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Office 365 – What do I need to know?

Why is Cal Maritime moving to Office 365?

Office 365 provides several great services hosted by Microsoft in their highly secure and redundant data center.  The initial services being rolled out to Cal Maritime  are:

·         Exchange Online:  this is the same as our Exchange service but it is hosted by Microsoft in the cloud.  It complies with the strictest industry standards for security, high availability, and backup/recovery of services.  Plus you get 50 GB  for email storage.

·         MS Office:  With our subscription to Office 365 you are eligible to download and use up to 5 copies of Microsoft Office 365 (Word, PowerPoint, Excel, and Outlook) on your personally owned computing devices.  Do not install your download licenses on your Cal Maritime owned computer as that is already provided and maintain by IT.

Access your Email  in one of the following ways:

1.       Click one of the Email icon  in the left Corner within myCalMaritime and re-enter your AD credentials if prompted again.

2.       From Outlook pre-configured on your work computer

3.       From your iPhone or Android Phone

4.       Sign in to the Office 365 Portal directly using your Cal Maritime email address and network password

The Office-365 offers the following additional services

1.       Access to 5 copies of Microsoft Office that you can install to your devices[1]

Other useful links


Download and install Office-365 and Setup Email for iPhone, Android, Windows, and MAC
Additional Email support is available here (OWA Quick Start Guide)
Additional Office-365 support is available here (O-365 training, videos, and tutorials)

Setup Office 365 on:


Android Phone



Windows Phone

PC/Notebook - Mac


Setup Email on Smartphones:


Android Phone



Windows Phone


Other Devices

OWA Migration tools

Migrate contacts, calendars, and email from other accounts into OWA

O-365 –One Drive FAQ

Using Office Online in OneDrive



O-365 Documentation

Links to MS Support

Top 4 Questions

Top Issue #1 – I can't get my smartphone to sync to my university email account

First you need to remove/delete your existing Cal Maritime university Exchange email profile on your phone

Top Issue #2 – Always log out when you are done with your Office 365 session!

  • Once logged in to the university Office 365 portal it is very important that you log out when you are done with your session or else your session stays logged in. 
  • To log out click on your account profile icon on the top-right corner of your portal page and then click "Sign Out" as shown in the picture below:

Top Issue #3 – Do NOT reset your password using Office 365 Password Reset Link within Office 365

  • When you log in to the Office 365 portal do not use the link shown below that says "Can't access your account?" instead use  https://password.csum.edu

Your log in account is based on the AD and myCalMaritime account at from the home page.  If you need to change/recover your password use the Password Reset Tool at:


Top Issue #4 – Accessing your email from the Office 365 portal or from myCalMaritime portal.

If you just need to access your email go to  https://portal.office.com click on the Mail icon shown below or go to the myCalMaritime portal & click on icon. Only click on "Install Office on your PC" if you want to download your free version of MS Office for your home PC.

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Office 365 Commonly Asked Questions

What does Office 365 provide?

  • 50 GB of email storage in the cloud
  • Access to five copies of MS Office downloads for personal use (as long as you are an employee of Cal Maritime)
  • Use of Dropbox for Education Cloud File Shares & to edit files in the cloud.
  • Cal Maritime Office 365  provides  backup and recovery services from Microsoft.

How do I access the Office 365 portal?

  • From MS Outlook on your work computer – No change as your account will automatically point to the new Exchange server in the cloud (IT will assist as needed)
  • From MS Outlook on your personal computer – You will need to create your Outlook Profile on your personal computer using your credentials. You can access instructions from Microsoft Technical Support by clicking on this link.
  • From your browser – If you use your browser to access Cal Maritime Outlook WEB Application (OWA) you can still use the Email link from the portal or the new Office 365 link   which is also on the portal ( you will be redirect to Office 365 if your account has been migrated)
  • From your browser - You can also click on this link and save it in your browser Favorites.

What has changed for Staff/Faculty Email?

1.       If you use MS Outlook installed on your desktop

a.       Change will be minimal and you may not even notice a difference

b.       You will not lose any email (all email is migrated to Office 365)

c.       Your Personal Folders or Archive Folders will not change and will still be available from Outlook just as they are today

d.       You will be prompted to exit Outlook and log back in again (after your email migration is completed).  You may be asked to login again and you should do so.

2.       If you use Outlook WEB Application (OWA)

a.       The Email icon in myCalMaritime will redirect you to the Office 365 Portal to access Outlook Online

b.       If you go directly to https://portal.office.com  you would need to login with your full email address (i.e. dgrewal@csum.edu) and password.

3.       If you use Active Sync from your SmartPhone

a.       Most phones simply continue to sync with your Exchange Email after it is migrated to Exchange in Office 365

b.       Some phones may require you to re-setup your smartphone email profile.  Click here for details!

How do I find my Calendar in the Office 365 Portal?

  • Office 365 Email (Outlook Online) does not have the calendar function built-in the way the your used to seeing in Outlook WEB Access (OWA) or MS Outlook on your desktop.  To get to your calendar when logged in through the portal go to the Apps icon  and select "Calendar" as shown here:

What has changed for Cadets with Office 365?

  • Cadets now have access to all the same benefits of Office 365 that is available to faculty and staff, including MS Office downloads and.  They will migrated from on-site exchange  email system to Office 365 after Faculty & Staff migration.
  • How do I download MS Office 365 for my personal use?
  • You can get detailed instructions for accessing your MS Office downloads by clicking on this link.

How do I get the registration codes for Office 365?

  • MS Office 365 downloads do not require any registration codes as they are downloaded from your Office 365 portal account (click here for instructions).

Will our current emails be saved?

  • Yes – they will all be migrated to Office 365 email.

What about all the information that I have on my computer?

  • All files on your computer will remain on your computer.  All emails on your Outlook profile will be migrated but your Personal Folders and Archive PST files will remain on your computer (or wherever they are currently stored).  Because Office 365 provides you 50 GB of capacity for email you can now move your emails from PST files to our Office 365 email account at your convenience so you can access those emails from anywhere through your smartphone or browser.


If you have any questions or problems, please contact the IT Help Desk at (707) 654-1048.

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Additional Resources

Office 365 User Guide

Migration Instructions


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