Microsoft 365 - Reduced access to services due to an affiliation change

If/when your affiliation/eligibility with UW-Madison changes, you will begin to receive a series of “reduced access” email notifications that will let you know that your access to Microsoft 365 services will be reduced.

Please note, this document is not intended to do the following:

Recommend an affiliation type a user needs to gain access to a service they would not be eligible for.
Determine why a user is losing access to certain services.
Advise HR departments or the Registrar's office on how to change a user’s affiliation type.

This document does not apply to individuals who leave and have no affiliation with the university (e.g., faculty/staff no longer employed by UW-Madison or students). These individuals will receive deactivation notifications.

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Reduced access email notifications

Affiliation groups and access to Microsoft 365 services

Eligibility for M365 Accounts and Applications is determined by a combination of factors including vendor contract agreements and campus funding decisions.

University Affiliation is determined by your faculty/staff appointment type and/or current student status. If you have questions regarding your current affiliation with UW-Madison, please contact the Office of Human Resources or your departmental HR office.

ELIGIBILITY GROUP DEFINITIONS (subject to change):

Groups A and B:

Current UW-Madison Faculty/Staff with PAID Appointments
Currently Enrolled UW-Madison Students
Student Employees

Groups C:

Contractors/Consultants
Emeritus Professors (designated as Emeritus with IT Services by HR)
Faculty/Staff with Zero-dollar Appointments (specifically designated by HR)

Groups D and E:

Former Student
Retirees
Emeritus Professors
Zero-dollar Appointments

Important: If you are changing from A/B to C/D/E, your mailbox quota size will be reduced from 100GB to 50GB - please make sure your current mailbox quota is below 50GB before the license change occurs. If your mailbox quota is over your allotted size, you will not be able send or receive emails.

	M365 Eligibility Groups
	A	B	C	D	E
M365 Services/Applications
Exchange Online Only*			X	X	X
Exchange Online	X	X
Personal Bookings	X	X
Forms	X	X	X
Office Pro Plus** (M365 Desktop Applications)	X	X
M365 Web Apps	X	X	X
OneDrive for Business	X	X	X
PowerApps	X	X	X
SharePoint Online	X	X	X
Teams	X	X	X
To-Do	X	X	X

* Exchange Online provides access to email, calendar, people, contacts, and tasks via the Web Client (link)

**Office Pro Plus includes desktop versions of Access, Excel, OneNote, Outlook, PowerPoint, and Publisher

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Doc ID:

62576

Owned by:

O365 S. in Microsoft 365

Created:

2016-04-07

Updated:

2025-05-02

Sites:

DoIT Help Desk, Microsoft 365

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Microsoft 365 - Reduced access to services due to an affiliation change

Microsoft 365 - Reduced access to services due to an affiliation change

Reduced access email notifications

Example of reduced access email notification

Affiliation groups and access to Microsoft 365 services

Eligibility for M365 Accounts and Applications is determined by a combination of factors including vendor contract agreements and campus funding decisions.

ELIGIBILITY GROUP DEFINITIONS (subject to change):

See Also