Tips, tricks, and FAQs - your questions answered

That’s because the distribution lists haven’t been moved to the cloud yet, but you have.

Sorry about that - we’re working as fast as we can.

In the meantime, if it’s something you need done now, submit a ticket telling us the name of the distribution list and what changes need to be made. If it can wait a few weeks, we’d appreciate you waiting until the distribution lists are in the cloud and available to you for changes.

We intend to move shared mailboxes with the people that use them when we can identify that connection. However, you may use a shared mailbox that doesn’t move the cloud at exactly the same time you do. You can still access it from Outlook as you do now.

However, if your ‘send as’ permissions haven’t replicated yet, you will need to access the shared mailbox via a browser by going to: https://webmail.royalroads.ca/owa/YOURMAILBOXNAMEHERE@RoyalRoads.ca. This is a temporary workaround.

Ah! We need to do something to fix that. Please submit a ticket telling us the email address of the shared mailbox and if possible, who else uses it. This is necessary so we can make sure we’re not negatively affecting other people at the same time we’re solving this problem for you.

While you’re waiting for us to do what we do, you can still access that shared mailbox via webmail by typing this URL into your browser:

https://webmail.royalroads.ca/owa/SharedMailboxName@RoyalRoads.ca

(substitute your shared mailbox name for the words “SharedMailboxName” in the line above.

If you get an error that says:

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… try entering the URL again.

If you see this message, the shared mailbox has been moved to the cloud.

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Click on the link that you see on the webpage to go to the shared mailbox:

While you can access the regular mailbox from Outlook, you can’t access the associated archive folder until the shared mailbox has also been moved to the cloud.

We’ve made every effort to move shared mailboxes with the people that share them.

If accessing the archive isn’t urgent, we’d appreciate it if you can wait until your entire group (including shared mailboxes) has been moved to the cloud at which point, the archived mailboxes should appear.

And while you’re waiting, you can access the shared mailbox AND the archive by typing the following into a browser:

https://webmail.royalroads.ca/owa/SharedMailboxName@RoyalRoads.ca

(substitute your shared mailbox name for the words “SharedMailboxName” in the line above.

If it still hasn’t appeared OR if it’s urgent and you can’t wait, submit a ticket telling us the email address of the shared mailbox and if possible, who else uses it. This is necessary so we can make sure we’re not negatively affecting other people by moving the mailbox at an inappropriate time for them.

Because your mailbox is in the Cloud and the shared mailbox is not, some of the settings need to be adjusted. To ‘Send As’ in the meantime, use webmail for the shared mailbox. You can open the mailbox directly by going to https://webmail.royalroads.ca/owa/YourSharedMailboxName@RoyalRoads.ca (replacing “YourSharedMailboxName” with the name of your actual mailbox).

If your mailbox was quite recently moved to the cloud, you may see this kind of screen when you’re attempting a search:

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You can click on the link that says “Let’s look on your computer instead” and you’ll probably find what you’re looking for.

We have found for others experiencing this issue, that this ‘problem’ solves itself if you wait a day or two while things sync up.

Yes. When your mailbox is in the cloud and you action a recall on a message, you’ll receive an email notification from Office365reports@microsoft.com.

When you open it, you’ll see this:

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And if you click on ‘View Message Recall Report’, you’ll see this kind of information:

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If your mailbox has been moved to the cloud and theirs has not, the permissions previously set will not be honoured.

You have two choices:

1. Reassign them permissions

2. Wait until their mailbox has moved to the cloud, at which time, permissions will be restored

If your colleague is in your area/department, they will probably be moved quite soon (per the schedule) so if waiting is an option, we’d recommend that.

Yes. In Outlook, click on File, then Options in the left nav

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Click Advanced on the left nav of the screen that is displayed

Check the box to ‘Automatically dismiss reminders for past calendar events’.

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Click OK to save

You can control some of these things from your Teams settings. Here’s how to stop notifications coming to Teams for meeting updates:

• Click on the ellipses to the left of your avatar or initials in the upper right of Teams

• Click on Notifications and activity

• Go to whichever section you want to change; we’ve gone to the ‘Calendar’ section in this example

• Change the settings as you wish

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Teams is integrated with Outlook and looks at the ‘show as’ setting in your meeting to determine what status to show.

Teams will show you as ‘red’ when it reads that you are ‘busy’.

It will show you as ‘green’ when there’s nothing in your calendar.

1. Open Teams and click on your profile picture in the top right corner of the screen.

2. Select Settings from the dropdown menu.

3. Click on Devices in the left-hand menu.

4. Toggle the switch for “Automatically change my presence based on my calendar” to Off.

We haven’t found instructions that work yet!

Well… maybe give it a chance first? Cecilia found that by changing her behaviour a bit, she was able to take advantage of the automatic status updates. For example, instead of marking blocked time as ‘busy’, she marks it ‘tentative’, which helps her manage her time but still shows her as potentially available to her colleagues. Lunches are now showing as ‘out of office’ instead of busy. Perhaps you could try it before you turn it off. You might love it.

No. It doesn’t work very well.

Here’s what a sender normally receives if Cecilia is out of office because she used Outlook to set it up:

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And here’s what a sender receives if Cecilia sets her out of office in Teams instead of Outlook directly:

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Yes. When your mailbox is in the cloud and you action a recall on a message, you’ll receive an email notification from Office365reports@microsoft.com.

When you open it, you’ll see this:

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And if you click on ‘View Message Recall Report’, you’ll see this kind of information: