Embedded Files
Latest news is below:
14 September:
NOW IN OPTIMISE & COMPLETE!
But first a roundup - what we have completed:
☑️ Setup of new workspace
☑️ Replaced all printers
☑️ Upgraded 60%+ of PCs/laptops
☑️ Switched from 3CX Telephony
☑️ Launched Littlefish support
☑️️ Established use of MS Teams
️☑️ Launched new tools (CoPilot)
️☑️ Launched new ways of communicating (Viva Engage)
️☑️ Changed platform logins (Finance system, Skedda, iTrent)
What is still to do?
➡️ Finish setting up MS Teams - including removing old Google > Sharepoint drives
➡️ Start decommissioning Google features - giving staff plenty of notice
➡️ 'Support Waves' - going through each team in cycles ensuring everyone has the training, support and understanding they need
➡️ Removal of access to all Google tools at the start of December
2nd September:
PHONE SWITCHOVER DAY TODAY!
At 11:30am today we will be switching from 3CX to Teams Voice.
What will STOP?
The 3CX App on your personal phone will stop working
The old phone handsets (Yealink T425) will stop working
What will CONTINUE?
Numbers will be ported across to Teams Voice
Calls can still be received from the outside world
What will START?
You will be able to use Teams to make external calls (if you had a number before)
Digital & Data will replace the old physical handsets with Teams Phones (shared phones)
BTW: More frequent updates can now be found on the Engage LUU page
https://engage.cloud.microsoft/main/groups/eyJfdHlwZSI6Ikdyb3VwIiwiaWQiOiI2MjUyNzY3NjQxNyJ9/all
Friday 15th August:
“It’s hot, but not as HOT 🔥 as these new Microsoft features…” (Sorry, not sorry)
What’s been happening this week:
· Final synchronisation (Google + Microsoft) – please check your files and get in touch with Digital Services if you have any issues (come and speak to use rather than raise a Littlefish ticket)
· Migration of users across – over 90 staff are now setup on their new/upgraded laptops
· Planning with the university – there’s a lot of behind-the-scenes planning with the university to establish the post-migration IT service relationship with the university (e.g. networking)
· CoPilot testing – we’ve got 40x CoPilot licenses and have begun testing (meeting transcription/summary is AMAZING!) The plan is to rollout to all managers and test within the Microsoft champions first, before we rollout more widely.
NEXT WEEK:
· Go TEAMS! – Our Google Team drives have been copied across but now we need to convert to Teams and decommission some redundant Sharepoint drives – creating Teams creates a sharepoint drive, plus we’re going to have a couple of manager-only Teams channels (HR + Finance) – Digital Services will come and chat to you but you can read about the approach here: Microsoft Teams Structure - v1.0.docx
· Teams: ShareAll – One channel in each Teams’ Microsoft Teams (!), will be ‘ShareAll’ – this essentially creates:
o Homepage for each team – we’re testing with Advice & Wellbeing https://luuac.sharepoint.com/:u:/r/sites/AdviceWellbeingTeam-ShareAll/SitePages/Home.aspx
o An easy way for you to contact the team (e.g. AdviceWellbeingTeam@luu.ac.uk) – which goes into the Group app in Outlook (BTW – this isn’t a mailbox but all team members can see it and if they reply, the replies will come from them)
· Templates & Sharing – We know we need to get the company templates into the workspace and help you share – we’ll get you some guidance for this!
Friday 8th August:
5x Workplace Migration Things on a Friday
1. We are already seeing benefits - with over half of LUU staff switched over, quite a few people are discovering the benefits of PRINTING FROM ANYWHERE 🖨️ (BTW Scan to Email is now fixed, but we’ll reach out to teams to get shortcuts into the printer address book)
2. Last Synchronisation on MONDAY 11th – of email (@leeds.ac.uk >>> @luu.ac.uk), files (@luu.org.uk >>> @luu.ac.uk – personal + teams; @leeds.ac.uk OneDrive >>> @luu.ac.uk). This FINAL synchronisation will be done with permissions on Team Drives and we RECOMMEND ALL LUU STAFF START USING LUU.AC.UK NEXT WEEK as their primary workspace (but you can still access @leeds.ac.uk – some tips below re: redirection!)
3. We can’t redirect – so we recommend that once the synchronisation is done you; add the out-of-office from https://microsoft.luu.org.uk/news; also remove all items from your @leeds.ac.uk calendar and add a recuring ‘CALENDAR MOVED TO LUU.AC.UK’ – that way you can easily see if you get invited to a university meeting and forward it to your @luu.ac.uk calendar – see image below. Also, if you use Edge and have a profile for @leeds.ac.uk and a profile for @luu.ac.uk, you can see your university email (https://outlook.office.com/mail/) and Teams (https://teams.microsoft.com/v2/)
4. We have new emails – For years, Levi has been number 2 for years (L.Wright2@leeds.ac.uk) but no more - L.Wright@luu.ac.uk will be in the new address book. Plus (unigoodi@leeds.ac.uk) can now be the snappier (logistics@luu.ac.uk). WE WILL SEND OUT MORE NOTES ON THIS!
5. Check out the Leeds University Union communities! – All our web browsers load Viva Engage by default which gives you access to communities you might be involved in including our new ‘everyone’ community. We have Edge installed and Google Chrome during the transition.
https://engage.cloud.microsoft/main/groups/eyJfdHlwZSI6Ikdyb3VwIiwiaWQiOiI2MjUyNzY3NjQxNyJ9/all
Once the synchronisation is complete at the start of next week, CHECK all your calendar entries have come across then set your out-of-office and block out your calendar!
TEMPLATE FOR EMAIL OUT-OF-OFFICE
We are in the process of moving to our new Microsoft @luu.ac.uk workspace. Whilst I will be checking this account (XXX@leeds.ac.uk) during the transition period - until end November 2025 - you will be able to get hold of me more easily on (XXX@luu.ac.uk).
Please use this for:
Email
Meeting requests
Sharing documents
Teams
Thanks for your understanding!
*** Name ***
*** JOB ROLE ***
Leeds University Union
Leeds University Union, Lifton Place, Leeds, LS2 9JZ.
Together we’ll make sure you love your time at Leeds.
Leeds University Union is a registered charity no. 1136742 and a company limited by guarantee registered in England and Wales no. 7284768.
Friday 1st August
Happy Friday!
We're half-way through the main rollout so, here are some important updates:
🙏 BIG thanks to everyone who has come to exchange/replace their laptop and get established on our new workspace - please make sure you attend your booked session in the final week!
🖨️ Our new printers have arrived - large multi-functional printer (added to all users as 'LUU-Inclusive-Printer'); a printer in the faith office (added to all users as 'Luu-faith-printer') and we have replaced the printers in the Coop office and Joblink offices - note: we are retiring the two printers from Culture and Empower based on low overall usage. We promised that the workspace migration would make working at LUU easier and you can now print from anywhere / over Wifi without having to be connected to a dock.
📅 Our final synchronisation of files/email will be on Monday 11th August after which we expect users to use the @luu.ac.uk environment as their primary workspace. We are not removing Google/@leeds.ac.uk accounts before the end of November
📧 Unfortunately the university can't forward @leeds.ac.uk emails to @luu.ac.uk, so we advise you to put an out-of-office on using the template on https://microsoft.luu.org.uk/news
🆘 Littlefish - the IT support company replacing the university support - work alongside the LUU Digital Services team. As part of that, our new process for IT support is to click on the 'Littlefish Self Service Portal' on your desktop, 'Sign in with LUU Azure AD' and then create a ticket or use livechat. The Littlefish technical support team will be able to help you with many queries without you needing to go to the Digital Services office.
Here are some tips to help you get the most out of the new environment:
🔖 Microsoft Edge is the standard website browser (although we have also installed Google Chrome) and it works really well if you setup a profile for @leeds.ac.uk - which will be labelled 'school' - alongside your LUU one. Then you can access the @leeds.ac.uk email via the web and the @Leeds.ac.uk teams chat.
🫂 Microsoft Viva Engage is our new community portal loaded when Edge or Chrome starts. We're going to work with the People team to use this to share updates. Next to the 'Engage' logo (top left) is also the 9 dot menu link to access all Microsoft applications.
Tuesday 29th July: Update
Last Email Synchronisation - August 11th
Following feedback and discussion, we're going to do one final synchronisation of email from @leeds.ac.uk to @luu.ac.uk accounts.
We have set the end of August 10th as that is when all users are scheduled to have been moved across - we accept some may come after this due to holiday / absence etc.
UPDATE 31/7/25 : The university have confirmed that they CANNOT setup email redirection (@leeds.ac.uk >>> @luu.ac.uk) - please use the out-of-office below, and we will review the availability of the @leeds.ac.uk accounts during the transition period.
Last File Synchronisation - August 11th
Following discussions with the Microsoft champions, and feedback, we are going to do another Google Synchronisation:
All Individual Google Drives >>> OneDrive (@luu.ac.uk)
All Team Google Drives >>> Sharepoint Drives (@luu.ac.uk)*
We have set the end of August 10th as that is when all users are scheduled to have been moved across - we accept some may come after this due to holiday / absence etc.
*Rather than going team-by-team (our original intention), we think it will be more straightforward to recreate the permissions on the existing Google drives.
Note: We are still working with the university so that they can complete their activity to enable the @Leeds.ac.uk OneDrive >>> @luu.ac.uk OneDrive migration
Email - What will happen after August 11th
You can still check @leeds.ac.uk accounts, send/receive email but we would encourage you put on an out-of-office (template below)
UPDATE 31/7/25 : The university have confirmed that they CANNOT setup email redirection (@leeds.ac.uk >>> @luu.ac.uk) - please use the out-of-office below, and we will review the availability of the @leeds.ac.uk accounts during the transition period.
Files/Drives - What will happen after August 11th
We encourage all LUU Teams to use the Sharepoint Drives, and the NEW LUU Format Teams Drives *** more info to follow on the Teams Drives ***
As per our published schedule (https://microsoft.luu.org.uk/calendar), Teams can continue to use Google if there is a reason they cannot use SharePoint / Teams - for example, because they have built a specific workflow or customisation
LUU Digital Services will support LUU Teams to migrate fully across to meet our end-of-November deadline to complete migrate away from Google
--
TEMPLATE FOR EMAIL OUT-OF-OFFICE
We are in the process of moving to our new Microsoft @luu.ac.uk workspace. Whilst I will be checking this account (XXX@leeds.ac.uk) during the transition period - until end November 2025 - you will be able to get hold of me more easily on (XXX@luu.ac.uk).
Please use this for:
Email
Meeting requests
Sharing documents
Teams
Thanks for your understanding!
*** Name ***
*** JOB ROLE ***
Leeds University Union
Leeds University Union, Lifton Place, Leeds, LS2 9JZ.
Together we’ll make sure you love your time at Leeds.
Leeds University Union is a registered charity no. 1136742 and a company limited by guarantee registered in England and Wales no. 7284768.
Friday 18th July
ONE WEEK TO GO!
Not long now before we start switching the first teams over to our new @LUU.AC.UK accounts, and swapping or upgrading your laptop.
KEY THINGS YOU NEED TO KNOW:
Your team Microsoft Champion will coordinate with you as to the time to exchange your laptop
As per the briefing in the summer staff conference, you will get a NEW @LUU.AC.UK account and use this for your laptop/PC login and email.
However, we ARE NOT deactivating @Leeds.ac.uk accounts immediately - timescale to follow - and we will be migrating away from Google by the end of November - see Calendar for more information
We will LOSE ACCESS TO O:\ Drive (excluding Finance team) at the END OF JULY - Please liaise with Digital Services on the Digital TIDY UP if you have any concerns
We will be switching over to our new Printers at the start of August, however this may mean we will have to print from USB for a couple of days, since the change of laptops means the university will alter our network security
Our phone system (3CX) will change at the start of September to TeamsVoice.
We will be supporting teams to transition away from Google in October and November - shared drives will be copied across to SHAREPOINT, as will personal folders
Our next Workspace Migration Drop-in for Managers (TEAMS) is 4pm on Wednesday 30th July
Further reading
Summer Staff Conference Presentation (LINK, PDF)
Thursday 27th March
Updates to the FAQs page around access to @leeds.ac.uk accounts after migration
Monday 10th March
Internal Working Group
We have setup an internal working group (members: Amrit Gata-Aura, Dairy Fan, Jessica Garnham, Karen Bradley, Matt Broadey, Max Camara, Rachel Emmott, Stephen Keeble) to act as a critical friend to the project and steer progress. The group first met on 26th February - key outcomes was the following guidance:
Make it simple for staff with "How do I...." to support us as we transition from two to one workspace
Provide guidance about things that will change (such as the global address book)
Provide some demonstrators that show staff how things will work, to address anxiety around the transition - we have feed this into our discussions with Littlefish
Make email formats clear - we use the format initial.surname@luu.ac.uk (e.g. j.hegarty-ditton@luu.ac.uk)
Ensure that shared mailboxes (e.g. Activities@...) are part of planning
The project team's follow-up is to engage with managers.
Design kick-off with Littlefish
LUU and a representative of the supporting university project team met with Littlefish last week to begin the process of designing our transition. There's a very technical focus to this but we will share any updates that may be relevant for staff.
Tuesday 25th February
During the LUU managers meeting yesterday, we let managers know that we are expecting the migration technical design process to be completed by the end of April. As we near that date, we will be able to start giving clear instructions such as "This will affect your team on this date, and you will be asked to do X, Y, Z".
Monday 17th February
We have launched this website (https://microsoft.luu.org.uk/) as part of our goal to ensure staff have regular updates about the project and can see how they will be affected and supported throughout the transition.
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