reference groups and other stakeholders to ensure that future features align with the university’s needs.
Rollout
”Cautious and safe”
Microsoft 365 will be rolled out in several stages. Selected tools will be made available to a small group of staff to allow them to test training courses and address any issues that arise. Based on this outcome, plans will then be revised to suit the next group more accurately, and so forth.
Our aim is to ensure that all staff feel confident when Microsoft 365 is introduced and used.
