This post will conclude an 8-part series on the consequences of changing the login for Office 365. Overall, the effects of all these changes were fairly minor, partly due to the upfront communication everyone received, and partly because we still were not heavy users. Our IT people were on hand to get the sync clients up and running, and while I did need to help a few folks with OneNote anomalies, very few people had issues reconnecting their OneNote files. It also helped that SharePoint files were pretty much unaffected, which was another reason why we push for the use of SharePoint rather than OneDrive for our division.
Here are some other notes we found when working within the Desktop Office Suite, for your education:
Effects on Other Office Applications
If you receive a warning message while working on a document indicating that the sync is failing or asking you to sign, do the following.
- Check the account used by the application by going to File/Account. If “PID@w2k.starfleet.com” is being used, then sign into “PID@starfleet.com”.
- Now click “save as” and browse to appropriate location in your Microsoft OneDrive
- Locate the document you are working on
- Click “save” and application will update the path of saved document to match your new account
- If you are concerned that you have changes that may be lost, you can save the document to new location, confirm your changes are present, and then delete the older file
Another rather inconvenient, though known, consequence was that the OneDrive sync clients on our users’ desktops would no longer work since the login and therefore the path had changed. Our divisional IT group decided to take this opportunity and upgrade everyone’s sync client to the latest one, so the instructions for that portion reflect that. If you ever need to go through a transition like this, you might also use that as an opportunity to get everyone upgraded. Here’s what we told our users:
- Your sync client will no longer connect to your OneDrive. That means for those who access their OneDrive using the folder on their desktop will need to make some changes.
- You will need to sign out of your Office programs and then sign back in with your “PID@starfleet.com” information so that your Office programs can continue to connect to Office365.
- Your recent and pinned files in your Office programs may not be correct if they link to your OneDrive.
- Any existing links to your OneDrive files (such as those you may have sent in an email) are likely to break, so you will need to access any files others have shared with you through the “Shared with Me” link on OneDrive.
- Any OneNote files that live on your OneDrive will need to be reconnected. OneNote files on SharePoint should be largely unaffected.
General Rule of Thumb
Accessing documents using the O365 Web Apps works well and without issue. We recommend using the Web versions of the applications if you are experiencing issues. O365 Web Apps can be accessed by logging in to the Office 365 portal.
OneDrive Sync Resolution
- OneDrive Sync Client for Macintosh Workstations and Laptops will have to be reinstalled.
- Mac users will have to communicate with IT Support to reinstall the sync client.
Win 7 Operating System:
- OneDrive Sync Client for Workstations and Laptops with Windows 7 Operating system will have to be reinstalled.
- Windows 7 users will have to communicate with IT support for reinstalling the sync client.
Win 10 Operating System:
- Open application tray in the bottom right of your screen
- Right-click “OneDrive” and select settings
- Click Account tab and select Unlink This PC
- Click “Unlink account” tab.
- When unlink complete click Next
- Click “Use This Location“
- Click Next to start the sync process
- Click Open my OneDrive – Star Fleet Folder
- Make sure all the checkboxes turn green as Synching takes place.
A rather huge (though known) consequence of the login change was the effect it had on OneNote. With regular OneNote files, it was possible to reconnect the file fairly easily following the steps below. For staff and class notebooks it was another matter and we ended up needing to recreate those from scratch.
OneNote files located in SharePoint
Those who are using OneNote to access files located on SharePoint should only need to log out of Office and then log back in.
- FILE tab
- Sign Out
- Acknowledge all the warnings, and shut down all of your Office programs
- Open OneNote again
- FILE tab
- Account page
- Click Sign In
- Log in with your “email@example.com”
- The next screen will allow you to enter your password
- Making sure the checkbox “keep me signed in” is on so you only have to log in one time
- It should automatically connect all your services again
- Go to the Home tab
- Check all your notebooks
OneNote files in OneDrive
For those who have OneNote files that live on your OneDrive, follow the steps below.
To reconnect your file from within OneNote:
- Right-click on the OneNote file, choose properties
- Click on Change Location…
- Click in the location bar at the top of the page, and remove w2k_ from the address
Alternatively, you can close your OneDrive OneNote file, then go to your OneDrive online, open it in a browser, and then click Edit in OneNote. If you have more than one, do these steps one book at a time so you don’t forget which books you’re supposed to have connected to your OneNote.
For OneNote files that live in someone else’s OneDrive, you would follow the same procedure as above, or you might be best to close the OneNote file, then go to your OneDrive online, click Shared with Me, and locate the folder or the file, then click Edit in OneNote.
This is a series of posts of what you can expect if you change the login for Office 365 in your company after roll out.
Today’s post is about an unexpected consequence that, just like the Delve one, is pretty reasonable once you think about it, and affects the contact detail web parts on all of your SharePoint sites.
The contact detail web part shows a picture (if available) of a user, and has link to their Delve profile. It’s a built-in function of SharePoint. Those profiles were all linked to @w2k.vt.edu profiles which of course no longer exist.
So, you’ll need to connect with your site owners to update all their contact detail web parts if they are using them on their sites. If you have any subsites that have contact pickers, they will need to be reviewed and updated as well.
Updating a contact detail web part:
From the EDIT button in the top right hand corner of your page:
- Choose “Click here to add or modify a contact”
- On the Contact Details Tool Pane, click on the little address book below the contact field.
- Type the person’s last name in the Find field and hit Enter.
- Pick the correct person and choose OK.
- Click OK on the Contact Details Tool Pane.
- Save the page.
I need more than one contact on my page
Each contact detail box only allows one person, if you have page that needs to list two contacts and only one is listed initially, you will need to add a second contact detail box.
The way to add the second box is to first click where you want that second box to appear.
Then go to INSERT, then WEBPART.
Under Social & Collaboration there’s a Contact Details web part that you add to the page.
When you edit the contact, there are two things you need to do.
- Add the person to it
- Under APPEARANCE, change Chrome Type to None. That will hide the header of the web part. You’ll still see the header while you’re in edit mode, but it will go away when you save the page.
One unexpected, though perfectly reasonable, consequence, is that the links to the five people on the left hand side of your main Delve are now broken. That’s because the links points to an address that include w2k_vt_edu. Thankfully in this case, Delve only shows 5 people’s names on the left hand side, and so the remedy is fairly short and simple.
Search for the person’s name, last name first. Their name will likely show up twice. If the individual had an image uploaded to their Delve, click on the name with the image as that is the correct one. If the individual did not have an image uploaded the profile names will look the same, and thus it will be trial and error until you find the correct one.
Another alternative to get your five people back, is to visit your community site if you have one and click on Members. If they are listed there, clicking on their name or picture will bring up their Delve profile, and voilà, you’re connected again.
If you don’t see your coworker in the Members page, encourage them to visit the community site and participate in at least one of the discussions or challenges on the discussion list, or click the Join link on the Members page.
To simplify our login process for Office 365 and SharePoint, our central IT folks ran a script that changed our login IDs from [pid]@w2k.vt.edu to [pid]@vt.edu. While the login transition appeared to have gone smoothly, we did have some expected and unexpected consequences. One of the expected consequences was broken links in emails about shared files.
It’s the emails that look similar to the one below:
When you click on the link, you will get a strange little message that looks something like this:
HTTP/1.1 200 OK
Date: Wed, 02 Mar 2017 13:50:33 GMT
To get to the file, remove w2k_ from the link address bar, to where the address link now reads pid_vt_edu. If I then go to Edit Workbook and Open in Word or Excel, I can link that file to my “recent” files in my Word or Excel.
Of course this w2k thing was specific to our company. Just bear in mind that if your company ever decides to change your login names, you’ll have your own version of this – it won’t be w2k and you’ll just need to customize these notes to your own changing scenario.
If your team does a lot of sharing, that process may be a little laborious. How else can we find our files?
Many of the them, you’ll be able to find in your Shared With Me link from your OneDrive, but not all – only the files that the original person shared with you.
I had a case where Person 1 had shared a file with Person 2, who then shared the file with me. Those files are not showing in my “Shared with me” link in my OneDrive.
I only found them by finding Person 1 in Delve, clicking on their OneDrive link, and then clicking on Our files.
The first indications of change: Skype for Business
My first indication of change was that I got logged out of Skype for Business. When I logged back into Skype for Business with my @vt.edu I decided it also might be best to just sign out of Microsoft Office completely, reboot my computer and then log in without the w2k.
Now that you have your new login for Office 365 you will need to change that for Skype for Business.
When you get to your login screen, you may need to click on the gear and choose FILE => Change Sign-In Address
From there you’ll be taken to a screen that will allow you to change your sign-in address. From there, you can log in and get yourself connected to Skype for Business.