In May, 2016, the Commonwealth of Kentucky signed a contract to move to Microsoft’s cloud-based Office 365 suite in an effort to reduce long-term operational costs and enhance enterprise security, while providing best-in-class tools for state workers. (See the related Agency Contact Memo for additional details.)
What does this mean and who does it impact?
Office 365 is an Enterprise level contract for all those Agencies under the Executive Branch supported by the Commonwealth Office of Technology. Over the life of the initiative, the state will migrate over 30,000 users to the new product.
Prior to Office 365 migration, COT will be upgrading individual agencies to Microsoft Office 2016 over the next few months. Office 2016 works much better with Office 365.
What is the difference between Office 2016 and Office 365?
Office 2016 is the suite of products from Microsoft that will still be installed on your desktop device. It includes Outlook, Word, Excel, PowerPoint, Access, and OneNote.
Office 365 is the suite of online offerings like: Exchange Online, Skype for Business Online, OneDrive for Business, Data Loss Protection, and Mobile Device Management.
July 25th, 2019, the Commonwealth Office of Technology (COT) announced
the renewal of Microsoft Office365 licensing for the next 3 years (via Agency Contact Memo). Therefore, COT
will migrate the last remaining local exchange accounts to Office365.
Additionally, to centralize email locations and reduce storage costs, COT will
begin a project to assist users with importing Personal Storage Table (PST)
files into Office365.
Benefits of PST file migration to Office 365 include:
Office365 mailbox size is 100GB and the archive mailbox size is unlimited.
Unlimited access to all email, from a variety of devices including workstations, phones, tablets and the Office365 portal.
Enhanced security and data loss protection.
Email encryption from any device using Office365.
Improved data integrity compared to PST file corruption and size limitations.
- Central management of all email from one location
During the PST Migration period, COT will provide guidance to
users to self-migrate PST data. The following documents have been created to give step by step instructions to users on "How to's. . ." and answer any questions or concerns that may arise from the migration process. Refer to the following documents for additional details regarding PST Migration:
COT has assigned a dedicated
COT team to assist and support users with PST migrations and troubleshooting.
COT will coordinate
with Agency IT Executive Directors to review the project schedule and agency
timelines for PST migrations. For
questions or concerns, please contact the Office365 Project Manager, Jeff.Fredricks@ky.gov. Also, other useful links to information on Office 2016 and Office 365 products can be found at the Microsoft Office 2016 Supportsite and our Office 365support site for updates on new features coming available once migration efforts are complete.