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Microsoft 365 Services: Useful Information for Getting Started

This article is a collection of other articles and information inside of the ARC that provides information that is helpful to the typical use of the Microsoft 365 applications at The Ohio State University.

Microsoft Outlook and Ohio State Email

Find Ohio State-specific answers for various email topics. 

Account Names

All accounts follow a naming strategy. When addressing an email if you do not select the name/email from a list or the Global Address Listing, it is best to type the full email address of the person or account.

Need to find a room?

  • Rooms begin with a + then Unit or Area, building name or number, name/description. For example…+CON Newton 224, +BF BP 360 2010E Conf Room, +Mount Hall 012 (12) Media Lab, etc.
  • If you need to schedule a room, rooms that do not contain a unit are generally open to the campus community to schedule, such as +Mount Hall 022A (1) Activity Room
  • Some rooms even have the capacity listed within the name in (). 

Need to find a distribution group?

  • Distribution groups being with a _ then Unit or area, name/description. For example: _SL BCEC Volunteers, _OTDI All Staff, etc.
  • Organizational Accounts begin with the unit or area, then name/description such as, SL-SHS Operations Excellence,
  • Some accounts are not tied to a specific unit, and are not unit-prefixed, including onCampus Today, Carmen, Committee on Academic Misconduct, etc. 

Email Address Variations

What are the different email addresses used for? 

 

Critical Note

Students should always address emails to their professor, faculty or staff using the full lastname.#osu.edu email address. Do not rely on the Global Address List as employee (@osu.edu) addresses are not in the Student Global Address Book.

Archiving Emails

Scheduling Tool

Scheduling Poll lets people can pick which meeting times work for them. 

Microsoft OneDrive and Shared Storage

When should I use a Team vs. OneDrive

  • OneDrive: Store your individual work, such as files that include private info. If you have early drafts of files that you don't want to see yet, you can move them to a Team later when you are ready to share them with the team or organization.
  • Teams: Use for collaborative projects, any resources that should be owned by the business or group if you ever leave the organization. 

Sharing Files

  • If a document becomes inaccessible because an employee leaves the university, it is likely that they were sharing from OneDrive instead of Teams.  Refer to Knowledge Base article #07777 for next steps.
  • If sharing links avoid using “Anyone” or “People in The Ohio State University” as the permissions as this allows a very broad audience to find and see your file.
  • When setting permissions for shared links, be sure to set the appropriate access level. Microsoft 365 defaults to a “view only” permission, but you can provide greater access by choosing “view and edit” or less access by choosing “can’t download.”
  • You cannot save files/pictures from OneDrive to your mobile device security policy because of security restrictions (KB06220).
  • Keep all Teams you create set to Private. Making a Team Public means anyone can search and access the files within. If you would like to change a team from public to private, instructions are on the ARC.

Microsoft Teams

Need help or want short training videos? Teams help and training information is available within the Teams client, under the Help menu.  

Using Teams Features 

  • Instant Messaging to OSUMC: If you have migrated to Teams Calling, you can send Instant Messages (IM) to Medical Center employees following these instructions to search for and communicate with Medical Center Employees.
  • External Guests: Include external guests dial in to your Teams meetings by following these instructions.
  • Anonymous Links: By default, Teams does not allow the use of an anonymous link, you can request this to be enabled by contacting the IT Service Desk.