Zentraler Informatikdienst

Microsoft 365

For:  students    employees

Microsoft 365 includes Word, Excel, PowerPoint, Outlook, Teams, Copilot, OneDrive and other apps.

Subscription plans are available to employees via the self-service portal (via Uni data network/VPN).

Students order Microsoft 365 free of charge via AcadCloud. 

Accessing Microsoft portal (web apps)

Accessing Teams web app  

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 in the self-service portal or AcadCloudAvailable for
Microsoft 365 (A3) – Desktop and web appsEmployees: subject to a charge
Microsoft 365 (A1) – Web appsEmployees: free of charge
Microsoft 365 – Office apps and TeamsStudents: free of charge

 

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

Additional package connected and optional connected experiences

Designation in the self-service portalAvailable for
Microsoft 365 (additional package) – Connected and optional connected experiencesEmployees: free of charge

Additional packages OneDrive storage space

Designation in the self-service portalAvailable for
Microsoft 365 (additional package) – OneDrive Storage 50 GBEmployees: subject to a charge
Microsoft 365 (additional package) – OneDrive Storage 200 GBEmployees: subject to a charge
Microsoft 365 (additional package) – OneDrive Storage 450 GBEmployees: subject to a charge
Microsoft 365 (additional package) – OneDrive Storage 950 GBEmployees: subject to a charge

Installing packages for centrally managed PCs

Designation in the self-service portalAvailable 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 devicesIT representatives: free of charge

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):

AppMicrosoft 365 (A1)Microsoft 365 (A3) / Microsoft 365 for students
WordWeb appWeb app and desktop app
ExcelWeb appWeb app and desktop app
PowerPointWeb appWeb app and desktop app
Outlook–Desktop app
Access–Desktop app (for Windows only)
Publisher–Desktop app (for Windows only)
OneNoteWeb app and desktop appWeb app and desktop app
TeamsWeb app and desktop appWeb app and desktop app
OneDriveWeb app and desktop appWeb app and desktop app
WhiteboardWeb app and desktop appWeb app and desktop app
SwayWeb appWeb app
FormsWeb appWeb app
StreamWeb appWeb app
PlannerWeb appWeb app
ListsWeb appWeb app
Visio for the webWeb appWeb app

 

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

Functions in connected and optional connected experiences

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:

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

Acquiring Microsoft 365

Employees order Microsoft 365 via the self-service portal (via Uni data network/VPN).

Use the user guide Acquiring Microsoft 365.

Please note that it can take up to 2 hours for the service to be provided.

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: 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 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 a 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.

Note on the use of authenticator apps

Multi-factor authentication is required every time you log in after activating and configuring Microsoft 365.

If you choose an authenticator app, such as Microsoft Authenticator, Google Authenticator or FreeOTP, as your second factor, you will need the app on your smartphone for the entire duration of use. You must not clear the authenticator app and the stored information.

If you switch to a new smartphone, you must reconfigure the authenticator app on the new device and transfer the stored information.

  • If you have your old smartphone or have configured another authentication method, you can set it up again via your Microsoft 365 account. Use the information provided by the relevant app provider to transfer and back up the authenticator data.
  • If you have lost your smartphone, use the Servicedesk form Change second factor (processed on working days) to reset it.

Resetting 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.

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Storing and saving data

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.

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

Employees have 50 GB of free storage space available in OneDrive.

In addition, employees have the option of purchasing paid additional OneDrive storage packages to increase their storage space from 50 GB to a maximum of 950 GB via the self-service portal.

Only one package can be ordered. If the expansion is to be increased, the current package must first be returned. Multiple bookings are not possible. Employees can have a maximum of 1,000 GB of storage space within Microsoft 365 – 50 GB of which is free and a maximum of 950 GB is subject to a fee.

After ordering, the storage space for OneDrive is usually increased by the ordered amount within 72 hours.

Students have access to 5 GB of free storage space in OneDrive.

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 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 Shared 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:

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. Ensure that your important data is backed up at all times with an up-to-date backup.

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 the search, are available. 

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

Renewing the license

The licence is valid as long as there is an active service relationship or until the subscription is cancelled via the self service portal (via Uni data network/VPN). A connection to the Internet must be made at least once every 30 days to check the status of the subscription.

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.

Connected and optional connected experiences

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 data may 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 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 (via Uni data network/VPN). 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.

  • Die Kategorie verbundene Erfahrungen, die Onlineinhalte herunterladen ist aktiviert, da keine Verarbeitung von Nutzer*innen-Daten in der Microsoft-Cloud erfolgt.
  • Die Kategorie verbundene Erfahrungen, die Ihre Inhalte analysieren ist aktiviert. Es erfolgt eine Verarbeitung von Nutzer*innen-Daten in der Microsoft-Cloud. Weiterführende Informationen finden Sie auf den Microsoft-Webseiten Verbundene Erfahrung in Office.
  • Die Kategorie weitere verbundene Erfahrungen ist deaktiviert, da Microsoft 365 der Universität Wien keine Einbindung von Drittanbieter-Apps erlaubt.

Note

When using web apps, the category connected experiences that analyses your content is enabled by default by Microsoft and cannot be disabled.

Service approvals

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

You can find your service approvals in the self-service portal (via Uni data network/VPN) under Workplace – My Services.

You can find your service approvals in AcadCloud via your profile under User consent.

Training courses

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 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.