Microsoft 365

Microsoft 365 is a Software-as-a-Service model. For employees, various paid and free subscription plans and additional packages are available. For students, Microsoft 365 is free of charge.

Depending on the subscription plan, apps can be used as desktop apps for local installation or web apps for online use in the browser. Some apps are also available as mobile apps. Apps that are included are automatically updated for the duration of the subscription.

A licence includes 5 usage permissions per type of device (5 PCs or Macs, 5 tablets, 5 smartphones), and allows you to be signed in on 5 devices simultaneously.

As part of the Microsoft 365 ordering process, will be created for each user:

• a Microsoft account
• a personal licence

Find out which apps and functions are included in the various subscription plans and how you can access them (desktop or web app).

Depending on the subscription plan, the following apps can be locally installed (desktop app) or used online in the browser (web app):

Apps by third parties are not available for data protection reasons.

Connected experiences are additional features of Microsoft Office apps that communicate with Microsoft during use in order to offer users advanced application options.

In order for a connected experience to function and assist you in completing a task, information must be transmitted between the respective app and the Microsoft cloud or a third-party service and processed if necessary. For more information, see the Microsoft web pages Connected experience in Office.

Depending on whether and how user data is processed, the following categories of connected experiences are distinguished:

• Connected experiences that do not process user data
  • Features that download online content, such as images, videos, 3D models or Office templates
  • Overview of connected experiences that download online content
• Connected experiences that process user data in Microsoft 365 services
  • Features that analyse content to provide design recommendations, editing suggestions, data insights and similar features, such as PowerPoint Designer, dictation, read-aloud or translation features
  • Overview of connected experiences that analyse your content
• Connected experiences that involve processing of user data in other Microsoft services and/or third-party services (optional connected experiences)
  • Optional features that use cloud-assisted services, such as online videos from YouTube

  • Overview of optional connected experiences in Office

     

For more information about data protection in connected and optional connected experiences, see Data protection – Connected and optional connected experiences.

Microsoft 365 is automatically activated when you run it for the first time. Just start any Microsoft 365 desktop app or sign in to the Microsoft 365 portal with your Microsoft account at the University of Vienna.

Your Microsoft account at the University of Vienna is:

• User name: UserID@univie.ac.at (example: doejami1@univie.ac.at)
• Password:u:account password

You have to be connected to the Internet for the activation.

If necessary, use theuser guide Activating Microsoft 365 and selecting second factor.

Multi-factor authentication is required for using Microsoft 365. For Microsoft 365, the following methods are available for the second factor:

• Authentication app: Microsoft Authenticator, Google Authenticator, FreeOTP
• Security key: for example, a series 5 YubiKey, which you connect to your computer, smartphone or tablet via USB (or NFC)
• Phone call: u:phone number or alternative phone number
• SMS: alternative phone number

Setting up a second factor is required the first time you access Microsoft 365 from a desktop app or web app. It is recommended to set up at least 2 of the available methods. Adding additional factors or making changes can be done through the Microsoft 365 account.

If nessary, use the user guides for setting up second factor.

If you cannot log in because you no longer have access to any of the factors you set for Microsoft 365, for example because you have lost your smartphone, use the Servicedesk form Change second factor (processing on working days) to reset it.

If necessary, use the user guide Change second factor.

Microsoft 365 allows users to store and share data in the Microsoft Cloud. SharePoint Online is a shared storage space available to employees and students at the University of Vienna as part of OneDrive and Teams and cannot be used to its full extent. OneDrive is the personal storage space in the SharePoint Online area. OneDrive is available in all subscription plans as a desktop app and web app.

• Employees have 50 GB of free storage space in OneDrive at their disposal.
• Students have 5 GB of free storage space in OneDrive at their disposal.

If necessary, use the user guide Installing OneDrive app or Managing OneDrive storage space.

If you delete data in the Microsoft Cloud, it can be restored within 30 days using the Recycle bin feature in OneDrive or SharePoint. If you delete data from the Recycle bin, it can be restored again from the Final recycle bin. If the data is also deleted here, there is no further possibility to restore the data.

OneDrive recycle bin

The recycle bin feature is available in the OneDrive web app via the Microsoft 365 portal. After the login, click on the Recycle Bin entry in the left-hand navigation bar.

SharePoint recycle bin

The SharePoint recycle bin is available in Teams via the Open in SharePoint function. In the Teams app, select the relevant team. Click on the Files entry in the upper menu bar. Click on the 3 dots in the lower menu bar and select the entry Open in SharePoint. The SharePoint web app opens. In the left navigation bar, click on the entry Recycle Bin.

The following user guides are available on the Microsoft website:

• Restore items in the recycle bin that were deleted from SharePoint or Teams
• Restore deleted files or folders in OneDrive

Microsoft encrypts both the transport of data and the data stored in the Microsoft Cloud. This prevents third parties from gaining access to personal data being processed.

In addition to the options offered by Microsoft, users can encrypt files themselves before uploading them to the Microsoft Cloud (for example, when using files in Teams) using alternative software and share the key, for example a password, with the recipients via separate channels, for example in the u:cloud. In this case, Microsoft does not have access to the data, but not all functions, such as the search, are available. 

Further information on data encryption is available on the ZID website in the section Using IT securely – IT security.

The University of Vienna is offering Microsoft 365 subject to compliance with statutory data protection regulations. For information on how to configure Microsoft 365 in a privacy-compliant way, see Data protection page.

Connected experiences are features of Microsoft 365 applications that communicate with Microsoft 365 online services during operation and can exchange user data. If you use the optional connected experiences, user datamay be processed in other Microsoft services and/or third-party services. Detailed information on this can also be found on the data protection page under Connected and optional connected experiences.

In Microsoft 365 at the University of Vienna, connected experiences are configured as follows:

The following documents must be agreed to as part of the Microsoft 365 order: 

• Microsoft 365 Terms of Use
• Microsoft Privacy Statement
• Data Protection Declaration of the University of Vienna
• ZID software portfolio Terms of Use

• Employees with login and installation problems should first contact their IT representative.
• For specific questions about Microsoft 365 at the University of Vienna, please use the Servicedesk form Microsoft 365. You can also use the user guides.
• To reset the second factor if all factors are lost, use the Servicedesk form Change second factor.
   
• For general questions about Microsoft 365 and the apps, use Microsoft Support.
• The Microsoft 365 Training on the Microsoft website is available for learning the basics and how to use apps.
• The ZID cannot provide support for the operation of the apps included in Microsoft 365.

The Microsoft 365 Terms of Use and the Terms of Use in conjunction with artificial intelligence (AI) at the University of Vienna apply.