Eligibility for Microsoft 365
- Stephen Walker
Who is eligible?
Microsoft 365 at The University of Texas at Austin is available to:
Current Faculty
Current Staff
Current Students
Affiliated Workers
Visiting Scholars
Current UT System Employees
Future Employees
When is my account created?
Faculty and Staff
Faculty and staff of The University of Texas at Austin are automatically provided with a Microsoft 365 account on their first day of employment.
When this account is created, you will be notified at the email address you have provided in Workday.
Eligible faculty and staff who did not have an account as of December 2018 may have been exempted from automatic account creation.
If this applies to you, you may request an account by signing into https://www.austin.utexas.edu/Office365Management and using the Create Account feature.
Students
Students of The University of Texas at Austin are automatically provided with a Microsoft 365 account on their first day as a current student.
When this account is created, you will be notified at the email address you have listed in your student record.
Eligible students who did not have an account as of summer 2022 may have been exempted from automatic account creation.
If this applies to you, you may request an account by signing into https://www.austin.utexas.edu/Office365Management and using the Create Account feature.
Other
Official visitors, affiliated workers, contractors, and individuals in other roles may be eligible for Microsoft 365 if provided for in Workday. These accounts are not automatically created, but if eligible you may request an account by signing into https://www.austin.utexas.edu/Office365Management and using the Create Account feature.
What apps are included?
Microsoft 365 consists of a number of services, some of which are subject to change as University licensing changes and Microsoft adds or modifies their available services. For the most accurate picture of services you have access to, please visit https://www.microsoft365.com/apps. If you're interested in a general overview of the most high-profile services, please read on.
The below information captures the primary services in the University's instance of Microsoft 365 as of 2024.
Faculty and Staff
Bookings
Forms
Lists
Office 365 (Word, Excel, PowerPoint, OneNote)
OneDrive for Business
Outlook (a.k.a. Exchange Online)
Planner
Power Apps
Power Automate
Power BI
Project Online Essentials
SharePoint Online
Stream
Sway
Teams
To-Do
Visio Online
Viva Engage
Whiteboard
Students
Forms
Lists
Office 365 (Word, Excel, PowerPoint, OneNote)
OneDrive for Business
Outlook (a.k.a. Exchange Online)
Planner
Power Apps
Power Automate
Power BI
SharePoint Online
Stream
Sway
Teams
To-Do
Visio Online
Viva Engage
Whiteboard
Other
Bookings
Forms
Lists
Office 365 (Word, Excel, PowerPoint, OneNote)
OneDrive for Business
Outlook (a.k.a. Exchange Online)
Planner
Power Apps
Power Automate
Power BI
Project Online Essentials
SharePoint Online
Stream
Sway
Teams
To-Do
Viva Engage
Whiteboard
What happens after I leave the University?
Faculty and Staff
When your employment with the University ends in Workday, you become ineligible for Microsoft 365. In accordance with section 4.1 of the Information Resources Use and Security Policy and UT System UTS165 Standard 4:
You will lose access to your Microsoft 365 email, calendar, and all contents.
You will lose access to any files you have stored in Microsoft 365 services such as OneDrive or SharePoint.
You will receive an email in your official email address listed in Workday notifying you of the above.
After a 120 day waiting period, your Microsoft 365 account and all its contents will be permanently deleted.
Microsoft 365 accounts cannot be kept after leaving the University.
Students
When you become a former student, you become ineligible for Microsoft 365. Currently, former student affiliation is evaluated on the 12th class day of the next long semester after graduating.
Once this occurs:
You will lose access to your Microsoft 365 email, calendar, and all contents.
You will lose access to any files you have stored in Microsoft 365 services such as OneDrive or SharePoint.
You will receive an email in your official email address listed in your student record notifying you of the above.
After a 365 day waiting period, your Microsoft 365 account and all its contents will be permanently deleted.
Microsoft 365 accounts cannot be kept after leaving the University.
Other
When your affiliation with the University ends, you become ineligible for Microsoft 365. In accordance with section 4.1 of the Information Resources Use and Security Policy and UT System UTS165 Standard 4:
You will lose access to your Microsoft 365 email, calendar, and all contents.
You will lose access to any files you have stored in Microsoft 365 services such as OneDrive or SharePoint.
You will receive an email in your official email address listed on your UT EID notifying you of the above.
After a 120 day waiting period, your Microsoft 365 account and all its contents will be permanently deleted.
Microsoft 365 accounts cannot be kept after leaving the University.
Additional Resources
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