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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.

For you to be able to “self reset” a lost password, the following two things need to be accomplished:

  • In e-services, set your Primary Email address to your okwgcap.org email address.
  • In e-services, set your Secondary Email address to your backup/other email address (a non okwgcap.org email address).

     Once the two above items have been accomplished, then the next time an update is applied to our Office 365 system, your ability to self reset (in the event of a lost password) your password without assistance will be enabled.

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.

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

  • Smart phone
  • Tablet
  • Windows Mail client (an EMail program that is installed) on a Windows PC (not Microsoft Outlook).
  • Microsoft’s OWA installable application on a tablet or smart phone (phased out in May of 2018 by Microsoft).
  • Microsoft’s Outlook installable application on a tablet or smart phone (the Outlook Client for PC or Macintosh is not considered to be a device).
  • Any non Outlook client on a smart phone, tablet or computer.

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.

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.

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.

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).

Civil Air Patrol members of the Oklahoma Wing that are:

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

    OR

  • Have your request endorsed by your unit commander.

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 address be unique within the system.

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

Generally speaking, there are three kinds of Calendar entries.  They are:

  • Events
  • Appointments
  • Meetings

Events:

An “event” is generally 24 hours or longer (all day or longer).  By default, when you create an event in your personal calendar, the time for you is shown as “Free”.  You can change this to the other options (Busy, Out of Office, Tentative, etc.).  Events don’t have invitees.

Appointments:

An “appointment” is just for you.  No one else is “invited” to attend.  It also has the option of showing “Free”, “Busy”, “Out of Office”, etc.

Meetings:

Meetings are a variation of an appointment.  Other people are invited to meetings.  If you are the organizer of the meeting, you can make changes to the meeting entry.  Any time you make changes to a meeting entry, all of the invitees are notified of the changes.  This can include changing the date/time/location of the meeting.

Note that if you want to cancel a meeting, don’t delete it from your calendar, instead, go into the subject line of the meeting and at the front of the line, insert the text “Cancelled – “.  This way, all of the invitees are notified that the meeting is cancelled.

 

There are variety of ways to determine this.  These are some of the methods employed by senders in the early days of EMail.

  • The recipient replies to the message.
  • The recipient tells you verbally they have received the message.
  • The recipient sends you a separate message confirming they received the message.

More modern methods make use of native EMail features of O365:

  • The request “Delivery Receipt” method:  When composing the EMail message, configure the message to request a “Delivery Receipt”.  Not all EMail clients have this capability.  Microsoft’s Office 365 Web based EMail interface has this capability.  So does the installable Microsoft Outlook client for Windows (as well as the Macintosh version).  It all depends on the capabilities of the “client” being used by the sender of the message, and whether the sender invokes the feature.  A “Delivery Receipt” MAY be provided to the sender, depending on the recipient’s EMail service provider.  Not all EMail service providers send back a “Delivery Receipt”.  Note that even if you receive a “Delivery Receipt” message in response, it just means the message was accepted by the recipient’s EMail service provider.  It does not mean that recipient has actually received the EMail message.  Generally, if a recipient’s EMail service provider supports the “Delivery Receipt” feature, you will receive the “Delivery Receipt” message within 15 minutes of sending the original message.
  • The request “Read Receipt” method:  When composing the EMail message, configure the message to request a “Read Receipt”.  Not all EMail clients have this capability.  Microsoft’s Office 365 Web based EMail interface has this capability.  So does the installable Microsoft Outlook client for Windows (as well as the Macintosh version).  It all depends on the capabilities of the “client” being used by the sender of the message, and whether the sender invokes the feature.  A “Read Receipt” MAY be provided to the sender, depending on the recipient’s EMail service provider AND the recipient’s configuration of their own EMail client (many EMail clients have the option to ignore receipt requests).  Not all EMail clients send back a “Read Receipt”.  Note that even if you receive a “Read Receipt” message in response, it just means the message was opened by the recipient’s EMail client.  It does not mean that recipient has actually read the EMail message.  For those recipients that do send a “Read Receipt”, it is not sent until the recipient has taken some action to open the message.  If they never open the message, then you will not receive a “Read Receipt” mesage.
  • It is up to the sender to invoke the “Delivery Receipt” and/or the “Read Receipt” features for each message sent.  Please note that many mobile devices (tablets/smartphones) do NOT provide a way to invoke receipt features.  The Office 365 Outlook Web interface does allow you to request Read Receipts, as well as Delivery Receipts (either, both or neither).
  • Please note, if there are many recipients of a message, you will receive individual “Delivery Receipt” messages from each recipient.  The same is true for the “Read Receipt” messages.
  • Don’t reply to any of the receipt messages you receive.  It will only create confusion.
  • Please note that invoking either or both receipt features applies equally to all addressees of the message (To, CC as well as BCC).  There is not a way to configure if the receipt request applies to an individual addressee or not.

There a few possibilities as to why this may be happening:

  • Your contact information (email address) in e-services is incorrect or missing.
  • You have tagged your Primary email address in e-services with the “Do Not Contact” option.
  • Your have an email address that is not part of the wing’s “okwgcap.org” domain, and your settings for your email service provider are either tagging the email as Junk/SPAM (check your Junk or SPAM folder), or it is blocking the “okwgcap.org”.
  • You have installed (or enabled) an email filter/blocker and have not configured “okwgcap.org” email addresses to be passed through to your Inbox
  • The email address you listed in e-services is ALSO listed for another CAP member that has a lower CAP ID number than you do.  In Office 365, there can be only ONE person using a particular email address.  It cannot be assigned to multiple people.

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”).

 

Email Distribution Groups have the following restrictions:

1 – They are only available for use by Office 365 Account Holders.  They are not accessible to senders outside of the Wing’s Office 365 system.

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).

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

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.