🤔Frequently Asked Questions

A list of questions and answers relating to Microsoft 365

1. When will the entire business be migrated to Microsoft 365

Current timelines target mid-March for full business migration.

2. So we’re not migrating Google Sites, Forms or Keep notes. When will I lose access to my Google services?

Google will terminate our service in July 2022, providing us enough time to support the transition of services. Support Office roles will continue to get access to Google until our final migration in, whilst in-club staff will no longer have access upon their cutover.

3. What else is changing in the short term?

Microsoft 365 includes an equivalent offering of Okta, through myapps.microsoft.com. Over the course of the next 4 months, we will be transitioning 140+ applications across, and providing notice to Okta shortly that we will not be renewing in March.

4. Can I still share documents and collaborate in real time?

Yes! Please continue to use Google Suite for My Drive and Shared Drive until end of Feb 2022. Project team will keep you informed on when the Google Drives will be migrated

5. What’s the difference between Microsoft Office desktop and Microsoft Office on the Web?

The office desktop apps include advanced functionality for power users. For many employees, Support Office included, you will likely find that Office on the Web is more than capable, with automatic updates from Microsoft on a monthly basis. Some advanced functionality of office desktop apps isn’t compatible with Office on the Web, but we don’t anticipate this being a problem where tens of thousands of organisations have this in place today.

6. Will I get the Microsoft Office Desktop or Microsoft Office on the Web?

If you are in a support office, or potentially a regional employee, you will get access to both the desktop and web versions of Microsoft Office. If you are a customer facing employee (e.g., Reception, MC, CM, etc), you will only get access to the Office on the Web.

7. Will my Gmail label/folder groups move across to Outlook?

Labels in Gmail are similar to folders, although, support the concept of applying multiple labels to a single email. Outlook has the concept of folders and will place an email in a single folder. To clarify, all your emails will be brought across and searchable.

8. What’s happening to my Google Forms?

On Migration/M365 Cutover date, you will continue to use Google Forms as you have always done, Your forms and sheets with responses will be migrated across at for historical records, but unfortunately, there isn’t an easy way to migrate Google Forms to Microsoft Forms. We will work with each department on the transition to using Microsoft Forms by end of Feb 2022. You can continue to access and use Google Forms up until the closure of our Google services, although, given in-club staff will lose access to Google upon cutover, we will continue to encourage the new forms to be ready.

9. What’s happening to the existing Google Sites intranet?

Our technology team will be working with the relevant departments to configure the new intranet in Microsoft 365. Over the course of the transition, we will have employees on Google and Microsoft up until the end of March. We will work with the teams to support references to existing policy documents and Google Forms, whilst replacing them with equivalent ones in Microsoft 365.

10. I have linked Google Sheets to other Sheets. What does this mean for those Sheets?

Unfortunately, there is no easy solution to migrate this, as Google Sheets are linked through Google Drive URLs. Once all the documents have been migrated, you will need to re-link your documents where appropriate. If Google Sheets have been used for reporting requirements, we strongly recommend that this is raised with our IT Data team, as Google Sheets was not intended to become a long-term reporting tool.

11. You’ve said we can still access Google until July 2022. What does this mean if I continue to use it until then?

On your cutover date, you will still have all your data available in Google Drive/Sheets/Docs, etc until end of Feb 2022 via Shared Drive and My Drive. These drives are scheduled to be migrated into SharePoint and One Drive in Feb 2022. Once cut over, your data at that point in time will be available in Microsoft 365. (, further modifications will not automatically move across after Feb 2022. Project Team will confirm exact Drive Migration Date in the coming weeks.

12. How is IT going to support the business on this massive change?

Our partner, Eighty20, will be providing a further 1 month of IT Support available through phone and service tickets, to provide extra cover and expert support in this area. We will also be upskilling our internal IT Support team to prepare for this change.

13. Do our 2016 excel files keep their formulas and do they open without errors in the new O365 Versions?

Yes

14. Will Google hang out chat messages be migrated to M365 mailbox?

Yes, the chat message will be migrated to M365 outlook and can be found in the folder “Conversation History”.

15. Will I lose access to my Google Mailbox once my emails have been migrated to Outlook 365?

Yes, Mailbox/Calendar/Contacts will be disabled on Gmail so that users can use Outlook in Microsoft.

16. What happens to all meetings setup in my Google calendar prior to the M365 migration?

All meetings setup in Google calendar will be migrated to your outlook calendar as is. Any new meeting will need to be booked in outlook.

17. What are the google toolsets that get cutover as part of the M365 Migration?

Gmail🡪 Outlook

Google Calendar🡪 Outlook Calendar

18. Are there going to be any changes to the S-Drive or any other network drive?

No, as part of this migration project, there will be NO changes made to the network drives.

19. Can I find all FLG users in the Mail Directory to send emails and meeting invites?

Yes, all FLG users are currently being loaded and licenses allocated in Microsoft Azure in order to ensure that they can be accessed in the Mail Directory.