Office365 Application and Licensing Information
Microsoft Office 365 Licensing
Oklahoma State University provides Microsoft Office 365 licensing for current faculty and staff, current students, alumni, retirees, and service accounts.
Notice: Office 365 Licensing Change For Retirees and Service Accounts
On May 21st, 2024, Microsoft is implementing a license change that affects Retirees and Service Accounts.
The change transitions these licenses from Office 365 A1 Plus to Office 365 A1.
After this date, these users will only have access to the web version of Office 365 applications, which are accessible through the individual's Cowboy Mail account.
-
Service Account/Retiree Licenses Details
- License Name: Office 365 A1 for faculty
- Assigned to: Retirees, Service Accounts
- Applications Included: Microsoft 365 (Web Only)
- E-mail Mailbox Max Size: 50GB
- Exchange Online Archiving Max Size (e-mail): 50GB
- OneDrive Cloud Storage Max Size: 100GB
-
I am a Retiree or Service Account Owner, how am I affected?
- Office 365 Desktop Applications: Desktop applications, including Outlook, will no longer be available.
- Office 365 Web Applications: Web applications will continue functioning normally.
- E-mail Mailbox Max Size: Reduced to 50GB, archive limits unchanged.
- After May 21, 2024, Exchange will notify you if your data exceeds the 50 GB limit. You cannot send or receive new e-mails until you delete or archive currently stored e-mails.
- OneDrive: The OneDrive application will continue to function normally.
- OneDrive Storage Max Size: Reduced from 1TB to 100 GB.
- after May 21, 2024 if files in OneDrive storage exceed 100GB, they will become read-only,
-
What do I need to do before my license changes?
- Office 365 Desktop Application: Retirees who want access to Office 365 Desktop applications will need to purchase a personal Office 365 License under an alternate email address.
- OneDrive Storage: Confirm your OneDrive Storage limit does not exceed 100GB. If it does, download or transfer your files to an alternate storage solution before May 21, 2024.
- E-mail Mailbox Max Limit: If your stored e-mail exceeds 50GB, archive or delete e-mails in your mailbox before May 21st, 2024.
Office 365 License Details
Current OSU Faculty, Staff and Students
An Office 365 A5 license is assigned to all current OSU Faculty, Staff and Students. This license allows individuals to access Office 365 applications via the web and install O365 on their desktop.
These applications may be accessed through the individual’s Cowboy Mail account.
-
Faculty & Staff License Details
- License Name: Office 365 A5 for Faculty
- Assigned to: Current Faculty and Staff
- Applications Included: Microsoft 365 (Web and Desktop)
- E-mail Mailbox Max Limit: 100GB
- Exchange Online Archiving Limit (e-mail): 100GB, expandable to 1.5TB
- OneDrive Cloud Storage Limit: 1TB (1000GB)
-
Student License Details
One year and 45 days after a student graduates, their license automatically transitions to the Alumni license.
- License Name: Office 365 A5 for Students’ Use/Benefit
- Assigned to: Current Students
- Applications Included: Microsoft 365 (Web and Desktop)
- E-mail Mailbox Max Limit: 100GB
- Exchange Online Archiving Max Limit (e-mail): 100GB, expandable to 1.5TB
- OneDrive Cloud Storage Max Limit: 1TB (1000GB
Graduated Students/Alumni
When a student graduates from OSU, their Current Student License is extended for 1 year and 45 days. At the end of this extension, the student’s O365 license automatically transitions to the Alumni Exchange Online license.
It is recommended to download or transfer your files before your license transitions to Alumni status.
The license only includes Cowboy Mail via the web and has no Office 365 or OneDrive Storage access.
-
Alumni License Details
- License name: Exchange Online (Plan 1) for Alumni
- Assigned to: Graduated Students
- Applications Included: Email access (Web only)
- E-mail Mailbox Max Limit: 50GB
- Exchange Online Archiving Max Limit (e-mail): 50GB
- OneDrive: Not Included
Retirees and Service Accounts
An Office 365 A1 license is assigned to all retirees and service accounts. This license allows individuals to access Office 365 applications via the web.
-
Service Account/Retiree Licenses Details
- License Name: Office 365 A1 for faculty
- Assigned to: Retirees, Service Accounts
- Applications Included: Microsoft 365 (Web Only)
- E-mail Mailbox Max Limit: 50GB
- Exchange Online Archiving Max Limit (e-mail): 50GB
- OneDrive Cloud Storage Max Limit: 100GB