Archives

Video Content Management (MS Stream)

Product overview - Free business icons  Overview and Key Features:

Microsoft Stream is a secure video service that allows you to share recordings of classes, meetings, presentations, training sessions and related videos. With Stream, users can access their videos on multiple devices from any location and deliver both live and on-demand videos to curated audiences.

 

Help - Free computer icons   Getting Started:

To access Stream, sign in to your UTmail+ account (Outlook). Then, click on the application launcher (the waffle icon in the top left corner) and select Stream

Storage Note

It’s important to note that, unlike Stream Classic, the new Stream integrates with Microsoft 365, allowing for video files to be stored and shared directly within OneDrive or SharePoint which may impact storage quotas.

 

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Recommended External Resources

Service Level: Basic support only

MS Power Platform

Product overview - Free business icons   Overview and Key Features:

Microsoft Power Platform is composed of two key products and other services: Power Apps and Power Automate.

  •  Power Apps: Microsoft Power Apps is a suite of apps, services, and connectors, as well as a data platform, that provides a rapid development environment to build custom apps for your business needs.
  • Power Automate: Microsoft Power Automate is used to automate repetitive business processes. Beyond simple workflows, Power Automate can send reminders on past due tasks, move business data between systems on a schedule, talk to more than 600 data sources or any publicly available API, and can even automate tasks on your local computer like computing data in Excel.

   

Help - Free computer icons   Getting Started:

Power Apps and Power Automate are available to all full-time staff and faculty.

Once you receive confirmation, log in to your online Outlook/UTmail+ account and click on the waffle in the top left corner. Click on “All apps”. Select the Power Apps or Power Automate tool.

If you don’t see Power Apps and Power Automate under your M365 apps launcher, please check your eligibility Microsoft 365 Licensing – Toolkits for staff, faculty, students and other community members and ask your local IT helpdesk to submit a Microsoft 365 License Exception Request.

Get Started with Power Platform environments (FAQ and best practices).

 

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Overview of Microsoft Power Platform (Microsoft)

Support Level: License provisioning and Governance only.

Task Management Tools (MS Planner)

Product overview - Free business icons   Overview and Key Features:

Microsoft Planner is a simple way to organize teamwork and manage tasks.  With Planner, you can bring teams, tasks, documents and conversations together in one place.

Use Planner to create a project plan, assign tasks to a team of individuals and update the status of your tasks. In Planner, each project can be organized visually with a plan board. Using the board, you can organize tasks into buckets, categorize tasks based on their status and easily drag and drop tasks between columns.

 

Help - Free computer icons   Getting Started:

To access the OneDrive Web interface, sign in to your UTmail+ account (Outlook). Then, click on the application launcher (the waffle icon in the top left corner) and select Planner.

Open a ticket in the Enterprise Service Centre (ESC) to request more information.

 

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Search the Knowledge Base for more information about MS Planner.

Support Level: Basic support only

 

Online Forms and Surveys (MS Forms)

Product overview - Free business icons   Overview and Key Features:

With the Microsoft Forms tool, you can create surveys, polls and formative quizzes – and easily see results as they come in. When you create a survey or form, you can invite others to respond to it using any web browser, even on mobile devices. As results are submitted, you can use the lightweight, built-in analytics to evaluate responses. Form data can be easily exported to Excel for additional analysis.

The Microsoft Forms tool provides basic functionality for forms and surveys. It offers time-saving and efficient features, including:

  • Re-usable template forms.
  • The option to add pictures and videos to your survey.
  • Collaborative design that allows you to co-edit forms with colleagues.

   

Help - Free computer icons   Getting Started:

Log in to your online Outlook/UTmail+ email account and click on the waffle in the top left corner. Select the Forms tool.

 

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Open an incident ticket using Enterprise Service Centre (ESC)

Support Level: Basic support only

Appointment Scheduling Services (MS Bookings)

Product overview - Free business icons   Overview and Key Features:

Microsoft Bookings is a scheduling tool that allows you to keep track of appointments and clients. With Bookings, clients can easily access your booking page at any time to find the appointment slot and service that they need. For example, an instructor at U of T might use Bookings to schedule office hours.

Bookings provides an excellent alternative to phone or email appointment scheduling: a simple, customization webpage lets your clients find available times and book appointments 24/7. Once an appointment is booked, your client will receive a confirmation email and calendar invitation.

 

Help - Free computer icons   Getting Started:

  • Access:

UTmail+ Home

MS Bookings is available to all full-time staff and faculty. Once you have access, log into your online Outlook/UTmail+ account, open the app launcher (the waffle icon) in the top-left corner, select All apps, and choose Bookings.

You can also use Bookings within Microsoft Teams. Just open Teams, select the three-dot (More added apps) menu, and look for Bookings.

 

Question mark - Free communications icons   Get Help:

Access the Enterprise Service Centre (ESC) to open an incident ticket.

Support Level: Basic support only

Microsoft Application Review (mARC)

""   Overview and Key Features:

University of Toronto staff and faculty can request access to third-party applications that integrate with their U of T Microsoft 365 accounts. When the request is approved by the requester’s divisional IT administrator, it will be subject to review by the University’s Application Review Committee (ARC).

To maintain a secure integration of third-party applications and add-ins with Microsoft 365 products, we have implemented a comprehensive review process which includes the following steps:

  • Approval by Divisional IT Administrators: Your requested third-party application or add-in will be subject to approval by your divisional IT administrator(s). They will assess its compatibility with our existing systems and evaluate its potential benefits for the division.
  • Evaluation by the Application Review Committee (ARC): Our dedicated Application Review Committee (ARC) will carefully evaluate the suitability of the requested application or add-in.
  • Risk Assessment by Information Security: As part of our commitment to security, our Information Security team will conduct a thorough risk assessment of the proposed application or add-in to identify and mitigate potential security risks.

   

Help - Free computer icons   Getting Started:

   

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Considering the volume of requests received, the resolution of each request may require several weeks to months, depending on factors such as priority and resource availability.

We understand the importance of a timely review process. While your request is being processed, we recommend exploring approved third-party alternatives that are secure and cater to various user needs. To explore approved integrations, please visit this webpage.

Mobile Device Management

Product overview - Free business icons   Overview and Key Features:

The Telecommunications (Telecom) team within Enterprise Infrastructure Solutions (EIS) at Information Technology Services (ITS) manages the University of Toronto’s corporate mobile plans, which are available through the Provincial Vendor of Record agreement for staff and faculty whose departments cover the cost of both the device and the plan. Please note that the University does not offer corporate pricing for personal devices or plans. U of T’s preferred plan rates are significantly discounted compared to standard consumer rates, and the plan can be purchased with either a BYOD (Bring Your Own Device) option or a 3-year term.

Services:

  • U of T Corporate Mobile Plans

   

Help - Free computer icons   Getting Started:

Corporate Plans must be ordered by the department’s Business Officer.

We would like to remind the community about the requirements to enroll in the U of T Corporate Mobility plan

  • Employees must submit a request to their immediate manager for approval
  • The manager is to approve the request based on departmental requirements and budget and submit the request to their departmental business officer

The invoice must be paid directly by U of T. The Corporate plan is intended for departments that require their staff to use a cellphone for university business. It is not intended for individual use even if the individual plans to submit an expense reimbursement to their department.

 

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For assistance with eOrdering portal and access: voipsupport@utoronto.ca For assistance with Rogers corporate mobility accounts  voipsupport@utoronto.ca

Email List Management

""   Overview and Key Features:

Listserv is a platform used to create and manage automated mailing lists. It enables users to subscribe to targeted communications—ranging from system availability and service updates to school or departmental announcements and general newsletters.

When you subscribe, your request is automatically forwarded to the list manager for review and approval. Once accepted, you’ll receive a confirmation message indicating that your membership is active.

Help - Free computer icons    Getting Started:

 

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Search the Knowledge Base for how-tos and answers to commonly asked questions

Software Licensing and Distribution

""   Overview and Key Features:

The Licensed Software Office (LSO) negotiates and administers software license agreements with many vendors to decrease overall software costs to the University. The software can be purchased by U of T students, faculty and staff. However, depending on our agreement with the vendor, not all software is available to everyone.

 

Help - Free computer icons   Getting Started:

  • How to Purchase Software:

Software can be purchased online and downloaded from the web. If you have any questions, see our Software Download FAQ.

  • How to Download Purchased Software:

Purchased Software FAQ

software.utoronto.ca

  • Available Software List:

https://onesearch.library.utoronto.ca/ic/available-software

 

Question mark - Free communications icons   Get Help:

Contact the Licensed Software Office using the channels below:

lic.software@utoronto.ca
416-978-4990

Identity and Authentication Services

""   Overview and Key Features:

The University of Toronto’s central IT team manages and supports core Microsoft 365 infrastructure services to enable secure, seamless and efficient collaboration across the institution. As part of this service, we oversee daily operations related to identity management (Entra ID), email services (UTMail+) and authentication and access controls.

These services are foundational to supporting students, faculty and staff with access to Microsoft 365 applications including Exchange Online, SharePoint, Teams, and more.

Entra ID:

  • Identity lifecycle management for all users and groups
  • Microsoft 365 administrative role assignments and governance
  • Directory synchronization and federated identity configuration
  • Integration of third-party and in-house applications with the Microsoft 365 tenant

UTMail+ Email Services:

  • Management of mailbox operations for faculty, staff, and students
  • Email authentication configuration (SPF, DKIM, DMARC)
  • Handling eDiscovery, retention policies, and litigation hold
  • Anti-spam and anti-phishing rule management
  • Troubleshooting mailbox issues and delivery concerns

Authentication & Security Controls:

  • Management of Multi-Factor Authentication (MFA) policies
  • Privileged Identity Management (PIM) setup and role elevation
  • Conditional Access policies to protect University data and systems

 

""   Getting Started:

If you need assistance with any of the services listed above, please submit a ticket through the Enterprise Service Centre (ESC)

  •  Ticket Review and Fulfillment
    Our team will review the request, triage as needed and work with your department to address the issue or complete the requested task.
  •  Follow-Up or Escalation
    For complex or unresolved issues, further assistance will be coordinated with specialized support teams or vendor engagement if required.

 

""   Get Help:

If you’re looking to get started or have any questions or concerns, we recommend beginning by reviewing the relevant resources: