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O365 Tools Application

Overview

The O365 Tools Application includes two tools to assist IT staff to support PennO365 users:

  • The O365 Enrollment Tool determines if a person is eligible for PennO365 based on their data in PennCommunity.
  • The Override Tool can change a user’s school or center within PennO365, essentially making the user appear to belong to a different school or center for the purposes of PennO365.

To request access, please contact ISC Client Care at help@isc.upenn.edu.

    O365 Enrollment Tool

    The O365 Enrollment Tool displays the Penn Community data used by PennO365. Use the tool’s filter to generate a report of users. This tool should be used to verify that a user’s information is correct and that they are eligible before attempting to mailbox enable an account.

    The report displays the following information about each found record:

    • PennID
    • PennKey
    • Name
    • Institutional preferred email
    • Phone
    • Active Code
    • O365 primary affiliation (student or faculty/staff; used to determine if an override is needed)
    • Center (code)
    • Center name
    • Home org
    • SRS division
    • SRS school
    • All active affilations
    • O365 Ready (If “Yes”, user can be mailbox enabled)
    • Expires in days
    • Has mailbox (indicates that the user already has a mailbox enabled)
    • O365 center (the user’s center for PennO365)
    • Job org class title
    • Scheduled deletion date
    • Person description
    • First name
    • Last name
    • DN (information from Active Directory)

    The Override Tool can make a user appear to belong to a different school/center within PennO365 by changing the user's home division (for students) or home organization (for faculty/staff) in PennO365. Many aspects of PennO365 are based on a user’s center within PennO365, including automated mail routing creation and the ability of IT organizations to manage the account in Cloud Control.

    It is important to note that an override only affects the user within PennO365 and does not change any of the user’s data in other systems such as Payroll, Penn Community, or Student Record System (SRS). Also, to be eligible for a PennO365 account, users still need to have an active eligible affiliation within Penn Community. 

    Overrides should be applied by the IT organization that will be managing the user’s account. The primary reasons to apply an override to a user are:

    • The user’s eligible affiliation is entered manually into Penn Community (e.g., Courtesy, Service Provider) and therefore does not have a designated center.
    • The user’s PennO365 account is being sponsored and managed by a different school or center than the user actually belongs to.

    Beginning July 17, 2018, all PennO365 users will be required to have a center affiliation in order for a PennO365 account to be provisioned.  For users that do not have a center affiliation in Penn Community, an override must be applied before a PennO365 account is provisioned and a mailbox can be enabled.

    Additionally, you must create the appropriate override for the user’s primary affiliation, either “org” or “div”. If you do not, it will appear that an override has been created but it won't be a valid override and it will not take effect. Instead, you will see the override listed but there will be additional information in the “Errors and warnings column”.

    To apply an override to a student:

    1. Go to O365 Tools (https://o365.apps.upenn.edu/).
    2. Click on "Employee and student overrides".
    3. Select the “Student division” radio button.
    4. In the Person field, enter the PennKey username of the student. Select the user's record from the list that appears.
    5. In the Student division field, enter your division (i.e., your school) and select the appropriate name from the list that appears.
    6. Click Submit.

    To apply an override to a faculty or staff member:

    1. Go to O365 Tools (https://o365.apps.upenn.edu/).
    2. Click on "Employee and student overrides".
    3. Select the “Employee organization” radio button.
    4. In the Person field, enter the PennKey user name of the faculty/staff member. Select the user’s record from the list that appears.
    5. In the Employee organization field, enter your division (i.e., your school) and select the appropriate name from the list that appears.
    6. Click Submit.

    To view existing overrides, use the Filter the org/div overrides function. Overrides can be filtered by employee organization, employee center, student division, student or school, or you can view all.  

    After selecting the filter and clicking Submit, the Override tool displays the following information for each override:

    • Action (click “Delete" to remove an override)
    • PennID of user
    • PennKey or user
    • Type of override (Division or Organization)
    • Organization or Division code
    • Organization or Division Description
    • Center or school code
    • Center or school description
    • Errors and warnings