Welcome to Outlook

May 6, 2019

Let me be the first to welcome you to Outlook, our new enterprise wide Email and Calendar system.  Our team was busy all weekend moving all your email and calendar information into Outlook, so everything is ready for you today.   

There are a few things we need you to take care of now that you are in Outlook.  

Email signature setup  

Please update your email signature.  This needs to be done in three places, in  Outlook on our computer, Outlook Web App and mobile Outlook on your mobile device.  Our Digital Media team has created an easy to use Email signature generator which you can find at this link. 

CHAMPIONS NOTE – Please recreate your signature with the new trca.ca 

Sharing your Calendar 

When viewing other people’s calendars in Outlook, you cannot see event details you can only see if they are Free or Busy.  If you need access to others calendar details, they need to share their calendar with you using calendar permissions. Check here for setup instructions. 

Delegated Access to Calendar  

If you need to delegate access to someone else to manage your calendar, please see the instructions at this link to show you how to delegate calendar access. 

Out of Office Notification  

Out of Office in Outlook is called Automatic Replies.  To setup your Out of Office in Outlook please follow these instructions.   

Delete Folder ($EML) 

There may be a temporary folder in your Outlook email called ($EML) – we needed this for the migration and now that you are migrated you can delete that folder. 

A few quick reminders  

Please be careful as hackers take advantage of organizations that move their email to Outlook and Office 365.  We may see a spike in phishing emails asking you to reset your password. 

 Please report any suspicious password change emails to ITM 

1. Lotus Calendar will continue to be available in read only mode for the next 90 days. 
2. Teams Chat is our new corporate chat platform for instant messaging.  Please start using it today as Lotus Notes Sametime and Mitel Collab will be decommissioned today. 
3. If you use a Mail-In Database or General Email Box please access them and confirm they work.  If you have issues please contact the ITM Service Desk. 
4. Please click here to sign up for Outlook training 
5. Please check your recurring meetings, Lotus Notes only allowed us to recreate the original meeting details and the original recurrence.  Changes made from the original series are not reflected in your calendar. 
6. ITM is working to ensure our systems stay in sync – Please visit the “Profile and Settings” section on your Dayforce employee profile and review your division, business unit and title to make sure they are accurate.

Here are some quick tips and information you will need today. 

Check here to understand how the Office 365 Suite works for you. 

Archiving of Emails 

Now that you are in Outlook your mailbox size limit is 100 Gigabytes.  We do not foresee the need to archive email to anywhere other than the folders in your email.  

Customizing your Views in Outlook  

Here is a great little video to show you how to customize your Outlook views.  

Emails with Links from Lotus Notes Database Workflow  

When someone sends you a workflow for approval it now comes to your Outlook inbox.  The Lotus Notes link will appear in the email and you just need to click on the link.  When you do click on the link the following message appears.  

To continue please click Yes, this message appears because Outlook does not recognize Lotus Notes links.  This is the way this feature will work going forward.  

 We want to thank you for your patience on the transition journey to Outlook, ITM is committed to ensuring you get the most out of your new software.  We will be scheduling more training including workshops and power sessions to continue to leverage the new Office 365 platform.  

ITM Service desk for support – 416.661.6600 ext. 4357