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Microsoft 365

Blog: Microsoft 365 at SU

Thursday, June 26th, 2025

(Blog updated July 2025) 

Microsoft 365 (M365) is Stellenbosch University’s cloud-based productivity platform, supporting the University’s day-to-day academic, administrative, and research activities. As part of our Education Enrolment Solution (EES) subscription agreement with Microsoft, all SU stakeholders receive access to a powerful suite of digital tools and services, including cloud-based OneDrive storage to access your files from anywhere, the latest Office applications such as Word, Excel, PowerPoint and Outlook, and the ability to install applications on multiple devices.

We will be unpacking each of these tools and services in more detail in future blog updates, starting with OneDrive, as important changes are being introduced that may affect your usage.

OneDrive storage: Be prepared for changes

OneDrive is your personal cloud storage space for syncing and accessing your files across devices. In line with Microsoft’s global policy updates for educational institutions, changes to cloud storage are being rolled out across universities worldwide and Stellenbosch University also need to implement these changes. These changes by Microsoft apply to educational institutions worldwide – not just Stellenbosch University – and we are required to comply to maintain continued access to Microsoft 365 services.  

Timeline of communication

Since July 2024, the IT Division has kept staff and students informed about upcoming changes to Microsoft 365 cloud storage. The initial announcement in July 2024 explained Microsoft’s revised storage policies for universities worldwide, as well as SU’s extension until August 2025. This year, reminders were sent out starting in June 2025 about the phased OneDrive storage changes and the need to clear unused data. Targeted communications were sent in July to staff with storage exceeding the OneDrive storage quota, reassuring them about data backup via Rubrik and informing them about ongoing efforts to explore additional storage options for OneDrive, particularly for users with large institutional data. We will continue to provide updates to support the SU community throughout this process.

What you need to do

Understanding Rubrik: SU’s backup solution for Microsoft 365

Are you worried about deleting something important? That is where Rubrik comes in. Rubrik is the University’s secure backup solution, currently available for staff and selected users. It automatically backs up your data from OneDrive, Outlook, Teams and SharePoint daily.  

Understanding storage: OneDrive and Rubrik 

Imagine your OneDrive as a suitcase. You carry it every day with the files (or “clothes”) you are actively using. However, when it becomes too full, it’s challenging to find anything or fit new items in. Rubrik is your wardrobe at home. It safely stores everything you don’t need to carry every day but still want to keep. That winter coat or important document? It is packed away and accessible when you need it – just not in your everyday bag. So, when you declutter OneDrive, you are not deleting – you are making space, knowing your data is safe. 

Why self-service recovery matters at SU 

When a lecturer misplaces research notes or an administrative officer accidentally deletes important meeting notes, time is of the essence. Previously, a request to have files restored would go to the IT team, but with Rubrik’s Self-Service Recovery, SU staff can restore their own files and emails – quickly, securely and without needing to log a request. 

How it works 

  1. You log in to Rubrik using your SU credentials: https://sun.my.rubrik.com/ (Your account has already been set up by the IT team, so you can just follow the link and log in using the Single-Sign On (SSO) option).  
  2. Search and select the file(s) or email(s) to restore.
  3. Rubrik restores it to its original location. 
  4. You receive a confirmation email. 

WATCH: Learn how to use Rubrik for backups 

Need help navigating Rubrik? Watch our short step-by-step video to see how to back up, recover and manage your files using the Rubrik platform. It is a quick and easy guide to get you started.

FREQUENTLY ASKED QUESTIONS (FAQs) 

Q: Can I use Rubrik to back up all my files? 
Rubrik automatically backs up your SU Microsoft 365 content – including OneDrive, Outlook, Teams and SharePoint – if your account is included in the backup policy (primarily staff and selected users). 

Q: How often does Rubrik back up my data? 
Backups are done daily, with additional weekly, monthly and yearly retention policies for staff accounts. 

Q: What is the difference between Rubrik and Online Archiving? 
Online Archiving helps manage mailbox size within Outlook by moving older emails to an archive. Rubrik, on the other hand, is a separate backup tool that allows for full file/email recovery even after deletion. 

Q: I received an email from the Microsoft Groups Team about a Teams group set to expire. What does this mean? 
This refers to an existing Microsoft 365 Group that was created for file sharing or collaboration. These groups may contain files that are no longer actively used. As part of Microsoft’s storage policy updates, inactive groups (and their storage) are being phased out. If the group is still relevant, you may need to renew it by clicking on the Renew group button in the email you received and following the steps.  

We will continue to update this blog with new information and helpful tips. Still need help? Please log a request via the ICT Partner Portal 

(The Afrikaans version of this communication will be made available soon.) 

Upgrade to Windows 11 now available on compatible devices

Thursday, May 15th, 2025

Stellenbosch University’s Information Technology Division is rolling out upgrades to Windows 11 to ensure all university devices remain secure, up to date and optimised for performance. With Microsoft ending support for Windows 10, it is critical that devices transition to Windows 11 to continue receiving security updates and technical support.

The IT configuration team has now made the Windows 11 upgrade available to all compatible Windows 10 devices. If your device is eligible, you can complete the upgrade at a time that suits you.

How to upgrade

If your device is compatible:

1.Click on Start > Settings > Update & security > Windows update.

2. Look for Windows 11, version 24H2 under View optional updates.

3. Select Download and install to begin the upgrade.

4. You can continue working while the installation takes place. You’ll be prompted when a restart is required.

If you do not see the Windows 11 upgrade listed, your device may require assessment. Please log a request via the ICT Partner Portal, select “Upgrade my computer and complete the form. A technician will then contact you to assess your device and advise on the next steps.

Why upgrade?

  • Enhanced security: Windows 11 includes advanced security features and improved integration with Microsoft Defender for Endpoint, providing better protection against modern cyber threats.
  • Improved performance: Experience faster start-up times, better power management and optimised performance – particularly on newer hardware.
  • Modern software compatibility: Windows 11 is designed to support cloud-based platforms, AI-enhanced applications and modern productivity tools, all in line with SU’s governance and compliance standards.

What happens if you don’t upgrade?

  • Increased security risks: Without critical updates, Windows 10 devices become vulnerable to malware, ransomware and data breaches.
  • Compliance concerns: Using unsupported software can lead to non-compliance with SU’s cybersecurity policies.
  • Reduced efficiency: Older systems often slow down and are harder to maintain, leading to productivity loss and increased support needs.

What if my device isn’t compatible with Windows 11?

Some older devices may not meet Windows 11’s hardware requirements. If your device is ineligible, it may be time to upgrade. You can request a quote for a Windows 11-compatible device by logging a “Get new hardware request via the ICT Partner Portal.

Don’t delay – upgrade today

Upgrading to Windows 11 isn’t just a visual update – it’s a critical step towards a more secure, efficient and future-ready digital workspace. While transitions can bring short-term inconvenience, the long-term benefits far outweigh the risks of staying on outdated software.

Navigating Microsoft 365 changes

Friday, July 19th, 2024

Changes to Microsoft 365 storage plans from 1 August 2025 

Globally, Microsoft announced a change in their storage plans for the Enrollment for Education Solutions (ESS) upon contract renewal. This includes Stellenbosch University (SU). Similar to Google’s recent storage updates, these changes are designed to enhance security, minimise environmental impact and promote educational innovation. 

These changes were initially set to take effect on 1 August 2024. However, following a successful business case presentation, SU has received an extension until 1 August 2025. This means the changes will not immediately impact you as a user, but we would like to encourage you to collaborate with IT to manage your storage efficiently in the interim.

Please see the guide: Microsoft 365: Use your storage effectively  

 

 

OneDrive and SharePoint file versions

File versioning in SharePoint and OneDrive keeps a detailed history of changes, including the date/time and the user who made the change. Users with appropriate permissions can view, delete and restore specific versions if they have the correct permissions. SharePoint automatically saves versions when you click “Save” or autosave every few minutes. 

Your files are automatically saved as versions, allowing you to track changes and revert to older versions if needed. 

For security reasons, file versioning for OneDrive and SharePoint will be limited to five versions (to restrict access to a limited number of files). You will be notified when this limit is reached

How to view previous versions of a file

  1. Open the file you want to view.

  2. Click the title of your file and select Version history

  3. Select a version to open it in a separate window.

  4. If you want to restore a previous version you’ve opened, select Restore.

*Source: Microsoft Support

 

 

MS Teams recordings

MS Teams recordings will now be retained for 60 days by default. After this period, recordings will automatically be deleted. We recommend that minutes be taken as soon as possible after the meeting and that recordings be deleted as soon as the minutes have been approved.

Other things to note:

  • When a recording is deleted due to the expiration setting, you will receive a notification on the recording:

           

  • Watching the recording won’t affect the expiration date.
  • The person who initiates the recording is the owner. Only the owner can delete the recording.

 

 

Outlook online archiving

An Outlook online archive mailbox can store older email messages where they won’t occupy space in your primary mailbox. This specialised mailbox appears alongside your other mailbox folders in Outlook. Emails older than one year will be moved automatically to Outlook’s Online Archive (no user action is required).

Operating system: Outlook for Windows

  1. Open your Windows Outlook mail. 
  2. In the folder list panel, locate the Online Archive folder. 
  3. Optionally, explore existing Online Archive folder contents. 
  4. Drag and drop email messages to and from your archive folder as needed. 

Operating system: Outlook for Mac 

 Your Online Archive folder will appear in Outlook for Mac if you have a Microsoft 365 account. 

  1. Open Outlook for Mac. 
  2. Find and expand your Online Archive folder in the folder list to see its contents. 
  3. Drag and drop email messages to and from your archive folder as needed. 

Note: New Outlook for Mac supports only the mail module. If you moved folders, calendar items, contacts, tasks, or notes to your archive in any other version of Outlook, such as Outlook for Windows, you won’t be able to view them in the online archive mailbox using the new Outlook for Mac. 

 

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