Office 365 - Frequently Asked Questions

General questions

Note: A password reset is a way to change your password if you have forgotten your password.

The only way to reset your password is to visit the Office 365 login page.

Further, please be aware that this will only work if you have previously provided the additional information requested during account activation AND if you have previously configured your Email contact preferences as directed in e-services.

The principal way to access your account is using the login page from a web browser.

Accounts that are unused for more than 120 days are removed.

Accounts that have never been activated for more than 60 days are removed.

Office 365 allows up to five devices at the same time.  The following items count as devices:

  • Smartphone
  • Tablet
  • Windows Computer that makes use of an Office 365 automatic sign on
  • There may be other items that “count” as a device.

 

If you add a sixth device, then the device that is the Least Recently Used is quarantined automatically to make a place for the new device you are adding.

Passwords are valid for up to 90 calendar days.  Once they expire, it will be necessary to visit the Office 365 login page to set a new password for your account.  Part of enabling your ability to reset your own password includes setting your Primary Email address in e-services to your Office 365 email address and setting your Secondary Email address to your non Office 365 account.  Failure to do this may prevent you from being able to reset your own password.

Devices that show to be unused for greater than 45 days may have their authorization removed.  Removal means that all authorizations for the device to interact with the Wing’s Office 365 system are deleted.

Distribution Groups in Office 365 are based on characteristics that are stored within an entry for an individual.  The characteristics currently in use for the Distribution Groups are:

Unit of Membership;

Member’s Qualifications in Emergency Services;

Member’s Duty Assignment(s);

Professional Development or Cadet Programs “needs”;

When using the Office 365 Directory (web version of Outlook) or Global Address List (Microsoft Outlook Client), the Distribution Groups start with one of the following:

“Duties – “ (a group composed of all members across the wing currently assigned to a particular Duty Position within e-services).

“Needs – “ (a group composed of all members across the wing that currently do NOT have a specific Professional Development accomplishment or Cadet Programs achievement, but are eligible to begin working on the accomplishment/achievement).

“Quals – “ (a group composed of all members across the wing that currently posses a particular CAPF 101 Specialty that is part of a cluster of related CAPF 101 specialties implied by the name of the distribution group).

“Staff – “ (a group composed of all members of a particular unit that have Duty Assignment in e-services for that unit – Senior Member Duty Assignments only).

“Unit – “ (a group composed of all members of a particular unit – there are three of these per unit, “All”, “Seniors”, and “Cadets”).

 

The OneDrive application that is part of Office 365 has a 1 TeraByte limit per user account.

The following items are considered to be devices by Office 365:

  • Smart phone
  • Tablet
  • Windows Mail client on a Windows PC
  • Microsoft’s OWA installable application on a tablet or smart phone
  • Microsoft’s Outlook installable application on a tablet or smart phone
  • Any non Outlook client on a smart phone, tablet or computer.

Office 365 accounts are provisioned so that when an account is created, in order for the user to activate the account, the user has to provide some pieces of information that only the user knows.  By going to the Office 365 login page, the user has the opportunity to reset their own password.

If you lose physcal control (it is no longer in your possession) of a device (lost, stolen, sold, etc.)) that is authorized to operate with the Wing’s Office 365 system, then send a Request for Techical Support here to report the loss of physical control.  The device will be removed from the system, and if the user requests it, an attempt will be made to “Wipe” the Office 365 contents from the device remotely (not all devices support remote wiping of Office 365 information).  Depending on the device, and how you created your Office 365 account on the device, it is possible the remote wipe could wipe the entire device.

Free training from Microsoft for Office 365 can be found here.  Please note that not all features of Office 365 are included in our non profit license.  There are many features that are only available with a higher tier license.  There are also features that have been disabled for the time being based on the needs of the Wing.

Civil Air Patrol members of the Oklahoma Wing that are:

  • In good standing in an active unit.
  • Have a current (not expired) membership.
  • Have a duty assignment in CAP’s e-services.

    OR

  • Have your request endorsed by your unit commander.

The Office 365 system in use by the Oklahoma Wing is for conducting CAP Business.  The files stored in your OneDrive should only be those files pertaining to your CAP membership and CAP Business.  Sharing files with non account holders is not allowed since there is not a way to determine if a non account holder is a CAP member.

Email Distribution Groups have the following restrictions:

1 – They are only available for use by Office 365 Account Holders, only.

2 – Each Distribution Group’s usage is limited to those member’s that have the particular characteristics that match the “permissions” of that specific Distribution Group (specific membership within a particular unit and/or a particular Duty Assignment in e-services).

Office 365 has two types of EMail entries.

One is a Contact entry.  Contact entries are for EMail addresses outside the “okwgcap.org” domain.  Regardless of how the EMail address is listed, Office 365 requires that the EMail addrress be unique within the system.

The other is an Account entry.  Account entries must also be unique within the system.

All devices are quarantined before they are joined to the domain.  This is a built in protection feature of Office 365.  When a new device is detected, it is placed into a quarantine area within the domain.  After Office 365 has done some initial validation, a domain administrator is then notified.  The domain administrator reviews the device capabilities, to see if the device is compliant and compatible with Office 365.  If it is compatible, and can comply with the software policies of Office 365, it is then approved and removed from quarantine.  This process is generally completed between 24 and 48 hours from the initial request.  Multiple requests from the same device before approval may cause some of your other devices to be disabled (they will have to be reauthorized).