Help Desk (Former Student) - Steps to take before your access to Microsoft 365, G Suite, Box, Qualtrics, and Zoom changes
Effective January 2018, individuals who leave the University will begin a deactivation process that may change their access to the following services:Affected IT Services
- Microsoft 365
- G Suite
Note: Service-based deactivation will not impact the NetID Login Service.
Why is my access changing?
Your affiliation type determines how your access to affected IT services will change when you leave the University. Please see the chart below to learn more.
|Former Student||Registrars Office updated your status
to indicate you are no longer enrolled at the University
Reduced to email, calendar, contacts, and tasks only via Outlook on the web
|Continues||Lose access||Lose access||Lose access|
Important note about your UW-Madison email account
If you are/were a student when campus started using Microsoft 365, you will continue to have access to email, calendar, contacts, and tasks after you leave the University.
When will I lose access?
View the service-based deactivation timeline to see when your access will change.
What should I do next?
Step 1: You are encouraged to classify data that you created into two categories:
Personal data: You can keep this data and will need to backup files before losing access to your account.
University data: You will need to transfer ownership of this data to designated faculty/staff or to another University account.
Step 2: Once you organize your data, your next step will be to either backup or transfer ownership of that data:
|Backup personal data||Transfer ownership of University data|
- Email and Calendar: No further action is required because you will continue to have access to these services.
- Web and Desktop Apps: Microsoft 365 - Backup OneDrive for Business data*
|Microsoft 365 - Preserving organizational data due to a position change or retirement|
|G Suite||UW-Madison G Suite - Backing up data||
UW-Madison G Suite - Transfer folders and files from My Drive to Team Drives
UW-Madison G Suite - Transfer G Suite data to another UW-Madison G Suite account
|Box||UW-Madison Box - Backup your data||Box - Transferring Folder Ownership|
|Qualtrics||Qualtrics Survey Hosting - Backup your data||Qualtrics Survey Hosting - Transfer ownership of your survey|
Export Past Meeting Information
|Share Zoom Cloud Recordings|
Important Note: Once your appointment or student status changes, you will lose access to OneDrive and your license for Microsoft 365 Subscription version of Office/Outlook desktop clients will expire approximately 25 days after the change.
- Help Desk - Resources for Microsoft 365, G Suite, Box, and Qualtrics account deactivations
- Help Desk - Deactivation Notifications for Microsoft 365, G Suite, Box, and Qualtrics
- Help Desk - Deactivation Timeline for Microsoft 365, G Suite, Box, and Qualtrics
- Office of the Registrar
- Qualtrics Survey Hosting - Terms of Service