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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.

Backing up your data


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
  • faculty no longer employed by UW-Madison but is a UW-Madison alumni
  • former student

Example of reduced access email notification

From: Productivity and Collaborative Solutions <>
Sent: May 27, 2020 12:42 PM
To: Bucky Badger <>
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: 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

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

Note: In general, UW-Madison paid employees fall into groups A and B. Individuals who are not paid are more likely to be in groups C, D, or E. There are exceptions.

table provides listing of M365 plans assigned to an account depending on a customer's affiliation
Microsoft 365 Plans A B C D E
Office 365 services/licenses
Azure Active Directory Premium (Plan 1) X X
Azure Information Protection Premium (Plan 1) X
Azure Rights Management X X X
Cloud App Security X X
Cloud App Security Discovery X X
Exchange Deskless X X X
Exchange Online * X X X
Exchange Online (Plan 2) * X X
Flow X X X
Forms X X X
Information Protection for O365 Standard X X
Insights by MyAnalytics X
Minecraft Education Edition X X
Office Pro Plus (Desktop Apps) X X
Office Web Apps X X X
OneDrive for Business X
Planner X X X
PowerApps X X X
Power Virtual Agents for Office 365 X
SharePoint Online X
SharePoint Online (Plan 2) X X
Skype for Business Online (Plan 2) X X X
Stream X X X
Sway X X X
Teams X X X
To-Do (Plan 2) X X X
Universal Print X
Whiteboard (Plan 2) X X
Windows 10 Enterprise X X
Yammer Basic X X X

* Exchange Online provides access to email, calendar, people, contacts, and tasks.

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OwnerO365 S.GroupMicrosoft 365
Created2016-04-07 13:48:57Updated2024-06-27 13:59:10
SitesDoIT Help Desk, Microsoft 365
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