Download and Install driver (Sonoma)

OVERVIEW

The first task when setting up SFU Print on an unmanaged macOS device running Sonoma (14.x). This guide demonstrates where to obtain the correct drivers for SFU Print devices and how to install them.


Download and Install driver (Sonoma)

DETAILS

Go to https://support.ricoh.com/bb/html/dr_ut_e/rc3/model/mpc4504ex/mpc4504ex.htm and Download driver. After downloading the file, navigate to the folder where it is saved and double-click on the file with the DMG extension. Now double click on .pkg file to start the driver installation. Click "Continue" Again "Continue" Click "Agree" Click “Install”. You will be asked to authenticate, by password or Touch ID Click "Close" once installation is successful. You can now eject the downloaded Ricoh drive and move it to the trash.


Install Papercut Client (Sonoma)

OVERVIEW

The task required to set up SFU Print on an unmanaged macOS device running Sonoma (14.x). This guide demonstrates how to install and configure the Papercut client in order to print to SFU Print devices.


Install Papercut Client (Sonoma)

DETAILS

Before starting, please note that setup must be completed on campus. Click Finder --> Go --> Connect to Server... In the dialog box type, smb://cs-sfuprint.dc.sfu.ca/PCClient/ and click + sign to remember. Now click "Connect" You might be asked to authenticate against Active Directory, select "Registered User" and enter your SFU username (ADSFU\your_user_ID) and password, check "Remember this password in my keychain. Once authenticated right-click on the mac folder and copy to your desktop Go to the copied "mac" folder and double click on "client-local-install.app" Accept install to Application folder click on Allow Enter SFU user ID and password and check "Remember my identity" Once installed icon should show up in the toolbar (sometimes it is inverted or on some laptops can be hidden behind a camera notch)


Install Papercut Client (Sonoma)

IMPORTANT:

Client must be running before you send print job to the printer


Install SFU Print (Sonoma)

OVERVIEW

The final task required to set up SFU Print on an unmanaged macOS device running Sonoma (14.x). This guide demonstrates how to install and configure the computer to print to SFU Print devices.


Install SFU Print (Sonoma)

DETAILS

To Install the printer, click on Apple logo on the top left and select "System Settings" Click on "Printers & Scanners" --> "Add Printer, Scanner, or Fax..." Right-click (control + click) on the toolbar and select "Customize Toolbar..." Now drag "Advanced" from the menu to the Toolbar and click Done. Now click on "Advanced" Select "Windows printer via spoolss" under URL type: smb://cs-sfuprint-p.dc.sfu.ca/SFU_Print_non_AD_auth Name: SFU_Print Location: FollowMe Click on Use and "Select Software..." Search for: ricoh mp c60 and select "RICOH MP C6004ex" Finally click on Add Now click on your newly installed printer to configure some "Options & Supplies..."


Install SFU Print (Sonoma)

Click on Options on the top and under:

Option Tray: select "Lower Paper Trays" (different from "Lower Paper Tray") Finisher: "Finisher SR3210" And now you are done with printer installation and if your Papercut Client is running, you should be able to print.


Teams Phone for Calling

OVERVIEW

Aligned with the university’s What’s Next Objective: Transform the SFU experience and SFU's digital transformation , SFU is transitioning from traditional desk phones to Microsoft Teams Phones, a modern, cost-efficient telephony solution. Teams is already in use across the university as a meeting and instant messaging tool. This move is part of SFU’s ongoing efforts to enhance communication infrastructure and better accommodate the evolving faculty and staff needs at the university.


Teams Phone for Calling

Timeline:

The migration to MS Teams Phones will occur in phases to ensure a smooth transition. This change will primarily be automated, but staff will be provided with training, training resources and IT support to ensure a successful migration to Teams Phone usage. Due to their unique nature, each phase will be individually planned and executed. Following is the projected implementation sequence, with initial target dates.


Teams Phone for Calling

The major elements of the transition include the following:

Planning and Preparation Telco Vendor Selection and Negotiation Prepare Funding, Support Models Refine and approve implementation approach Implementation / Roll-out


Teams Phone for Calling

Implementation will include:

Pilot- target Q1/2025 Faculty and Staff, General office lines Classrooms and Meeting Spaces Emergency Phones Special Cases (as necessary) Decommissioning and Clean-up Following these phases, the university will start decommissioning obsolete equipment as part of the upgrade process.


Teams Phone for Calling

Note:

The implementation dates provided are tentative and subject to change.


Teams Phone for Calling

Why this change:

Transitioning to Microsoft Teams phones will improve our operational efficiency and collaboration. Some of the benefits include:


Teams Phone for Calling

Significant Cost Savings:

By integrating phones into MS Teams, SFU will reduce its yearly phone expenses.


Teams Phone for Calling

Centralized Communications:

One platform to handle all forms of communications - calls, video conferencing, messaging, and file sharing - eliminates inefficiencies and complexity that comes with using multiple systems.


Teams Phone for Calling

Improved Call Management:

With MS Teams, users can manage their calls seamlessly across multiple devices - whether from a computer, smartphone, or tablet - and from any location, be it the office, home, or while traveling.


Teams Phone for Calling

Retention of Existing Phone Numbers:

To ensure continuity and convenience, all existing numbers will be migrated to the new system, making the transition smooth. To learn more, see the FAQs or explore the How-to-Guides section. Questions? Please contact phones@sfu.ca


FAQs and Common Issues

Software and Application Distribution Microsoft Microsoft Teams


FAQs and Common Issues

OVERVIEW

General FAQs Common Issues after Migration


FAQs and Common Issues

DETAILS

General FAQs


FAQs and Common Issues

WHAT IS A MICROSOFT TEAMS PHONE?

Microsoft (MS) Teams Phone allows you to make and receive calls with Teams using your computer/ laptop and mobile phones. Learn more about MS Teams for Calling


FAQs and Common Issues

WILL I STILL HAVE MY DESKTOP PHONE?

Once you transition to Microsoft Teams Phone, you will not need a physical phone.


FAQs and Common Issues

ARE COMPUTERS MANDATORY TO USE MS TEAMS PHONES?

MS Teams Phone is typically used with a work computer, but you can make and receive calls even with your smartphones and tablets How does voicemail work? MS Teams Voicemail allows users to receive voice messages directly within the Microsoft Application. Learn more about MS Teams Voicemail


FAQs and Common Issues

CAN USERS CUSTOMIZE THEIR OUTGOING MESSAGES?

Users can customize their voicemail under the MS Teams Voicemail Settings. Learn more on how to manage your voicemail settings


FAQs and Common Issues

HERE

.


FAQs and Common Issues

CAN VOICEMAILS BE SENT TO EMAIL?

Yes, voicemails in Microsoft Teams can also be sent to email. This is part of the unified messaging feature, where voicemail messages are delivered directly to the user's inbox as an audio file attachment. Additionally, transcription can be enabled. Can I make emergency calls? Yes, you can make emergency calls in Microsoft Teams. Do you have to be logged in to Teams to know that someone is calling you? You must be logged into MS Teams to know that someone is calling you, Teams is set to automatically launch on SFU Windows-based computers. If you are logged into MS Teams on your mobile phone or desktop/laptop you will also be able to make and receive calls Why are we doing this and why now? The project aims to modernize our telephony system, communication infrastructure, save costs and better accommodate the evolving faculty and staff needs at the university. What is the value/benefits we’re hoping to bring to our community? The integration into MS Teams consolidates our communication tools into a single platform and provides seamless call management across devices and locations. do i have to give up my existing phone number? No, you can retain your existing phone number. Would the user need training to use these phones? IT will provide training and support to ensure a smooth transition. Learn more about MS Teams for Calling here . Will there be disruption to work/teaching Environments? The implementation will occur in phases to ensure minimum disruption. SFU IT will handle the transition for SFU-managed devices. Detailed instructions will be provided for unmanaged devices. Is this optional? Can users opt out? Migration from the existing system to the MS Teams Phone is expected for the phone lines specified within the project’s scope. What are the timelines for this project? The migration to


FAQs and Common Issues

CAN VOICEMAILS BE SENT TO EMAIL?

transition for SFU-managed devices. Detailed instructions will be provided for unmanaged devices. Is this optional? Can users opt out? Migration from the existing system to the MS Teams Phone is expected for the phone lines specified within the project’s scope. What are the timelines for this project? The migration to MS Teams Phones will occur in phases to ensure a smooth transition. This change will primarily be automatic, but staff will be provided with training, training resources and IT support to ensure a successful migration to Teams Phone usage.


FAQs and Common Issues


FAQs and Common Issues

Note:

The implementation dates provided are tentative and subject to change. Refer to the Teams Phone for Calling Page What is my role during the transition? This change will be automatic, requiring no action from you. IT support will be available throughout the transition. What Are the cost savings of this project? This initiative is expected to reduce annual phone expenses. Details on the new funding model are forthcoming. Will i have the same functionality as my current analog phone line? Yes, although it may be provided in a different manner with the MS Teams Phone Common Issues After Migration


FAQs and Common Issues

I STILL DON'T SEE THE DIAL PAD ON MY TEAMS APP

If you have been migrated to Teams Phone, and the dial pad is missing on your desktop or mobile device, try restarting your device. If this doesn't work, please contact IT to ensure your account has the correct license assigned and you have been enabled for MS Teams Phone. unable to hear the caller/ the caller is unable to hear me If you're having trouble hearing others in your Teams calls and meetings, the problem is either with your speaker not working, or with their microphone. If you’re the only one who can’t hear them, there might be an issue with your speaker. See HERE for Tips for Checking your speaker settings in Teams what is my phone number? Open the Microsoft Teams desktop application. Select the Calls tab from the app bar on the left-hand side of the user interface. If a Teams phone number has been assigned to you it will be displayed underneath the dialer, as illustrated in the screenshot below. How To forward calls? See HERE For Call Transfer Options How to check voicemail? See HERE for Voicemail How to change my voicemail password? MS Teams Phone is associated with your Microsoft Account. If you need to change your Microsoft Account, your Teams Phone account password also changes. See HERE for Now to change your Microsoft Account Password How to make calls using my mobile device? See HERE for Teams for Mobile Questions? Please contact phones@sfu.ca


How-To Guides


How-To Guides

OVERVIEW

This article lists the how-to guides, training and resources on MS Teams for Calling


How-To Guides

DETAILS

List of How-To Guides Making a call using Teams Managing a call Placing a call on Hold Transferring a Call See call history Accessing Voicemail Call Settings Call Answering Rules Manage Delegates Using Teams for Calling on the a Mobile device Manage call settings in Teams Phone Mobile How do I (quick videos)? Learn about what is MS Teams? Get started with MS Teams Using Teams for Calling


How-To Guides

QRG

Teams QS for Calling More Microsoft Help Links The link below provides more great tutorials and quick videos on MS Teams from Microsoft. Get started with Microsoft Team Training Get Started with Microsoft Teams Phone Questions? Please contact phones@sfu.ca


Changes to SFU Phones

SFU is upgrading its phone system to Microsoft Teams for calling. This change brings several improvements over the current phone system, including enhanced collaboration features, better internal communication options, ease of use and improved voicemail capabilities. The new system will allow users to make calls, check voicemail and collaborate more effectively whether they're in the office or working remotely. Explore the key features and benefits of the new Microsoft Teams phone system below. If you have any further questions or need assistance, feel free to contact phones@sfu.ca


Changes to SFU Phones

Feature Compare:

Microsoft Teams Phones SFU Current Phones Collaboration Platform Microsoft Teams empowers remote users to collaborate effectively. Teams provides a unified platform for chat, video calls, and document sharing. Limited to the ability to make and receive calls. Internal Communication Ability to Chat and Video Calls: Teams offers chat-based communication, video calls, and document sharing. Limited to audio calls only Ease of Use Whether you’re in the office or working remotely, Teams ensures you can continue to make calls, receive calls and check voicemail from anywhere regardless of your physical location. Need to be in the office to make and receive calls and check voicemail Voicemail Voicemail is provided at no cost and is automatically transcribed and sent to your email as an MP3 attachment. Currently Voicemail is an extra charge. Mobile With Teams on your mobile device, you’re not tied to your desk and can take calls on the go. Need to forward calls to Cell Phone Using Microsoft Teams Phone Make and Answer Calls Make one-on-one or group calls directly from a chat or use the dial pad to call a phone number. Click to Learn More Access your voicemail Access, listen to, and review your voicemails using playback controls, voicemail summary, and transcripts. Click to Learn More Using Teams Dial Pad to making a call Using Teams to check Voicemail


Tickets Classifications - Service Request, Incident, Major Incident, Problem, Change & Release

Administrative and Business Business Capability and Process Automation Enterprise Service Management


OVERVIEW

The Information Technology Infrastructure Library (ITIL) provides definitions for the different classifications of events. This article discusses how the standard ITIL and classifications work within the TeamDynamix system.


DETAILS

ITIL Classification Definitions


Note:

These various classifications can be renamed and switch-on or turn-off as necessary. Classification is in Red and highlighted in yellow , has been switched-on within SFU ServiceHub, as of June 24, 2024 Service Request – A request from a user for information, advice, a standard change or access to an IT service. For example, to reset a password, or to provide standard IT services for a new user. Service requests are usually handled by a service desk, and do not require a Request for Change (RFC) to be to be submitted. Incident – An unplanned interruption to an IT service or a reduction in the quality of an IT service. Failure of a configuration item that has not yet impacted one or more services is also an incident. For example, the failure of one disk from a mirror set. Major Incident – [Not switched-on yet] An event which significantly affects a business or organization, and which demands a response beyond the routine incident management process. A major incident is an incident that is either defined in the major incident procedure or which: Affects, or has the potential to affect services or systems that are critical to the business Has a significant effect on the reputation, legal compliance, regulation or security of the business/organization. Problem – [Not switched-on yet] The cause of one or more incidents. The cause is not usually known when a problem record is created, and the problem management process is responsible for further investigation. Change – The addition, modification or removal of anything that could affect IT services. This includes all IT services, configuration items, processes, documentation, etc. Release – [Not switched-on yet] A collection of hardware or software documentation, processes or other components required to implement one or more approved changes to IT services. The contents


Note:

addition, modification or removal of anything that could affect IT services. This includes all IT services, configuration items, processes, documentation, etc. Release – [Not switched-on yet] A collection of hardware or software documentation, processes or other components required to implement one or more approved changes to IT services. The contents of each release are managed, tested, and deployed as a single entity. Use in TeamDynamix Let’s look at a hypothetical use case that covers most of these definitions: There are fifty incidents of WiFi being interrupted. Those incidents are then rolled up into a single problem ticket about the lack of suitable WiFi infrastructure. A change ticket could then be opened and the WiFi infrastructure can be changed or upgraded to be more resilient and reliable. A release ticket could then be created, and the institution could release new documentation and justification for the upgrade in WiFi infrastructure. The institution could release the communication or news that the new WiFi infrastructure should be more consistent, and that there is no cause for concern. In the below illustration, the interior blue sections of the pyramid show the hierarchy of what can be used as parent or child tickets in TeamDynamix.


A

parent ticket can contain any of the child classifications below it. This means, for example, that a release can contain any problems, without a change between them in the hierarchy. When a parent ticket (for example, a release) is updated, a technician can elect to update or close all the child tickets (for example, changes, problems, major incidents, and incidents or service requests) that are nestled within it. When a ticket is converted to a project task, any existing parent linkage is removed, but children tickets will remain. However, updates made to the ticket based on the corresponding project task's status will not be cascaded to its children. Lastly, per the outer edges of the diagram, any classification of a ticket may have a service knowledge article, asset or configuration item associated with it.


SFU Groups - Request an Exchange Distribution Group

Information Security Identity and Access Management Group Management How-To Guides


Exchange Distribution Groups (EDGs, or distribution groups) is a feature of Microsoft Exchange (SFU's email system) that allows a user to send messages to a list of SFU email addresses, or to members of other SFU Groups, all at once. The group manager(s) can add or remove SFU email addresses (known as 'members' of the group) as needed. Instead of adding multiple email addresses on the To/CC/BCC field, EDGs enable you to use a single email address when sending messages to a group.


To:

person1@sfu.ca; person2@sfu.ca; person3@sfu.ca


To:

my-distribution-group@sfu.ca


REMINDER

Exchange Distribution Group can only contain SFU members. If you require email distribution to non-SFU email recipients, such as Gmail email addresses, please see here for your options. Alternatively, you may also CC/BCC any non-SFU email recipients if you wish to use an Exchange Distribution Group. Note that University policy Acceptable Use and Security of Digital Information and Electronic Systems (GP 24) governs the use of all computing systems at SFU, including Exchange Distribution Groups. Exchange Distribution Groups are intended to be used in support of scholarly or work-related activity in accordance with this policy.


TYPES OF DISTRIBUTION GROUPS

Standard Group A distribution group that contains SFU email addresses or other SFU Groups. These are general purpose email distribution groups. Video (5 min) Course Group A group that is automatically populated with the course roster for a course and section. Course groups always reflect the roster for the current term. These are often used by instructors or teaching assistants to send emails to their student rosters (i.e., psyc102-d100@sfu.ca). When requested and created, sender restrictions are automatically set to the instructor. TAs will need to be manually added. Video (7 min) Academic Plan A group that is automatically kept up-to-date with the membership of one or more Academic Plans. Academic Plan group always reflect the Plan membership for the current term. These are often used by administrative staff to send emails to various cohorts of students. Sender restriction is always enabled for these groups. Video (2 min) Who can Request? All requests for Exchange Distribution Group are reviewed and will be created within one business day once approved by IT Services.


STAFF AND FACULTY

May request Standard Groups for instructional, administrative or research-related purposes. May request


C

ourse Groups or Academic Plan Groups which automatically contains the registered students in a course or academic plan. STUDENTS May request Standard Groups that are related to course work, SFSS-recognised clubs, or student unions. New groups requested by students will only be approved if they clearly relate to course work, a SFSS-recognised club, or a student union. The course name/number (e.g. engl100 -- both department and number) or club name/acronym must appear in the group name, and the description should clearly indicate the purpose of the group.


Examples of appropriate names and descriptions for student-run groups:

engl100-mygroup Study group for ENGL100 -- Rudyard Kipling group myclub-exec SFSS Club myclub Executives contact maillist How to Request


STEP 1

Before requesting a group, determine your group name and description beforehand. Here are guidelines on appropriate group naming: Group Name


Your group name must meet all of the following:

Clearly represent the purpose of the group Contain at least one hyphen (-) character, but not start or end with it Contain only letters, numbers, hyphens (no spaces and no other special characters) Be no more than 140 characters Can not conflict with any other SFU email address Description You must provide a short, clear description of the purpose of this group.


INAPPROPRIATE NAMES

SFU reserves the right to reject distribution group requests where the name of the group does not meet appropriate naming criteria; this includes, but is not limited to, group names that: are too general or non-specific attempt to masquerade as some other entity in the system are silly, frivolous or appear to have no relationship to any university activity contain profanity


conflict with the automatically populated "course group" naming patterns:

DEPT-# (eg. phil-100) DEPT#-SECTION (eg. psyc102-d100) DEPT-#-SECTION (eg. cmpt-165-c100)


STEP 2

Go to groups.sfu.ca and select Request an Exchange Distribution Group


, or visit the request form:

Request New EDG


STEP 3

On the request form , choose the type of group you would like to request. Note that the option to request Course and Academic Plan groups may not be available to you, depending on your role at SFU. Continue by following the instructions on the request form.


STEP 4

Once submitted, Exchange Distribution Group (EDG) requests are manually reviewed by SFU IT staff to ensure compliance with SFU policies. We aim to act on requests within one business day . You will be notified by email when your group has been activated. Once activated, your EDG's email address is my-distribution-group@sfu.ca. In the meantime, you can visit your group on groups.sfu.ca and make changes to the membership and other settings. If you made any changes to your EDG, you will need to wait an additional 30 minutes for the changes to fully sync to Microsoft servers.


For questions about Group Management or SFU Groups:

Visit our SFU Groups FAQ .


For additional assistance:

Request a support ticket using Group Management - Submit Question or Inquiry . Related Services / Offerings (2) Email Distribution Lists Tools that provides the ability to send email messages to multiple email addresses using a list or a group. Group Management Group Management simplifies access management by letting you use the same group or role across many services at SFU.


SharePoint Online - How-To Guides

Operational and communication sites intended for all faculty and staff (university-wide) will not be provisioned at this time. This decision is part of the SFU Communications & Marketing effort to strategically develop intranet-related content in the future.


SharePoint Online - How-To Guides

OVERVIEW

This article lists the how-to guides, training and resources for SharePoint Online. SharePoint Online - How-To Guides ( current page ) SharePoint Online - FAQs How-To Guides


SharePoint Online - How-To Guides

DID YOU KNOW?

MS Teams have an associated SharePoint Online site that can be used for more than just document management. To learn more, visit our FAQs .


SharePoint Online - How-To Guides

SHAREPOINT ONLINE BASICS

Note: To simplify the experience of a general user on SharePoint at SFU, some features demo'd in the video are unavailable, including Site Creation, Global Navigation and Frequent Sites. Getting Started with SharePoint Online (Video: 35 min) Quick Start: What is SharePoint? (Video: 1 min) Quick Start: SharePoint Online Cheat Sheet Collaboration on SharePoint Using a Document Library


SharePoint Online - How-To Guides

SITE BUILDING

Create a list (Video: 2 min) Create a document library Create and share files in a library (Video: 2 min) Create and share news posts (Video: 2 min) Create and use modern pages (Video 2 min) Add sections and columns on pages Using web parts on pages (Video: 1 min)


SharePoint Online - How-To Guides

PERSONALIZING YOUR SITE

Creating your SharePoint site - Walkthrough Plan your SharePoint site - Designing Best Practices, Tips and Tricks Build your SharePoint site - Designing Best Practices, Tips and Tricks Manage your SharePoint site - Designing Best Practices, Tips and Tricks SFU Communicator's Toolkit - Branding and Writing Guide


SharePoint Online - How-To Guides

COMPLIANCE AND DOCUMENT MANAGEMENT

File Lifecycle Management in OneDrive - Best Practices for Records Management File Lifecycle Management in MS Teams - Best Practices for Records Management File Lifecycle Management in SharePoint - Best Practices for Records Management ( coming soon ) Sensitivity labels on SFU's Microsoft Environment ( coming soon ) Enable and configure versioning for a list or library Require approval of items in a list or library


SharePoint Online - How-To Guides

USING MICROSOFT TOOLS AT SFU

Choosing a Document and Content Management Tool at SFU - Comparison Chart How SharePoint sites are used at SFU - Supported and Unsupported Use-cases


SharePoint Online - How-To Guides

SITE OWNERSHIP

Site Owner Responsibilities for MS Teams (applicable to SharePoint site owners) Request a SharePoint Site


SharePoint Online - How-To Guides

SITE MANAGEMENT (ACCESS, FILE RECOVERY, DATA USAGE)

Find my Site Owner ( coming soon ) Add or remove site owners, members or visitors Adding automation to access management using SFU Groups Restore items in the recycle bin for SharePoint and Teams sites (Video: 1 min) Delete a document library Restore a document library View usage data for your SharePoint site


SharePoint Online - How-To Guides

ADDITIONAL MICROSOFT RESOURCES

SharePoint help & learning Documents and libraries in SharePoint Data and lists in SharePoint Sharing and permissions in SharePoint Pages in SharePoint Sites in SharePoint Differences between SharePoint 2019 and SharePoint Online SharePoint 2019 - Migration Information SharePoint 2019 - Self Migration Guide on Files & Documents SharePoint 2019 - Self Migration Guide on Lists


SharePoint Online - How-To Guides

For General Users:

Reach out to your site owner if you need general support, including access/permissions troubleshooting.


SharePoint Online - How-To Guides

For Site Owners:

Site owners seeking technical support can request a support ticket using SharePoint - Ask a Question .


SharePoint Online - FAQs


SharePoint Online - FAQs

OVERVIEW

This article lists the frequently asked questions for SharePoint Online. SharePoint Online - How-To Guides SharePoint Online - FAQs ( current page ) General FAQs What are the features and benefits on SharePoint Online? SharePoint Online offers a secure place to store, organize, share and access internal content. Such content can be internal documents, images, videos, lists, links and web pages (ie. information or news). This tool is designed to increase efficiency, improve communication and protect sensitive information. New to SharePoint? Visit Quick Start: What is SharePoint? (Video: 1 min) See How SharePoint sites are used at SFU - Supported and Unsupported Use-cases What is the difference between Teams Sites and SharePoint Sites? SharePoint Online is a file management application that is also the underlying technology operating on many of Microsoft's products, including OneDrive and


SharePoint Online - FAQs

MS

Teams . You may find these instances when exploring SharePoint Online at SFU at https://1sfu.sharepoint.com/ or using SFU's OneDrive weblink at https://1sfu-my.sharepoint.com/ to access your OneDrive. On Microsoft Teams, whenever a new team is created, an underlying SharePoint "Team Site" is created to facilitate the file management component on Teams. Teams Sites SharePoint Sites Microsoft product Microsoft Teams SharePoint Online Underlying technology SharePoint Online (channel/team file management) SharePoint Online Purpose Collaboration, document and/or project management Internal websites to publish web content and documents Audience SFU units, departments, project and collaboration teams Broader SFU audience (ie. university-wide) Type of content Document, list and process-heavy Page-heavy Permissions Model Lots of authors, few readers Lots of readers, few authors Default external sharing Enabled Disabled Productivity tools Yes No URL / Link https://1sfu.sharepoint.com / teams /<Team Name> https://1sfu.sharepoint.com / sites /<Site Name> Looking for more details? See Choosing a Document and Content Management Tool at SFU - Comparison Chart . What is the storage limit for SharePoint Online Sites? The storage limit for a SharePoint Online site is 100 GB. Access and Sharing FAQs I can't access my site. How do I gain access? You will need to ask the site owner to give you access to the site or to investigate the issue. SharePoint Online sites hosted on SFU's Microsoft tenant doesn't allow access to external users (non-SFU individuals). Note : IT Services can assist with identifying who is the site owner. I can't access a document shared to me. What should I do? You will need to ask the site owner to investigate the issue. Note : IT Services can assist with identifying who is the site owner of the site that hosts your file. My document is missing. How do I recover it? For instructions to recover an accidentally deleted item,


SharePoint Online - FAQs

MS

do? You will need to ask the site owner to investigate the issue. Note : IT Services can assist with identifying who is the site owner of the site that hosts your file. My document is missing. How do I recover it? For instructions to recover an accidentally deleted item, visit Restore items in the recycle bin for SharePoint and Teams sites (Video: 1 min) . You may need to ask the site owner to recover the document for you if you don't have sufficient permissions. Privacy and Compliance FAQs What is a sensitivity label? A sensitivity label is a classification method that implements defined boundaries on sharing permissions. The SFU community can apply these labels to files and documents to protect SFU content and data. How do sensitivity labels affect my document / file? Details coming soon. Are there FIPPA considerations for SharePoint Online? SFU's Microsoft environment, that includes SharePoint Online, has its data hosted on Microsoft's Canadian servers. Information stored on SFU's SharePoint Online are compliant with


SharePoint Online - FAQs

FIPPA

. Migration FAQs What is happening to sharepoint 2019? In alignment with What’s Next: The SFU Strategy and SFU’s digital transformation goals , SFU IT Services is strengthening cybersecurity and protecting our research, academic and business data. As part of these changes, SharePoint 2019 (sharepoint.sfu.ca) will be retired by July 2026 . This service will be replaced by Microsoft Teams and SharePoint Online. For more details, visit SharePoint 2019 - Migration Information . Who is affected and needs to take action? Site owners will need to take action if they have content on sites or subsites in SharePoint 2019. All site content should be migrated before SharePoint 2019 is retired on July 2026 . For more details, visit SharePoint 2019 - Migration Information . How do I know if my content is on SharePoint 2019? Site owners will receive an email from the SharePoint team (IT Services) with an attached Content Inventory Spreadsheet file. This spreadsheet will list all the owner's sites and subsites that are on SharePoint 2019. Furthermore, if the weblink starts with https://sharepoint.sfu.ca, your content is on SharePoint 2019 and will need to be migrated. If the weblink starts with https://1sfu.sharepoint.com, your content is on SharePoint Online and does not need to be migrated. When do I have to migrate out of Sharepoint 2019? Between November 2024 and January 2025 , site owners will receive an email from the SharePoint team (IT Services). Site owners should move active content to another service when available. All content should be migrated before July 2026 . For more details, visit SharePoint 2019 - Migration Information . What are the differences between SharePoint 2019 and SharePoint Online? Overall, there is a significant change to the user experience (modernized theme, new UI, SFU colours, etc.). Functionally speaking, there are minor differences. For


SharePoint Online - FAQs

FIPPA

be migrated before July 2026 . For more details, visit SharePoint 2019 - Migration Information . What are the differences between SharePoint 2019 and SharePoint Online? Overall, there is a significant change to the user experience (modernized theme, new UI, SFU colours, etc.). Functionally speaking, there are minor differences. For a complete list, visit Differences between SharePoint 2019 and SharePoint Online . What can't be migrated by IT services? Any content or settings that aren't migrated by IT Services will need to be manually replicated by site owners. This includes: Site access permissions File or folder shared permissions Workflows OneNote items Some page webparts, layouts and styling Pages, including Wiki pages


SharePoint Online - FAQs

The following aspects of Lists:

Attachments Views using Javascript and webparts


SharePoint Online - FAQs

The following metadata:

Content types Author/Modified by for users that no longer exist Picture and video metadata from asset and classic media libraries What are the important migration considerations? Ensure that your destination SharePoint Online site has enough free storage to accommodate the migrated content (storage size limit is 100GB) Go to: Site settings > Storage Metrics Documents or List items shouldn’t be migrated to existing destination Document Libraries or Lists if the site columns are different The URL character limit of 400 should be considered when deciding on the file name length and folder path depth Need additional support?


Choosing a Document and Content Management Tool at SFU - Comparison Chart

OVERVIEW

This article outlines various document and content management tools available at SFU and a comparison between the different tools. This page contains: Microsoft Tools at SFU Other Tools at SFU Research Storage Tools at SFU


For more SharePoint Online resources:

SharePoint Online - How-To Guides SharePoint Online - FAQs Microsoft Tools at SFU Microsoft OneDrive (OneDrive) is a cloud file storage service for individual use at SFU. It allows you to securely store, share, and synchronize your files and folders from any device anywhere at any time. Ideal For Individual document management Early document drafting at small scale Sharing and collaboration with select individuals Not Ideal For Documents that shouldn't be owned by an individual Official records not meant for individual use


Available To:

All active SFU accounts


Complexity:

Basic Teams Microsoft Teams (Teams) is a collaboration app that brings together Microsoft 365 apps and services (such as Word, Excel, and OneDrive) with communications features to keep you connected with others. Ideal For Shared space for document management Co-authoring documents Collaborative, productivity and project management needs Not Ideal For Archival documents


Available To:

Current staff, faculty and graduate students


Complexity:

Intermediate (for Team Owners)


FOR TEACHING AND LEARNING

Microsoft Teams is currently unavailable for class facilitating and undergraduate student-use. We encourage you to explore with using . Microsoft SharePoint (SharePoint) provides an online environment where SFU departments and groups can share information with a wider internal audience. Ideal For Internal-facing website Page-heavy content Organize and publish documents Not Ideal For Content that requires viewing by any non-SFU individuals.


Available To:

Current staff and faculty (for new site requests)


Complexity:

Advanced (for Site Owners); Training Required for Site Owners


BACKUP AND DATA RESILIENCY

Microsoft Teams , and provides accident prevention features such as soft-deletes (Recycling Bin), file versioning, and site restoration to help address potential file corruption, unintended changes, or deletions. To ensure efficient use of resourcing, neither Microsoft nor SFU provide indefinite backups to user data stored on Microsoft 365 services. You are responsible for backing up your content if you require additional or a high-degree of data resiliency. It is generally not advisable to use Microsoft tools as long-term storage solutions.


NEED CONSULTATION?

If you're unsure on which Microsoft tool to use, IT Services offers consultation services to assist you with determining which Microsoft tool best suites your needs. Request a support ticket using SharePoint - Ask a Question . Other Tools at SFU SFU Vault SFU Vault provides easy file sharing between teams or individual users to assist in the various projects undertaken by university members and to foster collaboration from external access points. Similar to , you only need internet connectivity to manage files in the cloud storage system. Ideal For Sensitive data that require storing at SFU servers Sharing and access control using SFU Maillist WebDAV connections Custom work flows and linkages with systems, such as testing instruments and lab equipment


Complexity:

Basic SFU Vault is planned to be sunsetted and retired . We encourage you to explore or Teams as your document storage solution. Adobe Experience Manager


(AEM)

is SFU's official content management system for website development. It is a publishing platform that enables you to create public-facing websites that are aligned with SFU branding. Ideal For Public-facing website Page-heavy content


Available To:

Those with a business need (for new site requests)


Storage:

Varies


Complexity:

Advanced (for Site Owners); Training Required for Site Owners is SFU’s online learning platform for creating, sharing and managing your course materials. Ideal For Content for teaching and learning Sharing content to students


Available To:

Current staff, faculty and students


Complexity:

Intermediate Network Drive Shared or Network Drive (also known as a “Department Drive” or Y-Drive) is a file storage space on the SFU campus network. Network drives act just like a disk drive on your computer (e.g., the C:/ drive) but can be shared between many people. Ideal For Need for high performance access, such as databases and media files Custom work flows and linkages with systems, such as testing instruments and lab equipment Live file access (local access to files)


Available To:

Select departments and units (Contact your department IT support staff for availability.)


Complexity:

Varies Research Storage Tools at SFU The appropriate tool for researchers depends on funding requirement, research artifacts, activities, document retention, and research product. Usually when receiving funding, tool usage and document locations are pre-determined via research funding contract. If you have options, consider exploring the SFU Research Computing Storage Advisor to determine which tool best suit your needs. This interactive finder describes active data storage options available to researchers and teams at Simon Fraser University. Visit storage.research.sfu.ca


NOTE

The descriptions of data sensitivity and risk provided in the interactive finder are meant as guidance only. For projects that require Ethics review you can provide your own assessment of sensitivity and risk, but the SFU Research Ethics Board is ultimately responsible for evaluating these.


Educational Discounts for Computers and Accessories

Hardware Lifecycle Services Asset Management Standard Device Acquisition


OVERVIEW

SFU students, faculty and staff have access to educational discounts on computers, computer accessories and software with major vendors.


DETAILS

Students, Faculty and Staff Find out about available items and discounted pricing from each vendor below.


NOTE

: Concerns about recent changes to Dell's discount program has caused IT Services to remove our partner link. We are working with Dell to address these concerns in order to restore our recommendation.


SFU Maillist Retirement - Migration Information

Information Security Identity and Access Management Group Management


OVERVIEW

In alignment with What’s Next: The SFU Strategy and SFU’s digital transformation goals , SFU IT Services is strengthening cybersecurity and protecting our research, academic and business data. As part of these changes, SFU Maillist will be retired on April 30, 2025. The service will be replaced by Group Management (SFU Groups) , External Mail Lists (SimpleLists) , and Marketing and Event Management Service (Campaigner) .


This article includes:

Changes starting Spring 2025 What's Changing? What actions do I need to take? Migrating Any Remaining Maillists Maillist for Email Distribution Maillist for Security


WHAT'S HAPPENING?

SFU Maillist have been retired since April 30, 2025 and maillist.sfu.ca can no longer be accessed. If you need read-only access , you can visit the Maillist Staging/Test Environment to view your maillists (any modifications will have no impact). Any remaining maillists can no longer be used for emailing and its name is available on Exchange Distribution Groups for creation. To re-create your maillists as Exchange Distribution Groups, send a request on SFU Groups. Any remaining maillists used for security (access control lists) will continue to function on downstream systems to not interrupt business operations. However, they will eventually become stale since maillists can no longer be modified. All active maillist used for email distribution have been automatically migrated between December 2024 to April 2025. IT Services have reached out to maillist owners and managers for next steps to migrate. You may or may not need to take action depending on how you use your maillist. For technical users: the Maillist API will be shut down along with the retirement. However, the AOBRest (with a maillist endpoint) will continue running.


WHEN IS THE MIGRATION?

Administrative units will have their active maillist migrated in December 2024. Faculty and academic units will have their active maillist migrated between January to April 2025. Maillist owners and managers will receive an email notification two weeks prior to migration.


WHO IS AFFECTED?

Anyone who owns or manages a maillist. You may or may not need to take action depending on how you use your maillist. See what actions do I need to take for guidelines. Recipients (members) of a maillist are minimally impacted. Departments or units that have integrated maillists into their business processes and technology may need to adapt. Note : After April 30, 2025, any remaining maillists functioning as security or access controls will continue to not interrupt business operations. However, SFU Maillist will no longer be accessible and membership can no longer be changed. Migrate to SFU Groups to ensure edit access to your group membership is retained.


MIGRATED TO

Internal-only recipients (only @sfu.ca recipients) Group Management (SFU Groups) Managed at groups.sfu.ca Note: Maillists are now called Exchange Distribution Groups on SFU Groups. This stems from the underlying email system, Microsoft Exchange Online. Visit this page to learn how to request a new Exchange Distribution Group External or blended recipients (internal & external) External Mail Lists (SimpleLists) Managed at lists.sfu.ca Email requiring marketing features (i.e., tracking clicks, HTML-heavy content) Marketing and Event Management Service (Campaigner) What is an internal or External recipient?


For email distribution:

Internal recipients : Refers to any email address that ends with @sfu.ca. This also includes some safe-listed domains hosted by SFU, including @cs.sfu.ca and @rcg.sfu.ca. External recipients : Generally, refers to any email address that's not SFU. In technical terms, any other recipient that does not meet the "internal recipient" requirement. What is the difference between SFU Maillist and SFU Groups (Exchange Distribution Groups)?


The functional differences are:

Restricted Senders Security : Enabling Restricted Senders on an Exchange Distribution Group will require any sender to authenticate to Exchange. This means that users will need to be signed into an SFU's Approved Email Application in order to send to an Exchange Distribution Group with Restricted Senders. Nesting Permission : To add another Group as a member of your Group, you are required to have Manager or Readers privileges on the Group before you're able to add it as a member to your own Group. No self-subscribe or unsubscribe : You will need to move to and use SimpleList if you require this feature. No external users : You will need to move to and use SimpleList if you require sending emails to external (non-SFU) email addresses. To see the full list of changes, visit Differences between SFU Groups and SFU Maillist . Note : These are functional differences between SFU Maillist and SFU Groups. For impacts or changes to your maillist resulting from migration, see What actions do I need to take? .


MIGRATED TO

Lists used for security only Group Management (SFU Groups) Managed at groups.sfu.ca (or grouper.its.sfu.ca for technical staff) Visit this page to learn how to request a new Security Group Lists used for both security and email distribution Group Management (SFU Groups) Will be split into two separate groups : one for security and one for emailing Managed at groups.sfu.ca (or grouper.its.sfu.ca for technical staff) Want to know how SFU Maillist compares to SFU Groups? See Differences between SFU Groups and SFU Maillist .


MIGRATING ANY REMAINING MAILLISTS

Before SFU Maillist is retired on April 30, 2025, we recommend checking if you have any remaining maillists that need to be migrated. For maillist managers


and owners:

Visit maillist.sfu.ca > Find maillists owned/managed by me On another browser tab or window, visit groups.sfu.ca > Manage your Groups Compare the two list of maillists/groups and ask yourself: Are the maillists that are important to me have already migrated to SFU Groups? If you discover that some maillists have not been migrated, please take the following action before April 30, 2025. If the maillist is used for emailing


:

Request a new Exchange Distribution Group on SFU Groups as a replacement, or Request a support ticket using Group Management - Submit Question or Inquiry if you wish to migrate the existing maillist. If the maillist is used for security (access to an application, service or resource)


:

Contact your departmental IT staff for assistance. The process will vary depending on the application, service or resource.


MAILLIST FOR EMAIL DISTRIBUTION

From December 2024 to April 2025, Active maillists will be automatically migrated to SFU Groups as Exchange Distribution Groups and prior to migration will be shown in the Active Maillist Migration List for visibility purposes. You can only see maillists that you own. Technical staff members will have additional features and visibility for troubleshooting purposes. Maillist names and email addresses will remain the same if migrated in this manner. Once a maillist is migrated, it will become read-only on maillist.sfu.ca . To manage your groups, you'll need to use groups.sfu.ca . For maillist managers


and owners:

View the list of maillists planned for migration shown in the Active Maillist Migration List to ensure its accuracy. If you need to transfer ownership of a maillist (i.e., it's owned by someone who is no longer at the university or expired sponsored account), request a support ticket using Group Management - Submit Question or Inquiry . You will be notified by email two weeks prior to the migration. We strongly recommend going through the questions below if they are related to your work.


WHAT IS AN ACTIVE MAILLIST?

Only active maillists will be automatically migrated. This means that if the maillist was used for email delivery since July 2022 , it is considered active and will be migrated for email distribution to Exchange Distribution Groups on SFU Groups. If you own active maillists, they should appear on the Active Maillist Migration List which means that they'll be automatically migrated to SFU Groups as Exchange Distribution Groups. Note : Maillists that are only used for security won't appear on the Active Maillist Migration List since they're not used for email delivery. See Maillist for Security below. Can I migrate an inactive maillist? Yes, any maillist that hasn't been used for email delivery since July 2022 can still be migrated for the purposes of email distribution. Simply send an email to the maillist and it will appear in the Active Maillist Migration List the following day. For assistance, request a support ticket using Group Management - Submit Question or Inquiry .


WHAT WILL HAPPEN TO NESTED MAILLISTS?

Maillist nesting refers to adding a maillist as a recipient (or member) of another maillist. Since the permissions model is different in SFU Groups, if you are an owner of a maillist with a nested maillist, you will now require Reader or Manager privileges to that nested maillist when maillists are migrated over as Exchange Distribution Groups.


Example:

dept-managers-all unit-a-managers (nested maillist) unit-b-managers (nested maillist) jane_doe@sfu.ca (owner) john_doe@sfu.ca (member) In this example, Jane Doe is an owner of dept -managers-all . Jane Doe now requires Reader or Manager privileges for unit-a-managers and unit-b-managers in SFU Groups.


WHAT DO I NEED TO DO - NESTED MAILLIST WITHIN DEPARTMENT

If you also happen to be the owner of that nested maillist, you don't need to take additional action. If the nested maillist is not owned or managed by you, you should get manager role for that maillist prior to migration for a seamless transition to SFU Groups. Be sure to check on the Active Maillist Migration List to see if you have any maillists that have "nested non-owned lists". Contact the maillist owners of those "nested non-owned lists" for manager role to those nested maillists.


WHAT DO I NEED TO DO - NESTED MAILLIST CROSS DEPARTMENT

If the nested maillist is owned by someone from another department, you should get manager role for that maillist prior to migration for a seamless transition to SFU Groups. Be sure to check on the Active Maillist Migration List to see if you have any maillists that have "nested non-owned lists". Contact the maillist owners of those "nested non-owned lists" for manager role to those nested maillists. Nested maillist from another department where they haven't been migrated yet: Your nested maillist will be automatically removed from the membership list. Once removed from the membership list, you will need to wait until the other department has also migrated. If you followed the steps above prior to migration, you should have manager role to the remove nested maillist. Simply re-add the nested maillist on SFU Groups.


Nested maillist from another department where they already migrated:

If you followed the steps above prior to migration, you should have the correct privileges to the nested maillist on SFU Groups. You don't need to take additional action.


WHAT WILL HAPPEN TO MAILLIST WITH RESTRICTED SENDERS?

This refers to maillists that has the setting, "Restrict Sender" or "Allow list", enabled. After migrating these maillists to Exchange Distribution Groups, this setting will be turned off by default and allowing any SFU member to send email to the group. If you wish to restrict sending ability to specific individuals or groups, you will need to apply this setting on SFU Groups. Note the additional security requirements: Users will need to be signed into an SFU's Approved Email Application in order to send emails to an Exchange Distribution Group with Restricted Senders. This can have technical implications to automated emailing systems. For technical details, see Differences between SFU Groups and SFU Maillist . Note : Only course/plan groups are exceptions to this and will have their Restricted Sender setting migrated. What will happen to course or academic plan lists? Course and academic plan lists will be migrated along with its department. This will happen between January to April 2025. what will happen to maillists with external recipients? SFU Maillist can no longer send email to external addresses since Summer 2024. If you own an active maillist that contain external recipients, it will still be automatically migrated to SFU Groups and shown in the Active Maillist Migration List . However, any external recipients on maillists will be automatically removed upon migration to SFU Groups. To continue sending emails to external users, switch to SimpleList or Campaigner . Alternatively, you can 'cc' any external recipients when using Exchange Distribution Group (SFU Groups). SimpleLists does support importing membership to make setup a bit easier. If migrated to SimpleLists, maillist names and email addresses will be different where @sfu.ca will become @lists.sfu.ca . Campaigner facilitates various marketing features and allows for one-way messaging only: from you to the members. For maillists that are


WHAT WILL HAPPEN TO MAILLIST WITH RESTRICTED SENDERS?

Groups). SimpleLists does support importing membership to make setup a bit easier. If migrated to SimpleLists, maillist names and email addresses will be different where @sfu.ca will become @lists.sfu.ca . Campaigner facilitates various marketing features and allows for one-way messaging only: from you to the members. For maillists that are used for email campaigning, you may want to migrate to Campaigner. What accounts are not migrated to SFU Groups? The following will be removed from your membership list when migrated to SFU Groups: External emails Expired, inactive or destroyed SFU accounts (e.g., expired sponsored accounts, accounts of those who no longer at the university) Nested maillists from another department (only in cases where that department hasn't been migrated yet, and your department is/being migrated) Will owner and manager role be migrated? Yes, user privileges will be migrated. However, since SFU Groups doesn't have the concept of ownership, owners will be given manager privileges. This is by design to ensure ownership doesn't become stale.


For maillist managers and owners:

If your maillist is only for security purposes (or access control), you will be notified per service basis for next steps. You may be asked to request a security (reference) group from your departmental IT staff . Instructions will be provided when you notified about the service migration to SFU Groups. If you are a service or product owner, where you have integrated maillists into your business processes and technology that IT Services does not manage, you may either need to coordinate with your departmental IT staff to set up your list on Grouper (in which it will be available to you to manage at groups.sfu.ca ) or migrate the list yourself onto Grouper if you are an IT staff before early 2025. What is a security list? Security lists (or access control lists) refers to maillists that are used for security or access control to services or resources. For example, you may have used a maillist to control which members (SFU accounts) have access to a departmental team on Microsoft Teams, access to an AEM website, or access to a shared folder on SFU Vault. How do I know if my maillist is used for security? Unfortunately, there is no definitive way to know if you maillist is currently being used by a service for security purposes or access controls. There may be some hints or indications based on the maillist name, description, or working knowledge from staff members. What happens if I can't Migrate my security lists before Maillist retirement? To ensure a smooth transition, your security maillists will continue to work normally. However, maillists will become read-only and you will no longer be able to edit the membership list. We encourage you to migrate your security maillists to SFU Groups to ensure uninterrupted edit access to your


For maillist managers and owners:

Maillist retirement? To ensure a smooth transition, your security maillists will continue to work normally. However, maillists will become read-only and you will no longer be able to edit the membership list. We encourage you to migrate your security maillists to SFU Groups to ensure uninterrupted edit access to your security membership groups.


NEED ADDITIONAL SUPPORT?

For questions about Group Management or SFU Maillist Retirement, request a support ticket using Group Management - Submit Question or Inquiry . Related Articles (1) Service Migrations to SFU Groups (Grouper) SFU Maillist to SFU Groups migration tracking. Related Services / Offerings (2) Group Management Group Management simplifies access management by letting you use the same group or role across many services at SFU. Maillists SFU Maillist is a web application designed to simplify the management of SFU email addresses. For email lists with External address, use SimpleLists or Campaigner


SFU Mail Migration - Information for Retirees

Overview Aligned with the university’s What’s Next Objective: Transform the SFU experience and SFU's digital transformation , SFU is upgrading to Exchange Online, a new cloud-based email system. This transition is part of SFU's commitment to enhancing IT security, improving user experience, and enabling modern features provided by Microsoft.


This article includes information on:

What is happening? What is changing? Other impacts to SFU Mail Migration FAQs for Retirees New Changes to SFU Mail Seeking Additional Assistance What is happening? We are moving SFU Mail accounts to a new system called Exchange Online. Your account will be moved between October and mid-December 2024 . The move will happen in stages, so not everyone will be moved at the same time. You will receive further emails about this upgrade in the coming months. We will let you know three weeks before your SFU Mail account is upgraded. What is changing? The changes will depend on how you access your SFU email: SFU Mail on Web Browser (e.g. Chrome, Firefox, Edge) New URL : After the upgrade, access SFU Mail on any device and web browser using the web link, outlook.office.com . Bookmark or save the new link, as the current web link will become outdated. New Sign-In Step : Your email sign-in format will be "YourComputingID@sfu.ca" on the Microsoft sign-in page when you are upgraded. Email Programs and Apps (e.g. Outlook Desktop, Apple Mail) on Desktop and Mobile Devices New Requirements : Only eligible email programs and apps can be used with SFU Mail due to new security requirements. Be sure to check if your device meets the minimum system requirements . Any other email programs or apps will be unable to access SFU Mail once your account is moved. Please note Eudora will not work after your account has been upgraded. Switch to SFU Mail on Web Browser


:

We recommend that you switch to using SFU Mail on Web Browser as it provides the most seamless experience and is fully supported by IT Services. Configurations After Upgrade : If you wish to continue using an email program, SFU Mail may disconnect from desktop and mobile email applications after the upgrade. To reconnect, remove and re-add your SFU account. Alternatively, use outlook.office.com for continued access on any browser. Seek support from your personal network if needed. Additional Impacts to Email Programs using IMAP and POP (e.g. Thunderbird) New Server Configurations : Consider backing up your emails before your account is upgraded. Post upgrade, you will need to modify your account configuration which can result in lost emails in the process. See IMAP/SMTP Setup for details and seek assistance from your personal network if needed. Other Impacts : Client-sided data, such as email rules, won't be migrated along with your account. See IMAP/SMTP Setup for details on implications. Thunderbird supports IMAP/POP. Eudora does not support Exchange Online.


REGARDING AVAILABILITY FOR IT SUPPORT

Continuing to use an email program or app will require familiarity with using a computer or mobile device. If you need IT support, we ask that you seek assistance from your personal network, such as friends, family or colleagues. IT Support Desk can only provide technical support on SFU Mail on Web Browser as the university's officially supported email program for retirees. Consider switching to using SFU Mail on Web Browser for a user-friendly experience.


ARE YOU USING EMAIL FORWARDING?

If you set up automatic forwarding of your SFU Mail to another email address (like @gmail.com), there should be no impact. Your forwarding settings will stay the same after the upgrade. We recommend that you periodically review your emails throughout the SFU Mail Upgrade to ensure that your emails are going through smoothly. If you believe to be missing emails, double-check your email rules on SFU Mail on Web Browser or send a support ticket using the SFU Mail - Report Migration Issue form. Other Impacts to SFU Mail If you use any of the following on SFU Mail, note the additional impacts: Shared Calendars : This includes departmental or vacation calendars. If you encounter issues after the upgrade, you will need to remove existing shares and ask owners to re-share to continue its use. See Re-sharing a Shared Calendar . Shared Mail Folders : This includes sharing an inbox to another user. If you encounter issues after the upgrade, you will need to re-add the shared mailbox to continue its use. See Re-add a Shared Mail Folder or Mailbox . Third-party Applications / Integrations : If your SFU Mail connects to external third-party applications, only SFU-approved apps will connect to SFU Mail after the upgrade. Learn more . Sponsored Accounts : Your email sign-in format will be "YourSponsoredAccount@sfu.ca" on the Microsoft sign-in page when you are upgraded, including when you are using Delegated Login. See Sponsored Account Sign-in Instructions . Email Signatures : Email signature on the browser version of SFU Mail will be lost during the upgrade. You can add it back once the upgrade is complete. For more, visit our FAQ and Common Issues . At a Glance: SFU Mail on Web Browser Prefer another way? An alternative is to set up email forwarding with Inbox Rules


ARE YOU USING EMAIL FORWARDING?

of SFU Mail will be lost during the upgrade. You can add it back once the upgrade is complete. For more, visit our FAQ and Common Issues . At a Glance: SFU Mail on Web Browser Prefer another way? An alternative is to set up email forwarding with Inbox Rules to send your SFU emails to your personal email address. SFU Mail Migration FAQ (for Retirees) What is the difference between Browser, Email Program/app and IMAP/POP? Below is an explanation on what is a browser, email program/app and IMAP/POP: Shown here is the Chrome web browser. Web Browser A web browser (or Internet browser) is a common program on computers and mobile devices that lets you access the Internet and to various websites, known as the Web. Accessing SFU Mail on Web Browser is very user-friendly and ideal for individuals who aren't familiar with technology. If you recognize any of the symbols below, they are Web Browsers: Shown here is Outlook on a mobile phone (left) and laptop (right). Email Programs and Apps An email program (for computers) or app (for phones and tablets) is specifically used for emailing and is typically more expansive and complicated due to the larger amount of features. These generally need to be downloaded and installed onto your device. Using an Email Program or App can be more convenient and useful; however, it can be more confusing for individuals who aren't familiar with technology. Commonly used Email Programs and Apps are installed on desktop or mobile devices: Outlook, Apple Mail (iCloud), Gmail App. Not to be confused with Outlook Live, Gmail or Yahoo which are email providers. Shown here is IMAP setup configurations on Thunderbird IMAP and POP Some email programs may use an older connection methods known as IMAP and POP. Setting up an


ARE YOU USING EMAIL FORWARDING?

mobile devices: Outlook, Apple Mail (iCloud), Gmail App. Not to be confused with Outlook Live, Gmail or Yahoo which are email providers. Shown here is IMAP setup configurations on Thunderbird IMAP and POP Some email programs may use an older connection methods known as IMAP and POP. Setting up an email program as IMAP or POP will require entering the server address, port, and other technical information as needed to establish a connection with an email server. IMAP and POP are typically used by technical individuals. Commonly used Email Programs that use IMAP/POP are: Thunderbird, Eudora. How do I access SFU Mail on web Browser? To access SFU Mail on Web Browser, visit Sign into SFU Mail on Web Browser for instructions. I have email Forwarding Set up. Will this be impacted? If you set up email forwarding of your SFU Mail to another email address (like @gmail.com), there should be no impact. Your forwarding rules will stay the same after the upgrade. Please continue to review emails about this so that you know when your SFU Mail account will be upgraded, just in case you encounter any issues. I own a paid subscription to use Microsoft 365. Can I use Outlook for Windows? Yes, if you have your own Microsoft 365 license on Windows, you will be able to use Outlook for Windows to access SFU Mail. Using an email program will require familiarity with using a computer . If you are comfortable, visit Sign into SFU Mail on Desktop for self-help instructions. If you require additional IT assistance with Outlook for Windows, we ask that you seek assistance from your personal network, such as friends, family or colleagues. Retirees who wish to have the most user-friendly experience are recommended to use SFU Mail on Web Browser . IT


ARE YOU USING EMAIL FORWARDING?

Desktop for self-help instructions. If you require additional IT assistance with Outlook for Windows, we ask that you seek assistance from your personal network, such as friends, family or colleagues. Retirees who wish to have the most user-friendly experience are recommended to use SFU Mail on Web Browser . IT Support Desk can only provide technical support on SFU Mail on Web Browser as the university's officially supported email program for retirees. I want to use Outlook for Mac. Where can I get help? Outlook for Mac is currently free to all individuals. Using an email program will require familiarity with using a computer . If you are comfortable, visit Sign into SFU Mail on Desktop for self-help instructions with Outlook for Mac. If you require additional IT assistance with Outlook for Mac, we ask that you seek assistance from your personal network, such as friends, family or colleagues. Retirees who wish to have the most user-friendly experience are recommended to use SFU Mail on Web Browser . IT Support Desk can only provide technical support on SFU Mail on Web Browser as the university's officially supported email program for retirees. I want to use Outlook for Mobile. Where can I get help? Outlook for Mobile ("Outlook App") is available on iOS and Android devices. You can connect only after your SFU Mail account has upgraded . Using an email app will require familiarity with using a mobile device . If you are comfortable, visit Sign into SFU Mail on Mobile for self-help instructions. If you require additional IT assistance with Outlook for Mobile, we ask that you seek assistance from your personal network, such as friends, family or colleagues. Retirees who wish to have the most user-friendly experience are recommended to use SFU Mail on Web Browser . IT


ARE YOU USING EMAIL FORWARDING?

Mobile for self-help instructions. If you require additional IT assistance with Outlook for Mobile, we ask that you seek assistance from your personal network, such as friends, family or colleagues. Retirees who wish to have the most user-friendly experience are recommended to use SFU Mail on Web Browser . IT Support Desk can only provide technical support on SFU Mail on Web Browser as the university's officially supported email program for retirees. Encountering other Issues? Visit our complete SFU Mail Migration FAQs and Common Issues . New Changes to SFU Mail


For a quick summary of the changes:

New Features SFU Mail now has the latest Outlook email features. SFU Mail on Browser will communicate with other Microsoft 365 apps. New Requirements to connecting to SFU Mail By integrating SFU Mail with the Microsft 365 suite, new security requirements ensure better data security for the SFU community and compliance with provincial privacy regulations. Only approved third-party email applications and tools can connect to SFU Mail. For details, see our External Tools/Apps Changes and FAQs . Connecting through IMAP/POP configurations now require OAuth2 authentication. Service Changes and Limits Mailbox storage limits are determined by your assigned Microsoft licensing. All SFU retirees have up to 50 GB of mailbox storage. With modern accident prevention features available to SFU Mail, email backup are not provided by SFU/Microsoft to ensure efficient use of resources. SFU Mail is secured by Microsoft enterprise-level security. Compatibility Older mobile devices may not be able to connect to SFU Mail through email apps. For continued access, you can always access SFU Mail through the new weblink, https://outlook.office.com on any browser. Older browsers will continue to work on SFU Mail. For details, visit Compatibility at New Changes to SFU Mail . For more information on changes and new features, see New Change to SFU Mail . How do I know if I have upgraded to Exchange Online? There will be two major changes once your account is upgraded to Exchange Online: You will be asked to log into Microsoft when signing into SFU Mail . Your sign in email will be “YourComputingID@sfu.ca”. The user interface will be modernized when accessing SFU Mail on browser. Seeking Additional Support If you're seeking support on using SFU Mail on Browser


:

Send a support ticket using the SFU Mail - Report Migration Issue form. Call IT Support Desk at 778-782-8888 . If you're seeking support on using your email programs or apps


:

We ask that you seek assistance from your personal network, such as friends, family or colleagues. IT Support Desk can only provide technical support on SFU Mail on Web Browser as the university's officially supported email program for retirees.


SharePoint 2019 - Migration Information

OVERVIEW

Microsoft will be retiring SharePoint 2019 and ending all support in July 2026. To reduce security risks, and protect academic, research, and business data, site owners are advised to migrate their active content out of sharepoint.sfu.ca as soon as possible.


SharePoint 2019 - Migration Information

For more SharePoint Online resources:

SharePoint Online - How-To Guides SharePoint Online - FAQs


SharePoint 2019 - Migration Information

This article contains information on the following:

What Should I Know? What are my Options? How to Migrate? Option 1: IT Services Migration Option 2: Self-Migration Site Audit Step 1: Check Your Inventory Step 2: Review and Cleanup Step 3: Take Notes on Access Permissions Step 4: Specify How You Want to Move Your Content Step 5: You're Ready to Submit a Request


SharePoint 2019 - Migration Information

WHAT DOES THIS MEAN TO MY SHAREPOINT SITE?

As support for SharePoint 2019 will soon cease, you will need to migrate the active contents of your current site. Depending on your needs, your site will most likely migrate to either Microsoft Teams or SharePoint Online, with the support of IT Services. However, you may also choose to migrate your content somewhere else. See What Are My Options? for details.


SharePoint 2019 - Migration Information

WHEN TO MIGRATE?

SharePoint 2019 will be retired by July 2026 and replaced by Microsoft Teams and SharePoint Online. However, as Microsoft's support will cease, we encourage site owners to start the migration process as soon as possible. A few things to consider: Timing : The duration of the migration process will vary depending on the size and complexity of your site. Consider the best time of year for your unit to make this transition. Delays : If IT Services is migrating your content to Microsoft Teams or SharePoint Online, there could be delays depending on the number of migration requests we are supporting at that time. Improvements : If you migrate to Microsoft Teams or SharePoint Online, you may discover that these have far better usability and features than the current SharePoint 2019 – worth moving sooner rather than later!


SharePoint 2019 - Migration Information

NEXT STEPS

Between November 2024 and January 2025, site owners will receive an email from the SharePoint team (IT Services). Site owners are asked to audit their site collections to identify active content for migration, transfer university records to the Archives and Records Management team and delete outdated content. An inventory spreadsheet will be provided for owners to assist with the audit and migration. We encourage site owners should migrate active content to another tool when available. There are two options to migrate: Option 1: IT Services Migration - IT Services can migrate their site content to Microsoft Teams or SharePoint Online after a site audit has been completed by the site owner.


SharePoint 2019 - Migration Information

Option 2:

Self-migration - Site owners will migrate their site content themselves. See What Are My Options? for details on what's best for you.


SharePoint 2019 - Migration Information

WHAT ARE MY OPTIONS?

Site owners will have two options to migrate their site content. Option 1: IT Services Migration Option 2: Self-migration IT Services can migrate their site content to Microsoft Teams or SharePoint Online after a site audit has been completed by the site owner. Ideal for


SharePoint 2019 - Migration Information

:

Sites that have a lot of content You wish to migrate to either Microsoft Teams or SharePoint Online Site owners will migrate their site content themselves. Ideal for


SharePoint 2019 - Migration Information

:

Sites that have little content (where you can individually download or copy all your content to another space) You wish to migrate to somewhere else that is not Microsoft Teams or SharePoint Online Ready for next steps? Once you've determined what option you want to take, see How to Migrate? for details.


SharePoint 2019 - Migration Information

UNSURE WHERE TO MIGRATE?

As part of the migration process, Site Owners will need to choose which tool to migrate their site content to. For some guidance: If you're considering SharePoint Online, be sure to check if SharePoint Online is still the right tool for you: How SharePoint sites are used at SFU - Supported and Unsupported Use-cases If you're considering another tool, be sure to check if that tool is right for you: Choosing a Document and Content Management Tool at SFU - Comparison Chart


SharePoint 2019 - Migration Information

For technical information on SharePoint Online:

Differences between SharePoint 2019 and SharePoint Online


SharePoint 2019 - Migration Information

HOW TO MIGRATE?

To migrate your site using IT Services Migration (Option 1)


SharePoint 2019 - Migration Information

:

Between November 2024 and January 2025 , site owners have received an email from the SharePoint team (IT Services) with an attached Content Inventory Spreadsheet . Site owners will be asked to complete a Site Audit ( details outlined below ) . After completing the Site Audit , submit a request to SharePoint 2019 Migration Request Form and attach the completed Content Inventory Spreadsheet . You will be reached out to have a short consultation with IT Services to finalize the Content Inventory Spreadsheet . IT Services will begin migrating content to the specified locations. An email notification will be sent when the migration is finished. You will be asked to verify its completeness at the new location. Any items or settings that aren't migrated will need to be manually replicated by site owners: Site access permissions File or folder shared permissions Workflows OneNote items Some page webparts, layouts and styling Pages, including Wiki pages


SharePoint 2019 - Migration Information

The following aspects of Lists:

Attachments Views using Javascript and webparts


SharePoint 2019 - Migration Information

The following metadata:

Content types Author/Modified by for users that no longer exist Picture and video metadata from asset and classic media libraries After migration is verified by site owners, your SharePoint 2019 site collection will be deleted.


SharePoint 2019 - Migration Information

NOTES

Requests are processed on a first come, first served basis. Times will vary based on the number of active requests. Some SharePoint 2019 functionality might not have an equivalent in Microsoft 365. Visit Differences between SharePoint 2019 and SharePoint Online for details. IT Services will inform site owners which content cannot be migrated and will have to be manually built by them. Content migration into a location outside of Microsoft 365 needs to be completed by the site owner. To migrate your site using Self-Migration (Option 2)


SharePoint 2019 - Migration Information

:

Between November 2024 and January 2025 , site owners will receive an email from the SharePoint team (IT Services) with an attached Content Inventory Spreadsheet . It's recommended that Site Owners complete a review and cleanup of their site content ( Step 2 of the Site Audit ) prior to migration. Site Owners migrate their active content the tool or service of their choice. Visit our self-migration resources for instructions on downloading your site content: SharePoint 2019 - Self Migration Guide on Files & Documents SharePoint 2019 - Self Migration Guide on Lists If you have questions, you can submit a request ticket at . When you've completed the self-migration of all your content on the Content Inventory Spreadsheet , reply to the email to let us know. Your SharePoint 2019 site collection will be deleted once we have confirmation.


SharePoint 2019 - Migration Information

NOTES

Be sure to know the limitations of self-migration. This includes there having no way to download multiple files at once from SharePoint 2019. If you are considering self-migration options, you will have to download your files manually one-by-one. For more Known Limitations, visit SharePoint 2019 - Self Migration Guide on Files & Documents and SharePoint 2019 - Self Migration Guide on Lists .


SharePoint 2019 - Migration Information

SITE AUDIT

Completing a Site Audit is required as part of Step 2 on "How to Migrate?" . This is to clean up any inactive content and prepare for the migration. Each site owner will receive a site Content Inventory Spreadsheet when you receive an email notification to move out of SharePoint 2019. Use this site spreadsheet to complete your Site Audit


SharePoint 2019 - Migration Information

STEP 1: CHECK YOUR INVENTORY

Open the Content Inventory Spreadsheet to see what should be moved out of SharePoint 2019. Review to ensure what's listed is correct to your knowledge. The spreadsheet contains the list of site pages, document libraries, forms and more that you own on SharePoint 2019 (referred to as containers for your site collection, which also includes any subsites and its containers). Note : Any containers on your site that are empty (e.g., have no content and items) will not be included in the Content Inventory Spreadsheet.


SharePoint 2019 - Migration Information

STEP 2: REVIEW AND CLEAN UP

Visit your sites, subsites and containers (document libraries, lists, forms, etc.) to review and cleanup your content. Sift through your documents, files and content to determine if they should be migrated , archived or destroyed . Standard practice to determine if content should be migrated , archived or destroyed


SharePoint 2019 - Migration Information

goes as follows:

Identify Inactive Content : Any content that is past its retention schedule (as defined by SFU Archives and Records Management) can be inactive content. This can vary greatly depending on the contents of your site. Archive or Destroy Inactive Content


SharePoint 2019 - Migration Information

:

Follow the content's retention and filing guidelines on its retention schedule to either archive or destroy the inactive content. If you need to archive the inactive content (as specified by the guidelines to be kept as a university record), the content should be transferred to SFU Archives and Records Management . If you need to destroy the inactive content , follow the the guidelines on how to destroy, which typically involve deleting the content or move the content to your personal space. Migrate any remaining items or content ( active content ) to a new or different work space.


SharePoint 2019 - Migration Information

TIP

To find relevant retention schedules to you, consider sorting By Department and selecting Show All when browsing the list of retention schedules. Additionally, here are some quick links to common retention schedules


SharePoint 2019 - Migration Information

that can be applicable to all departments:

Transitory Records Transitory Records - Documents of short-term usefulness, created to serve a temporary purpose and/or in the preparation of a final, official record. General Administrative, Program and Subject Files General Administrative, Program and Subject Files - Records may include correspondence and memoranda, statistics, reports and working papers, forms, mailing lists, policies and procedures, budgets, financial reports and transaction records, work orders, manuals, proposals, brochures and publications. Academic departments have similar functions and therefore their general office files are similar. Committee Files Committee Files - This schedule applies to records made or received and used to support the deliberations, decisions and activities of all committees formed by university-wide bodies. Records may include agendas, minutes, memoranda, correspondence, policies and procedures, support documentation, studies, reports, statistics and working papers. Once you have found a retention schedule that is relevant, select and expand " Retention and Filing Guidelines " for details on how and when to archive or destroy your content. For more tips, visit RRSDA Search Tips .


SharePoint 2019 - Migration Information

STEP 3: TAKE NOTES ON ACCESS PERMISSIONS

Take notes on access permissions to your site collection. This includes: Access permissions to your site, subsites, containers (document libraries, list, forms, pages, etc.) Individual file or folder sharing in the document library You will need to replicate it in the new location since access/shared permissions are not migrated.


SharePoint 2019 - Migration Information

NOTES

If you use Subsites in SharePoint 2019, this feature has been deprecated. This is because Microsoft 365 has a flat site structure. Reminder that SharePoint is intended to be used only with SFU users. If you require sharing access with a non-SFU user, consider switching to Microsoft Teams or another tool .


SharePoint 2019 - Migration Information

Important considerations:

Ensure that your destination SharePoint Online site has enough free storage to accommodate the migrated content (storage size limit is 100GB) Go to: Site settings > Storage Metrics Documents or List items shouldn’t be migrated to existing destination Document Libraries or Lists if the site columns are different The URL limit of 400 characters should be considered when deciding on the file name length and folder path depth


SharePoint 2019 - Migration Information

MOVING TO TEAMS?

Moving your content to Microsoft Teams will require you to have a team. If you wish to create a new team, visit the Request a new Team . Open the Content Inventory Spreadsheet .


SharePoint 2019 - Migration Information

There will be two blank columns:

Migrate (Y/N) and Target URL . Complete the spreadsheet by specifying on each container of your site collection (rows in the sheet) if it should be migrated and its target URL. For Target URLs, you can choose your root site (to migrate the entire container with its content) or an existing library/folder (to migrate all content from the container). Save the Content Inventory Spreadsheet . This will be attached to your submission when requesting a migration in Step 3 of "How to Migrate?" . Example of a completed Content Inventory Spreadsheet indicated by the two 'filled' last columns: Site Title Site URL Item Count Last Modified List URL List-Library Created By Migrate (Y/N) Target URL Initiatives https://sharep... 51 3/3/2024 https://sharep.../Shared Doc... Documents Demo


SharePoint 2019 - Migration Information

Y

https://1sfu.sharepoint.com/teams/... Initiatives https://sharep... 4 2/26/2024 https://sharep.../Pages/... Pages Demo


SharePoint 2019 - Migration Information

Y

https://1sfu.sharepoint.com/teams/... Initiatives https://sharep... 1 2/26/2024 https://sharep.../Lists/... Stakeholder Demo


SharePoint 2019 - Migration Information

N

Blue https://sharep.../Blue 4 2/26/2024 https://sharep.../Blue/Shared Doc... Documents Demo


SharePoint 2019 - Migration Information

Y

https://1sfu.sharepoint.com/teams/.../Blue-Old


SharePoint 2019 - Migration Information

STEP 5: YOU'RE READY TO SUBMIT A REQUEST

Congratulations! You've finished the Site Audit and completed the Content Inventory Spreadsheet . You are now ready to move onto Step 3 of "How to Migrate?" where the site owner sends a request to SharePoint 2019 Migration Request Form , attaching the completed content inventory spreadsheet.


SharePoint 2019 - Migration Information

NEED ADDITIONAL SUPPORT?

For questions or assistance with SharePoint 2019 migration, site owners can request a support ticket using SharePoint - Ask a Question .


Differences between SharePoint 2019 and SharePoint Online

OVERVIEW

This article describes the differences between SharePoint 2019 and SharePoint Online.


For more SharePoint Online resources:

SharePoint Online - How-To Guides SharePoint Online - FAQs Comparison: Feature-specific


SPO

Subsites Not available. Microsoft 365 has a flat structure. "Open with Explorer" Not available. However, you can sync to desktop via OneDrive and edit SharePoint site files and folders on "File Explorer" RSS Feed Not available. Comparison: Technical / High-level Feature/Aspect


SPO

General Availability On-premises installation, part of Office Server 2019. Hosted by Microsoft, continuously updated. Access Control Supports classic and modern authentication methods, including AD FS. Primarily relies on Azure Active Directory for modern authentication methods, supports more complex scenarios. Database Requires SQL Server; managed by organization’s IT. Managed by Microsoft; no direct access to the SQL database. Farm/Tenant Architecture Farm-based; multiple sites can be hosted within a farm. Requires manual scaling. Tenant-based in a multi-tenant environment. Automatically scaled by Microsoft. InfoPath/Power Apps Supports InfoPath; limited future support and no new development. Power Apps integration for forms and custom applications; InfoPath support is deprecated. Workflows/Power Automate Supports SharePoint 2010 and 2013 workflows. Workflow Manager required for 2013 workflows. Power Automate is the preferred tool for workflows; legacy workflows supported with limitations. Managed Metadata Supports managed metadata services; requires manual configuration and maintenance. Enhanced managed metadata services; integration with Microsoft 365 features like content types and term store. Navigation Classic and modern navigation options available; customization through SharePoint Designer or custom code. Modern navigation experiences; easier to configure and manage with improved user experience. Classic search experience; requires configuration and maintenance of search schema. Modern search experience with Microsoft Search; AI-powered, personalized results.


IRM/DLP

Information Rights Management (IRM) available; requires Active Directory Rights Management Services. DLP capabilities are limited compared to SharePoint Online. Integrated with Microsoft 365 compliance center for advanced DLP and IRM features; supports labels, policies, and more comprehensive compliance tools. Site and Content Management Supports both classic and modern sites but with a focus on classic experiences; requires more manual effort to maintain and update. Modern sites with seamless integration with Microsoft 365 groups and applications; easier to create and maintain. Ecosystem and Integration Integrations with on-premises applications and services; limited cloud integration compared to SharePoint Online. Deep integration with Microsoft 365 suite (Teams, OneDrive, Yammer, etc.); extensive ecosystem of apps and services through the Microsoft cloud.


Simply Voting

Teaching and Learning Polling and Surveys


Simply Voting

OVERVIEW

Below are common questions about Simply Voting: a voting service that allows SFU units to conduct secure elections.


Simply Voting

FAQ

How do I find out more information about simply voting? See the Voting and Elections service page about Simply Voting at SFU. The vendor also has support and information on their homepage: https://simplyvoting.com Does sfu have an enterprise license for simply voting? Yes, SFU has an account with Simply Voting. Any email address (SFU or non-SFU) can participate in an election, but if you wish to host an election, then you must be an SFU account holder supporting teaching, learning, research, or administration at the university and request an account from the Voting and Elections service page . When should I use survey monkey or simply voting? Survey Monkey is the recommended web survey tool that is in use across the university. It offers extensive features including customizable surveys, secure data handling, and efficient data analysis tool. Simply Voting is the recommended voting tool that meets SFU’s security functionality standards. This service is provided to support voting for university-related teaching, learning, research, and administrative purposes. how do i create or participate in an election in simply voting? To participate in an election, you can simply click on the link that was emailed directly to you, or you can visit https://sfu.simplyvoting.com and log in using your SFU Computing ID and password. You’ll be able to view all the elections you’re allowed to vote in if you’ve been added to a vote using your SFU Computing ID. To hold an election, you will need to create an account from the Voting and Elections service page with your SFU ID to become an election manager. If you have already requested an account to be an election manager, to manage your elections you must visit: https://simplyvoting.com Enter "sfu" as the "Voting Website" and click the login button. This will then log you in via


Simply Voting

FAQ

Elections service page with your SFU ID to become an election manager. If you have already requested an account to be an election manager, to manage your elections you must visit: https://simplyvoting.com Enter "sfu" as the "Voting Website" and click the login button. This will then log you in via SFU CAS. Once logged in, you will see your Simply Voting dashboard where you can create or manage elections If you want to hold an election with both SFU and non-SFU users, you will need to use the vote segmentation tool . You can add voters for whom you have SFU Computing IDs into one segment and send them an invitation to log in using SFU CAS, and other users for whom you only have an email address can be put in a separate segment and sent a different email invitation that gives them a unique, one-time link to vote. It's best to send separate messages to each segment with instructions tailored for that group: for example, send a message to the SFU Computing ID group that simply points them to https://sfu.simplyvoting.com to log in, where they will see their eligible elections displayed on the dashboard; for the other segment with only email addresses, send them an email with the custom voting link. There are many ways to handle this situation, including the approach of sending all voters a unique link instead of requiring SFU CAS login: we'd suggest using CAS whenever possible and for highly sensitive votes where the strongest possible auditing is needed. For any other questions or support, you can visit Simply Voting’s support page . How do I add voters if I want them to log in using SFU CAS? In order to require people to log in via SFU CAS, you must upload your voters'


Simply Voting

FAQ

strongest possible auditing is needed. For any other questions or support, you can visit Simply Voting’s support page . How do I add voters if I want them to log in using SFU CAS? In order to require people to log in via SFU CAS, you must upload your voters' list with the Elector ID field containing the SFU Computing ID. The SFU Computing ID is the identifier that you usually use to log in to campus system without @sfu.ca appended. For example, "kipling" is the SFU Computing ID, not "kipling@sfu.ca" or other email address variants like "rudyard_kipling@sfu.ca" When you use this method, you can use the default email template to send out messages that will include only the voting website URL: https://sfu.simplyvoting.com . When a person visits that address, they will be asked to log in with SFU CAS and be presented with a dashboard showing them the elections for which they are eligible to vote. The default "Email Blast" template includes the SFU site URL via the {{voting_website_link}} placeholder, so the default email template can be used. I don't have a list of SFU Computing IDs, but I do have email addresses, how do I add voters? When you upload your voters list from a CSV file, you can use email addresses for both the "Elector ID" and the "Email" fields. In this scenario, people will not use SFU CAS to login but will instead get a unique link sent to allow a single vote to be made from each email address. When you use this method, you will need to modify the default "Email Blast Template" to replace {{voting_website_link}} with {{direct_vote_link}}. {{direct_vote_link}} will be replaced in the email body with a unique, one-time voting link for the recipient of the email. .


Simply Voting

"VOTER ID" AND CAS LOGIN

There are two ways that people can be given access to an election as a elector/voter in Simply Voting: Logging in with their SFU Computing ID via SFU CAS, or Email invitation, if you don't have SFU Computing IDs. Both methods offer anonymity and one-vote-per elector, but using SFU CAS is the preferred method for critical votes and elections. In order to use SFU CAS, your voters' list must be uploaded to Simply Voting using the electors' SFU Computing IDs. The SFU Computing ID is the 8-character-or-less ID that an individual typically types into systems to log in (eg. Rudyard Kipling may have an email address of rudyard_kipling@sfu.ca, but log in as "kipling" into SFU systems. The "kipling" variant is what is needed for the Simply Voting voters' list in order to enable log in using SFU CAS). If you have lists of voters in a tool such as SFU Maillist or SFU Groups, you can download the SFU Computing ID from those lists/groups, but you may need to remove the "@sfu.ca" suffix from each entry in order to get the format needed for Simply Voting -- eg. "kipling@sfu.ca" downloaded from one of those tools becomes "kipling") Note: Voter ID should be the SFU Computing ID (eg. "kipling"), not a staff/student ID number (eg. "30005555"). Computing IDs can be found in various administrative systems such as MyINFO for staff, or can be downloaded from SFU Maillist or SFU Groups if you have the target membership in an existing list or group. If you do *not* have a complete list of SFU Computing IDs for your electors/voters, you can alternatively use email addresses and have the system send out unique, one-time voting links to each email address on your voting list. Both methods restrict votes to one per voter appropriately. If