Topics Map > Features and Functionality
Microsoft 365 - Reduced access to services due to an affiliation change
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.
Backing up your data
- Leaving the University of Wisconsin-Madison
- Leaving the University recommendations for HR/Managers/IT Support/Collaborators
Reduced access email notifications
The reduced access email notifications will include the following information:
- awareness of upcoming access change to Microsoft 365 services
- current affiliation group
- new affiliation group
- date when the change will go into effect
The following are some examples of scenarios when affiliation changes will trigger the series of reduced access email notifications:
- faculty retires and receives continued access to campus IT services
- faculty receives emeritus status
- former student
Example of reduced access email notification
Sent: May 27, 2020 12:42 PM
To: Bucky Badger <bbadger@wisc.edu>
Subject: Your access to UW-Madison Office 365 services is changing soon
Hello Bucky,
Your access to UW-Madison Microsoft 365 services will change on August 24, 2020.
On August 24, 2020, the UW-Madison Office 365 license for your NetID "bbadger" will change from group A to Group D. Learn more about this group change here: https://kb.wisc.edu/62576. You will continue to have your current level of access to UW-Madison Office 365 services until this date.
Before August 24, 2020:
- Review the services that change for your account
- Backup or transfer ownership of data
If you have any questions, please contact the DoIT Help Desk at https://it.wisc.edu/help.
Thank you,
UW-Madison Office 365 Team
Productivity and Collaborative Solutions (PCS)
Division of Information Technology (DoIT)
University of Wisconsin-Madison
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.
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M365 Eligibility Groups |
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A |
B |
C |
D |
E |
M365 Services/Applications |
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Exchange Online Only* |
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X |
X |
X |
Exchange Online |
X |
X |
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Personal Bookings |
X |
X |
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Forms |
X |
X |
X |
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Office Pro Plus** |
X |
X |
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M365 Web Apps |
X |
X |
X |
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OneDrive for Business |
X |
X |
X |
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PowerApps |
X |
X |
X |
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SharePoint Online |
X |
X |
X |
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Teams |
X |
X |
X |
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To-Do |
X |
X |
X |
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* 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
See Also
- Leaving the University of Wisconsin-Madison (Microsoft 365, Google Workspace, Box, Qualtrics, Zoom Workplace)
- Help Desk - Leaving the University recommendations for HR/Managers/IT Support/Collaborators
- Microsoft 365 - What features are included in Microsoft 365?
- Microsoft 365 - What should I expect when I am no longer a Faculty, Staff, or Student?
- Microsoft 365 - Backup OneDrive for Business data
- Microsoft 365 - Your subscription has expired error
- Microsoft 365 - What version of Microsoft Office is affected by a license change?
- Microsoft 365 (Windows/MacOS) - How are Office applications (Outlook/Word/Team, etc.) authenticated/configured?
- Microsoft 365 - How will a license change impact the Microsoft 365 license I purchased from the DoIT Tech Store?
- Microsoft 365 - What are recommended productivity tools after a license change?
- Microsoft 365 - Preserving organizational data due to a position change or retirement
- Microsoft 365 - UW-Madison student licensing
- Help Desk - Deactivation Timeline for Microsoft 365, Google Workspace, Zoom, Box, Qualtrics