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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.


When logging into the desktop version of any Office 365 application users impacted by this change may see the following warning informing them that the product will be deactivated.

 

Image of a Microsoft warning pop-up telling users the product has been deactivated.

  • 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 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
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