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.



  •   What should I expect when I am no longer a Faculty, Staff, or Student?
    • On the day your appointment changes, your license will change to an Alumni/Emeriti license and you will lose access to the applications that are only available through a Faculty/Staff/Student license. This includes all data stored in OneDrive. It is your responsibility to backup and save this data.

      Note: Until account deactivations are resumed, all non-emeritus retirees and individuals who voluntarily leave or are terminated will receive an Alumni license.

      Office desktop applications (Outlook, Word, Excel, etc...) will remain installed on your computer, but Windows versions will enter a 30-day grace period of full functionality before entering reduced functionality mode (read only). Mac versions will enter reduced functionality mode and will not have a grace period. Depending on when Office last performed its most recent activation/reactivation, you may have up to 29 days before the additional 30-day grace period begins.

      When you enter this grace period, you will begin to receive the following message when you open one of the Office applications:

      o365_subscription_expired.png

      •   Can I see the number of grace days I have left?
        • Important: For Office for the Mac, Microsoft does not have the ability to confirm the number of grace days left. Office for the Mac will go into reduced functionality mode as soon as you no longer have a license for Office.

          For Windows computer, perform the following steps

          1. Save the GetGrace file to your computer.
          2. Rename the file so that it ends in .vbs instead of .txt.
          3. Open a command prompt window.
          4. Change directories to the directory where you download the file.
          5. Run "cscript GetGrace.vbs". The program will return your license status and the number of grace days you have left.

  •   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 UW-Extension employees be affected?
    • Individuals who work for UW-Extension are not eligible for a UW-Madison Office 365 Pro Plus license and will not be affected by a license change. UW-Extension Office 365 accounts reside in the UW-Extension tenant, not in the UW-Madison tenant.


  •   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., john.doe@wisc.edu) to access OneDrive, you will need to remove your UW-Madison email address and replace it with a non @wisc.edu 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: https://account.microsoft.com/
      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 @wisc.edu 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 NetID@wisc.edu 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.





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 13:48 CDTUpdated:2016-08-26 12:08 CDT
Sites:DoIT Help Desk, DoIT Tech Store, Office 365
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