Office 365 - License types and affiliation changes FAQs

This document describes the two license types a UW-Madison affiliate may have, the applications/services these licenses have access to, and what to do when affiliation/license changes.

  •   Office 365 license types

    • Available Applications: Faculty/Staff/Student license: Alumni/Emeriti* license:
      Email X X
      Calendar X X
      People/Contacts X X
      Tasks X X
      Office desktop apps (Office 365 ProPlus) X
      Office online apps (Word/Excel/PowerPoint Online) X
      OneDrive X
      OneNote X
      Class Notebook X
      Sway X

      *Note: Eligible department affiliates, Special Authorization Campus Affiliates (SpecAuth), and HRS Persons of Interest (POI) are provided with Alumni/Emeriti licenses.

  •   How will Emeriti with paid appointments be affected?
    • Emeriti who have a paid appointment will continue to receive a Faculty/Staff/Student license. Emeriti with a zero-dollar appointment will be given an Alumni/Emeriti license.

  •   How will a license change impact the Office 365 license I purchased from the DoIT Tech Store?
    • If you purchased an Office 365 University 4-year license from the DoIT Tech Store, your license will not be impacted.

  •   How can I remove my UW-Madison account from my personal Microsoft account?
    • If you have a personal Microsoft account that uses the same email address as your UW-Madison account (e.g., to access OneDrive, you will need to remove your UW-Madison email address and replace it with a non email address to continue to use OneDrive with your personal Microsoft account.

      To update your email address for your personal Microsoft account, please do the following:

      1. Sign in to your Microsoft account:
      2. Select Your info at the top of the page.
      3. Select Manage your sign-in email or phone number.
      4. You may be prompted to enter a code that’s sent to the email address or phone number listed in your account as security information.
      5. Select Add email.
      6. If you want to create a new email address to use, select Create a new email address and add it as an alias.
      7. If you have a non-Microsoft address that you want to use (other than an address), select Add an existing email address as a Microsoft account alias.
      8. Set the new email address as your primary alias. Go to the Manage your account aliases page, and select Make primary under the email address you want as primary.
      9. Select Remove next to the old email address.

      Note: It can take up to 48 hours for changes to reflect across all Microsoft services.

  •   How can I backup my OneDrive files?
    • Backing up data in preparation for a change from Faculty/Staff/Student to Alumni/Emeriti license

      Important: Your email, calendar, people, and tasks data will continue to be accessible after the license change. You will not need to back up this data.

      The data stored in OneDrive online will need to be backed up and saved, or it will be permanently lost. See what data you currently have stored in OneDrive.

      Please note, these instructions are for users who access OneDrive via a web browser. If you have access to the desktop version of Microsoft Office, you may have additional options to back up your data.

      OneNote/Class Notebooks

      For users who only want a copy of their notes, you can copy/paste the text into another text editing application:
      1. Log into Outlook on the web.
      2. Go to the app launcher and select OneDrive.
      3. Open each OneNote/Class Notebook and copy/paste the data into a text file.
      4. Save the text file(s) into the desired location.

      All other file types

      1. Log into Outlook on the web.
      2. Go to the app launcher and select OneDrive.
      3. For each file in each folder, right-click and select Download. Repeat this for all your files.
      4. The files will be placed in the default download location used by your browser. Open this location and move the files to the desired location.

      Note: For Windows users, you can install OneDrive for Business to backup/save these files to your desired location in bulk.

See Also:

Keywords:microsoft office365 o365 email, calendar, onedrive, onenote, class, sway, faculty, staff, students, alumni, emeriti, special authorization, spec auth, poi, person of interest, licensing, licenses, outlook on the web, owa, onedrive for business, windows macintosh graduating, graduated, former, retired, emeritus, eligibility, apps, access subscription has expired grace period   Doc ID:62576
Owner:Ara M.Group:Office 365
Created:2016-04-07 12:48 CSTUpdated:2017-02-10 08:01 CST
Sites:DoIT Help Desk, DoIT Tech Store, Office 365
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