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Key Differences Between GroupWise & 365

The following are important highlighted differences between GroupWise and MS 365 (Outlook).  This is not an exhaustive list of every difference between the 2 systems but it's very important that you review all of these.  Some are purely informational and some require an action from you after your cut over date.

 

1) The Outlook Client

  • The Outlook client has similar layout to GroupWise but with a more modern and polished look and feel. 

  • The Outlook and GroupWise client can coexist on the same PC.

  • The Outlook Client is faster and more stable than the GroupWise Client.

  • The Outlook 2011 Mac Client and Outlook Web Access (OWA) client have vastly improved interfaces vs. GroupWise.

     


2) Accessing Microsoft 365

  • To access your 365 account via Outlook 2010 (Windows), Outlook 2011 (Mac), Outlook Web Access (OWA), iPhone, iPad or Android device you will use the same username and password.

  • The username is yourusername@usc.edu (not just your username but the entire username@usc.edu address - *this is a Microsoft 365-specific requirement)

  • The password is your USC password.

  • To change your USC password, please visit:

    http://www.usc.edu/its/password

    If you have forgotten your USC password, please contact the College and Libraries Help desk @ x02775 or clhd@usc.edu.  DTS can reset it for you.

     


3) Contacts / Address Book Management & Address Look up

  • When typing a new message in GroupWise, the order set in the "Name Completion Search Order" setting determined how email addresses were auto-filled in the To, CC, BCC fields.

  • In Outlook, this auto-look up feature is not as user-friendly.  You need to first add the address books that you would like Outlook to search and in which order (similar to GroupWise).  Then after typing the first part of a name, click the "Check Names" icon in the top of the ribbon on a new message.  Over time, on your computer, Outlook will auto-build an "Auto-Complete" list based on addresses you send to (similar to the Frequent Contacts book in GroupWise).

  • Please configure the following settings for address look up in Outlook.

  • First, click on the "Home" tab at the top of the window in Outlook.  At the far right side of the ribbon click the "Address Book" button.    In the menu bar choose Tools-> Options.  Here is where you can create a custom address lookup by choosing Custom and adding the address books you would like to be in the auto lookup. It is highly recommended that the Global Address List (GAL) is at the top of the custom list.

  • Next, go to the Outlook "File" tab and choose "Options" from the left navigation.  Then choose "Mail" from the left navigation and scroll down to the "Send Messages" section. Make sure: Commas can be used to separate multiple message recipients, Automatic name checking, Delete meeting requests and notifications from Inbox after responding, CTRL + ENTER sends a message and Use Auto-Complete List to suggest names when typing in the To, CC, and BCC lines are *all* checked off.

 

 

4) Novell Master Address Book vs. Outlook Global Address List (GAL)

  • In GroupWise the master list of all users who have a GroupWise account were stored in the Novell Master Address Book.  Outlook has a similar address book called the Global Address List (GAL).  This lists users across USC who are currently on the USC Microsoft 365 tenant or instance. As in GroupWise, it's best to send messages, meeting requests, busy searching and folder shares using the GAL vs. a personal address book.  Messages will arrive faster and it's required to use the entry in the GAL to initiate busy searching. 

  • When you compose a new message in Outlook and click on the To, CC or BCC buttons, you will see the GAL listed as the default.

 

 

5) By the Numbers

  • Since Microsoft 365 is a shared, cloud-based service there are some quotas that are put in place to ensure the integrity, performance and stability of the 365 service, 

  • Maximum mailbox size:  25GB

  • Maximum personal archive size: 100GB

  • Maximum size of attachments per message: 25MB

  • Maximum number of recipients per sent message: 500

 

 

6) GroupWise Proxy vs. Outlook Delegate

  • In GroupWise we used the proxy feature to send email on behalf of another user, manage another person's calendar and a number of other shared account activities.  Outlook has a similar feature called "Delegate".  You can delegate access to your account to another person.  

  • As the "delegator" go to the "File" tab of the Outlook client and click on "Account Settings" and choose "Delegate Access".  Click on "Add" and double click on the person(s) in the Global Address List who you want to grant access to.  

  • You now have options to grant them multiple levels of access to your Calendar, Tasks, Inbox Email, Contacts and Notes.  Also, there is a checkbox to automatically email the people you have granted access to the permissions they now have.

  • Now, as the "delegatee" you need to add these new permissions to your Outlook client. Go to the "File" tab, choose "Open" from the left navigation and then "Other User's Folder".  Click on the "Name" button, choose the name of the "delegator" and then choose the type of permission you were granted, click "OK".  You will now be placed into (or proxied into) the shared resource.  

 

 

7) Recurring Appointments

  • Recurring appointments in GroupWise was never very user-friendly.  The Outlook recurring appointments feature is much easier to use.

  • To create a recurring appointment, click into your Calendar and then click "New Appointment" (or "New Meeting" if your want to send meeting invites to others).  

  • Fill in the necessary meeting information and then click on the "Recurrence" button in the new appointment ribbon.

  • Here you can create the "Recurrence pattern" and the "Range of recurrence" 

  • *One recurring appointment option that you used to have in GroupWise that is no longer available in Outlook is the ability to choose individual recurring dates or dates with no pattern.  

 

 

8) Busy Search vs. Scheduling Assistant

  • In GroupWise you had the option to do a free/busy search on individuals before sending them a meeting request.  In Outlook this functionality is also available. 

  • To do a free/busy lookup on individuals who you would like to invite to a meeting, click into your Calendar and click "New Meeting" in the Outlook ribbon.  It is recommended that you click on the To: button to bring up the GAL and choose the attendees from this list.  

  • Once the To: is populated, click on the "Scheduling Assistant" button in the ribbon to view the free/busy info for your attendees. 

 

 

9) Rules and Signatures

  • As rules and signatures do not migrate from GroupWise to 365, you will need to recreate them.  

  • To create general email rules, go to the "File" tab and choose "Rules and Alerts" from the bottom of the page. 

  • To create an out of office/vacation rule, go to the "File" tab and choose "Automatic Replies" from the center of the page.

  • To manage your signature(s) go to the "File" tab, choose "Options" from the left navigation and then "Mail" from the left navigation. In the "Compose messages" section click on "Signatures" (to the right of "Create or modify signatures for messages").  From here you can create new or edit your signatures.  Also, you can either choose a default signature to be applied to new messages and Replies/forwards or choose "none".  *In GroupWise you had the option to "prompt for signature" before a message was sent.  This is not available in Outlook.  

 

 

10) GroupWise Archive vs. Personal Archive

  • As with GroupWise, Outlook allows you to have a personal archive of messages that are stored outside your primary mailbox account.  Managing archives in GroupWise was very difficult and the archive was only available if you were logged into the Novell Client and not available via the web client.  In Outlook you can access your archive within your Outlook Client 2010 for Windows or online via the Outlook Web Access (OWA) client.  Currently, the Mac 2011 Outlook client does not support personal archive access. 

  • Your personal archive is easy to access.  In the Outlook client, click on the "Home" tab in the ribbon.  In the left pane, scroll down to the very bottom of the folder list and you will see "Archive - username@dornsife.usc.edu".  To open your archive, click on the small triangle to the left of "Archive..".  From there you can open your GroupWise Archive and search for messages. 

  • In Outlook, by default, messages are set to *not* automatically archive.  Deleted items are emptied from the trash every 30 days. 

   

11) Junk Mail (SPAM) Handling

  • As with GroupWise, Outlook/365 utilizes USC's SPAM filter (aka Ironport).  And, as with GroupWise, Outlook has a additional Junk Mail handling functionality.  This additional layer of SPAM filtering can incorrectly tag messages as SPAM (false positives).  It is recommended that you disable Junk Mail handling in Outlook. 

  • To disable Junk Mail handling in Outlook, click on your Inbox and then click on "Junk" on the left side of the ribbon and choose "Junk E-Mail Options".  Choose the first option: "No Automatic Filtering.  Mail from blocked senders is still moved to the Junk E-mail folder" and click OK. 

  • *Also, you will need to disable the Junk Mail handling in the Outlook Web Access client.  Point your browser to:  /365 , enter your 365 username and password.  In the upper-right corner of the page, under your name, choose "Options" -> "See All Options".  On the left navigation, click on "Block or Allow" and make sure "Don't move e-mail to my Junk E-Mail folder" option is selected.  Click "Save" 

 

  

12) Posted Message

  • Some of you may have used the Posted Message type in GroupWise.  A posted message is a note to yourself that can be placed inside any email folder, many times the Inbox.  Outlook supports posted messages.  However, by default, the button to add a new posted message is not available on the Outlook ribbon. 

  • To add the posted message button to the Outlook ribbon, click on the "Home" tab, right-click anywhere on the ribbon and choose "Customize the Ribbon".  In the "Choose commands from:" drop-down, choose "All Commands".  On the right column, click "New Group".  In the All Commands list on the left, click on "Post in This Folder", click "Add" and OK to save your settings. 

  • In the ribbon you will see a new button called "Post in This Folder"

 

  

13) Resending a Message

  • Sometimes you will need to open a previously sent message, edit it and re-send it.  This save a lot of time because you don't have to retype everything,  In GroupWise you only had to right click on the sent message in the sent message list, choose resend, edit your message and send.  In Outlook it's quite different.  

  • To resend a message in Outlook, go to your Sent Items folder and find the message you would like to resend.  Double-click on the message to open it, in the "Move" section of the ribbon, choose "Actions" -> Resend this Message.  Edit the message and then click "Send". 

 

 

14) Search

  • Searching for messages in Outlook/365 is much more intuitive and faster than GroupWise.  

  • To search for an item, click on the folder that you would like to search and a search box will appear at the top of the list of items.  Click into the search box and you will notice the ribbon with switch to the Search Tools Tab.  You can enter your search terms in the box to search the folder or click on the All Mail Items button at the left of the Search tab ribbon.  Also, there are many more search options available to you in the Search tab.  

     

     

15)  Change Item Type

  •  In GroupWise there is the option to change one item type to another item type.  By right-clicking on an email for example, you could change the item to an appointment and it carried all the subject, message and attachments over to the new appointment.   This useful feature is also available in Outlook but functions a bit differently.

  • To change one item type to another item type, first click on "Home" tab and then the "Folder List" button on the bottom of the left pane.  You can drag and drop an email message to the calendar folder and it instantly becomes a new appointment.

  

16) Personalized or "My" Subject

  • In GroupWise there is the option to change or customize the subject of a received message.  In Outlook this feature is also available.  Personalized subjects will migrate from GroupWise to 365, however this customized subject information will show up as a text file attachment in 365.

  • To personalize the subject of a message in Outlook, open the message and click on the subject to change it.

 

17) Discussion Thread View vs. Show as Conversations

  • In GroupWise there is the option to display the messages in a folder as a Discussion Thread.  Outlook has a similar feature called "Show as Conversations"

  • To change the view settings on a folder to "Show as Conversations" click on the folder you would like to change the view.  Click on the "View Tab" and then check "Show as Conversations"

 

18) Adding an Organizational or Resource account to your Left Navigation View in Outlook

  • If you have been granted access to an organizational or resource account, it will not automatically appear in the left navigation view on your Outlook client, you will need to add it manually.

  • To add an organizational or resource account to your view, go to the "File" (tab) in Outlook.  Then Account Settings -> Account Settings -> Change -> More Settings -> Advanced (tab) -> Click "add" and enter the username of the org account you need to add to your view.