Frequently Asked Questions
General FAQ
- What are the data protection arrangements for UCC?
- How secure is O365?
- Will all mailboxes go to the cloud?
1. What are the data protection arrangements for UCC?
Prior to moving to Office 365 the data protection implications were reviewed by UCC’s IT Services and Office of Corporate & Legal Affairs (OCLA). UCC is the data controller under its contractual arrangements with Microsoft and therefore UCC (from a data protection perspective) remains in control of all staff data while it is in possession of Microsoft. The European Commission data processor model contractual clauses are contained in the UCC contract with Microsoft. This is the recommended alternative legal basis to Safe Harbor certification that covers transfers that may occur outside the EU. If you have any data protection queries, please contact the Information Compliance Officer at foi@ucc.ie.
2. How secure is O365?
Microsoft Office 365 is regularly independently audited and certified against several Information Security and Data Protection standards including ISO27001, FISMA and Fedramp. Prior to moving to Office 365 the data protection implications were reviewed between IT Services and OCLA. The required data processer and EU model contractual clauses were signed to protect our data regardless of the invalidity of Safe Harbour certification. If you would like further information on Microsoft’s Office 365 privacy features or security and compliance features, please refer to:
https://products.office.com/en-us/business/office-365-trust-center-top-10-trust-tenets-cloud-security-and-privacy
https://products.office.com/en-us/business/office-365-trust-center-welcome
3. Will all mailboxes go to the cloud?
UCC IT Services have implemented a hybrid deployment of its email service using Microsoft Office 365, allowing for mailboxes on servers located in UCC and/or in Microsoft’s data centres but presented as a single service. This provides optimal flexibility for UCC’s needs. The on-premises mailboxes are only for functional/service mailboxes where there is technical requirement to keep them on the campus network (eg: the server that requires a mailbox cannot be connected to the internet). On-premises mailboxes will not be provided to individual users.
If you require more information on this, please email helpdesk@ucc.ie
Email FAQ
- How do I get an email account?
- What is the size limit?
- What operating systems are supported for the Outlook Client?
- What versions of Outlook Client are supported?
- What browsers are supported for the web client for email?
- How do I change my password?
- Can I unsubscribe from All Exchange Users?
- How do I send to the All Staff Distribution List?
- Quarantine - What is Quarantine?
- Quarantine - How long are messages kept in the quarantine?
- Quarantine - Can I release or report more than one quarantined message at a time?
- Quarantine - Can I check what’s in the Quarantine or do I have to wait for the email?
- Quarantine - Do all Quarantined messages appear in the email?
- Quarantine - Will I receive a response from reporting email as not Junk?
- Quarantine - If I have a SPAM rule will it continue to work?
How do I get an email account?
Contact the Helpdesk at extension 2120
The helpdesk will require:
- the users name,
- department,
- staff number
- and contact details
If the user does not have a staff number, or if the users staff number has not yet been processed, then the head of department or school manager should request an account for the user through our Online Service Desk http://servicedesk.ucc.ie under 3. Email & Account requests. After the email account has been set up the user will be contacted by IT Services with their email details.
What is the Size Limit?
The size limit is a 50 GB of mailbox space. there is an additional 100 GB archive available by request. We only recommend implementing this when you are low on space in your mail mailox.
What operating systems are supported for the Outlook Client?
PC: Windows 10, Windows 8.1, Windows 8, Windows 7 Service Pack 1
Mac: Mac OS X 10.10
For the best experience, use the latest version of any operating system.
What versions of Outlook Client are supported?
Office 365 works with any version of Office in mainstream support: the latest version of Office for PC and MAC, Office 2016 for PC, and Office 2016 for Mac. Previous versions of Office clients, such as Office 2010 and Office 2007, may work with Office 365 with reduced functionality.
What browsers are supported for the web client for email?
The current or immediately previous version of Internet Explorer; the current version of Microsoft Edge, Safari, Chrome, or Firefox.
How do I change my Password?
You can wait until prompted and follow the on-screen instuctions or you canuse our self service password reset tool and change/reset it online at any time.
If you need any more information please contact the Staff IT Helpdesk.
Can I unsubscribe from the Circulation List (All Exchange Users)?
Yes. If you wish to stop getting emails from the Circulation List (AEU), please contact the staff IT Helpdesk and ask to be removed. Please note, if you are removed from All Exchange Users, you will not be able to send to the list.
Please remember to put the Circulation List (AEU) email address in the To or CC field in your email, to allow recipients to adeuqately filter these emails in their own inboxes.
How do I send to the All Staff Distribution List?
The All Staff distribution list is a restricted list maintained solely for University business. To get access to send to this list, please contact Ms Veronica O'Rourke in the Office of Corporate and Legal Affairs.
Please note that no other promotions such as buying and selling items, advertising accommodation etc. are permitted and these should instead be directed to the Circulation (All Exchange Users) List.
Please remember to put the All Staff email address in the To or CC field in your email, to allow recipients to adeuqately filter these emails in their own inboxes.
Quarantine - What is Quarantine?
Rather than prepending **SPAM ?** to the subject of emails being detected as SPAM, they will now be held in Quarantine until they are released by you. Each day, a digest email will be sent to your mailbox showing the emails that have been quarantined since the last email was sent. You can release those incorrectly quarantined and ignore the rest. These will be automatically deleted after 15 days.
Quarantine - How long are messages kept in the quarantine?
By default, spam-quarantined messages are kept in the quarantine for 15 days, while quarantined messages that matched a transport rule are kept in the quarantine for 7 days. After this period of time the messages are deleted and are not retrievable.
Quarantine - Can I release or report more than one quarantined message at a time?
The ability to release or report multiple messages at once is not currently available from within the email messge. You can however do this by navigating to the web interface https://admin.protection.outlook.com/quarantine and logging in.
Quarantine - Can I check what’s in the Quarantine or do I have to wait for the email?
You can check the end user spam quarantine at any stage by navigating to https://admin.protection.outlook.com/quarantine and logging in.
Quarantine - Do all Quarantined messages appear in the email?
Each email shows email that has been quarantined since the previous email. It does not contain a list of all email in your Quarantine.
Quarantine - Will I receive a response from reporting email as not Junk?
No. The message will be analysed and the results feed back into the detection process. There will be no communication with you for reporting the email.
Quarantine - If I have a SPAM rule will it continue to work?
If you have a rule to perform some action on messages tagged with “***SPAM?**” this will no longer work. This is because messages will no longer be tagged as SPAM but instead sent directly to quarantine. If you have a message based on some other attribute, then this will continue to work.
Office Pro Plus FAQ
- How can I access MS Office Pro Plus as a UCC Staff Member?
- What is included with Office 365 ProPlus subscription licence?
- Who can access this service?
- What happens if I leave UCC?
- How many machines/devices can I run this subscription on?
- Is this the full version of Office and available for offline use?
- How is this different from Office 2013 Professional Plus?
- What applications come with Office 365 ProPlus for PC?
- What applications come with Office 365 ProPlus for Mac?
- What applications come with Office 365 ProPlus for iPhone?
- What applications come with Office 365 ProPlus for Android?
- What are the minimum system requirements?
- I'm still having trouble?
1. How can I access MS Office Pro Plus as a UCC Staff membert?
- Go to http://www.ucc.ie/o365
- Logon using your @ucc.ie email address and password
- Click on Office 365 in the top left hand corner to be taken to your download section
- Start downloading your office applications!
2. What is included with MS Office ProPlus subscription licence?
- Office 365 ProPlus for PC
- Office 365 ProPlus for Mac
- Office Mobile for iPhone
- Office Mobile for Android
3. Who can access this service?
Any core UCC Staff member or retired member with an @ucc.ie email account.
4. What happens if I leave UCC?
Your MS Office subscription is valid while you are employed by UCC. You may enroll into other consumer or commercial offers available. You should make sure to transfer all your personal files from your University OneDrive to your personal OneDrive prior to graduation. At expiration, the Office applications enter a reduced-functionality mode, which means documents can be viewed but it isn't possible to edit or create new documents. In addition, online services associated with the @ucc.ie email address, for example Office Online and OneDrive, will no longer work.
5. How many machines/devices can I run this subscription on?
Each subscription licence allows you to run Office on up to five machines being Mac or PC. You can also run Office Mobile for Android or Office Mobile for iPhone on up to 5 mobile devices.
6. Is this the full version of Office and available for offline use?
Yes, this is the full Office on the PC, Mac, iPhone and Android platform and all are available for offline use.
7. How is this different from Office 2013 Professional Plus?
The Office 2013 applications are exactly the same however there are some differences including patching, licence sign in for usage and Click-to-run (C2R) technology for rapid installs (2 minutes for quick usage).
8. What applications come with Office 365 ProPlus for PC?
Word, Excel, Powerpoint, OneNote, Access, Publisher, Outlook, Lync, InfoPath
9. What applications come with Office 365 ProPlus for Mac?
Word, Excel, PowerPoint, Outlook
10. What applications come with Mobile for iPhone?
Word Mobile, Excel Mobile, Powerpoint Mobile.
11. What applications come with Mobile for Android?
Word Mobile, Excel Mobile, Powerpoint Mobile.
12. What are the minimum system requirements?
To install MS Office your system must meet the minimum requirements, click here for information.
You can find troubleshooting information here. If you need further support please call our IT Helpdesk on ext 2120 or email us at helpdesk@ucc.ie
One Drive FAQ
1. What is the size limit?
2. What is the item limit?
3. How do I share files and collaborate on them?
The size limit is a huge 5TB of space.
One Drive for Business allows you to sync up to 20,000 files.
3. How do I share files and collaborate on them?
Please see the how-to guide here.
Skype for Business FAQ
1. Can I use Skype and Skype for Business on the same computer?
2. What is the difference between Skype and Skype for Business?
3. Can I ring telephones from Skype for Business?
4. Is there a mobile app for Skyoe for Business?
5. Can I call Skype users or only Skype for Business users?
6. How do I add a contact outside my organisation?
1. Can I use Skype and Skype for Business on the same computer?
Yes. Both versions of Skype will work side by side but Skype for Business has some added features that are not available in the standard version.
2. What is the difference between Skype and Skype for Business?
Skype for Business ahs all the features of Skype plus extra. More details are available here: https://support.skype.com/en/faq/FA34551/what-s-the-difference-between-skype-and-skype-for-business
3. Can I ring telephones from Skype for Business?
Currently there is no integration between our Skype for Business implementation and the telephony system so calls cannot be made to telephone numbers.
4. Is there a mobile app for Skype for Business?
Yes, there apps available in the iOS (Apple), Android (Google) and Windows (Microsoft) stores. You may need to search for Lync the previous name for this product.
5. Can I call Skype users or only Skype for Business users?
Yes. You can add them through the add contacts section and choose add someone that is not in my organisation.
6. How do I add a contact outside my organisation?
In the Skype for Business main window, select Add a contact 
> Add a Contact Not in my Organization > Skype for Business
Fill in the IM address (normally the same as their email)
(Optional) Choose a group and privacy relationship for this contact.
Click OK
University Applications FAQ
1. What applications are available?
2. How do I get my applications here?
1. What applications are available?
- Core ESS - Human Resources Employee Self-Service Application
- Aggresso - Online Financial Management System
- Service Desk - IT Services call logging system
As more applications are tested, they will be made available here.
2. How do I get my applications here?
If you are the services owner of a University application that is available through a web interface, contact o365@ucc.ie to discuss your requirements and look at the feasibility of presenting your application through Office 365.