Office 365 - faculty & staff

When evaluating cloud service platforms for potential use by the Concordia community, IITS performs Privacy Impact Assessments (PIA). Click here to learn more about Concordia’s PIA process and privacy controls. While Office 365 has many security features additional precautions are always recommended when storing data as detailed in some of the points below.

Microsoft employs security measures that meets standards set by the security community, however we recommend that additional security measures are taken when sensitive or confidential data is stored. These can include password protecting documents, using multi-factor authorization to protect your account, or encrypting files. While not always needed, these measures and general cyber security awareness help in protecting the privacy of your data.

As with any cloud service, there are important considerations to keep in mind when using Office 365 apps for document storage. The information below also applies to any other tool that you may use collaboratively for your work at Concordia.

Do:

1. Keep document titles short and meaningful. See the Document Naming Guideline for more information.
2. Organize records according to the Records Classification and Retention Plan.
3. Protect personal information in accordance with Policy SG-9
4. Password protect files with personal or confidential data. When possible remove or obfuscate personal or sensitive data from all files.
5. Ensure that access is granted only to individuals that require access for all documents across Teams and Office 365.
6. Request a consultation from IITS by contacting the IT Service Desk if there is any doubt or you require assistance with securing data.

Do NOT:

1. Store unprotected documents that contain personal data or information that can identify a person. For example, always password protect SIN numbers, home addresses, Quebec permanent codes, etc. This applies to your data and that of others.
2. Store unprotected documents that contain confidential information without password protecting it.
3. Use online apps for long-term archiving of files. They are only intended for active documents, not for long-term storage.
4. Store confidential documents on your personal computer, or a USB drive.

If you’re new to the Office 365 environment, click here to join the new to Teams/Office 365 Ask Us Team. The team is comprised of keen Concordia employees actively working together to share knowledge and problem solve with Office 365!

If you require training with Office 365, consult the Microsoft 365 Training Portal or the IITS training site to consult the training opportunities provided by IITS.

If you’re having issues with a desktop application, access, or authentication, contact the IT Service Desk.

All faculty and staff have access to the same set of Office 365 apps which includes online versions of the office suite and a set of additional apps used for collaborating and file sharing. To get a complete and up to date list of the apps available, please log into the Microsoft online portal.

Microsoft offers a number of mobile versions of their Office 365 apps without additional cost or licensing.  For a complete list of mobile apps, we encourage faculty and staff to visit Microsoft Corporation’s Google Play Store or Apple Store pages according to their device manufacturer.

Please note that you will need to log into the apps with your Microsoft portal account credentials.

No. If your office computer is owned by Concordia, contact the Service Desk or your IT Rep to have Microsoft Office installed with their assistance as there may be some compatibility issues with previous versions of the Office suite.

Faculty and staff have access to the online version of the Office 365 apps and have the option of downloading and installing the apps on up to 5 PCs or Mac. Please follow the installation guide for Apple MacOS or Windows.

For Concordia employees who are also students, the desktop apps will be available by logging in with your student O365 account.

You will have access to Office 365 as long as you are an active Concordia employee.

Microsoft (MS) Teams is a collaboration app that integrates a number of tools from Microsoft.  MS Teams can be used for video meetings, workplace chats, file collaboration, project coordination and video streaming. Faculty and staff can create their own Teams and invite colleagues to join them to collaborate with them.

We encourage faculty and staff to learn more about using Microsoft Teams through this quick start guide or by watching Microsoft orientation videos.

IITS is also offering Concordia specific training sessions, many of which can take place virtually via Zoom and Teams itself.  Please consult the availability and registration page or inquire about scheduling a specific session for your group by contacting iits.training@concordia.ca.

Certain words in Teams names have been restricted to avoid confusion.  If you think you have a legitimate need for one of these restricted words, please contact the IITS Service Desk to submit a request.

Check your recycle bin and second stage recycle bin in your OneDrive online portal.

Make sure all users editing the document are using the same version of Office. There may be minor problems between users collaborating and using different versions of desktop Office suites (such as Office 2016 and Office 365 ProPlus). Some features may not exist in an older version of Office or may be implemented in a new way. If the same desktop version cannot be used and problems occur, we recommend using Office Online (web version) available in Office 365.

No. Email addresses for new staff are now being automatically provisioned within 4 hours.

New staff can verify their Concordia email address.

MyAnalytics presents you with insights and how you can use these insights to improve your work patterns. To access the dashboard, go to myanalytics.microsoft.com to open your personal MyAnalytics.

We encourage faculty and staff to learn more about using MyAnalytics through this FAQ guide or by watching this Microsoft video showing common benefits of using MyAnalytics.