Communications

Corporate Emails about Office 365 

This section includes previous emails from:

Peter Littlefield
Chief Information Officer
Innovation, Information and Technology Branch (IITB)

Susan Donovan-Brown
Director General, Business Operations and Solution Services (BOSS)
Innovation, Information and Technology Branch (IITB)

  • July 8, 2020 - Update on MS Teams

    Subject: Coming Soon: Improved Teams Experience

    Dear Colleagues,

    Since the onset of the COVID-19 crisis, the Department has expanded its technology tools to meet the needs of the growing number of remote workers. This included launching Microsoft Teams, an application in the Microsoft 365 collaboration suite, for instant messaging and audio/video calls.

    Until now, employees using the Virtual Private Network (VPN) system to connect to the departmental network remotely have had to disconnect from VPN for the best call quality on Teams. Soon, they will no longer need to do this. They will be able to simply select a Teams meeting link to join the meeting, or start an audio or video conversation from within the application—no extra step needed.

    Please share this information with your teams.

    This change is being rolled out in phases. The first step is to update your computer’s VPN software. Please make sure you follow the end-of-day procedure when working outside of the office, which will enable your computer to complete the update.

    The installation process may take time, and you may be prompted to restart your computer to finish the process. Your computer may take longer than normal to restart. Please be patient and do not shut down or restart your computer during this time, as an interruption may result in problems with the VPN software or your network connection. Some VPN users have already completed this step, and others will do so this week.

    The second step will allow you to connect to Teams calls without disconnecting from VPN. You will be notified once this step is complete.

    We are working to make continual improvements to the network and we are committed to keeping you informed. If you encounter any problems with your device due to this change, please contact the National Service Desk for help.

    Thank you for your co-operation and support.

    Peter Littlefield
    Chief Information Officer

  • May 20, 2020 - Update on MS Teams

    Subject: MS Teams - How to connect to Team – Audio and Video calls

    Dear colleagues,

    In an effort to streamline communications about the implementation of Teams and Microsoft 365 at ESDC, we now post bi-weekly updates for you on iService. In our first update, you'll find information on:

    • Which kinds of devices can be used to connect to Teams and Microsoft 365.
    • How to take audio or video calls using Teams.
    • How to share your screen with others on Teams.

    Should you have any questions or need assistance, your organization's Lead Teams Agent is your single point of contact for help. You can find yours in the Teams Agents Directory.

    Thank you

    Susan Donovan-Brown

  • May 4, 2020 - Update on Microsoft 365 Teams

    Subject: Microsoft Teams – Important Update

    Dear colleagues,

    This email is to inform you of updates about Teams at ESDC, including the use of personal devices, upcoming improvements to Teams, and changes to our support that make it easier to get help. We designed the message below so you can share it broadly in your organization.

    I understand that many of you are seeking clarifications on the use of Teams and Microsoft 365. Our goal in this email is to provide your with some clarity, and our commitment to you moving forward is more frequent communication. We are listening, and we are improving.

    More than a third of ESDC is now using Teams and Microsoft 365, providing thousands of employees with more engaging ways to communicate remotely, real-time collaboration, and new tools that help solve problems faster. We have much work to do, but the early take-up is promising.

    Importantly, we're working to make implementing Teams less work for you. The following resources are now available to help:

    • Interactive self-serve support for your Team configuration: if you're the owner of a Team, this tool lets you or your staff set up the basics quickly, including your Team owners, Channels, and other basic settings. It also provides the option of a guided tour of Teams' most important features and some tips to optimize your personal setup.
    • Lead Branch/Region Teams Agents: are now your single contact for assistance and implementation support, and your gateway to technical support and strategic advice. If you do not already have a Lead Teams Agent or someone performing this role, please email Layton Reynolds layton.reynolds@hrsdc-rhdcc.gc.ca. They make onboarding simple, smooth and less work.
    • Launch communications templates: this portal includes draft communications and emails, like announcements, instructions templates, and promotional communications. We will continue to add to it to make communicating about Teams easy.

    Should you wish to discuss any of the information provided in the update below, or to discuss the implementation of Teams in your organization, please do not hesitate to contact me.

    Sincerely

    Susan Donovan-Brown

    Business Operations and Solution Services (BOSS),
    Innovation, Information and Technology Branch
    Employment and Social Development / Government of Canada
    Susan Donovan-Brown susan.donovanbrown@hrsdc-rhdcc.gc.ca / Tel: 1-902-536-4638

  • June 7, 2021 – Information Management and IT Improvements

    As part of ESDC’s ongoing efforts to modernize workplace technology, I am writing to inform you of several important planned updates:

    1. The disabling of Skype and the completion of the transition to Microsoft Teams (Teams);
    2. The integration of the Teams and Outlook calendars;
    3. The automated deletion of BlackBerry Messenger Enterprise and Teams chat messages;
    4. An upgrade to Virtual Private Network (VPN) software.

    Transitioning from Skype to Teams:

    The decommissioning of Skype for Business will be rolled out in a phased approach beginning on June 14, 2021 and extending to July 5, 2021. To avoid any disruption to your work you should move to Teams for meetings, chats and messaging as soon as possible. You will receive an email before your Skype account is disabled with guidance on how best to transition to Teams. Here are a few helpful tips:

    • If you are new to Teams, make sure that you can access your account by opening the application on your device and signing in by entering the same username and password that you use to access the ESDC network.
    • Update any Outlook calendar invitations that use Skype links with Teams links to avoid scheduling and meeting interruptions.
    • For help getting to know the basics of Teams, visit the Microsoft Teams page on iService or contact a Super User in the O365 Help Team.

    Microsoft Teams and Outlook calendar integration:

    Changes are underway that will improve how Teams and your Outlook email system work together.

    If you did not previously have access to the Teams calendar, you do now. It is synchronized with your calendar in Outlook.

    If you already had access to the Teams calendar and, by extension, had an Office 365 (office.com) cloud mailbox, more time is needed to synchronize your Teams and Outlook calendars.

    Important: If you have been using your office.com mailbox or the Teams calendar to schedule meetings, please note that Teams calendar items and office.com mailbox contents will not be preserved. You will need to take steps to preserve any items of business value by June 11, 2021.

    You may wish to recreate any important meetings in your Outlook calendar that you had previously created using Teams. If there are items you would like to preserve that are stored in your office.com mailbox, please consult the Office 365 – FAQ on iService to learn about your options. To help you determine which items should be preserved, please consult What information do I need to keep? on iService or contact your Branch/Regional IM Lead.

    Automated deletion of instant messages:

    Starting June 30, 2021 the instant messages that you create in the chat feature in Microsoft Teams and in BlackBerry Messenger Enterprise (BBME) will be automatically deleted when they are 15 days old. This applies to all messages that have been created since these tools were adopted by ESDC.

    Automated deletion will affect:

    • One-to-one and group chats;
    • Chats generated from meetings; and
    • Instant messages created in BBME.

    Automated deletion will NOT affect:

    • Conversations posted in a Teams channel;
    • Meeting notes created from a meeting; and
    • Files shared in a chat session

    Going forward, any information of business value should be captured and stored outside of instant messaging tools. This includes information concerning human resources and project decisions as well as information that may be subject to active Access to Information and Privacy (ATIP) or litigation requests. Instead, it is best to keep this information on SharePoint or a network drive.

    For more information please visit Manage Your Instant Messages on iService.

    Virtual Private Network (VPN) software upgrade:

    Starting in early June and continuing for about a month, FortiClient, the software used to access the ESDC network remotely through VPN, will be upgraded on departmental computers to a new version. This will help to conserve departmental bandwidth.

    For VPN users this means:

    • The way you connect to our network will not change.
    • The FortiClient icon on your desktop and system tray (bottom-right corner of your Windows screen) will change from a red or green shield to a blue shield. Please consult the iService Remote Access page for details.

    To ensure a smooth installation process, please follow these instructions:

    • Please continue to follow the Three Golden Rules of Using VPN.
    • The installation should take place overnight and will cause you to lose VPN connection. If your computer is not upgraded overnight, you may notice a pop-up message asking you to complete the installation process by saving your work and restarting your computer.
    • If after the installation you encounter multiple username fields on your login screen, please restart your computer. For more information, please visit the iService Remote Access page.
    • After the upgrade, make sure to use the VPN gate (KEC, MTL or MCT) based on your location of work listed in Step 8 of Getting Started with FortiClient VPN.

    As these changes unfold, every effort will be made to minimize potential disruptions to your daily work. If you encounter technical problems, please report them to our National Service Desk (1-800-268-0408).

    Thank you for your cooperation and support.

    Peter Littlefield

    Chief Information Officer

    Employment and Social Development Canada / Government of Canada

Project Updates

Check in here often and share broadly with your colleagues. It's where we post official updates on improvements and changes to your Office 365 experience at ESDC!

  • August 7, 2020: The use of personal devices for Microsoft 365

    Connecting to Teams: use of personal devices

    Remember, the use of personal devices to access your ESDC Microsoft 365 account is restricted. In the coming weeks, ESDC will begin enforcing this directive by blocking personal devices from accessing ESDC Microsoft 365 accounts altogether. If you do not have a government smart phone, tablet or laptop, you can access the ESDC network, including Microsoft 365, by connecting your personal computer to AppGate or Virtual Desktop Infrastructure.

    If you are still using a personal device to access Teams or other applications, please notify us so that we can get you connected safely and securely by emailing the Microsoft 365 Network esdc.teams.agent.network-reseau.agents.teams.edsc@servicecanada.gc.ca. Departmental and network-connected devices have the required security software in place to protect departmental information.

    What can I use Teams for? Calls, audio and screen-sharing limitations for AppGate, VPN, and in-office users

    We are working hard to enable more and more features of Teams and Microsoft 365. Depending on how you're connecting to the network, your audio and video call quality may be impacted.

    If you connect to the ESDC network via VPN

    While on the network, you can use most features of Teams and all Microsoft 365 applications. You can participate in one-on-one Teams calls and screen sharing with one other individual; however, large group calls will malfunction.

    While off the network, you can use your work devices for audio and video calls, including large group calls, as well as screen sharing.

    If you connect to the ESDC network via AppGate

    While on the network, you can use chat and most other Teams and Microsoft 365 productivity tools. One-on-one calls may malfunction however, and the video call feature will not work properly.

    Personal devices that are not connected to AppGate are prohibited.

    If you're physically in the office

    While on the network, you can use chat and other Microsoft 365 productivity tools. The audio and video call feature may not work properly with multiple users. In offices where connectivity is the issue, work is underway to resolve those problems; if you are experiencing difficulties, please notify us by emailing the Microsoft 365 Network esdc.teams.agent.network-reseau.agents.teams.edsc@servicecanada.gc.ca.

    For more information about how to connect to Teams and Microsoft 365, check out our Teams Proper Usage and Current Limitations page on the Teams iService site.

    Upcoming improvements to group video/audio calling and screen-share for VPN users

    Currently, ESDC employees using the Virtual Private Network (VPN) have to disconnect from VPN for the best call quality on Teams, especially group calls.

    The solution to fix this, called "split tunneling" is under implementation. Once in place, you will be able to select a Teams meeting link to join a meeting, or start an audio or video conversation from within the application, and experience quality calls - without having to disconnect from VPN! Split tunneling should be enabled by mid-August, and VPN users will receive a notification once it is in place.

    We expect implementation of this solution in the coming weeks and we will keep you informed. To access this upgrade, A VPN software update is required on your computer. This will install automatically if you follow the proper Windows 10.

  • June 4, 2020: Important Changes to Login Information for Microsoft 365

    As of Thursday, June 4, employee passwords for Microsoft 365 and Microsoft Teams will be the same passwords that they use to log in to Windows on their ESDC computers. Instructions for all employees follow and I ask that you please share with your teams.

    If you are connected to the ESDC network (including through VPN and AppGate):

    • You should no longer be prompted to sign in to Microsoft 365 on your work computer. Just visit https://office.com from a web browser or open your Teams application to automatically access your Microsoft 365 account.
    • This change applies even to employees who have never opened Microsoft 365 on a web browser or opened the desktop Teams application. As of June 4, you should already be signed in.

    If you are using a work device that is not connected to the ESDC network (including a work laptop or tablet disconnected from VPN, or a work smartphone):

    • You may be prompted to sign in to Microsoft 365. If you are, then enter the same credentials that you use to log in to Windows on your ESDC computer:
      • Username: Your full work email address
      • Password: The password you use to log in to Windows on your ESDC computer

    If you have not yet used Microsoft 365 or Microsoft Teams, you can do so by opening Microsoft Teams on your ESDC computer or visiting https://office.com to start taking advantage of these new services. If you encounter any difficulties, please try restarting your computer before contacting the National Service Desk for support.

  • May 12, 2020: Use of personal and work devices, and audio/video functionality on Microsoft Teams

    This update explains:

    • Which kinds of devices you can use to connect to Teams and Microsoft 365.
    • How to take audio or video calls using Teams.
    • How to share your screen with others on Teams.

    Which kinds of devices you can use to connect to Teams and Microsoft 365?

    You can connect to Teams and Microsoft 365 in any of the following ways:

    1. On a government laptop or tablet while on VPN (FortiClient)
    2. On a government laptop or tablet while disconnected from VPN (FortiClient)
    3. On a government smart phone
    4. On a personal laptop connected to AppGate

    If you are looking to use Teams for audio or video calls, please read the next section.

    Under no circumstances should you use a personal device to connect to Teams or Microsoft 365 that is not securely connected to AppGate.

    How to take audio or video calls using Teams and Microsoft 365

    There are several temporary limitations to Teams audio and video calls at ESDC using government devices. Understanding them will help you hold high quality calls using Teams:

    • If you have a government laptop or tablet, you must first disconnect from VPN in order to hold a Teams call. As of May 15, 2020, we have updated your device so that when you disconnect from VPN, your device will automatically connect directly to the internet. You do not need to adjust any other settings on your government laptop or tablet. For detailed instructions, please refer to the VPN - FortiClient page.
    • If you are using your government smart phone, no action is required to initiate an audio or video call; however, you should ensure that Teams is installed in the "personal" space of your smart phone, and not your "work" space. You can install Teams in your personal space by following the Quick Guide on Singing in the first time (PDF, 273 KB).
    • If you have a personal device connected to AppGate, you cannot use audio or video calls in Teams. Similar to Skype, AppGate do not support calling features in Teams.

    How to share your screen on Teams

    To share your screen on Teams, please follow the same instructions as for the audio and video calls above.

    Before disconnecting from VPN to hold a meeting on Teams, make sure to grab any files you need on the network!

    If you have to disconnect from the network during your meeting, you will not have access to applications that require network access (Outlook, SharePoint 2010 sites, file share, SAP, PeopleSoft, etc.). Make sure to download any documents and save any information you will need for your meeting before disconnecting from the network.

  • May 4, 2020: Bring your own device, future direction of Microsoft 365 and Improvements Bring Your Own Device / Use of Personal Devices (BYOD)

    Initially, our Microsoft 365 implementation plan supported the use of personal devices to access Teams and other applications directly via the internet. As a result of changes to security standards released by the Treasury Board Secretariat, this will no longer be permitted.

    You will still be able to access Teams using your personal device; however, your device must be connected to the ESDC network via AppGate or Virtual Desktop Imaging (VDI). ESDC is working to rapidly expand remote access using these solutions. If you have a work device, you can use Teams on this device whether or not they are connected to the network.

    If you have questions about connecting to Teams, contact the Teams Agent Network.

    Future direction of Microsoft 365 at ESDC

    Unlike other departments using a temporary version of Teams, ESDC is pursuing permanent implementation of an Microsoft 365 environment that supports Protected B information. Presently, our Microsoft 365 is for unclassified information only, and moving to Protected B will take time.

    While our current priority is to onboard ESDC to Teams, our goal is to release improvements to other Microsoft 365 applications as we make them. While you can use any of the applications available to you in Microsoft 365 right away, our user support is currently limited to Teams. If you have feedback about what you would like to see improved or enabled, fill out the Feedback Form to tell us!

    Improvements to our support for ESDCers

    • Sign-in help is now real-time: We've updated our support model so you can reach a Teams Agent immediately if you need help signing in. Visit the sign-in assistant. If you get stuck, it will route you to available Agents immediately.
    • Our Teams Agent directory is live. They're here to help! See the Teams Agent Directory, where you'll find the Teams Agents from your branch or region. You can now contact them directly to get individual or group support, orientations and advice.
    • Our iService resources and guidance are improving: The iService Microsoft Teams page is your one location to find training and guidance, and it's growing! In addition, the new Teams Information Management page will help you get organized on Teams quickly.
    • Our General Delivery Mailbox is back: If you're stuck or don't know how to get started, you can always email the Teams Agent Network (email below) and we'll get you help!