If you lose access contact alilley@hopedale.org.uk
 

Hopefully, by now, you already know that Hopedale are moving all files and emails across to Office 365 during the summer.  I know IT is pretty boring stuff to most of you, but the way we work these days, it is essential and we’re not doing it to just be a pain.

 

Wait, so it’s all going to be different.  Why are you doing this?

As we have grown in size and expanded our buildings.  It is fair to say we have also outgrown some of our IT systems.  For example, being able to send 100 emails an hour isn’t ideal with how many staff we now have.  Working across different schools can offer a different experience and it’s just not ideal to ask people to have 5 different usernames.  The new systems are scalable and will grow with us.

The digital landscape is always changing and in order for us to obtain cyber insurance we now have to have all our files and data behind a secure barrier.  This protects both you and us as a business.  MFA is now a must so we are having to implement this to be compliant.  We know you can’t use phones in school for this, so we will ensure this is only needed when working away from our sites or not on school devices.  This will mean putting a code in when logging into your school email on your personal device at home, similar to banking apps.

 

OK, so what is being changed?

You can get ready to say ‘bye bye’ to Dreamhost as it will be replaced by Office 365.  The web experience is much improved.  Your contacts will sync in the cloud and you will have a calendar synced online which is the same across different devices.  All your email will be moved over during the process, you just need to be aware of where to log in when it changes.

Files will be moved to SharePoint and this will be a real benefit to staff who move across all sites.  No matter what school you go to, you will have a consistent user experience which we hope is going to benefit us all.  This will mean the ‘Web Access’ to the Buffalo boxes will go and SharePoint will provide a lot better user experience without files being constantly locked.

All this will be available by logging into www.office.com.  There is an instructions guide attached to this for you to read so you know what to expect when you first log in.  You will have to set up MFA but you can just follow the on-screen instructions.

 

So what do I need to know then?

If you’re a Dreamhost school (HD,HF,LF or BB) then you’re going to have to know 4 things.  Your username and password will be sent shortly.  These will be sent to your work and personal email.

• New username – In the majority of cases this should remain the same, but please check

• New password – This will be used to access old email and new email

• http://www.hopedale.org.uk/migration

• The links below to access your email and files in the new location.

If you are from a 365 school already (PF and CT) then you will carry on using the same Office 365 credentials, but access files using SharePoint from the date below.

Ongoing updates along with timeframes and user guides are going to be placed on the website above.  For those that want to know what’s going on and those that will be working through the holidays, this will keep you up to date.  I will also post frequently asked FAQs (if I get any), so this should be your first port of call.

 

I am working through the holidays or want to keep an eye on my email, what do I do?

That’s unfortunate, but as you are working, you’re going to need to know some key dates:

Dreamhost Email Users (BB,HD,HF & LF)

From Wednesday 24th July, you will need to use your new password to access Dreamhost.  You will know when as your old one will stop working.

Dreamhost will stop receiving emails at 3PM 16/08/2024

New Email will be accessible via https://outlook.office.com from 4PM on 16/08/2024

Old email will continue to sync in the background, but should be completed by Monday and appear in your new office mailbox.

You will use your new credentials.  These will be emailed to you. (Not PF and CT).

Sharepoint Files (All Schools)

Access to school server files (in school and through WebAccess) and Box will stop from 9AM 28/08/2024

Files on Sharepoint will be available via https://portal.office.com from 9AM 28/08/2024

 

What happens when we return?

During the holidays, while schools are ‘nearly’ empty, we will take the opportunity to reimage every single device.  This will mean these machines will be ready to go when we return.

Staff laptops will be done on a rota when we return, but we will work with you on this when you return to ensure your data is backed up before we re-image.

Until we see you.  You will be able to access your email and files by using the https://outlook.office.com and https://portal.office.com links.