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
  • Box
  • Qualtrics
  • Zoom

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.

Affiliation Type
Reason for
Affiliation Type
Access to
Access to
Access to
Access to
Access to
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

Continued access

  • 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:

  1. Personal data: You can keep this data and will need to backup files before losing access to your account.

  2. 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
Microsoft 365

- 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

Download Zoom Cloud Recordings

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.

See Also:

Keywords:uw madison office 365 g suite box qualtrics alumni emeritus reduced limited eligible active microsoft google apps affiliation IT services email drive onenote calendar change former student resources doit help desk ltu resources departing pcs productivity and collaborative solutions doit   Doc ID:80255
Owner:Christina G.Group:DoIT Help Desk
Created:2018-02-19 12:52 CDTUpdated:2023-02-02 15:25 CDT
Sites:Box, DoIT Help Desk, DoIT Tech Store, Google Apps, Microsoft 365
Feedback:  12   0