Microsoft 365
Microsoft 365 is a software subscription for members of the University of Vienna. Among other, it includes the apps Word, Excel, PowerPoint, Outlook, Teams and OneDrive for local installation and online use.
Subscription plans are available to employees via the self-service portal.
Students acquire Microsoft 365 free of charge via AcadCloud.
Students and employees are separated from each other within the Microsoft 365 environment of the University of Vienna – it is not possible to find and interact between the two groups. This also applies to the visibility of attendance status.
Scope of service
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
Subscription plans
| Designation | Available for |
|---|---|
| Microsoft 365 (A3) – Desktop and web apps | Employees: subject to a charge |
| Microsoft 365 (A1) – Web apps | Employees: free of charge |
| Microsoft 365 – Office apps and Teams | Students: free of charge |
Additional package
| Designation | Available for |
|---|---|
| Microsoft 365 (additional package) – Connected experiences | Employees: free of charge |
Installing packages for centrally managed PCs
| Designation | Available for |
|---|---|
| m: Microsoft 365 (additional package) – Installing the Office apps on centrally managed PCs | Employees: free of charge |
| m: Microsoft 365 (additional package) – Installing for shared devices | IT representatives only |
Available apps and functions
Depending on the subscription plan, the following apps can be locally installed (desktop app) or used online in the browser (web app):
| App | Microsoft 365 (A1) | Microsoft 365 (A3) / Microsoft 365 for students |
|---|---|---|
| Word | Web app | Web app and desktop app |
| Excel | Web app | Web app and desktop app |
| PowerPoint | Web app | Web app and desktop app |
| Outlook | – | Desktop app |
| Access | – | Desktop app (for Windows only) |
| Publisher | – | Desktop app (for Windows only) |
| OneNote | Web app and desktop app | Web app and desktop app |
| Teams | Web app and desktop app | Web app and desktop app |
| OneDrive | Web app and desktop app | Web app and desktop app |
| Whiteboard | Web app and desktop app | Web app and desktop app |
| Sway | Web app | Web app |
| Forms | Web app | Web app |
| Stream | Web app | Web app |
| Planner | Web app | Web app |
| Lists | Web app | Web app |
| Visio for the web | Web app | Web app |
Apps by third parties are not available for data protection reasons.
Functions in connected experiences
Connected experiences are additional functions of Microsoft 365 apps, for example dictation or translation function, which can communicate and exchange data with the Microsoft Cloud during use.
For information about the features included in the connected experiences, see Connected experience in Office on the Microsoft website.
For data protection information related to the connected experiences, see Data protection – Connected experiences further down this page.
Acquiring Microsoft 365
Employees
Employees order Microsoft 365 via the self-service portal. Outside the university data network, you will need a VPN connection.
Use the user guide Acquiring Microsoft 365.
Please note that it can take up to 2 hours for the service to be provided.
Studierende
Students order Microsoft 365 free of charge via AcadCloud.
Use the user guide Microsoft 365 for students.
Please note that it can take up to 2 hours for the service to be provided.
Activating Microsoft 365
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: u:account-UserID@univie.ac.at (for example, doejami1@univie.ac.at)
- Password: u:account password
You have to be connected to the Internet for the activation.
If necessary, use the user guide Activating Microsoft 365 and selecting second factor.
Note
You have to connect to the Internet at least once every 30 days to check your subscription status.
If your device is offline for more than 30 days, Microsoft 365 will switch to the reduced functionality mode until you connect to the Internet again. If Microsoft 365 runs on the reduced functionality mode, it remains installed on your device but you can only view and print documents. This means that all editing features (for editing or creating documents) are disabled.
Setting up 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.
Resetting second factor
If you are unable to log in because you no longer have any of your set factors for Microsoft 365, for example because you have lost your smartphone, use the Servicedesk form Zweiten Faktor ändern (Changing second factor, in German, processing on weekdays).
If nessary, use the user guide Changing second factor.
Storing and saving data
Microsoft 365 allows users to store and share data in the Microsoft cloud via OneDrive (personal storage) or SharePoint (shared storage). 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.
Function Recycle bin
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 function Recycle bin is available at the OneDrive web app via the Microsoft 365 portal. After logging in, the OneDrive web app can be called up in the left margin bar at the top via the tile with the dots.
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 three 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
Note
Please note that the University of Vienna does not provide a backup for data and content stored in the Microsoft Cloud (OneDrive, SharePoint) as part of the Microsoft 365 service or generated during the use of apps, for example in Teams.
Encryption of files
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 search, are available.
Further information on data encryption is available on the ZID website in the section IT Security – Tips for users.
Renewing the license
Employees
The licence is valid as long as there is an active service relationship or until the subscription is cancelled via the self service portal. A connection to the Internet must be made at least once every 30 days to check the status of the subscription.
Students
You can renew your licence every 12 months via AcadCloud for the duration of your enrolment at the University of Vienna. You have to connect to the Internet at least once every 30 days to check your subscription status.
Data protection
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 (in German).
Connected experiences
Connected experiences are functions of Microsoft applications that can communicate and exchange data with the Microsoft backend during operation. Information on this can also be found on the data protection page under Connected experiences (Verbundene Erfahrungen).
In Microsoft 365 at the University of Vienna, the connected experiences are configured as follows:
Employees
- The category connected experiences that downloads online content is enabled because no user data is processed in the Microsoft cloud.
- The category connected experiences that analyze your content can optionally be enabled for use in desktop apps, as user data is processed in the Microsoft cloud and your consent is required. Activation requires the order of Microsoft 365 (add-on package) – Connected Experience via the self service portal, for more information see the Microsoft website Connected experiences in Office.
- The category other connected experiences is disabled because Microsoft 365 does not allow the University of Vienna to integrate third-party apps.
Note
When using web apps, the category connected experiences that analyses your content is enabled by default by Microsoft and cannot be disabled.
Students
- The category connected experiences that downloads online content is enabled because no user data is processed in the Microsoft cloud.
- The category connected experiences that analyze your content is enabled. User data is processed in the Microsoft Cloud. For more information see the Microsoft website Connected experiences in Office.
- The category other connected experiences is disabled because Microsoft 365 does not allow the University of Vienna to integrate third-party apps.
Service approvals
The following documents must be agreed to as part of the Microsoft 365 order:
Employees
You can find your service approvals in the self service portal under Workplace – My Services.
Students
You can find your service approvals in AcadCloud via your profile under User consent.
Terms of Use
The Microsoft 365 Terms of Use apply.
Support
- 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. You can also use the ZID's 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.